Q010-2026 - Supply & Delivery of Certified Organic Softfall
Tamworth Regional Council invites quotations from suitably qualified and experienced suppliers for the Supply and Delivery of Certified Organic Softfall under Contract Q0102026. This twelve-month contract will service three key locations across the region Tamworth, Manilla and Barraba and requires consistent delivery of high-quality certified organic softfall material that meets strict safety and environmental standards.
The softfall product must be 100 percent derived from sawmill and forestry residues and must not contain recycled or waste materials. It must be free from asbestos, engineered or treated wood, and any physical contaminants such as glass, metal, plastic or polystyrene. All products must comply with The Mulch Order 2016 and be supported by recent test results and signed declarations verifying compliance and traceability. Delivery protocols, invoicing requirements and engagement procedures are outlined in the contract documentation.
Suppliers must review the following documents prior to submission:
• Specifications for Service Q0102026
• General Conditions of Contract
• Submission Document
The Submission Document must be completed in full for your quotation to be considered compliant. Incomplete submissions may be excluded from evaluation.
Background Information
Tamworth Regional Council is undertaking a 12-month contract for the supply and delivery of certified organic softfall to support the maintenance and safety of public recreational spaces across three regional locations: Tamworth, Manilla and Barraba. This initiative aligns with Council’s commitment to sustainable procurement, environmental stewardship and community wellbeing.
The softfall material will be used in high-traffic areas such as playgrounds and landscaped zones, where compliance with safety and environmental standards is critical. The selected supplier will play a key role in ensuring consistent product quality, reliable delivery logistics and adherence to Council’s operational protocols.
Compatibility Requirements
To be considered compatible with Council’s needs, the certified organic softfall must meet the following criteria:
Composition: The product must be 100 percent derived from sawmill and forestry residues. It must not contain recycled, reclaimed or waste materials, nor any contaminants such as asbestos, engineered or treated wood, glass, metal, plastic or polystyrene.
Certification: The product must comply with “The Mulch Order 2016” and relevant safety standards for softfall applications. Suppliers must provide recent test results and signed declarations verifying compliance and traceability of source materials.
Packaging and Delivery: The softfall must be delivered in a manner that preserves its integrity and prevents contamination. Delivery protocols must be followed precisely, including prior authorisation, photographic evidence of placement, and timestamped delivery dockets.
Documentation: All submissions must include certification documents, itemised pricing, and a completed Submission Document. Incomplete submissions will be deemed non-compliant and excluded from evaluation.
Desired Outcomes
Tamworth Regional Council seeks to engage a supplier who can reliably deliver certified organic softfall that meets all safety, environmental, and performance standards. The ideal outcome of this contract includes:
- Consistent supply of high-quality softfall material across all three designated locations: Tamworth, Manilla and Barraba.
- Full compliance with “The Mulch Order 2016” and relevant Australian standards for playground surfacing.
- Transparent documentation and traceability of product origin, composition and certification.
- Efficient and timely delivery logistics that minimise disruption to Council operations.
Conditions and Warranties
The following conditions and warranties apply to this contract:
- The supplier warrants that all softfall material is 100 percent derived from sawmill and forestry residues and is free from recycled, reclaimed or waste materials.
- The product must not contain asbestos, engineered or treated wood, or any physical contaminants such as glass, metal, plastic or polystyrene.
- All deliveries must be accompanied by certification documents verifying compliance with composition and safety standards, signed by an authorised representative.
- The supplier must replace or refund any non-compliant or defective deliveries at no additional cost to Council, in accordance with Clause 17 of the General Conditions of Contract.
- Council reserves the right to inspect and reject any delivery that does not meet the specified standards or delivery protocols.
Service Level Agreements (SLAs)
To ensure consistent service quality, the following SLAs will apply:
- Delivery Timeliness: All deliveries must be completed within the agreed timeframe following issuance of a Purchase Order and formal delivery request. Delays must be communicated in advance and approved by a TRC authorised officer.
- Delivery Verification: Where Council personnel are not present, suppliers must provide photographic evidence of placement, timestamped delivery dockets and confirmation of drop zone compliance.
- Documentation Accuracy: All invoices must reference the correct Purchase Order, delivery location, and include valid proof of delivery. Certification documents must be submitted prior to or with the invoice.
- Issue Resolution: Any non-conformance must be addressed within five business days of notification. Corrective action must be documented and confirmed by Council.
- Communication: The supplier must nominate a primary contact responsible for coordinating deliveries, responding to queries and ensuring compliance with contract terms.