Agenda


Assets and Infrastructure Committee

 

Monday, 12 November 2018

7.00pm

 

River Room

Georges River Civic Centre

Level 1, corner Dora and MacMahon Streets

Hurstville

 

 

 

 


Georges River Council – Assets and Infrastructure Committee Meeting -  Monday, 12 November 2018                   Page 2

 

          Assets and Infrastructure Committee Meeting

ORDER OF BUSINESS

 

1.      Acknowledgement of Country

2.      Apologies

3.      Disclosures of Interest

4.      Public Addresses to the Meeting

5.      Confirmation of Minutes of Previous Meeting

MINUTES: Assets and Infrastructure Committee - 08 October 2018  

6.      Committee Reports

ASS051-18        Georges River Traffic Advisory Committee Meeting - 6 November 2018

(Report by Coordinator Traffic & Transport)............................................................... 3

ASS052-18        Tender for Electrical Services - T18/008 Operational Budget

(Report by Coordinator Property & Assets).............................................................. 13

ASS053-18        Tender for the Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit - Community Development Grant, Voluntary Planning Agreement Funds and s94Funds

(Report by Manager Project Delivery)....................................................................... 16  

 

 


Georges River Council – Assets and Infrastructure Committee Meeting -  Monday, 12 November 2018                   Page 3

Committee Reports

Item:                   ASS051-18        Georges River Traffic Advisory Committee Meeting - 6 November 2018 

Author:              Coordinator Traffic & Transport

Directorate:      Assets and Infrastructure

Matter Type:     Committee Reports

 

 

 

Recommendation;

That the recommendations contained within the minutes of the Georges River Traffic Advisory Committee Meeting held on 6 November 2018 be adopted by Council.

 

 

Executive Summary

1.      The Minutes of the Georges River Traffic Advisory Committee Meeting held on 6 November 2018 are submitted to the Assets and Infrastructure Committee for consideration and to Council for adoption.

 

Background

2.      The Traffic Advisory Committee Meeting of 6 November 2018 was held at Georges River Civic Centre commencing at 10.00am.

 

Financial Implications

3.      Budget allocation

 

a.      RMS Traffic Facilities Grant            $390,993

b.      Bus Stop Upgrade Program            $60,000

 

4.      Balance to date

 

a.      RMS Traffic Facilities Grant            $340,000

b.      Bus Stop Upgrade Program            $60,000

 

5.      Estimated cost of works recommended by the Traffic Advisory Committee Meeting of 6 November is $132,850.  Dissection: $32,850 to be allocated from the RMS Traffic Facilities Grant, $80,000 for the Newman Street pedestrian crossing to be considered from the 2019/20 Capital Works Budget and $20,000 from the Events Budget.

 

File Reference

D18/232506

 

 

ATTACHMENTS

Attachment 1

Minutes - Traffic Committee 06 November 2018

 


Georges River Council -         Assets and Infrastructure Committee Meeting - Monday, 12 November 2018

ASS051-18             Georges River Traffic Advisory Committee Meeting - 6 November 2018

[Appendix 1]          Minutes - Traffic Committee 06 November 2018

 

 

Page 4

 

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Georges River Council – Assets and Infrastructure Committee Meeting -  Monday, 12 November 2018                   Page 13

Item:                   ASS052-18        Tender for Electrical Services - T18/008 Operational Budget 

Author:              Coordinator Property & Assets

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 T18/008 Tender for Electrical Services.

(b)     That the General Manager be authorised to sign the Contracts with the preferred Contractors 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 appointment of a panel of Electrical Service contractors and to seek a resolution from Council on entering into a contract with a successful Tenderer/s to appoint as the Principal Contractor and additional panel contractors to carry out a proportion of the reactive works across the Georges River Council LGA 

2.      This report explains the background for Council to decide if it wishes to enter into a contract with the principal and secondary panel contractors. 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.      In March 2018, Council identified the need to amalgamate several Electrical service providers in order to provide cost efficiencies, support demand, align reporting and ensure compliance to increasing Australian standards.

