Instructions for Providers

This document is for businesses and community organisations to provide information regarding their capacity to deliver projects that address one of the Social Priorities via a Social Priority Service Agreement for the City of Armadale. Projects are to be delivered between September 2025 and June 2026.

The City will use the information provided on this form to assess potential projects and commence contract negotiations with project providers ('Providers').

Providers can submit more than one Project Interest Form. Each form must only seek to address one Social Priority. Proposed projects addressing different Social Priorities must be submitted on different forms.

To express your interest in a Service Agreement please:

1. Complete all your business / organisation's details below

2. Provide details of your proposed project

3. Declare any conflicts of interest

4. Submit your EOI by email to info@armadale.wa.gov.au by 5:00 pm Friday 11 July 2025.

Selection Process

The City will evaluate all proposed projects based on information in this form as per the Milestone Dates below. The City will then contact the Contact Persons named below to negotiate contracts with the preferred Providers.

The Parties

City of Armadale (ABN: 79 863 269 538)

Of address: 7 Orchard Avenue, Armadale, WA 6112

 

The City of Armadale is conducting research on organisations and businesses with a proven ability to deliver change- making initiatives (services or projects) up to the value of $40,000 (excluding GST) that address the identified Social Priorities in the identified suburbs.

2023 / 2026 Identified Social Priorities and Suburbs

Children, Young People and Families

Projects that focus on engaging young people or supporting children and their families, in the following suburbs.

• Armadale North and South
• Brookdale
• Camillo
• Harrisdale
• Piara Waters

Home and Community Safety

Projects that focus on improving safety in the home and community, including child safety and Family and Domestic Violence.

• All Suburbs

Access to Essential Supports

Projects that support residents in accessing health and welfare services, with a particular focus on residents experiencing homelessness, food security and other financial crises, in the following suburbs.

• Armadale North and South

Neighbourhood and Community Connections

Projects that focus on building social connections between residents, increasing capacity of community groups, and supporting multicultural and CaLD communities, in the following suburbs.

• Haynes
• Harrisdale
• Piara Waters

Additional details can be found at https://my.armadale.wa.gov.au/service/community-support-and-development/social- priorities

Milestone	Date:
Submission deadline	Friday, 11 July 2025
Evaluation Period concludes	Friday, 1 August 2025
Notification of outcome	Monday, 4 August 2025
Service Agreement negotiations and finalisation	August 2025
Commencement of Project	September 2025
Finalisation of Project	End June 2026 or as agreed

Description (Goods or Services)	Refer to the ‘Detailed Requirements’ section below.
Start Date	The Project shall commence on a date to be confirmed between the parties.
End Date	This Contract will end on the date when all Services have been accepted by the Principal, and all Tax Invoices have been paid by the Principal.  Unless the Parties agree in writing to an earlier end date, or this Contract is terminated earlier in accordance with clause 36 of the General Conditions of Contract for the supply of Goods and the Provision of General Services.
Contract Price	The offered Contract price is to include all project expenses including staffing, transport, promotion, venue hire and consumables. The Principal will not provide fee waivers for the hire of City of Armadale facilities. The Contract price must include all venue hire costs, including for venues owned by City of Armadale. The Contractor must identify if they are registered for GST and specify the GST component in the price.
Invoicing and Payment	The Contractor will submit an invoice to the Principal for 60% of the offered price following acceptance of this contract by both parties.  The Contractor will submit an invoice to the Principal for the remaining 40% of the offered price at the time of submitting the Interim Report (refer to ‘Reporting’). The invoice for remaining funds will be paid by the Principal upon receipt of a satisfactory Interim Report.
Reporting	The Contractor will provide an Interim Report on initial project outputs that includes delivery data and the contractor’s reflections on the progress of the project halfway through the project. An Interim Report template will be provided by the Principal. The Contractor will provide a Final Report to the Principal at the conclusion of the project and will include an evaluation of the outcomes and activities of the project as described below including attendee data and suburbs of residence. The Final Report also includes reporting on how the project implemented access and inclusion, as well as the safeguarding of children and vulnerable persons. A Final Report template will be provided by the Principal and is due within 30 days of the completion of the project.
Contract Terms	General Conditions of Contract for the supply of Goods and the Provision of General Services.

General

A successful Provider (Contractor) must ensure the following:

1. The Contractor has the skills and resources (including time, staff and local community networks) to deliver the proposed project to the identified target group.
2. All costs to deliver the project have been budgeted for and included in the Contract Price. The Principal will not waive venue hire fees to deliver from City facilities.
3. The Principal's financial support is acknowledged in all promotional means such as advertising and media publicity associated with the project. Evidence will be required as part of the reporting process.
4. The Principal's logo will be provided to the Contractor for inclusion in all promotional material. Prior to publication the Contractor will submit their promotional material to the Principal for the Principal's approval of placement of the logo.
5. Any project variations must be submitted in writing to seek approval prior to implementation.
6. The Contractor will submit an Interim Report showing outputs half-way through the delivery of the project.
7. The Contractor will submit a Final Report within 30 days of the conclusion of the project reporting on outputs and outcomes related to the project (demonstrate social change or provide deeper insight into the social issue that was addressed).

Please provide a budget overview for the proposed project that includes expenses for staff, venue, transport, marketing, equipment & materials, consumables, contractors.