REGISTER OF PRE-QUALIFIED SUPPLIERS FOR PROVISION OF TREE MANAGEMENT AND MAINTENANCE SERVICES - RP25083 · Report

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SERVICES & ORGANISATION COMMITTEE MEETING                                           7 OCTOBER 2025


REPORT
1. Background

Council previously established and managed a supplier arrangement of sixteen (16) suppliers for
the provision of tree management and maintenance services, with four (4) service categories. The
replacement ROPS for Tree Management and Maintenance Services removed specific categories,
but the range of services was expanded with the inclusion Traffic Management. Respondents could
submit for any work type depending on the type of service they offer:
•   Tree Works – tree maintenance, elevated work platform, chipper etc
•   Specialised Tree Services – root barrier works, vacuum excavation, consultancy etc
•   Tree Planting and Establishment – planting Council supplied 25L, 45L, 100L, up to 200L and up
    to 400L stock, watering and establishment
•   Traffic Management – Traffic Management Plan, traffic controllers and vehicles, portable traffic
    management systems, for Tree Works requiring traffic control
Suppliers are advised in the RFT that inclusion onto this ROPS does not provide a guarantee of work
during the term of this Contract.
In accordance with Chapter 6, Part 3 of the Local Government Regulation 2012 and Council
Procurement Policy, Council invited written tenders for a ROPS for the provision of Tree
Management and Maintenance services. The RFT was issued as a schedule of rates contract for an
initial contract term of two (2) years, plus two (2) further terms of up to twenty-four (24) months each
at Council’s sole discretion, subject to satisfactory performance.
Council invited written tenders via the Council’s e-Procurement solution (VendorPanel) on 5 August
2025, and advertised the tender on Council’s webpage on 5 August 2025 and within the Noosa
Today publication on 8 August 2025, with responses closing on 27 August 2025.
Seventeen (17) responses were received through VendorPanel by the closing date.

2. Tender Evaluation

In accordance with Section 232(8) of the Local Government Regulation regarding the establishment
of a ROPS, Council sought the following information to assess the following mandatory criteria:

Mandatory Criteria                  Respondent Information
                                    Respondent MUST provide evidence in the response to
                                    demonstrate that the Respondent has the necessary Technical,
Technical, Financial and            Financial and Managerial Capability necessary to perform
Managerial Capability               services on time and in accordance with agreed requirements,
                                    and where applicable, with ample plant and equipment, and
                                    personnel.

In addition, the RFT sought information to assess the following criteria:

Criteria                            Respondent Information
                               Must provide details of Health & Safety Management System
                               and complete the questionnaire provided within the tender suite.
Health and Safety – Management Respondent MUST provide evidence in the response to
Systems                        suggest that the respondent, if engaged, would provide the
                               services to Council in compliance with the Workplace Health
                               and Safety legislation.

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SERVICES & ORGANISATION COMMITTEE MEETING                                           7 OCTOBER 2025


                                    Must complete the questionnaire provided within the tender
Environment and Sustainability      suite.

                                    MUST provide schedule of rates.
                                    Respondent MUST provide evidence in the response to suggest
Price
                                    that the respondent, if engaged, would provide value for
                                    money.



All suppliers recommended for inclusion onto the ROPS were evaluated against the criteria outlined
above and were deemed suitable by the Evaluation Panel.

The evaluation was conducted by the Evaluation Panel consisting of the following officers:
   •    Parks and Streetscapes Coordinator
   •    Arborist
   •    Tree Supervisor
   •    Coordinator Environmental Operations
   •    Senior Environmental Officer - Capital Works,
   •    Senior Workplace Health and Safety Officer (Health and Safety only)
Each member of the Evaluation Panel read and declared that they understood and accepted the
probity requirements, which includes a declaration of conflicts of interest and confidentiality.

As a result of the evaluation the Suppliers listed in Attachment 1 of the report are recommended for
inclusion to the ROPS.

3. Next Steps

Contract documents shall be issued to the suppliers recommended for inclusion to the ROPS, and
all Suppliers will be required to register and maintain their details in VendorPanel, including relevant
compliance documentation.

