West Coast Mountain Bike Project (Phase 1 - Queenstown Project) November 2019

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General To submit a proposal to undertake design work and produce a Report for the West Coast Council (Council) that will then enable the creation of:

1. statutory Development Application documentation,

2. land tenure leasing documentation, and

3. contract documentation, for construction of the proposed Mountain Bike (MTB) trail networks - to meet International Mountain Bicycling Association (IMBA) standards, and which are consistent with the adopted West Coast Mountain Bike Trail Strategy1.

Specific Council invites suitably qualified firms or individuals to submit a proposal to design approximately 30 kms of MTB trails on Mt Owen in Queenstown and approximately 3 -5 kms of beginner / intermediate MTB trails, directly adjacent to the Mountain Heights School in Queenstown. Noting that final designs for the Mt Owen trail network are expected to be substantially consistent with the trail concepts outlined in the adopted West Coast Mountain Bike Trail Strategy. Whereas final designs for the trail network adjacent to Mountain Heights School are not limited by previous concept work. Proposals should consider that the Final Report from the appointed firm or individual is to include the following:

➢ Outcomes of project research.

➢ Ongoing sustainability, management and asset renewal suggestions, including:

o Assessment of the key financial, legal and operational risks associated with the proposals, and proposed mitigation measures,

o Assessment of ongoing maintenance regime (with costs), and

o Assessment of potential interaction with future walking trails project.

➢ Definitive trail lines on the ground and prescriptive trail plans and costings.

➢ Construction details (to tender ready), including the following specifics:

o Development of concept, ground truthing, track alignment/route marking, specific infrastructure requirements and engineering implementation plans, including:

▪ Assessment of existing environmental conditions to compliment track location and construction,

▪ Assessment of potential Trailhead/s, and recommendations regarding location, infrastructure and layouts,

▪ Assessment of areas (relevant to track placement) that are vulnerable to erosion, and recommend methods to minimise erosion),

▪ Assessment of creek (and other waterway) crossing points, and recommend methods to be used to cross these points,

1 See Attachment 1 – West Coast Mountain Bike Trail Strategy(2019)

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▪ Assessment of areas too steep to construct trails with machinery, and recommend methods of constructing trails in these areas,

▪ Identification of appropriate access points for emergency services and other treatments to achieve maximum safety outcomes2,

▪ Signage Plan, to include estimated signage quantities and locations (for Trailheads, Decision Points, Way Markers, Interpretive and Photo Frame Lookout Areas).

The timing and sequence of relevant lead up work relating to the broader West Coast MTB project, the creation of the West Coast Mountain Bike Trail Strategy and a change to the original approach for the proposed Queenstown Lower Gravity MTB Trails project, is as follows:

• After receiving a $500,000 grant from the Tasmanian Parks & Wildlife Service (P&WS) for the development of a Queenstown Lower Gravity Trails Network, Council undertook extensive investigations and a review of MTB opportunities for the West Coast late last year, which resulted in a detailed Report from the Director Special Projects (DSP) being submitted to Council in December 2018. The Report cited a total of 13 recommendations regarding the existing Queenstown Lower Gravity Trails Project and the broader West Coast MTB opportunities (including the creation of a suitable West Coast MTB Strategy) – Council approved all recommendations3.

• Council then commissioned a comprehensive review, revision and update of the

existing Strategic Trail Plan – West Coast Mountain Bike Project (originally created by Dirt Art for P&WS, at a time when different priorities were in play).

• Before the West Coast Mountain Bike Trail Strategy was finalised, Council approached all relevant politicians in the lead up to the last Federal Election and was successful in securing a commitment for $2.5M towards a range of proposed developments outlined in the draft document.

• Council subsequently adopted the West Coast Mountain Bike Trail Strategy at

its August 2019 Council Meeting4.

