Last Updated: 13/06/2025
1. General Terms
- All pricing is exclusive of GST unless stated otherwise.
- Our standard payment terms are strictly 30 days from invoice date, provided a credit application has been approved.
- Any site-specific access, safety, or induction requirements will be charged at cost.
- Time spent sourcing materials or third-party items for a job will be billed at the standard hourly rate.
- Clients are responsible for organising site access, including obtaining approvals from private property owners, residents, or businesses.
- Travel charges apply for projects outside the Greater Sydney region, calculated from our base in Rouse Hill.
- Prices are subject to annual adjustment from July 1, in line with the Consumer
- Price Index (CPI) published by the ABS.
2. Working Hours & After-Hours Rates
- Standard operating hours are 7:00 AM – 5:00 PM, Monday to Friday.
- Any works undertaken outside these hours, including night shift, weekend, or public holiday work, may incur after-hours rates.
- For drilling and vacuum excavation, extended hours penalties apply after 9 hours from depot departure, and separate rates apply for night works.
3. Cancellations, Minimums & Changeovers
- Minimum charges apply as per our mobilisation schedule.
- Cancellations made within 24 hours of the scheduled start may incur a cancellation fee equal to the minimum daily rate.
- Shift changeovers between day and night operations may incur additional charges.
- Confirm rates prior to booking.
- If a one-off night shift is booked without continuity, stand-down rates may apply if works are postponed.
4. Utility Locating
- Utility locating is a risk mitigation service, not a guarantee that all underground assets will be identified.
- Geotrace accepts no liability for service strikes where:
- The asset is outside its documented easement or duty-of-care has not been maintained by the asset owner.
- Assets rated QL-B, QL-C or QL-D are not pothole-verified prior to excavation.
- Assets were not shown on BYDA records or supplied as-built documentation.
- Non-metallic services (e.g. PVC, concrete) lack tracer wires or markers.
- AS5488 Quality Levels:
- QL-A: Asset has been visually confirmed (e.g. potholing, exposure) and is highly accurate in location, depth, and type.
- QL-B: Asset has been detected using non-destructive surface geophysical methods (e.g. EM or GPR) and inferred.
- QL-C: Asset has been positioned from surveyed plan data but not verified on site.
- QL-D: Asset location is based solely on written records or verbal advice and has the highest uncertainty.
- Reasonable attempts will be made to access buried or obscured utility lids. If access cannot be gained within 15 minutes using standard tools, the pit will be marked as inaccessible, and further instruction will be requested.
- Geotrace is not responsible for removal of paint marks. If crayon-only marking is required, this must be communicated in writing prior to the job.
5. Ground Penetrating Radar (GPR)
- GPR scanning results are interpretations based on signal responses and influenced by soil type, depth, and surrounding materials.
- Subsurface imaging, post-processing, and Geolitix model generation may incur additional charges if not requested at the time of booking.
- GPR data does not replace physical verification and is intended as part of a risk-based assessment process.
- GPR confidence ratings are applied in reporting:
- (H) – High confidence in the identified target (clear signal, repeatable result).
- (M) – Medium confidence (interpretable but limited clarity or signal strength).
- (L) – Low confidence (ambiguous result, weak or distorted response).
6.Vacuum Excavation / Non-Destructive Digging
- Potholing operations include a service locator, vac truck, and reporting deliverables (Pre-Excavation Report and Pothole Report).
- Additional hose length is available upon request and must be arranged prior to booking to ensure availability and delivery coordination.
- Discovery of hazardous materials (e.g., asbestos, raw sewer, hydrocarbon spills) will trigger an immediate stop to works. A written clearance must be issued by the client before recommencement.
- Spoil disposal will be handled at licensed facilities only. On-site dumping is not permitted unless written approval is provided by Geotrace management.
- All potholing and exposure of services are conducted in accordance with asset owner guidelines and easement conditions.
6. Excavation Services
- Geotrace will not be held responsible for asset damage unless a Pre-Excavation
- Report has been issued by one of our certified locators prior to ground disturbance.
- Excavator hire is allocated on a first-booked basis. Please advise of additional attachments at least 72 hours in advance.
- Clients are liable for damage to machines caused by adverse or unworkable conditions (e.g., rock, rubble, aggressive soils).
- Downtime due to avoidable issues (e.g., burst hoses, site access delays) may be deducted from active billing once minimum charges are met.
7. Concrete Cutting & Coring
- Concrete coring rates include standard slurry management and on-site waste containment.
- If cores larger than 150mm diameter are required, this must be disclosed during booking so the appropriate equipment can be prepared.
- Damage to equipment from attempting to core through unsuitable surfaces (e.g., sandstone, pebblecrete, timber flooring, reinforced stone) will be charged back to the client at cost of repair or replacement.
8. Drilling Operations (Geotechnical & Environmental)
- All drilling locations must be cleared for services by Geotrace or another certified locator prior to drilling. No exceptions.
- Drilling will not commence unless utility clearance is confirmed, and delays resulting from missing clearance may incur stand-down charges.
- Variations to scope, such as unexpected ground conditions or additional testing, will be discussed and charged accordingly.
- Unless previously arranged, the client is responsible for managing drill spoil and water runoff from the site.
- Drilling bookings that exceed 9 hours will attract penalty rates.
9. Health, Safety & Site Risk
- Geotrace prioritises safety. All activities are undertaken in compliance with NSW
- WHS regulations and industry best practice.
- The client must notify Geotrace of any known underground risks, including voids, tanks, soft ground, contamination, or overhead hazards.
- Delays due to access issues, weather, or client-side problems may result in additional charges beyond minimum attendance.
