Mayor: Cr K Milne
Councillors: P Allsop
R Byrnes (Deputy Mayor) C Cherry
R Cooper J Owen W Polglase
Agenda
Late Reports
Ordinary Council Meeting Thursday 3 May 2018
held at
Harvard Room, Tweed Heads Administration Building, Brett Street, Tweed Heads
commencing at the conclusion of the Planning Committee meeting which commences at 5.30pm.
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Principles for Local Government
The object of the principles for Tweed Shire Council, as set out in Section 8 of the Local Government Amendment (Governance and Planning) Bill 2016, is to provide guidance to enable council to carry out its functions in a way that facilitates a local community that is strong, healthy and prosperous.
Guiding Principles for Tweed Shire Council (1) Exercise of functions generally
The following general principles apply to the exercise of functions by Tweed Shire Council:
(a) Provide strong and effective representation, leadership, planning and decision- making.
(b) Carry out functions in a way that provides the best possible value for residents and ratepayers.
(c) Plan strategically, using the integrated planning and reporting framework, for the provision of effective and efficient services and regulation to meet the diverse needs of the local community.
(d) Apply the integrated planning and reporting framework in carrying out their functions so as to achieve desired outcomes and continuous improvements.
(e) Work co-operatively with other councils and the State government to achieve desired outcomes for the local community.
(f) Manage lands and other assets so that current and future local community needs can be met in an affordable way.
(g) Work with others to secure appropriate services for local community needs.
(h) Act fairly, ethically and without bias in the interests of the local community.
(i) Be responsible employers and provide a consultative and supportive working environment for staff.
(2) Decision-making
The following principles apply to decision-making by Tweed Shire Council (subject to any other applicable law):
(a) Recognise diverse local community needs and interests.
(b) Consider social justice principles.
(c) Consider the long term and cumulative effects of actions on future generations.
(d) Consider the principles of ecologically sustainable development.
(e) Decision-making should be transparent and decision-makers are to be accountable for decisions and omissions.
(3) Community participation
Council should actively engage with the local community, through the use of the integrated planning and reporting framework and other measures.
Items for Consideration of Council:
ITEM PRECIS PAGE
LATE ITEMS 5
REPORTS FROM THE DIRECTOR COMMUNITY AND NATURAL RESOURCES 5 3 LATE [CNR-CM] RFO2017103 Demolition of Anchorage Boardwalk
and Design/Construct Replacement Structure
5
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LATE ITEMS
REPORTS FROM THE DIRECTOR COMMUNITY AND NATURAL RESOURCES
3 LATE [CNR-CM] RFO2017103 Demolition of Anchorage Boardwalk and Design/Construct Replacement Structure
SUBMITTED BY: Natural Resource Management
Valid
LINKAGE TO INTEGRATED PLANNING AND REPORTING FRAMEWORK:
1 Leaving a Legacy
1.1 Natural Resource Management
1.1.6 Waterways (Catchment) Management - Maintain, protect and enhance Tweed Shire’s waterways and catchments.
ROLE: Provider
SUMMARY OF REPORT:
Request for Offer RFO2017103 Demolition of Anchorage Boardwalk and Design/Construct Replacement Structure was called to engage a suitably qualified and experienced organisation to provide for the demolition of the existing boardwalk at the Anchorage and the design and construction of a replacement structure.
This late report has been provided after the Council report closing date as tender negotiations were still underway and the potential funding deficit was yet to be confirmed.
Negotiations are now complete and the additional funding source to complete the project ($200,000) has been identified and is proposed to be allocated in the March Quarterly Budget Review.
The revised estimate for the project is $885,000 (excl GST), increased from the original estimate of $685,000 (excl GST), provided under NSW Roads & Maritime Services (RMS) 2017/18 Active Transport Program. This revised amount allows for Council’s project management, environmental fees and environmental monitoring. The RMS funding was also conditional on a project completion date of April 2018. An Extension of Time request was submitted on 30 November 2017 however RMS are yet to respond to this request formally. Prompt action is required to commence work as soon as possible and to comply
Leaving a Legacy
Looking out for future generations
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At the time of closing five Offers were received, with one company providing two design alternatives
The evaluation of the offers against the Selection Criteria is contained in the Offer Evaluation Report included in CONFIDENTIAL ATTACHMENTS 1 and 2. The recommendations are based on the evaluation.
RECOMMENDATION:
That, in respect to Contract RFO2017103 Demolition of Anchorage Boardwalk and Design/Construct Replacement Structure:
1. Council awards the offer to Envirostruct Services Pty Ltd (ABN: 98 093 452 325) for the amount of $766,190.36 (exclusive of GST).
2. The General Manager be granted delegated authority to approve appropriately deemed variations to the contract and those variations be reported to Council at finalisation of the contract.
3. ATTACHMENTS 1 and 2 are CONFIDENTIAL in accordance with Section 10A(2) of the Local Government Act 1993, because it contains:-
c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business.