1. The DSP recently approached the Principal of the Mountain Heights School

in Queenstown to discuss the potential for an MTB ‘skills’ area to be created at, or adjacent to, the School, in accordance with the opportunity identified in the West Coast Mountain Bike Trail Strategy. The Principal was receptive to the idea and further investigations identified that not only had the school already undertaken a simple masterplan process that included some MTB consideration5, but the majority of land adjacent to the School is either Education Department owned or DPIPWE land and it could potentially be accessible by the public. It is therefore imperative that in relation to the design of the approximately 3-5 kms of beginner / intermediate MTB trails directly adjacent to the Mountain Heights School in Queenstown, that close liaison with the Principal be factored in.

2 See Attachment 3 (Emergency Management – Tasmania Police Feedback) 3 See Attachment 4 – (Council Report – December 2018) 4 See Attachment 5 – (Council Report – August 2019)

5 See Attachment 6 – (Mountain Heights School Masterplan)

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2. Council is aware of a proposed development on Mt Owen that could impact / influence the design options for the approximately 30 kms of trails being proposed. This proposed development is highly confidential at this point and it is therefore imperative that in relation to the design of the Mt Owen trail network, that close (in-confidence) liaison with that project proponent be factored in.

3. Discussions with TasWater have been ongoing since the original Queenstown Lower Gravity Trail Project was handed to Council. TasWater has an obvious interest in the development of a trail network that could impact their water catchment area for town water supply. It is therefore imperative that in relation to the design of the Mt Owen trail network, that close liaison with TasWater be factored in.

4. Discussions with Police and other Emergency Services personnel have been ongoing since the original Queenstown Lower Gravity Trail Project was handed to Council. Emergency Services agencies have an obvious interest in the development the trail networks, in terms of their planning, monitoring and ongoing retrieval and other related activities. It is therefore imperative that in relation to the design of both trail networks, that close liaison with these agencies be factored in.

5. Council recently initiated discussions with the State Government regarding the existing Mt Owen access road and the potential to upgrade this road to accommodate potential future shuttle services for MTB trail access. This road is currently not sealed, is single lane and is in poor condition in sections and subject to erosion and also has drainage issues. The steep road / track was originally built to allow access to telecommunications infrastructure sighted high on the mountain. The road / track has rarely been upgraded and is currently used only by the telecommunication and broadcast companies to access and maintain their infrastructure. Crown Land Services has also granted an access licence to a single Tour operator located in Queenstown – brings people to the summit to access the views. It is therefore imperative that in relation to the design of the Mt Owen trail network, that close liaison with these stakeholders be factored in.

6. Council has been working closely with the local tourism association Destination West Coast (DWC) regarding business engagement activities and MTB matters generally. DWC has now formed a ‘Walks / MTB’ sub-committee of members. It is therefore imperative that in relation to the design of both trail networks, that close liaison with this group be factored in.

7. Council has had some discussions with Crown Land Services in relation to the potential Trailhead location suggested in the West Coast Mountain Bike Trail Strategy for the Mt Owen trails i.e. land ownership questions / future planning options. It is therefore imperative that in relation to the design of the Mt Owen trail network, that close liaison with Crown Land Services be factored in.

8. Prior to commencement of trail designs, it is expected that the appointed design contractor will:

a. attend a preliminary site visit with the DSP and other Council staff to discuss the project, before any significant planning or assessment work is undertaken; and

b. participate in a forum / workshop with Councillors, Council staff, P&WS staff and other interested parties (potentially formed as an MTB Reference Group) to gain further insights into expectations.

9. After significant trail design work has been undertaken, it is expected that the appointed design contractor will:

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a. participate in a forum / workshop with Councillors, Council staff, Parks and Wildlife staff and other interested parties (potentially formed as an MTB Reference Group) to gain further feedback before the draft Report is finalised; and

b. present the draft Report to the public at an open community meeting; and

c. following a 6-week community consultation process (during which the draft Report is formally published, and further comments sought) present the final Report to the elected members of the Council at a Council Workshop; and incorporate any suggested changes emanating from that meeting.

