PARKING COMMITTEE - City of Perth\COMMITTEE MINUTES2005-06\PK060501MINS.DOC PARKING COMMITTEE INDEX...

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PK CTE MINS 1 MAY 2006

MINUTES

PARKING COMMITTEE

1 MAY 2006

P R E S I D I N G M E M B E R ’ S S I G N AT U R E

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PARKING COMMITTEE

INDEX

Item Description Page

PK44/06 DECLARATION OF OPENING 1

PK45/06 APOLOGIES 1

PK46/06 MEMBERS ON LEAVE OF ABSENCE AND APPLICATIONS FOR LEAVE OF ABSENCE 1

PK47/06 CONFIRMATION OF MINUTES 1

PK48/06 DISCLOSURE OF MEMBERS’ INTERESTS 1

PK49/06 PROPOSED OPERATING BUDGET – OFF-STREET PARKING 2006/07 FINANCIAL YEAR 1

PK50/06 CONVENTION CENTRE CAR PARK – THIRD QUARTER PERFORMANCE RESULTS 1

PK51/06 2006/07 RISK MANAGEMENT PROJECT – PIER STREET CAR PARK 1

PK52/06 QUOTATION 078-05/06 – CONSTRUCTION OF AWNING, REGAL PLACE CAR PARK 1

PK53/06 TENDER 092-05/06 – REDEVELOPMENT AND EXPANSION OF ELDER STREET CAR PARK 1

PK54/06 GENERAL BUSINESS 1

PK55/06 ITEMS FOR CONSIDERATION AT A FUTURE MEETING 1

PK56/06 CLOSE OF MEETING 1

PARKING COMMITTEE - 1 - 1 MAY 2006


Minutes of the meeting of the City of Perth Parking Committee held in Committee Room 1, Ninth Floor, Council House, 27 St George’s Terrace, Perth on Monday, 1 May 2006.

MEMBERS IN ATTENDANCE

Cr Sutherland - Presiding Member Cr Hardy Cr Kay

OFFICERS

Mr Dunne - Acting Chief Executive Officer Mr Forster - Director Business Units Mr Cross - Acting Director Service Units Mr Hutchings - Manager Property Management Mr Abernethy - Manager Off-Street Parking Mrs Doyle - Office Administrator Ms Bednarczyk - Administrative Services Officer

PK44/06 DECLARATION OF OPENING

The Presiding Member declared the meeting open at 8.00am.

PK45/06 APOLOGIES

Mr Edwards - Chief Executive Officer

PK46/06 MEMBERS ON LEAVE OF ABSENCE AND APPLICATIONS FOR LEAVE OF ABSENCE

Nil

PK47/06 CONFIRMATION OF MINUTES

Moved by Cr Sutherland, seconded by Cr Hardy That the minutes of the meeting of the Parking Committee held on 27 February 2006 be confirmed as a true and correct record. The motion was put and carried



The votes were recorded as follows:- For: Crs Sutherland, Hardy and Kay Against: Nil Given that Cr Kay was the only Member present to confirm the minutes for the Parking Committee meeting held on 10 April 2006, it was agreed that the minutes of the Parking Committee meeting held on 10 April 2006 be noted. The minutes for the Parking Committee meeting held on 10 April 2006 will be presented for confirmation at the next meeting of the Parking Committee.

PK48/06 DISCLOSURE OF MEMBERS’ INTERESTS

Nil

PK49/06 PROPOSED OPERATING BUDGET – OFF-STREET PARKING 2006/07 FINANCIAL YEAR

BACKGROUND:

FILE REFERENCE: P1018509 RESPONSIBLE OFFICER: Margaret Simpson RESPONSIBLE DIRECTOR: Patrick Abernethy, Acting Director Business Units DATE: 18 April 2006 MAP / SCHEDULE: Schedule 1 - Proposed Operating Budget 2006/07

Financial Year. At its meeting held on 27 February 2006, the Parking Committee requested that a report be submitted on the proposed operating budget for the Off-Street Parking Unit for the 2006/07 financial year.

LEGISLATION / STRATEGIC PLAN / POLICY:

Legislation Local Government Act 1995. Section: Perth Parking Management Act 1999. Strategic Plan Key Result Area: Accessible City. Strategy: Business City Strategy. Policy Policy No and Name: CS24 – Budget Policy.