4.      Council proposes to appoint a panel of five Electrical Service providers. The primary appointment to deliver the preventative maintenance routine and reactive repairs. The secondary providers are to be available to perform reactive repairs as and when required with no guaranteed volume.

 

5.      Council advertised a Request for Tenders on 2 October, 3 October and 6 October, 2018 with a view to appoint suitably qualified Electrical Service providers to carry out the works under the proposed Contract Number T18/008. The tender closed on 23 October 2018 at 10:00am.

 

6.      This report provides the information on the tendering process undertaken, the evaluation criteria, the tender evaluation process and the outcome.

 

7.      Council Officers prepared a Request for Tender for Electrical Services.

 

8.      The Director Assets and Infrastructure approved a Tender Evaluation Committee (TEC) for the Tender prior to advertising, and all tender documentation was reviewed by the Coordinator Property & Assets prior to issuing. 

 

9.      Tender documentation included:

a.      RFT T18/008 – Electrical Services Conditions of Tender.

b.      Scope of Services.

c.       Building List.

d.      Returnable schedules template

e.      Pricing return template.

f.       Maintenance procedures.

 

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

 

Essential Criteria

·        Pricing

Ø  Contract sum

Ø  Hourly rates

·        Demonstrated experience of successfully providing services of a similar nature, size and complexity. Noted current similar clients.

·        Overall quality of presentation.

·        Demonstrated competence in recording, compiling, maintaining and reporting statutory asset compliance documentation        .

 

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.

·        Accreditation to BNG Conserve.

 

 

11.    The tender closed at 10am Tuesday 23rd October 2018 in the presence of the Tender Opening Committee. Eight submissions were received via Tenderlink from the following companies:

 

a.       Harnleigh Pty Ltd

b.       Kealec Pty Ltd T/As Sportz Lighting

c.       Platinum Electricians Sydney Pty Ltd

d.       Aus Spark Electrics Pty Limited

e.       Core Intergrated Solutions Pty Ltd

f.        CBD Mechanical Electrical

g.       RLELEC Pty Ltd

h.      Stowe Australia Pty Ltd

 

No late submissions were received.

 

12.    The TEC met on a single occasion, 25th October 2018 to review and accept the Panel; understand the evaluation process including methodology and, sign the Conflicts of Interest Declarations having made aware of the identities of the Tenderers.

 

13.    The TEC completed the tender assessments and the evaluation process and identified a tender that represents best value for money. 

 

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

 

Financial Implications

 

15.    Within budget allocation – Adopted 2018/19 Operational Budget - Building Maintenance.

 

Community Engagement

16.    Non Applicable

 

File Reference

T18/008

 

 

 

ATTACHMENTS

Attachment 1

Confidential  Report - T18-008 Electrical Services (Confidential)

 


Georges River Council – Assets and Infrastructure Committee Meeting -  Monday, 12 November 2018                   Page 16

Item:                   ASS053-18        Tender for the Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit - Community Development Grant, Voluntary Planning Agreement Funds and s94Funds 

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 T18/050 Tender for the Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit 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 Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit 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.      In 2016, Council received a $375,000 Federal Government Community Development Grant for the Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit.  This grant was to facilitate the construction of a new inclusive adventure playground that has been highlighted in the Kempt Field Plan of Management.

4.      The key objective of the Plan of Management is to ensure that Kempt Field retains its use as an area of active open space while providing increased opportunities and improvements in passive recreation (eg walking paths, picnic and BBQ areas, children’s playground and dog off-leash area). This has been achieved in the Masterplan which outlines the design issues and provides a concept design for Kempt Field’s future that includes the comments raised during the community consultation during July/August 2017. The Kempt Field Plan of Management was adopted by Council in November 2017 and owners consent was issued by the Department of Planning & Environment on 24 April 2018.

 

5.      The Design and Construction of an Inclusive Adventure Playground & Bike Training Circuit at Kempt Field will utilise this Plan of Management and Masterplan to design and subsequently construct a new inclusive children’s adventure playground, bike training circuit, and associated design and landscaping works.

