Community and Culture Committee

Notice of Meeting

Monday, 13 August 2018

 

 

A meeting of the Community and Culture Committee will be held at 7.00pm on Monday, 13 August 2018 in the River Room, Level 1, Georges River Civic Centre, corner Dora and MacMahon Streets, Hurstville, for the consideration of the business available on Council’s website at

http://www.georgesriver.nsw.gov.au/Council/Council-Meetings

 

 

 

 

BUSINESS

1.      Apologies

2.      Disclosures of Interest

3.      Minutes of previous meetings

4.      Committee Reports

 


Community and Culture Committee Meeting

Summary of Items

Monday, 13 August 2018

 

Previous Minutes

MINUTES: Community and Culture - 09 July 2018

 

Committee Reports

COM027-18       Georges River Council Grants, Donations and Sponsorship Policy

(Report by Manager Community & Cultural Development).................................... 2

COM028-18       Sponsorship and Donation Requests

(Report by PA to Manager Communications, Customer Service and Events).. 37

COM029-18       Major Events Advisory Committee Meeting Minutes - 9 July 2018

(Report by PA to Manager Communications, Customer Service and Events).. 40

COM030-18       Australian Macedonian Cultural Association Historical Documentary Donation Request

(Report by Cultural Development Officer)............................................................... 43

COM031-18       Community Development and Services Advisory Committee Membership

(Report by Manager Community & Cultural Development).................................. 46

COM032-18       Tender for the Refurbishment of Georges River Council Customer Service Centres - Stronger Communities Fund

(Report by Manager Project Delivery)....................................................................... 54

COM033-18       Tender for the Supply and Installation of Flooring at Georges River Council Customer Service Centres - Stronger Communities Fund

(Report by Manager Project Delivery)....................................................................... 58   

 


Georges River Council – Community and Culture Committee Meeting -  Monday, 13 August 2018                           Page 2

Committee Reports

Item:                   COM027-18       Georges River Council Grants, Donations and Sponsorship Policy 

Author:              Manager Community & Cultural Development

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation:

(a)     That Council adopts the Georges River Grants, Donations and Sponsorship Policy.

(b)     That in the instances where Council receives requests for outgoing sponsorship and donations, where the event date does not align within the Ordinary Council Meeting Schedule, or the request has been received with insufficient notice to allow assessment and subsequent consideration at the next Ordinary Council Meeting, the General Manager be delegated the authority to authorise requests which meet the eligibility criteria stipulated by Council’s Grants, Donations and Sponsorship Policy, up to a maximum amount of $2,000.

 

 

Executive Summary

1.      At the 28 May 2018 Council meeting, Council recommended (COM013-18) that the draft Grants, Donations and Sponsorship Policy be placed on public exhibition for a period of not less than 28 days, and that submissions received during the public exhibition period be reported back to Council together with any recommended changes to the draft Grants, Donations and Sponsorship Policy.

2.      This report is presented to Council to seek adoption of the Grants, Donations and Sponsorship Policy following a period of public exhibition.

3.      This Policy will serve as a unified policy document for the implementation of Council’s grants programs, including Community Grants, Venue Hire Grants, Heritage Building Grants, Heritage Publication Grants, as well as how Council provides donations and sponsorship to community organisations, programs and events.

 

Background

4.      Following the amalgamation of the former Kogarah City Council and Hurstville City Council, Georges River Council has operated a range of different funding opportunities to the community through various formal and informal grants programs, sponsorship arrangements and the provision of ad hoc donations.

5.      In 2017-18, Council provided formalised grant programs including: the Community Grants Program (offered over two separate rounds); Venue Hire Grants Program (offered in one major round and allowing ad hoc submissions throughout the year); Heritage Grants Program and Heritage Publication Grants Program (both available through one single funding round).

6.      Council also delivers a Community Event Sponsorship Program, to deliver cash and in-kind funding support for community-run events.

7.      The existing Council Owned and/or Managed Facilities Policy - Venue Hire Grant Program was adopted by Council on 6 March 2017, via Council resolution CCL031-17. The Sponsorship and Donation Policy was adopted on 7 August 2017, via Council resolution CCL177-17. This Grants, Donations and Sponsorship Policy will supersede these two extant policies and provide a framework for the ways in which Council delivers funding support to the community.

8.      Council has received feedback from the community that the processes for applying for community funding are at times onerous and complicated. Some community groups have an expectation from former Council programs that they should receive free or low cost access to Council facilities without any justification of their support. The implementation of a single policy to govern the allocation of Council funds will help to alleviate some of these concerns, whilst ensuring that Council allocates its resources in a fair, equitable and transparent manner to groups and programs that best benefit the community.

