Agenda of Assets and Infrastructure Committee

Georges River Council – Assets and Infrastructure Committee Meeting - Monday, 11 February 2019 Page 3

Committee Reports

Item: ASS001-19 Tender for Security Services - T18/044 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 T18/044 Tender for Security Services.

(b) That the General Manager be authorised to sign the Contracts with the preferred Contractors on behalf of 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 appointment of a primary Security Service contractor and to seek a resolution from Council on entering into a contract with a successful Tenderer to appoint as the Principal Contractor 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 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 March 2018, Council identified the need to amalgamate several Security service providers in order to provide cost efficiencies, support demand, align reporting and ensure compliance to Australian standards.

4. Council proposes to appoint one Security Service provider. The primary appointment is to deliver the routine patrols, reactive attendances to alarms and alarm system maintenance.

5. Council advertised a Request for Tenders on Tuesday the 20^th November, 21^st November and 24^th November, 2018 with a view to appoint suitably qualified Security Service provider to carry out the works under the proposed Contract Number T18/044. The tender closed on 11^th December 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 Security 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 and Head of Security and Emergency prior to issuing.

9. Tender documentation included:

a. RFT T18/044 – Security Services Conditions of Tender.

b. Scope of Services.

c. Building List.

d. Returnable schedules template.

e. Pricing return template.

f. Asset collection template.

g. 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 11^th December 2018 in the presence of the Tender Opening Committee. Ten (10) submissions were received via Tenderlink from the following companies:

a. Allies Management

b. Bellrock Group Pty Ltd

c. ECS international Security

d. G J Security Alarms

e. Guardian Venue Management Pty Ltd

f. Nycon Services Pty Ltd

g. Southern Cross Group Services Pty Ltd

h. Southern Cross Protection Pty Ltd

i. Ultimate Security Australia Pty Ltd

j. Wilson Security Pty Ltd

No late submissions were received.

12. The TEC met on a single occasion, 21^st December 2018 to review and accept the Panel; understand the evaluation process including methodology and, sign the Conflicts of Interest Declarations having been 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 – Security Monitoring & Patrols.

Community Engagement

16. Non Applicable

File Reference

T18/044

ATTACHMENTS

Attachment 1	Confidential Report - Security Services - T18_044 (Confidential)
Attachment 2	ASIC Company search ULTIMATE SECURITY AUSTRALIA PTY LTD (Confidential)

Georges River Council – Assets and Infrastructure Committee Meeting - Monday, 11 February 2019 Page 6

Item: ASS002-19 Georges River Traffic Advisory Committee Meeting - 5 February 2019

Author: Senior Traffic Engineer

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 5 February 2019 be adopted by Council.

Executive Summary

1. The Minutes of the Georges River Traffic Advisory Committee Meeting held on 5 February 2019 are submitted to the Assets and Infrastructure Committee for consideration and to Council for adoption.

Background

2. The Traffic Advisory Committee Meeting of 5 February 2019 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 $210,000

b. Bus Stop Upgrade Program $30,000

5. Estimated cost of works recommended by the Traffic Advisory Committee Meeting of 5 February is $10,800. Dissection: $10,800 to be allocated from the RMS Traffic Facilities Grant.

File Reference

D19/10529

ATTACHMENTS

Attachment ⇩1

Minutes Traffic Advisory Committee 5 Febraury 2019

Georges River Council – Assets and Infrastructure Committee Meeting - Monday, 11 February 2019 Page 16

Item: ASS003-19 Proposed Installation of a Video Screen in Hurstville Plaza

Author: Manager Project Delivery

Directorate: Assets and Infrastructure

Matter Type: Committee Reports

Recommendation

(a) That Council proceeds with the installation of a video screen in Hurstville Plaza.

(b) That $100,000 is allocated from the Club Central Voluntary Planning Agreement to fund the installation of a video screen in Hurstville Plaza.

Executive Summary

1. This report is presented to Council following a Resolution from Council regarding the installation of a video screen at Hurstville Plaza.

Background

2. Council at its meeting on 26 November 2018 resolved:

“That the General Manager prepare a report to Council in December 2018 outlining potential locations and costings for the installation of a video screen at Hurstville Central Plaza.”

Due to changes in the Committee Report dates for December 2018, Council Officers were unable to prepare a report for this proposal prior to publishing.

3. In accordance with the Council resolution, Council Officers have reviewed the site for an appropriate location. The preferred location would be towards the Forest Road frontage of Hurstville Plaza within the garden bed and screened substation. This would allow seating for movie nights or special events to be located within the plaza, yet still providing ample circulation space.

4. Similar screens installed at outdoor venues include Central Park Broadway, Moore Park Golf Club and Railway Square (Burwood Council).

