HEPA Vacuum maintenance

The purpose of the H Class HEPA Vacuum Maintenance Services is to support FRV in maintaining its HEPA rated vacuum equipment, ensuring compliance with safety and legal standards, safeguarding workers from hazardous dust exposure, and keeping all sites and fleet assets clean, safe, and operational. This includes preventative and corrective maintenance.

Background information / Compatibility requirements

Fire Rescue Victoria currently utilises specialised decontamination and cleaning equipment to support emergency response operations, station activities and contamination management programs. The purpose of this procurement is to establish a contract for the supply and support of commercial-grade HEPA filtration vacuum equipment suitable for FRV's operational environment.

Tenderers should demonstrate that the proposed equipment is compatible with FRV's intended operating conditions, maintenance practices, consumables, accessories, training requirements and workplace health and safety obligations. Where applicable, Tenderers should identify any proprietary components, system dependencies, accessory requirements, interoperability considerations or infrastructure requirements necessary for the successful deployment and ongoing operation of the equipment.

Tenderers should also identify any limitations, assumptions or compatibility issues that FRV should consider during evaluation and implementation.

Desired Outcomes ('Nice to haves', Conditions & Warranties, SLA's, Project benefits): FRV is seeking a solution that not only meets the mandatory technical and commercial requirements but also delivers operational, environmental and lifecycle benefits. Tenderers are encouraged to describe any enhanced warranties, preventative maintenance arrangements, service level commitments, training programs, equipment innovations, sustainability initiatives, reporting capabilities or other value-added benefits that will improve contract outcomes and support FRV's operational requirements. This information will assist FRV in assessing overall value for money and long-term benefits of the proposed solution.

Questions asked by the buyer:

Technincal Question T1 - Service Delivery Methodology

Describe your proposed service delivery methodology for the provision of preventative and corrective maintenance services, including maintenance scheduling, fault management, service delivery resources, equipment reliability measures and reporting arrangements.

Technical Question T2 - Response and Continuity

Describe your proposed response management framework, including call-out processes, response and rectification timeframes, escalation procedures, after-hours support arrangements, business continuity measures and risk management strategies that will ensure continuity of service to FRV.

Technical Question T3 - Compliance and Quality Assurance

Describe how your organisation will ensure compliance with applicable legislation, standards and FRV requirements, including workplace health and safety management, quality assurance processes, performance monitoring, reporting arrangements and continuous improvement initiatives.

Management and Capability Question M1 - Organisation Capability

Provide an overview of your organisation's relevant experience, capability, technical resources and capacity to successfully deliver the services required under this Contract. Include details of comparable contracts, key personnel and client references.

Management and Capability Question M2 - Personnel Management

Describe your approach to workforce management, including recruitment, induction, training, competency management, security screening, subcontractor management and maintenance of professional standards.

Management and Capability Question M3 - Contract Management and Communication

Describe your proposed contract management framework, including governance arrangements, communication protocols, stakeholder engagement, performance reporting, issue management, resource planning and forecasting processes.

Methodology Question ME1 - Mobilisation and Service Delivery

Describe your proposed mobilisation and implementation methodology, including key activities, milestones, resource deployment, transition arrangements and risk management processes that will ensure successful commencement of services.

Methodology Question ME2 - Continuous Improvement

Describe your approach to continuous improvement throughout the contract term, including how performance data, stakeholder feedback, innovation and lessons learned will be used to drive service improvements and deliver additional value to FRV.

Environmental Sustainability Question ES1 – Environmental Sustainability Framework

Describe your organisation's environmental sustainability framework, including environmental management systems, sustainability objectives, environmental risk management processes and any relevant certifications, accreditations or initiatives that support environmentally responsible service delivery.

Environmental Sustainability Question ES2 – Resource Efficiency and Waste Management

Describe the measures your organisation will implement to minimise environmental impacts associated with delivery of the services, including resource efficiency initiatives, emissions reduction measures, waste minimisation, recycling practices, management of maintenance-related waste and sustainable supply chain practices.

Environmental Sustainability Framework Question ES3 – Continuous Environmental Improvement

Describe how environmental performance will be monitored, measured and continuously improved throughout the contract term. Include examples of environmental outcomes achieved under comparable contracts and any initiatives that may provide additional sustainability benefits to FRV.

Occupational Health & Safety OHS1. Safety Management Systems

Describe your organisation's occupational health and safety management framework and how it will be applied to the delivery of the Services. Include details of relevant policies, procedures, governance arrangements, certifications, accreditations and processes used to ensure a safe working environment.

Occupational Health & Safety OH2 Risk Management and Safe Work Practices

Describe how occupational health and safety risks associated with the delivery of the Services will be identified, assessed, controlled and monitored. Include examples of safe work practices, site-specific risk management, hazard reporting, incident management and corrective action processes.