4. Sustainability

In the establishment of this ROPS, consideration has been given to the following sustainability
‘pillars’ in accordance with Council’s Procurement Policy:

Sustainability Pillar     Consideration
Economic and Social Through the RFT Council communicated its intention, without precluding
                    any Supplier from responding, to utilise this ROPS to encourage the
                    development of competitive local business and industry. This may result
                    in Council giving preference to local suppliers over non-local suppliers
                    when engaging suppliers from the ROPS.
Environment               The establishment of a ROPS of this assists in contributing to the natural
                          environment by correct pruning techniques in accordance with Australia
                          Standards, and includes tree planting works and root barrier installation to
                          retain trees where possible.

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SERVICES & ORGANISATION COMMITTEE MEETING                                          7 OCTOBER 2025


Link to Corporate Plan
Theme No. 2 - Liveability
Liveability encompasses housing, facilities and services, transport, health and wellbeing to enable
an inclusive, connected and vibrant community.
2.2 Fund and deliver accessible and improved, parks, open spaces, walking and cycle paths and
trails, including greening our paths and cycleways to meet contemporary needs.




Previous Council Consideration
Nil.


Finance
Tree management and maintenance services are engaged on an as needs basis under a schedule
of rates utilising existing budget from capital and operational expenditure. Historical expenditure for
services was up to $1,150,000 per year, and it is anticipated that the expenditure on this ROPS will
be up to $1,400,000 due to inclusion of traffic management as a service.


Risk & Opportunities
The establishment of a ROPS reduces the risks associated with engaging these services ensuring
that approved suppliers have the technical, financial and managerial capability necessary to perform
contracts on time and in accordance with agreed requirements.

Safety                           Mitigation
The Suppliers fail to ensure the Prior to commencement of services, the Suppliers management
work is conducted safely and in plans, Safe Work Method Statements, Job Hazard Analysis (or
accordance with minimum          similar) and other documentation will be submitted, reviewed,
standards.                       and accepted by Council.
                                 Council will undertake surveillance, regular safety audits and
                                 inspections throughout the service delivery period.


Resourcing                       Mitigation
Quality, safety, and service are The Suppliers have nominated capable qualified personnel, and
affected due to resource         equipment for the services sought and can add additional
shortages.                       resources as required.
                                 Council can engage the services of other Suppliers on this ROPS
                                 if a Supplier is unable to supply services. Council will regularly
                                 monitor any patterns where the Suppliers are unable to provide
                                 services as required, and review as per conditions of contract.


Environmental                    Mitigation
Biosecurity risks due to vehicle The Suppliers are to adhere to high standards for environmental
and plant movement.              and ecological practices.
                                 Greater control across the organisation in relation to maintaining
                                 those standards.

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SERVICES & ORGANISATION COMMITTEE MEETING                                                7 OCTOBER 2025



Procurement and Contracting Mitigation
Engagement of services in a            The establishment of a ROPS is via public tender and in
timely and compliant manner            accordance with the Local Government Regulation and as such
                                       Council is able to engage for services in an efficient/timely
                                       manner from the ROPS.
Value for money                        Respondents have submitted schedules of rates for the services
                                       they provide and these rates are fixed for the initial term of the
                                       ROPS. These rates and scope of works will be considered in
                                       supplier selection and engagement.


Human Rights
Human Rights Compatibility Statement
In developing this Report, the subject matter has been considered in accordance with the
requirements of the Queensland Human Rights Act 2019. It is considered that the subject matter
does not conflict with any human rights and supports a human rights approach to decision making
by Council. Council representatives will endeavour to act and make decisions under this report in a
manner that is compatible with human rights. This report should be read in conjunction with
Council’s Human Rights Policy.


Consultation
External Consultation - Community & Stakeholder
Nil

Internal Consultation
Departments consulted:
      Office of the CEO, Mayor &             Community Services                 Corporate Services
              Councillors
       Mayor & Councillors                 Director                          Director
       Chief Executive Officer             Community Connection              Financial Services
       Executive Officers                  Sport & Active Lifestyles         Fleet
       Community Engagement                Arts & Culture                    Revenue Services
       Governance                          Customer Experience               ICT
                                                                         x   Procurement

                                                                         x   People & Culture

       Strategy & Environment              Development & Regulation           Infrastructure Services
       Director                            Director                          Director
       Strategy & Sustainability           Development Assessment        x   Civil and Asset operations
       Economic Development        &       Local Laws                        Infrastructure Planning, Design
       Destination Management                                                and Delivery
       Environmental Services              Environmental Health              Waste
       Innovation & Digital Hub            Building & Plumbing               Building & Facilities
       Commercial Property                 Property / Permits                Disaster Management