Northern Sydney Region Proactive Tranche 1, 2025

School Infrastructure is seeking to partner with Local Businesses within our School Communities. Tenders for the following Proactive Services.

  • Water Filtration Systems and Potable Water Storage Tanks
  • Backflows and Thermostatic Mixing Valves
  • Pumping Stations
  • Gas Lines, Manifolds, Flame Arrestors, Gas Ovens/Stoves and Heaters 
  • Eye Wash Units and Safety Showers

The tender is open to relevant trades with the skills and certification to complete the above-stated Proactive Maintenance work.
Service is to be provided under the Local Contractor Agreement and no sub-contracting is allowed. The successful Tenderer must not appoint any other contractor to undertake the services.
A system-generated receipt is issued once the online form is completed and submitted successfully. All responses are encrypted for security and stored securely in the “electronic tender box”.  All responses successfully received can only be accessed, decrypted, retrieved, and opened after the tender has officially closed.

The tender will close at midnight on Friday 28 February 2025.

The Tender Submission is an online form; to view the tender documents, please click the relevant links in the below document section. Please ensure your submission is received before midnight on the tender close date.

Enquiries – For any enquiries, please contact us via ns25.pt1@evolvefm.com.au

Contractor Pre-tender Information Sessions

Attendance at one of the pre-tender information sessions is highly recommended but not mandatory. Representatives from Evolve FM and School Infrastructure will be on hand to guide you through the tender submission process and answer any questions.

Please click the link below to register for the online pre-tender information session. You may attend more than one session.

Please use Google Chrome browser to complete the registration process.

Requests for information may be submitted until 4:00pm on Monday 24 February 2025.

To maintain local contractor involvement at the schools for proactive maintenance services, it is preferred that Local Contractors are within 30 minutes, or 50km of the school to which they are tendering. This is determined to be the address to which your ABN is registered.

TENDER DOCUMENTS

The Tender Submission is an online form; to view the tender documents, please click the relevant links in the below document section:

The Documents

1. Schools Asset Listing and Proactive Service Requirements.

This has been provided to give indicative asset numbers per site for the following Proactive Maintenance Services and the Proactive Service Requirements.

  • Water Filtration Systems and Potable Water Storage Tanks – Link
  • Backflows and Thermostatic Mixing Valves – Link
  • Pumping Stations – Link
  • Gas Lines, Manifolds, Flame Arrestors, Gas Ovens/Stoves and Heaters – Link
  • Eye Wash Units and Safety Showers – Link

Local contractors are required to complete a services report where recommendations can be made for further work. Local contractors will also be required to update, add and or delete asset related data in the work order management system. Local contractors will be provided all training in the work order management system.

2. Local Contractor Agreement. Link

This agreement (including Annexure 4, Annexure 5 and Annexure 6) is for your information only and is not to be completed or returned as part of your package.

  • Annexure 4 – Local Work Order Conditions sets out the terms and conditions that apply to Work Orders issued by School Infrastructure under your Local Contractor Agreement.
  • Annexure 5 – Local Contractor Scope of Services defines the scope of your Contract with School Infrastructure.
  • Annexure 6 – Asset Maintenance Standards are the standards developed by School Infrastructure NSW for NSW Department of Education assets to be maintained.

3. Proactive Maintenance Standards. Link

The scope of services and required frequencies are included in the Proactive Maintenance Standards. This document is included for reference purposes only.

The Submission

Step 1: Review the above asset data and proactive service standards to determine your lump sum price excluding GST for each school. Your lump sum price should include all costs associated to complete that service. For example, and not limited to labour costs, travel costs, administration costs, materials required for service.

When submitting a tender, you do not have to price for every school within a cluster and you may submit prices for more than one cluster.

Step 2: Please pre-register below to access the tender section.

NOTE: Tender must be completed in one session, you cannot save and return to the form. Please allow 60 mins for completion.

Step 3: Once the pre-registration is completed successfully, you can click the “Start Tender Process” button to access the Electronic Tender Form.