5. It is estimated that the cost of the design, supply and installation of a video screen at Hurstville Plaza would be $100,000 which could be funded from Club Central Voluntary Planning Agreement. Council received $1,009,594.78 from the Club Central Voluntary Planning Agreement which can be allocated towards “public infrastructure within the Hurstville City Centre including the embellishment of the Central Plaza and upgrade of the local road network”.

6. If approved, Council Officers will call a Request for Quote in accordance with the GRC Procurement Policy.

Plan of Management

The Central Plaza, Hurstville Plan of Management (adopted October 2016) provides “a framework for long-term and day-to-day decision-making, regarding the improvements and management of Central Plaza, Hurstville”. The objectives of this Plan include:

· Develop objectives, management goals and action strategies which will satisfy the ongoing recreational needs of the community, regardless of age, sex, culture or level of ability;

· Provide clarity in the future development, use and management of community land.

The permitted Community Uses as identified in the Plan of Management include “Community notice board, events and gatherings, public meetings, functions, concerts, performances, exhibitions, fairs, auctions, workshops, parades, festivals, markets, stalls, kiosks, public amenities, public art, filming and photographic projects, busking, public address, cafe or refreshment areas (permanent, pop up and mobile) including seating, mobile food vans”.

The provision of a video screen within the Plaza could be consistent with the objectives of the Plan of Management by promoting community use of the plaza for events and functions including outdoor movie nights and the live broadcasting of sports and cultural events.

Financial Implications

7. Additional non-budgeted funds of $100,000 can be sourced from the Club Central Voluntary Planning Agreement.

Risk Implications

8. No risks identified.

Community Engagement

9. Community engagement will not be conducted.

File Reference

18/2600

Georges River Council – Assets and Infrastructure Committee Meeting - Monday, 11 February 2019 Page 20

Item: ASS004-19 Tender for the Montgomery Street Kogarah Streetscape Upgrade - s94 Funds

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 T18/046 Tender for the Montgomery Street Kogarah Streetscape Upgrade 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.

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 Montgomery Street Kogarah Streetscape Upgrade 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. As part of the 2018-2019 Budget, Council has allocated $300,000 towards the Montgomery Street Kogarah Streetscape Upgrade Project. This project has been funded by Kogarah s94 Plan 8 – Town Centres.

4. The Montgomery Street Kogarah Streetscape Upgrade Project consists of the following:

a. New paving of Montgomery Street between Post Office Lane and Kensington Street, Kogarah (both sides of the road)

b. Planting of street trees; and

c. New street furniture

An outline of the extent of the works is shown below:

5. In addition to the above works, Council will be required to engage Network Integrity Services to replace existing Telstra pits for the extent of the project and to replace the Telstra pits at the previously upgraded section of Montgomery Street between 19 Montgomery Street to Post Office Lane. Network Integrity Service is the only Contractor who is authorised to undertake such works.

6. Accordingly, tender documentation was then prepared for the Tender for the Montgomery Street Kogarah Streetscape Upgrade.

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 T18/046 – Tender for the Montgomery Street Kogarah Streetscape Upgrade

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

c. Returnable Schedules

d. Scope of Works and Technical Specifications

e. Construction Drawings

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. T18/046 Tender for the Montgomery Street Kogarah Streetscape Upgrade was advertised in the Sydney Morning Herald and Tenderlink on 20 November, 21 November and 24 November 2018.

11. The tender closed at 10am Wednesday 19 December 2018 in the presence of the Tender Opening Committee. Ten (10) were received via Tenderlink from the following companies:

a. Awada Civil Engineering

b. Civotek

c. Ezy Pave Pty Ltd

d. KK Consultants Pty Ltd T/A KK Civil Engineering

e. Mack Civil Pty Ltd

f. Planet Civil Pty Ltd

g. Quality Management & Constructions Pty Ltd

h. State Civil Pty Ltd

i. Stateline Asphalt Pty Ltd

j. Urban Civil Projects Pty Ltd

Tenderlink has advised that Perfect Engineering Pty Ltd did not successfully upload their submission prior to the closing time.

12. The Tender Evaluation Committee individually assessed the submission, and met on 15 January 2019 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. The adopted budget for this project is $300,000. As such, additional non budgeted funds of $250,000 from the Kogarah s94 Plan 8 – Town Centres Plan for the additional cost of the paving works and Telstra Pit replacements. The Kogarah s94 Plan 8 – Town Centres will have a forecasted balance of $11,271,268 at 30 June 2019.

Risk Implications

16. No risks identified.

Community Engagement

17. Community engagement will be conducted including a site notification letter to all residents and business owners outlining the scope of the project and site contact details.

File Reference

T18/046

ATTACHMENTS

Attachment 1	Confidential Attachment A - Tender for the Montgomery Street Kogarah Streetscape Upgrade (Confidential)
Attachment 2	Confidential Attachment B - Tender for the Montgomery Street Kogarah Streetscape Upgrade - Assessment Summary (Confidential)