 

6.      Accordingly, tender documentation was then prepared for the Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit.

 

7.      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. 

 

8.      Tender documentation included:

a.      RFT T18/050 – Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit

b.      General Conditions of Contract Incorporating AS 4902-2000 (as amended)

c.       Returnable Schedules

d.      Technical Specifications

e.      Adopted Kempt Field Plan of Management and Masterplan

 

9.      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

1.      Best value for money

a.      Price and trades break-up in accordance with the provided Bill of Quantities; and

b.      Schedule of hourly rates

2.      Demonstrated capacity and technical ability to carry out the works

a.      Specific experience and expertise in similar works;

b.      Company profile; current commitments for main and sub-contractors ; and

c.      Plant and equipment available to complete the works.

3.      Demonstrated managerial and technical capability, qualifications, experience

a.      Quality experience and  quality references of the Tenderer;

b.      Nominated site personnel CVs and previous work history; and

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

4.      Capacity to achieve the program

a.      Proven capacity to meet deadlines;

b.      Program shows critical paths and detailed tasks required to achieve  deliverables for the project; and

c.      Sequencing of the works.

5.      Proposed methodology

a.      Traffic and  pedestrian  management plan;

b.      Storage of materials and disposal of waste (including potential asbestos)

c.      Appropriate systems and procedures to comply with all applicable WHS and environmental obligations

Mandatory Criteria:

Insurances:

a.      Public Liability min. $20M;

b.      Workers Compensation; and

c.       Comprehensive Vehicle(s) Insurance.

10.    T18/050 Tender for Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit was advertised in the Sydney Morning Herald and Tenderlink on 18 September, 19 September and 22 September 2018.

 

11.    The tender closed at 10am Tuesday 16 October 2018 in the presence of the Tender Opening Committee.  Four (4) were received via Tenderlink from the following companies:

a.      Fleetwood Urban Pty Ltd

b.      Growth Civil Landscapes Pty Ltd

c.       Moduplay Group Pty Ltd

d.      Proludic Pty Ltd

One (1) late submission was received by Play by Design Pty Ltd.

12.    The Tender Evaluation Committee individually assessed the submission, and met on 22 October 2018 to review the submissions and seek any clarifications.  Details of the Tender Evaluation Committee and these meetings are provided in the confidential attachment.

 

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

 

14.    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

15.    Outside budget allocation – Adopted Budget for 2018-2019 is $1,774,110 however the following total funds of $3,395,110 are available for this project. This report seeks to allocate these additional funds as listed below for this project.

 

Sources of Funding

Amount

Repealed Hurstville Section 94 Contributions Plan No.2 – Open Space/Community Recreation Facilities

$1,500,000

Planning Agreement for East Quarter (Stages 1 and 2) – Kempt Field works

$274,110

Planning Agreement for Fridcorp (East Quarter Stage 3) – Kempt Field Works

$275,000

Planning Agreement for Fridcorp (East Quarter Stage 3) – Kempt Field Works

$821,000

Grant from the Federal Government Community Development Fund

$375,000

Georges River Council Section 94A Plan 2017 – Shade sails

$150,000

Total

$3,395,110

 

Please note that any excess funds from the Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit will be allocated to the construction of a new public amenities building and ancillary works at Kempt Field in accordance with the proposed Masterplan.

 

Risk Implications

16.    No risks identified.

Community Engagement

17.    Community engagement was undertaken in 2017 in the development of the Kempt Field Plan of Management and Masterplan process.

 

File Reference

T18/041

 

 

 

ATTACHMENTS

Attachment 1

Confidential Attachment - T18/050 - Tender for the Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit (Confidential)

Attachment 2

Confidential Attachment A - T18/050 - Tender for the Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit - Tender Assessment Summary (Confidential)

Attachment 3

Confidential Attachment B - T18/050 - Tender for the Design and Construction of the Kempt Field Inclusive Adventure Playground and Bike Training Circuit - Draft Concept Plans (Confidential)