Step 4: Please fill the Electronic Tender Form with your tender information. All below sections needs to be completed:

  • Company Details (ABN, Company Name, Trading Name, ABN Address, Business Address)
  • PO Box Details (PO Box, PO Box City, PO Box State, PO Box Postal Code)
  • Contact Details (Mobile/Telephone, Email, Contact Person Name, Fax)
  • Non-Price Criteria, including company licences, insurances, SWMS, Inspection and Inspection and Test Plan, etc.
  • Proactive Pricing
    • Select the cluster of schools. e.g. Pittwater 1.
    • Select the school. You may select schools from more than one cluster.
    • Enter the annual lump sum price for each school.

Step 5:  Click “Submit” and an email receipt will be sent to your registered email address. If you do not receive a confirmation email, contact the Evolve Procurement Team on ns25.pt1@evolvefm.com.au

Notification of Result

Successful, unsuccessful and non-compliant tenders will be notified by email of the result of the tender by 4 April 2025.

If your tender is successful, you will receive the Local Contractor Agreement for execution.

 

Frequently Asked Questions

No Sub-Contracting

You must not enter any arrangement (including subcontracting) with any other person to perform any part of a work order issued to your business.

FMWeb Logins

All tradesperson attending a school site must be entered in FMWeb. As it is a web-based system each person will require an individual email address to allow this. If the tradesperson is working across different School Infrastructure regions a unique email is required for each region the tradesperson works in.

Aboriginal Identified Business

Businesses must be registered with Supply Nation or the Indigenous Chamber of Commerce or ORIC to confirm status. This can be confirmed and updated later if your business is not yet registered.

Aboriginal Identified Tradespeople

The Tradesperson data question requests noting if any employee/s identify as Aboriginal or Torres Strait Islander.

Aboriginal Procurement Policy Confirming the Indigenous heritage of employees

Suppliers reporting on numbers of FTE employment opportunities for Aboriginal peoples on the contract must be able to demonstrate their process to confirm Aboriginal or Torres Strait Islander heritage in line with the guidance available on Buy.NSW.

Certifying Identification (Working with Children)

Copies of identification required for the Declaration for Building, Maintenance & Asset Related Contractors Non-Child Related. For employees this can be sighted and verified by the business owner. For Sole Traders copies will need to be verified by Justice of the Peace.

Rates

Rates are fixed for two years of the contract.

Further support in completing the tender

Evolve FM can provide support in completing the tender.

Q&A

Date ReceivedQuestionAnswer
10/02/2025 For gas lines and heaters, we do recognise that works completed on the gas lines needs to be completed outside of school hours, however does this include when we are just testing operation?Any gas-related works, must be undertaken outside of school hours when no students, staff or community members are on-site. Local Contractor must contact the school prior to their attendance to confirm that the work will take place outside of hours.
6/02/2025What is an Inspection and test plan? (ITP)ITP is a document that outlines how the quality control activities for the asset being serviced. Refer link: https://evolvefmau.sharepoint.com/:b:/t/TenderCentre/EXnrQ5haYydHpqAzA3AhhnoB_MLKoaqeCyNuR5p8fg4WsQ?e=Enxn4S
6/02/2025If successful and awarded Proactive Service, is there a variation to the contract?Contract is valid for 2 years at agreed lumpsum price.
Variation to the contract will only come into play if additional assets are found on site.
6/02/2025If successful for Proactive Service - on attending a school and additional assets discovered beyond what was initially documented and tendered - What is the process?If a small number of assets found and able to complete servicing on the same day. Continue and service the assets. Record and capture the additional assets on the Service Report and Asset capture excel spreadsheet. (This spreadsheet will be provided at onboarding)
Claim under 1.9 - provide supporting documents ,Pre/post photos, Service report. Asset capture excel spreadsheet , Test sheets/ITP.

If substantial number of additional assets found: Provide a quote with the breakdown of asset numbers. Attach the quote to the WO and call the ASO for approval.

Pre-registration for your Tender Response

Pre-registration is requested in order to submit your tender response. Once you have completed the pre-registration, you will be granted access to submit your tender response.

We acknowledge and pay respect to the Traditional Owners of the land on which we conduct business: the Aboriginal and Torres Strait nations of Australia. It is upon their ancestral lands that we stand. We pay respect to the Elders both past and present, acknowledging them as the traditional custodians of knowledge for this place.

ABN: 52 605 472 580

Copyright © 2025 Evolve FM

It appears you're using an old version of Internet Explorer for safer and optimum browsing experience please upgrade your browser.