9.      The formalised Funding Programs are designed to provide subsidy or financial support to community groups and not for profit organisations providing services, activities, events or programs that deliver benefits to the local community. The programs aim to provide community groups with equitable access to Council financial support and/or facilities in order to enable community participation, city activation and a sense of belonging in the local government area.

10.    The draft Grants, Donations and Sponsorship Policy was placed on public exhibition from Monday 4 June to Tuesday 03 July 2018. Council received six submissions as outlined below:

11.    Submission 1:

“This Grants, Donations & Sponsorship Policy Statement may not be the appropriate policy vehicle to which I would like to direct the following observation/proposal. However here it is, regarding -Council's current policy/practice for DA proposals on heritage listed properties- the current practice for owners/applicants to procure a 'Heritage Impact Statement' as part of the development documentation should be reviewed. The current requirement I consider discriminatory [contravenes Council's proposed 'Equity & Inclusion Policy (page 3 of the Draft Policy) and an unintended financial impost on the owner/applicant [as the same DA requirement is not sought for an owner/applicant of a 'non heritage' listed property]. I would like to propose to Council to have funding re-established to facilitate the engagement of a Council heritage adviser/architect to complete this DA requirement [for owners] as the current requirement targets 'Community Benefit'. I would welcome the opportunity to discuss this matter with Council’s Strategic Planning Team.”

Action taken: This enquiry was directed to the Strategic Planning team who responded to the author. As acknowledged in the submission, the submission did not relate directly to the draft Policy on exhibition.

12.    Submission 2:

‘Thank you for sending me the Draft document and the opportunity to make comment. To have all the grants, donations etc. in one Policy will be of advantage to Council to administer same. I do not feel there have been any major changes to the existing Policies regarding the Community Grants Scheme or the Venue Hire Grants Scheme.

The Heritage Publications Grants are a great idea as this will encourage the documentation of the untold histories of many people and organisations. Kogarah Concert Band (like the St George Concert Band) has a long history that perhaps should be well documented and perhaps use this Grant Scheme to do so. I believe that the 3 bands that use the Kogarah School of Arts building for their rehearsals (i.e. Kogarah Concert Band, St George Concert Band and the Honeymakers Big Band) will still be outside of the intent and Policy of the Draft Document about the Venue Hire Grants scheme. I understand this to be due to each band having occupancy on a permanent/regular basis. The historical understanding about use of a rehearsal facility for Kogarah Concert Band. The suggested need for a Memorandum of Understanding or a Lease type document to formalise the occupancy for the bands”.

Action taken: This enquiry was directed to the Entertainment and Strategic Property teams to develop a community lease/licence agreement for ongoing use of the band room on level 1 of the Kogarah School of Arts. The submission did not have any impact on the draft Policy on exhibition.

 

13.    Submission 3:

‘The applicants should be made aware of their responsibilities under the Associations Act of the proper procedure of gaining quotes and expenditure.’

Action taken: Existing grants guidelines require a minimum of two quotes to be submitted for budgeted items over $2,000. No further impact on the draft Policy on exhibition.

14.    Submission 4:

‘I note at Page 4 of the draft document that the council is not bound by its own policy and can make a grant at will. This seems to undermine the purpose and integrity of the policy. I also do not support the provision allowing Councillors to make grants of up to $10,000 within their own Ward - I am unable to find the guidelines in relation to this aspect of the community grants program on the council's website and would appreciate being provided with the link.’

Action taken: The phraseCouncil may approve grants, donations and sponsorship outside this policy as it sees fit” has been augmented to readCouncil may, by resolution of Council, approve grants, donations and sponsorship outside this policy as it sees fit, in accordance with relevant legislation” to improve transparency of processes.

Information was also added to the Funding Programs table on page 8 of the draft Policy directing interested parties to the Councillor Ward Discretionary Fund Policy for the guidelines and application process. The maximum amount has been adjusted in the Funding Programs table to $1,500 per project (from a total $10,000 allocation per Councillor for non-capital projects), as per the Councillor Ward Discretionary Fund Policy.

15.    Submission 5:

‘Most of the policies are quite reasonable. The requirement that an organisation’s values align with council’s is subjective and in the eye of the beholder. If the community has a range of views, that may be conflicting, it is impossible for the council to have a position that is consistent. The criteria for assessment is comprehensive. The need to align with council strategies and plans is irrelevant.’

Action taken: Council has clearly defined Values (United, Professional, Honest, Accountable) and a Mission to be “a leading, people-focused organisation delivering outstanding results for our community and city”. The feedback was considered in the light of the current Policy’s ability to provide Council the opportunity to support the community through grants, donations and sponsorship in a targeted and flexible way, in adherence with these Values and Mission, and no changes were made to the Policy.