Occupational Health & Safety OHS3. Workforce Capability and Safety Culture

Describe how personnel engaged in the Contract will be inducted, trained, supervised and assessed to ensure safe service delivery. Include details of competency management, contractor and subcontractor management, site induction processes and how safety performance is monitored and improved.

Commercial - Financial Viability FV1

Have there been any bankruptcy and /or de-registration actions or insolvency proceedings , including voluntary administration, application to wind up or other like action, either actual or threatened, or any other significant events which have arisen in the past 2 years that affect the operations of the tenderer.

Commercial Viability - FV2

Is the tenderer currently in default of any agreement, contract, order or award or any other factor that adversely affect the financial capacity of the tenderer to successfully perform the obligations contemplated by this tender?

Commercial Vialbiltiy - FV3 In addition to the information requested above, Tenderers are required to provide the last two (2) years audited financial statements, comprising profit and loss account and balance sheet.

If not required by law to report Financial Statements to ASIC, then a Balance Sheet summary and Profit & Loss Statement for the previous two (2) financial years provided by your Accountant will be accepted. In addition, provision of a tax return summary is acceptable.

Failure to provide the financial statements as indicated above with the tender submission will eliminate the offer from further consideration in the assessment process.

In addition to reviewing financial statements, Dun & Bradstreet Risk of Failure Report (DRS) or similar checks may be conducted by FRV.

Commercial - Legal

LC1 Compliance with Proposed Contract

Confirm your acceptance of the proposed Contract Terms and Conditions. Where any departures, qualifications, exclusions or amendments are sought, provide full details of each proposed departure, the rationale for the request and any proposed alternative wording.

Commercial - Legal

LC2 Legal and Regulatory Compliance

Describe your organisation's approach to ensuring compliance with contractual obligations, applicable legislation and regulatory requirements relevant to the delivery of the Services. Include details of governance arrangements, compliance monitoring processes and management of legal or regulatory risks.

Commercial - Legal

LC3 Contractual Compliance History

rovide details of any material contract disputes, significant contractual breaches, litigation, regulatory investigations or enforcement actions relating to the provision of similar services within the last five (5) years. Include the outcome and any corrective actions implemented.

Invitation and Conditions of Participation

A1 About this Tender - Please confirm that you have read understood the attached information document titled- Request for Tender No. 2026-12.

Invitation and Conditions of Participation

A2 Code of Conduct-

Attached is the Code Of Conduct for Victorian Public Sector Employees. All of our staff are bound by its content and we expect that our contractors are also committed to these behaviours. Accordingly we request your confirmation of observation of the Code of Conduct

Alternative Offer & Response Check

CR1 Please confirm that you have reviewed and checked your response for completeness. Any attachments are to be provided in Excel, Word, Powerpoint or PDF formats and while they may be zipped are NOT to be embedded within documents. Confirm that the response is complete here.

Alternative Offer & Response Check

CR2 FRV will assess your responses to each question by reviewing the answers you have provided directly for each question. If you wish to provide additional information, you can do so at this question, with comments and refer to any additional attachment. You should note however, that where any inconsistency exists between this information and the direct response, the direct response will be applied.

Alternative Offer & Response Check

CR3 Alternative Offer- Where a Tenderer also submits an alternative offer, it must include any supplementary material which demonstrates how the alternative offer will fully achieve and/or exceed all the specified outputs or functional and performance requirements. Tenderers should also detail why the additional features are beneficial and cross reference to the appropriate clause number in the Specification.

Pricing

Please complete the Pricing sheet provided and attach.

Buyer: Fire Rescue Victoria

Buyer location: 4/215 Spring St, Melbourne, Victoria 3004, Australia

VendorPanel reference: VP530741

Buyer's reference: 2026-12

Opens: Monday 02 November 2026 (AUS Eastern Standard Time)

Closes: Monday 23 November 2026 02:00 PM (AUS Eastern Standard Time)

Supplier query cut-off: Thursday 19 November 2026 02:00 PM (AUS Eastern Daylight Time)

Expected decision: Monday 21 December 2026 (AUS Eastern Standard Time)

Categories: Cleaning Services & Equipment & Supplies; 1: Commercial Cleaning; 2: Hygiene Services; 3: Janitorial & Cleaning Products; Fire & Safety; 1: Personal Protective Equipment (PPE) Regions of service: Victoria; 1: Barwon; 2: Central Highlands; 3: East Gippsland; 4: Gippsland; 5: Goulburn; 6: Loddon; 7: Mallee; 8: Melbourne; 9: Offshore (VIC); 10: Ovens-Murray; 11: Western District; 12: Wimmera; All Regions of Service locations are within Australia.

Tender documents: 12

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