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EOI for Provision of Temporary Accomodation Service for the 'Groovin the Moo' Concert

This is a preview of the EOI for GTM Temporary Accommodation form. When you’re ready to apply, click Fill Out Now to begin.

General Information.


The City of Bunbury invites submissions from interested parties, sporting groups or not for profit organisations that can demonstrate and have the capacity to provide a temporary short term accommodation service, during the “Groovin the Moo” concert (“the Event”).

Location and Description

The Event is a music festival featuring local and interstate artists and will be held at Hay Park Central Bunbury, dates to be advised each year.

The Application

Applicants are to provide details of their proposed location for the services being offered which should be suitable to accommodate a minimum of 1500 people and be located within a 5km radius from the event at Hay Park.

The successful Applicant will be expected to provide and comply with the following:

  • Make application for, pay all fees in connection with, and fully comply with all Council permits and relevant by- laws.
  • Pay a refundable damage/litter bond upon final site inspection.
  • Provide relevant insurance coverage, including Public Liability insurance, with no less than $10 million cover.
  • Provide adequate sanitary facilities (toilets, showers, washing up facility, potable water point) and a regular cleaning service.
  • Provide adequate rubbish bins for the camp site and surrounding area.
  • Ensure all public toilets are clean, stocked and usable, both during the Event, and in readiness for the beginning of the week immediately following the Event.
  • Provide adequate on site security services, including site fencing.
  • Develop a site Emergency Evacuation Plan and Risk Management Plan in accordance with AS ISO 31000:2018, and submit same to the City.
  • Ensure compliance with relevant legislation.
  • Ensure no fires or pets to be permitted on the site.
  • Ensure no sale or provision of alcohol on the site for the duration of the agreement.
  • Ensure any attempts to BYO alcohol does not occur.
  • Provide an on site first aid facility staffed with appropriately qualified personnel. Oxygen equipment, semi-automatic defibrillator and basic first aid supplies are required to be available. All medical personnel shall have appropriate professional indemnity insurance, hold current first aid qualifications from an accredited training provider, and ensure that their responsibilities are appropriate for the level at which they are trained. First aiders must be tasked specifically for first aid/medical duties, it is not acceptable for staff to have dual roles.

Term of Appointment

The City may extend the Agreement for a further five (5) years, at yearly intervals of one year each (i.e. 1+1+1+1+1) from 2020-2024. This will be solely at the City of Bunbury’s discretion, the performance of the successful overflow accommodation provider for 2020, and subject to future approvals from the Event organisers.

Selection Criteria

The weighted selection criteria against which all submissions will be assessed are as follows:

Quality of the Proposal (40%)

The successful Respondent must be able to demonstrate a good awareness and understanding of providing a temporary accommodation service and how best to promote and manage it.

Past Experiences or similar events (40%)

The City of Bunbury seeks to appoint a suitably experienced Applicant. Applicants should be able to demonstrate their experience in the successful operation of a similar undertaking.

Key Personnel (20%)

Key personnel should possess relevant experience in the managing and promotion of similar operations.    

Environmental Health

The successful Applicant will be required to provide adequate sanitary facilities (toilets, showers, washing up facility, potable water point) dependent on the size of the crowds attending. This will be determined by the City's Environmental Health Services and the successful Applicant will be advised accordingly.

The Applicant will be required to provide the City with an Emergency Evacuation plan and Risk Management Plan developed in accordance with AS ISO 31000:2018 by no later than 21 days prior to the Event.

It will be the responsibility of the successful Applicant to ensure that existing public toilets (if applicable) are made available and serviced at its expense for the event, and additional portable toilets being provided are to be serviced regularly throughout the duration of the event, cleaned and kept stocked with consumables with all costs covered by the successful Applicant.

The Applicant will be required to provide an on site first aid facility as outlined above.

Noise from the proposed venue will be required to comply with the requirements of the Environmental Protection (Noise) Regulations 1997. No amplified music will be permitted. Set up shall not commence prior to 8am on the day before the Event, and amplified PA systems shall not be used.

Food vendors are required to comply with the Food Act 2008 and the Australian Food Safety Standards. Food vendors will be required to make individual application to the City’s Environmental Health Services.

Sale of Alcohol or BYO Alcohol is strictly prohibited.

Pets and fires are strictly prohibited.

The successful Applicant will be responsible for providing a clean and tidy venue including removal of all rubbish on the site and surrounding areas during and after the event.

The venue will be inspected by the City's Environmental Health Services prior to and during the duration of the agreement to ensure compliance with environmental health requirements.

Health fees - $100. In accordance with the Caravan Parks and Camping Grounds Regulations 1997, an application for grant of a Licence (temporary) is required to be submitted to the City’s Environmental Health Services by no later than 21 days prior to the Event.

Lodgement of your Response:

Your response must be lodged by the Deadline.

The deadline/ closing time for this Request is: 4.00pm, on Sunday 23 February 2020.

Your electronic response must be completed on the Smartygrants portal.

Rejection of Responses

A response shall be rejected without consideration of its merits in the event that it is not submitted before the deadline and in the manner specified in this Request and may be rejected if it fails to comply with any other requirements of this Request.

Late Responses

Responses received after the deadline will not be accepted for consideration or further evaluation.

Acceptance of Responses

Unless otherwise stated in this Request, responses must be for all of the requirements and may be accepted by the City wholly or in part. The City of Bunbury is not bound to accept any response and may reject any or all responses submitted.

It is at the City’s absolute discretion to appoint, cancel, not proceed with or recall any part of this Expression of Interest and may choose to re-advertise for new submissions if desired.

Canvassing of Elected Members and Council Officers

Canvassing of Elected Members or Council Officers will automatically lead to disqualification.

Contact Details and Enquiries

Environmental Health Services enquiries: Meredith Chidlow - on (08) 9792 7095 or

Event enquiries: Juaini Taylor - on (08) 9792 7131 or