16.    11.6 ‘It is disappointing to see that Morris Ave Kingsgrove does not receive the attention it deserves from the local council. Morris Ave history dates back to the first Inn being licensed on 1 July 1850 (168 years ago) and besides a small plaque which has graffiti on it, there is no other recognition of the local history or character it is related to. Morris Ave should be granted funding for improved trees in the street and an acknowledgement of the business past it carries - the policy should incorporate the constant funding and upkeep of such sites and ensure that the community is aware of the past and its initial beginnings. Other local councils are very good in acknowledging the history and ensuring that it is recognised.’

Action taken: The submission did not have any impact on the draft Policy on exhibition. Correspondent was directed to Council’s Historical Markers Program and encouraged to apply to acknowledge the history of Morris Avenue Kingsgrove.

17.    A paragraph (1.2.3) has been inserted into the Eligibility Criteria of the Community Grants Program to facilitate the provision of funding for individual artists and artists collectives who may not be a registered not-for-profit organisation.

18.    The value of the Quick Response Outgoing Sponsorships and Quick Response Donations programs have been aligned to a delegation of $2,000 per program to the General Manager. This has been amended to provide commensurate delegation levels for the similar programs and to make the assessment process transparent and consistent.

19.    The General Principles (pages 6 and 7 of the draft Policy) have been updated to include additional clauses clarifying Council’s approach to risk-management and managing conflicts of interest.

 

Financial Implications

20.    Within budget allocation.

For the 2018/2019 financial year, the following budget allocation has been approved for programs that fall under the Donations, Grants and Sponsorship Policy:

·    Community Grants                               - $400,000.00

·    Heritage Grants                                    -   $45,000.00

·    Heritage Publication Grants               -     $5,000.00

·    Venue Hire Grants                               - $420,000.00

·    Event Sponsorship                                       - $104,870.00

·    Donations                                              -   $50,000.00

 

Community Engagement

21.    Community engagement has been conducted including: representation of community views through the Community Development and Services Advisory Committee; grants information workshops held throughout March and April 2018; the incorporation of community feedback from previous grant applicants.

22.    Further community engagement was undertaken when the draft Policy was placed on public exhibition from Monday 4 June to Tuesday 03 July 2018.

 

File Reference

D18/135106

 

 

 

ATTACHMENTS

Attachment 1

DRAFT Grants, Donations and Sponsorship Policy 2018

 


Georges River Council - Community and Culture Committee Meeting - Monday, 13 August 2018

COM027-18            Georges River Council Grants, Donations and Sponsorship Policy

[Appendix 1]          DRAFT Grants, Donations and Sponsorship Policy 2018

 

 

Page 6

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Georges River Council - Community and Culture Committee Meeting - Monday, 13 August 2018

COM027-18            Georges River Council Grants, Donations and Sponsorship Policy

[Appendix 1]          DRAFT Grants, Donations and Sponsorship Policy 2018

 

 

Page 35

 


 


Georges River Council – Community and Culture Committee Meeting -  Monday, 13 August 2018                           Page 37

Item:                   COM028-18       Sponsorship and Donation Requests 

Author:              PA to Manager Communications, Customer Service and Events

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation:

That Council approve the sponsorship request of $1,428 ($720 financial support and $708 of in-kind support) for the International Community Fellowship “Bands in the Park” event, to be held on Saturday 1 September 2018, at Woodville Park Hurstville.

 

 

Executive Summary

1.      On Friday 20 July 2018, Council received correspondence from Winston Gauder on behalf of the International Community Fellowship, requesting sponsorship of $1,428 ($720 financial support and $708 of in-kind support).

Background

2.      International Community Fellowship Pastor Winston Gauder is a proactive community member who regularly supports Georges River Council’s Citizenship ceremonies. The International Community Fellowship (ICF) “Bands in the Park” event arose from engagement with parents and children who attended the ICF Hurstville City Carols in December 2017. The South Pacific Concert Band that helped at the 2017 Christmas event has agreed to support this community event. Five local schools have been invited to showcase their skills and their school at the event.

As per the decision making criteria in section 4.3 Funding Determination Model of the Strategy, this has been rated as a Tier 3 event.

3.      A summary of the request is provided below.

 

Organisation

Event Date

Event

Donation

In-kind

Total request

International Community Fellowship

1/9/2018

“Bands in the Park”

$720

$708

Including site fees, electricity, event bins and consumables for amenities

$1,428

TOTAL

$720

$708

$1,428

 

4.      An assessment of these donations and sponsorship requests occurred using Council’s Sponsorship and Donations Policy and Events Strategy, as per the decision making criteria in section 4.3 Funding Determination Model of the Strategy.