10. It is expected that the appointed design contractor will update, and discuss progress with, the DSP at least on a weekly basis throughout the project.

West Coast Council will own the copyright and intellectual property rights to all plans, documents and materials produced.

Reporting dates will be negotiated with the appointed design contractor and payment will be tied to adherence to these agreed timelines.

Submissions will be assessed as per the following criteria:

• Previous/relevant experience • Timeframes for completion • Methodology and approach • Value for money

The ideal firm or individual will have demonstrated previous experience in comparable projects, with referees. Interested firms or individuals may associate and form a joint venture in order to enhance their capability and/or qualifications. As part of the evaluation process interested firms and individuals may be required to make presentations to the EOI evaluation panel. Proposals will be evaluated against expectations and the firm that presents the best proposal will be selected to undertake the design work and present Council with the Report. Council is not bound to accept the lowest quote or any proposal and may determine at its own discretion:

• not to proceed with any of the proposals; • to undertake a new EOI process; • to proceed with an arrangement other than through an EOI process; • to negotiate with a preferred proponent; or • not to proceed with the work at all.

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Council is not required to consider a non-conforming proposal but reserves the right to consider and accept a non-conforming proposal without offering any other proponent the opportunity to resubmit on the same basis. Proponents should note that all questions and answers may be circulated to all parties submitting proposals to undertake the design work and produce the Report. The submission of a proposal will not give rise to any contract governing, or in any way concerning, the EOI process, or any aspect of the EOI process, for the work outlined. Council expressly disclaims any intention to enter into any such contract. All costs and expenses incurred by proponents in any way associated with the development, preparation and submission of a proposal, including attendance at meetings and the provision of additional information required by the Council, will be borne entirely by the proponents. No proponent, whether successful or unsuccessful, will be entitled to make any claim against the Council for such costs and expenses. When submitting its proposal, the proponent must declare any actual or potential conflicts of interest which may arise between the proponent and the Council or the proponent and any sub-contractor which the proponent proposes to engage in respect of the work. The EOI evaluation panel may determine not to fully evaluate any proposal if, in the opinion of the evaluation panel, the proposal does not adequately address or meet some, or all, of the evaluation criteria. Council reserves the right to exclude any non-conforming proposal from evaluation at any stage of the EOI process. Proponents should ensure that sufficient information is included in their proposals to facilitate proper evaluation in accordance with the stated criteria. The EOI evaluation panel may require a proponent to submit additional information concerning its proposal, to personally discuss its proposal or to make a formal presentation with respect to its proposal before any proposal is accepted. Should a proponent fail to:

• submit the additional information so required; or • attend personally to discuss its proposal; or • make a formal presentation with respect to its proposal at the date and time

stipulated by the EOI evaluation panel,

the proposal may not be further considered.

The successful proponent will be notified in writing of the acceptance of its proposal or its appointment as a preferred proponent. If the proponent is appointed a preferred proponent, Council may enter into negotiations to adjust, refine or amend the original proposal, before a final appointment is made to undertake the design work and produce the Report.

Council is happy to provide an on-site briefing for potential respondents. The purpose of the briefing will be to provide further details in respect of the project and afford an opportunity for potential respondents to ask questions in respect of any aspect of this EOI. Attendance at the briefing session is not mandatory and is not a prerequisite for the submission of a proposal.

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Proposals shall be submitted to Council no later than 5pm on Tuesday 19 November 2019. Late submissions will not be accepted. The lowest quote will not necessarily be accepted. Proposals shall include: • Detailed breakdown of a total cost for undertaking the design work and

producing the Report. • Detailed schedule outlining the key dates for all proposed deliverables. • Documentation of relevant experience, citing references. • The contractor’s ABN. Expressions of Interest should be addressed to: Director Special Projects West Coast Council PO Box 63 QUEENSTOWN TAS 7467

or emailed to dsp@westcoast.tas.gov.au

For further information, please contact: Dirk Dowling Director Special Projects Ph. 0499 055 564 Email dsp@westcoast.tas.gov.au