1. Introduction

Byron Shire Council is offering an exciting opportunity to kick start a circular economy business and enable the Shire’s Move to Reuse. If you want to be part of a shift away from a throwaway society and help to build a more sustainable, waste free future for our community then we encourage you to express your interest. We are looking for a capable person or persons to operate and run a Council owned Mobile Wash Station, most likely in the form of an enclosed trailer. This is a unique opportunity to build a business without any significant capital outlay whilst enabling our markets and events to shift away from single use waste generation and normalise the use of reusable cups and tableware across the Shire.

Council is seeking expressions of interest (EOI) from qualified and experienced applicants to manage and operate our innovative Mobile Wash Station. This mobile unit is designed to support sustainable practices by providing on-site washing services for reusable cups, crockery, and other food and drink items at various events. The goal is to significantly reduce single-use waste and promote environmental responsibility and to ensure efficient, high-quality service delivery while maintaining a commitment to sustainability and community values.

2.Background

Byron Shire Council has made the commitment to eliminate single-use, throwaway packaging from our operations, events and facilities. In 2023, Council adopted a Single-use Packaging and Materials Policy. This Policy will help to grow and support reuse systems in the Shire and reduce our waste and emissions.

This will require Council operations, facilities, and any events on Council owned or managed land to eliminate single-use food and beverage packaging (refer to Attachment 1), such as coffee cups, bowls, trays and cutlery. This includes bamboo and cardboard packaging. Byron Shire approves 90 events annually, in addition to 4 monthly markets and 4 weekly farmers markets.

In an effort to reduce the environmental impact of single-use items at public events, Council is developing a Mobile Wash Station. This initiative aligns with our commitment to sustainability and waste reduction. The Mobile Wash Station will have the ability to travel to event sites and be equipped to offer high-standard washing services to ensure reusable items are clean and ready for reuse during and after events.

3. Objectives

The primary objectives of this EOI are:

 To find a suitable candidate(s) to transport and operate a Council owned mobile wash station under a license/hire agreement.

 To reduce the use of single-use items at events and markets within the Byron Shire.

 To promote the use of reusable items by providing convenient, hygienic and efficient washing services.

 To support event organisers in implementing sustainable practices.

 To educate the community about the benefits of reducing single-use waste.

 Evaluate options for a reusable service ware system.

 Establish a partnership that aligns with our environmental goals and regulatory requirements.

 Establish short and long term solutions for Byron’s Move to Reuse campaign.

 Drive and support circular economy industries in accordance with Council’s Towards Zero Integrated Waste Management and Resource Recovery Strategy.

4. Scope of Services

The scope of works for the mobile wash station includes providing a comprehensive service that ensures efficient and hygienic washing processes for events, markets and other activities on any Council owned or managed land or facilities.

The successful applicant will be responsible for:

 Transporting the Mobile Wash Station to various event sites as scheduled.

 Setting up and operating the wash station during events.

 Ensuring all reusable items are washed to a high standard of cleanliness.

 Managing the inventory of cleaning supplies and equipment.

 Coordinating with event organisers to schedule services.

 Providing reports on the usage and impact of the wash station.

 As a guide, it is anticipated that the service provider will be required to provide washing services at:

o 4 x monthly community markets (2 Sunday and 2 Saturday)

o Weekly evening market (Saturdays - 6 months of the year)

o At least one weekly farmers market

 There will be an opportunity to utilise the mobile wash station for other events at the discretion of the operator outside of these events. Any external events must still comply with Councils Single-use Packaging and Materials Policy when held on Council managed land or facilities.

 Consideration should be given to providing all labour for some events, as well as utilising provided labour for community markets

 Operators must keep and retain records relating to any measure put in place to control hazards in an appropriate manner and collect data on items washed and return rates. Record-keeping protocols must be included at each appropriate stage and included in Standard Operating Procedures. Operators must make information contained in these records available to the competent authority and vendors on request

Additional Considerations:

 User Training: Include clear instructions and training for staff or operators on workflow management within the Mobile Wash Station.

 Maintenance Plan: Develop a regular maintenance schedule for the Mobile Wash Station and its components, including the spray tap and washer.

5. Specifications

 The Mobile Wash Station must comply with all health and safety regulations, ensuring hygienic cleaning processes.

 The successful applicant must have experience in managing similar operations and a commitment to sustainability practices.

 The Mobile Wash Station is equipped with industrial-grade washing equipment capable of handling large volumes of reusable items.

 The Mobile Wash Station includes water tanks, power supply, and waste management systems to operate independently at event sites and includes:

   o dedicated areas for dirty and clean items

   o optimised washer placement

   o flexible bench space

   o inclusion of a spray tap

   o accessible waste disposal

   o storage solutions

   o ventilation and power considerations

   o durable and easy-to-clean surfaces

Submission Requirements

Interested suppliers are requested to submit the following information:

 Company profile, including relevant experience and qualifications related to the proposed activity.

 Detailed description of your proposal on how the re-use system will be managed, including experience and number of staff.

 Ability/vehicle to tow the Mobile Wash Station from site to site

 Pricing schedule:

   o Setup and Transportation Costs: Costs associated with transporting and setting up the Mobile Wash Station at event sites.

   o Operational Costs: Costs for operating the Mobile Wash Station, including labour, cleaning supplies, and equipment maintenance.

   o Additional Services: Any additional services or support offered, along with your respective costs.

 References from previous clients

 Timeframe for when services can commence

6. Evaluation Criteria

Submissions will be evaluated based on the following criteria:

 Profile and relevant experience and qualifications

 Availability

 Delivery plan

 Sustainability practices

 References and past performance

7. Submission Deadline

All EOIs must be submitted via online form by 2.00pm Monday 7 April 2025. Late submissions will not be considered.

8. Contact Information

For any inquiries or further information, please contact Mila Jones at mjones@byron.nsw.gov.au.

9. Disclaimer

This EOI is not a tender or a request for proposals. It is an invitation to express interest in providing the specified service. Byron Shire Council reserves the right to accept or reject any or all submissions without providing reasons.

10. Council decision

Following evaluation, Council will determine the applicants to proceed to the next stage as follows:

(a) Invite selected applicants to respond to a selective Request for Quote or Request for Tender in accordance with the Local Government (General) Regulation 2021 (NSW); or

(b) Decline to invite quotes or tenders from any applicants.

11. How to Respond

All EOIs must be submitted in writing:

a) By the deadline nominated on this EOI; and

b) Via the online form located on Byron Shire Council’s Public Notices webpage.

EOIs received after the time and date nominated on this EOI may not be considered. It is the Respondent’s responsibility to submit their interest in accordance with the conditions of this EOI, in a legible form and, in the case of electronic submission, in an uncorrupted format and by secure means.

Late EOIs, incomplete EOIs, including those with electronic files that cannot be read or decrypted or otherwise in an incompatible format, EOIs which the Evaluation Panel believes to potentially contain any virus, malicious code or anything else that might compromise the integrity or security of the recipient’s computing environment, will be excluded from evaluation.