Financial Implications

5.         The total financial request for community events: $1,428, consisting of

·        Total in-kind value: $708

·        Total financial donation value: $720

 

2018/19 budget remaining for community-run events: $86,548

 

2018/19 budget remaining for donations: $50,000

 

If these sponsorship and donation requests are approved by Council, they are within the budget allocation.

 

Community Engagement

6.      Community engagement was undertaken in the development of the Sponsorship and Donations Policy and Events Strategy.

 

File Reference

D18/161281

 

 

 

 

ATTACHMENTS

Attachment 1

Sponsorship Request tracking budget - CC Standing Committee 13 Aug 2018

 


Georges River Council - Community and Culture Committee Meeting - Monday, 13 August 2018

COM028-18            Sponsorship and Donation Requests

[Appendix 1]          Sponsorship Request tracking budget - CC Standing Committee 13 Aug 2018

 

 

Page 39

 


Georges River Council – Community and Culture Committee Meeting -  Monday, 13 August 2018                           Page 40

Item:                   COM029-18       Major Events Advisory Committee Meeting Minutes - 9 July 2018 

Author:              PA to Manager Communications, Customer Service and Events

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation:

That Council adopts the recommendations contained within the Minutes of the Major Events Advisory Committee meeting held on Monday 9 July 2018.

 

 

Executive Summary

1.      Minutes of the Major Events Advisory Committee meeting held at 4:30pm on Monday 9 July 2018 are attached for Council’s consideration and adoption (Attachment 1).

 

Background                              

2.      In accordance with the adopted Terms of Reference, items considered by the Major Events Advisory Committee will be presented to the Community and Culture Standing Committee then to Council for their adoption and posted to Council’s website.

 

Financial Implications

3.      The recommendations contained within the Minutes of the Major Events Advisory Committee have no financial implications on the 2018-2019 budget. A further report on the investigation of a major event within Council’s premium facilities will consider the financial impact of this event.

 

File Reference

D18/161823

 

 

 

ATTACHMENTS

Attachment 1

Minutes - Major Events Advisory Committee 09 July 2018

 


Georges River Council - Community and Culture Committee Meeting - Monday, 13 August 2018

COM029-18            Major Events Advisory Committee Meeting Minutes - 9 July 2018

[Appendix 1]          Minutes - Major Events Advisory Committee 09 July 2018

 

 

Page 41

 


 


Georges River Council – Community and Culture Committee Meeting -  Monday, 13 August 2018                           Page 43

Item:                   COM030-18       Australian Macedonian Cultural Association Historical Documentary Donation Request  

Author:              Cultural Development Officer

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation:

That Council approve a donation of $5,000 from the 2018/2019 Donations and Sponsorship budget to the Australian Macedonian Cultural Association for the production of a local history documentary film, ‘The Unworn Wedding Dress’.

                                                                                                                      

 

Executive Summary

1.      Mr Bebi Zekirovski, President of the Australian Macedonian Cultural Association (AMCA) has made a request for financial support for the production of a documentary film highlighting local historical events and people during and following World War 2 (WWII).

2.      At the 23 July Council meeting, Council resolved (NM063-18) that the General Manager prepare a report to Council’s Community and Culture Committee in August to consider the allocation of $8,000 as a donation from the 2018/19 Donations and Sponsorship budget to the Australian Macedonian Cultural Association for the production of a local history documentary film, ‘the Unworn Wedding Dress’.

3.      Following discussions with representatives of the AMCA, a reduced donation request of $5,000 was agreed upon. The association has obtained some external in-kind support for professional equipment for the project and has been actively pursuing additional external funding sources.

Background

4.      The Australian Macedonian Cultural Association (AMCA) initiated and developed the ‘Macedonian Cinema Days’ film festival that has been a feature of Council’s Discovery Festival of Community Arts over the past 3 years. The film festival provides English subtitled new Macedonian films for the local community plus a showcase for new screen productions involving Australian Macedonian producers, cast or crew. This festival is unique in Australia.

5.      AMCA have also partnered with Council and various community groups to document a number of local community projects and events, including Still Rolling, a heritage and training documentary about the operation and maintenance of the 35mm film projector in Council’s Civic Theatre.