REPORT:
Offer Background
Offer RFO2017103 Demolition of Anchorage Boardwalk and Design/Construct of a Replacement Structure was called to engage a suitable qualified and experienced organisation to provide the demolition of the existing boardwalk at the Anchorage and the design and construction of a replacement structure.
It was intended that the project be completed under separable portions owing to the environmental constraints of the site, the necessary sequencing of steps required to develop an appropriate design and construction methodology and the requirement for NSW Fisheries approval.
Request for Offer Advertising
Offers were officially invited in accordance with the provisions of the Local Government Act 1993 and the NSW Local Government (General) Regulation 2005. The Request for Offers was advertised from 28 October 2017 in Gold Coast Bulletin. The Offer was also advertised in the Tweed Link (30 October 2017), the Sydney Morning Herald (31 October 2017) and on Council's website.
Offer submissions closed at 4.00pm (local time) on Wednesday, 24 January 2018 in the Tender Box located in the foyer at the tweed Shire Council Civic and Cultural Centre, Murwillumbah, NSW, 2484.
Offer Addendums
There were three (Notice to Bidders) issued before close of Offer.
Addendum No. 001 was issued to advise Bidders that additional offer documents were pending and the tender period had been extended until 20 December 2017.
Addendum No. 002 was issued to advise Bidders that additional documents were issued and the new closing date has been extended to 17 January 2018.
Addendum No. 003 was issued to advise Bidders that there is no requirement for a mandatory site inspection and that the closing date for offers has been extended to 24 January 2018.
Offer Submissions
At the closing time for Offer Submissions, the Tender Box was opened and five Offers were received. Offers were recorded as below:
Bidder ABN
B&D Plumbing and Roofing Pty Ltd 68 605 343 851 Envirostruct Services Pty Ltd
Offer One: Composite Fibre Pile, Hardwood deck
98 093 452 325 Envirostruct Services Pty Ltd
Offer Two: Composite Fibre Only
98 093 452 325
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Offer Evaluation
An Offer Evaluation Plan was developed based on the premise that competitive Offers were to be received and scored against specific evaluation criteria in order to select the best value Offer.
Council's Offer Evaluation Panel was made up as follows:
Position
Project Manager – Contracts Project Manager – Contracts Project Officer – Coastal
The details of the price and non-price evaluation are shown on the Offer Evaluation Report and Offer Evaluation Scoring Sheet. A copy of the Offer Evaluation Report and Offer Evaluation Scoring Sheet are included as ATTACHMENTS 1 and 2 which are CONFIDENTIAL in accordance with Section 10A(2):
(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business.
The information identifies the Bidder in relation to the Offer price and the evaluation of the products offered by the Bidder. If disclosed, the information would be likely to prejudice the commercial position of the Bidder in terms of market competitiveness by giving their competitors an advantage. Accordingly, disclosure of the information is not in the public interest. Recommendations appear below for the Offer.
Initially, all offered rates were significantly above the available budget for the Works. This was discussed with Bidders following review of their submissions and a site meeting was arranged to identify areas where potential savings could be made. All Bidders were given the opportunity to review their prices and all have since submitted revised Offers with respect to completing the project.
In addition to the cost of the project, consideration has been given to the proposed methodology, acknowledging that: “Where project impacts are too great, project approval may not be issued.”
The revised submissions were reviewed for methodology, works program, environmental impact and value for money. The detailed assessment of each submission is included in the attached confidential offer evaluation report.
OPTIONS:
That Council:
1. Awards the Offer to Envirostruct Services Pty Ltd (ABN: 98 093 452 325) for the amount of $776,190.36 (exclusive of GST).
2. Declines to accept any of the Offers, including reasons for this course of action.
CONCLUSION:
Envirostruct Services achieved the highest overall assessment score and is therefore deemed as the most advantageous option for Council.
COUNCIL IMPLICATIONS:
a. Policy:
Procurement Policy v1.6The Offer invitation and evaluation have been conducted in accordance with the provisions of:
• The Local Government Act 1993 and the NSW Local Government (General) Regulation 2005
• Council's Procurement Policy.
In accordance with Local Government (General) Regulations 2005.
b. Budget/Long Term Financial Plan:
The revised estimate for the project is $885,000 (ex. GST). The original estimate for the project was $685,000 (ex. GST) as was the basis for the grant funding provided by RMS 2017/18 Active Transport Program - Priority Cycleways Program. The additional funding required to complete the project ($200,000) has been included in the March 2018 Quarterly Budget Review.
c. Legal:
Not Applicable.
d. Communication/Engagement:
Inform - We will keep you informed.
UNDER SEPARATE COVER/FURTHER INFORMATION:
(Confidential) Attachment 1. RFO2017103 - Offer Evaluation Report (ECM5244135).
(Confidential) Attachment 2. RFO2017103 - Offer Evaluation Scoring Sheet (ECM5244337).
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