Cultural and historical significance of the documentary

6.      ‘The Unworn Wedding Dress’ will document the lives of Ms Gwen Coxhead, the Carss Park Ranger’s daughter, and Mr John Buckham, her fiancé who died as a prisoner-of-war building the Burma railway during WWII, and will provide insights into:

·    The evolution and historical significance of Carss Park;

·    How the unworn wedding dress that hangs in a glass case in the Carss Cottage Museum was meant for a woman who never married, was to become the State Supervisor of Secretarial Studies and in retirement devoted her life to her community, co-founding the Kogarah Historical Society;

·    The letters Ms Gwen Coxhead received from Mr John Buckham during the war, in particular his last to reach her which ended with a plea that “...those in power should make absolutely certain that there isn’t ever the remotest chance of another war ever”.

7.      Carss Park is a very popular recreational environment, but few would be aware of its history and the people who shaped that history. This documentary would focus on a period during and after WWII, well after William Carss’ lifetime.

8.      While historical information exists in written and scant photographic forms, a documentary film may bring such history to life and allow for more extensive distribution through popular entertainment, film festivals and educational cinema screenings.

9.      The ‘Unworn Wedding Dress’ will interpret and bring to a contemporary audience a slice of history that contributes significantly to the development of a unique cultural identity for Georges River.

 

Alternative funding opportunities

10.    This documentary film project has attracted in-kind sponsorship from Blackmagic, an internationally renowned Australian company of specialist film production equipment, valued at $2,700, and promotion of the project through its international networks. This in-kind sponsorship is dependent on the film commencing production in August 2018.

11.    Based on the timeframes conditioned by the in-kind sponsorship, funding for this project would not be available to be applied for through Council’s Community Grants or Heritage Publication Grants programs as Council’s grant programs are not due to be awarded until after this deadline, later in 2018.

12.    Should a donation from the 2018/2019 Sponsorship and Donations budget not be approved, Council may consider providing funding through the Councillor Ward Discretionary Fund. Funds of up to $1,500 may be approved through the Councillor Ward Discretionary Fund.

13.    Furthermore, the AMCA have been encouraged to submit a grant application though Council’s Heritage Publication Grants program. Successful grantees will be notified in late October 2018, which would preclude the AMCA from receiving the external in-kind sponsorship for the project, thereby diminishing the capacity of the project to be completed to its full remit.

 

Financial Implications

14.    Within budget allocation from the 2018/2019 Sponsorship and Donations budget. The remaining budget for Donations is $50,000. Should this donation be approved, a balance of $45,000 will remain in the Sponsorship and Donations budget.

 

Community Engagement

15.     Community engagement was conducted by the Australian Macedonian Cultural Association including consultation with the Kogarah Historical Society, who have expressed their support for the project.

 

File Reference

D18/163622      

 

 

  Item:        COM031-18       Community Development and Services Advisory Committee Membership 

Author:              Manager Community & Cultural Development

Directorate:      Community and Culture

Matter Type:     Committee Reports

 

 

 

Recommendation:

(a)     That Council considers the Expressions of Interest received from those persons wishing to be considered as community representatives on the Community Development and Services Advisory Committee.

(b)     That Council appoints three members to the Committee for an initial period of one year as outlined within this report.

 

 

Executive Summary

1.      At the 25 June Council meeting, Council resolved (COM021-18) that an Expression of Interest be advertised in July 2018 for nominations for community representatives on the Community Development and Services Advisory Committee to commence in September 2018.

2.      Applications were open to the public for nomination from Wednesday 4 July until Friday 3 August 2018 in the three categories of non-profit organisation (NGO), Health, and Education sector representatives.

3.      Five applications were received and considered, as detailed in the body of this report.

 

Background

4.      The Community Development and Services Advisory Committee (CDSAC) meets bi-monthly to advise on matters relating to community capacity building, social inclusion and cultural development, monitor the changing needs of the community and provide recommendations on how Council is to address these needs, as per the Committee Terms of Reference.

5.      Matters will include, but are not be limited to, the development and implementation of Council’s programs, policies, services and facilities in the areas of:

·    Multicultural services

·    Aboriginal services

·    Aged services

·    Youth services

·    Access and inclusion

·    Community safety

 

6.      The Terms of Reference for the Community Development and Services Advisory Committee were reviewed by the Committee at the CDSAC meeting held on 1 November 2017, and adopted at the Council meeting held on Monday 27 November 2017.

7.      Three Committee representatives from Community Organisations representing the NGO, Health and Education sectors were appointed on an interim basis of nine months at the CDSAC meeting held on 1 November 2017, and adopted at the Council meeting held on Monday 27 November 2017.

8.      To ensure a broad representation within the local community that have an impact on the delivery of Council’s community development functions, the three substantive representatives from Community Organisations representing the NGO, Health and Education sectors are chosen through an open Expression of Interest process.

9.      Applicants were invited to apply to become a member of the CDSAC from Wednesday 4 July until Friday 3 August 2018.

10.    Five applications were received from community members seeking appointment to the Committee. 

11.    Attachment 2 provides a confidential summary of the recommended applicants’ background for Council’s consideration.

12.    Following endorsement by Council, the newly appointed representatives would be notified in September 2018 to commence their term at the next CDSAC meeting to be held on Tuesday 16 October 2018.

 

Financial Implications

13.    No budget impact for this report.

 

Risk Implications

14.    Operational risk/s identified and management process applied.

 

Community Engagement

15.     Community engagement was conducted including the open call for representatives on the Committee through Council’s website and the St George and Sutherland Leader.

 

File Reference

D18/166396

 

 

 

ATTACHMENTS

Attachment 1

Terms of Reference - Community Development and Services Advisory Committee - Version 2.0 - May 2018

Attachment 2

Community Development and Services Advisory Committee community representative candidates summary (Confidential)

 


Georges River Council - Community and Culture Committee Meeting - Monday, 13 August 2018

COM031-18            Community Development and Services Advisory Committee Membership

[Appendix 1]          Terms of Reference - Community Development and Services Advisory Committee - Version 2.0 - May 2018

 

 

Page 47

 


 


 


 


 


 


Georges River Council – Community and Culture Committee Meeting -  Monday, 13 August 2018                           Page 53

Item:                   COM032-18       Tender for the Refurbishment of Georges River Council Customer Service Centres - Stronger Communities Fund 

Author:              Manager Project Delivery

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation:

(a)    That under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accept the tender that is recommended for T17/033 Tender for the Refurbishment of Georges River Council Customer Service Centres as outlined in the confidential attachment.

(b)    That the General Manager be authorised to sign the Contracts with the preferred Contractor on behalf of Council.

(c)    That Council inform the unsuccessful Tenderers of the resolution.

 

 

Executive Summary

1.      The purpose of this report is to advise Council of the results of the tender process completed in accordance with Part 3, Division 1, Section 55 and Section 377 of the Local Government Act 1993, for the Tender for the Refurbishment of Georges River Council Customer Service Centres and to seek resolution from Council on entering into a Contract with a successful Tenderer to appoint as the Principal Contractor to carry out the proposed contract works.

2.      This report explains the background for Council to decide if it wishes to enter into a contract with the entity recommended as the Principal Contractor.  The report details the tender process supporting the recommendation for Council’s consideration, with the confidential matters being contained within the confidential attachments.

 

Background

3.      Georges River Council has allocated more than $9 million in funding to a number of community-orientated projects and initiatives, in an effort to improve local infrastructure and community services throughout the local government area as part of the Stronger Communities Fund. $1,500,000 was allocated for the development of the Customer Service Hubs at Kogarah Library and Hurstville Civic Centre.

4.      The design principles of the new Customer Service Hubs at Kogarah Library and Hurstville Civic Centre incorporates the following elements:

a.       Atmosphere – warm, welcoming and contemporary

b.       Design – consistent with GRC branding and  multi-functional

c.       Materials -  durable

The new Customer Service Hubs aim to provide the customer with a unique experience that allows a “one stop shop” for all their community needs.

5.      The new Customer Service Hubs will include:

·        Kogarah Library:

o Additional service desks

o Customer waiting areas

o Additional office space

·        Hurstville Civic Centre:

o Additional service desks

o Concierge area

o Customer waiting areas

o Additional meetings rooms

o Self-service kiosks

6.      Figgis and Jefferson TEPA were engaged by Council to prepare the detailed designs and specifications for the new Customer Service Hubs.

7.      An Artist impression of the new Customer Service Hubs is provided below:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8.      Subsequently, Council Officers prepared tender documentation for the Tender for the Refurbishment of Georges River Council Customer Service Centres.

 

9.      The Director Assets and Infrastructure appointed a Tender Evaluation Committee for the Tender prior to advertising, and all tender documentation was reviewed by the Manager Project Delivery prior to issuing. 

 

10.    Tender documentation included:

a.      RFT T18/033 - Tender for the Refurbishment of Georges River Council Customer Service Centres

b.      General Conditions of Contract Incorporating AS 4000-1997 (as amended)

c.       Technical Specifications, Scope of Works, and Tender Schedules

 

11.    The Tender Evaluation Committee determined the Tender Evaluation Criteria prior to advertising of the tender.  The essential criteria and mandatory criteria was determined as follows:

 

Essential Criteria

·        Best value for money

Ø   Lump Sum price and trades break-up prices;

Ø   Schedule of hourly rates.

·        Demonstrated capacity and technical ability to carry out the works under the Contract:

Ø   Specific experience and expertise in design and construct contracts;

Ø   Company profile; current commitments for main and sub-contractors;

Ø   Proven capacity to meet deadline; and

Ø   Plant and equipment available to complete the works.

·        Demonstrated managerial and technical capability, qualifications, experience:

Ø   Quality experience and  quality references of the Tenderer;

Ø   Nominated site personnel CVs and previous work history; and

Ø   Nominated sub-contractors CVs and previous work history with the Tenderer.

·        Capacity to achieve the program:

Ø   Program shows critical paths and detailed tasks required to achieve Deliverables for the project; and

Ø   Sequencing of the works.

·        The proposed methodology:

Ø        Traffic and pedestrian  management plan; and

Ø   Storage of materials.

·        Demonstrated capacity to fulfil the WHS and environmental requirements including insurances.

         

Mandatory Criteria

·      Insurances:

Ø   Public Liability min. $20M

Ø   Workers Compensation

Ø   Comprehensive Vehicle(s) Insurance.

·      Compliance with quality assurance standards and systems of quality assurance.

·      Degree of compliance with Work Health & Safety requirements.

·      Conformity and compliance of the Tenderer’s submission with the RFT.

 

12.    T18/033 Refurbishment of Georges River Council Customer Service Centres was advertised in the Sydney Morning Herald and Tenderlink on 26, 27 and 30 June 2017..

 

13.    The tender closed at 10am Tuesday 24 July 2018 in the presence of the Tender Opening Committee.  Three (3) submissions were received via Tenderlink from the following companies:

a.   2020 Projects Pty Ltd

b.   Rork Projects Pty Ltd

c.   Sullivans Constructions

No late submissions were received.

14.    The Tender Evaluation Committee individually assessed the submission, and met on Thursday 26 July 2018 to review the submissions and seek any clarifications.  Details of the Tender Evaluation Committee and these meetings are provided in the confidential attachment.

 

15.    The Tender Evaluation Committee completed the tender assessments and the evaluation process and identified a tender that represents best value for money. 

 

16.    The Tender Evaluation Committee recommends that under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accepts the tender identified as the preferred Contractor as outlined in the confidential attachment to this report.

 

Financial Implications

17.    Within budget allocation – this project is funded by Stronger Communities Fund which has $1.5m allocated for the Customer Service Hubs.

 

Community Engagement

18.    Should Council decide to fund this project, community engagement will be conducted including advertising of refurbishment works prior to the commencement of the works.

 

File Reference

T18/033

 

 

 

ATTACHMENTS

Attachment 1

Confidential Attachment A - T18/033 - Tender for Refurbishment of Georges River Council Customer Service Centres - Tender Assessment Summary (Confidential)

Attachment 2

Confidential Attachment ~ Tender for Refurbishment of Georges River Council Customer Service Centres (Confidential)

 


Georges River Council – Community and Culture Committee Meeting -  Monday, 13 August 2018                           Page 57

Item:                   COM033-18       Tender for the Supply and Installation of Flooring at Georges River Council Customer Service Centres - Stronger Communities Fund 

Author:              Manager Project Delivery

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation:

 

(a) That, as no submissions were received for T18/034 Supply and Installation of Flooring at Georges River Council Customer Service Centres, in accordance with Section 178 (3) (e) of the Local Government (General) Regulation 2005,), Council resolve to enter into negotiations with the successful Contractor for T18/033 Refurbishment of Georges River Council Customer Service Centres with a view to entering into a contract in relation to the subject matter of T18/034 Supply and Installation of Flooring at Georges River Council Customer Service Centres as outlined in the report.

(b) That, under Section 178 (4) of the Local Government (General) Regulation 2005, Council notes that inviting fresh tenders is unlikely to resolve the issues of (1) no submissions and (2) achieving the construction programme timeframe, and it is most advantageous to Council to conduct negotiations as outlined in the confidential report. As there was a competitive tender process for selecting the successful Contractor for the T18/033 works, negotiations for the works the subject of T18/034 are likely to result in a value-for-money outcome for Council as the contractor has previously demonstrated the competitive nature of their pricing.

(c)  That delegation is granted to the General Manager to enter into contract with the successful Contractor, should negotiations for works the subject of T18/034 result in a value-for-money outcome for Council.

 

 

Executive Summary

1.   The purpose of this report is to advise Council of the results of the tender process completed in accordance with Part 3, Division 1, Section 55 and Section 377 of the Local Government Act 1993, for the Tender for Supply and Installation of Flooring at Georges River Council Customer Service Centres and to seek resolution from Council on entering into a Contract with a successful Tenderer to appoint as the Principal Contractor to carry out the proposed contract works.

2.   This report explains the background for Council to decide if it wishes to enter into a contract with the entity recommended as the Principal Contractor.  The report details the tender process supporting the recommendation for Council’s consideration, with the confidential matters being contained within the confidential attachments.

 

Background

3.      Georges River Council has allocated more than $9 million in funding to a number of community-orientated projects and initiatives, in an effort to improve local infrastructure and community services throughout the local government area as part of the Stronger Communities Fund.  $1,500,000 was allocated for the development of the Customer Service Hubs at Kogarah Library and Hurstville Civic Centre.

4.      The design principles of the new Customer Service Hubs at Kogarah Library and Hurstville Civic Centre incorporates the following elements:

a.   Atmosphere – warm, welcoming and contemporary

b.   Design – consistent with GRC branding and  multi-functional

c.   Materials -  durable

The new Customer Service Hubs aim to provide the customer with a unique experience that allows a “one stop shop” for all their community needs.

 

5.      The new Customer Service Hubs will include:

·        Kogarah Library:

o Additional service desks

o Customer waiting areas

o Additional office space

·        Hurstville Civic Centre:

o Additional service desks

o Concierge area

o Customer waiting areas

o Additional meetings rooms

o Self-service kiosks

6.      Figgis and Jefferson TEPA were engaged by Council to prepare the detailed designs and specifications for the new Customer Service Hubs.

7.      An Artist impression of the flooring for the new Customer Service Hubs is provided below:

 

Kogarah Library:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Hurstville Civic Centre:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8.      Subsequently, Council Officers prepared tender documentation for the Tender for Supply and Installation of Flooring at Georges River Council Customer Service Centres.

 

9.      The Director Assets and Infrastructure appointed a Tender Evaluation Committee for the Tender prior to advertising, and all tender documentation was reviewed by the Manager Project Delivery prior to issuing. 

 

10.    Tender documentation included:

a.      RFT T18/034 - Tender for Supply and Installation of Flooring at Georges River  Council Customer Service Centres

b.      General Conditions of Contract Incorporating AS 4000-1997 (as amended)

c.       Technical Specifications, Scope of Works, and Tender Schedules.

 

11.    The Tender Evaluation Committee determined the Tender Evaluation Criteria prior to advertising of the tender.  The essential criteria and mandatory criteria was determined as follows:

 

Essential Criteria

·        Best value for money

Ø  Lump Sum price and trades break-up prices;

Ø  Schedule of hourly rates.

·        Demonstrated capacity and technical ability to carry out the works under the Contract:

Ø  Specific experience and expertise in design and construct contracts;

Ø  Company profile; current commitments for main and sub-contractors;

Ø  Proven capacity to meet deadline; and

Ø  Plant and equipment available to complete the works.

·        Demonstrated managerial and technical capability, qualifications, experience:

Ø  Quality experience and  quality references of the Tenderer;

Ø  Nominated site personnel CVs and previous work history; and

Ø  Nominated sub-contractors CVs and previous work history with the Tenderer.

·      Capacity to achieve the program:

Ø  Program shows critical paths and detailed tasks required to achieve Deliverables for the project; and

Ø  Sequencing of the works.

·      The proposed methodology:

Ø  Traffic and  pedestrian  management plan; and

Ø  Storage of materials.

·      Demonstrated capacity to fulfil the WHS and environmental requirements including insurances.

          Mandatory Criteria

·      Insurances:

Ø  Public Liability min. $20M

Ø  Workers Compensation

Ø  Comprehensive Vehicle(s) Insurance.

·      Compliance with quality assurance standards and systems of quality assurance.

·      Degree of compliance with Work Health & Safety requirements.

·      Conformity and compliance of the Tenderer’s submission with the RFT.

 

12.    T18/034 Supply and Installation of Flooring at Georges River Council Customer Service Centres was advertised in the Sydney Morning Herald and Tenderlink on 26, 27 and 30 June 2017.

 

13.    The tender closed at 10am Thursday 26 July 2018 in the presence of the Tender Opening Committee.  No submissions were received.

 

14.    The Tender Evaluation Committee met on 26 June 2017 to discuss the available options for Council.  Details of the Tender Evaluation Committee and these meetings are provided in the confidential attachment.

 

Financial Implications

15.    Within budget allocation – this project is funded by Stronger Communities Fund which has $1.5m allocated for the Customer Service Hubs.

 

Community Engagement

16.    Should Council decide to fund this project, Community engagement will be conducted including advertising of refurbishment works prior to the commencement of the works.

 

File Reference

T18/034

 

ATTACHMENTS

Attachment 1

Confidential Attachment - T18/034 Supply and Installation of Flooring at Georges River Council Customer Service Centres (Confidential)