DETAILS:

The operating budget for the Off-Street Parking Unit has been prepared to support ongoing operational needs, to maintain its income base and to ensure the business retains its current position as the parking provider of choice in the Perth marketplace. The major costs include those associated with statutory and operational requirements. Statutory costs include the parking levy payable to the Department for Planning and Infrastructure, staff costs, bank charges, rentals and outgoings, power, leasehold depreciation costs and interest payable on the Convention Centre car park loan. Operational costs include equipment maintenance, property maintenance, external contact labour, contracted security services, and stores and materials. Advertising and promotion costs are also significant, however as this cost equates to approximately 1.07% of total off-street parking income it is still considered to be relatively low. The attached Schedule 1 – Proposed Operating Expenditure, provides an outline of major costs associated with operating the City’s car parking business. It is important to note that the 2006/07 financial year budget process is yet to be finalised however it is estimated that the final budget will be in the vicinity of $15,159,230.

COMMENTS:

To protect the City’s income base it is important that motorists identify CPP City of Perth Parking as the “Parking Provider of Choice”. To achieve this, the Off-Street Parking Unit will continue its long-term strategy of providing services which differentiate this business from competitors and which provide suitable practices to manage the business. This is reflected in the proposed 2006/07 operating expenditure programme, which provides for the enhancement of car park signage, along with continuous improvement of equipment maintenance, property maintenance programmes and financial control practices. The Parking Committee requested that it be kept updated on the Administration’s efforts to reduce the amount of bank charges and fees paid by the City for credit card transactions. Moved by Cr Kay, seconded by Cr Hardy That the information relating to the proposed operating budget for the Off-Street Parking Unit in the 2006/07 financial year, as detailed in the report dated 18 April 2006, be received. The motion was put and carried



The votes were recorded as follows:- For: Crs Sutherland, Hardy and Kay Against: Nil

PK50/06 CONVENTION CENTRE CAR PARK – THIRD QUARTER PERFORMANCE RESULTS

BACKGROUND:

FILE REFERENCE: P1019124 REPORTING OFFICER: Harry Chen RESPONSIBLE DIRECTOR: Pat Abernethy, Acting Director Business Units DATE: 20 April 2006 MAP / SCHEDULE: N/A The Convention Centre car park continues to trade approximately 57% over the income budget. This report details the financial performance results of the car park with commentary for the third quarter ended March 2006.


Legislation Local Government Act 1995. Section: Perth Parking Management Act 1999. Strategic Plan Key Result Area: Prosperous City. Strategy: Business City Strategy. Policy Policy No and Name: CS24 – Budget Policy.

DETAILS:

A combination of increasing commuter use, monthly parking permit uptake and activities in the Perth Convention Exhibition Centre (PCEC) have resulted in growth in patronage to a point where the car park is full on weekdays and on some weekends. Whilst there are few days that there is no activity in the PCEC the customer profile on weekdays is largely commuter or all day parking for people accessing the city offices and businesses. A typical average breakdown of patron usage Monday to Friday is shown in Table 1:-



Table 1 – Typical Customer Profile – (Monday to Friday)

Customer Type Number of Customers Monthly permit holders 374 All day parkers 900 Short-term parkers 240 Depending upon the size and nature of the event being held in the PCEC, the customer profile in the car park on weekends is as shown in Table 2.

Table 2 – Typical Customer Profile – (Weekends)

Customer Type Number of Customers With Event Without Event

All day parkers 550 25 Short-term parkers 1,100 60 Pre and post-marketing of the Convention Centre car park has assisted greatly in the ramp-up of business being more rapid than was originally anticipated. Management of the facility has had and continues to have its challenges. On large event days both entrances experience queuing. As a result, monthly permit holders experience a degree of annoyance that they are not able to access the car park quickly. In an endeavour to address this issue letters have been sent to all monthly permit holders suggesting they use the south-eastern entrance where queuing is generally less and an access lane is dedicated for that purpose when practical. Changing the fee structure to a simpler format has met with customer approval. Pre-payment facilities combined with a choice of payment techniques including cash, access card, bank credit card or CPP Parkcard provides maximum flexibility and choice as well as speeding up egress of the car park. A close liaison continues between the City and the PCEC operator Spotless Australia. There have been a number of large events held during this quarter, including the Bridal Fair, Comm IT, Billy Connolly and Ideal Homeshow.

FINANCIAL IMPLICATIONS:

Financial Performance – March 2006 YTD

INCOME EXPENDITURE Budget Income

(To date)

Actual

(To Date)

Variance Budget Expenditure

(To Date)

Actual

(To Date)

Variance

2,523,277 3,958,813 1,435,536 2,987,416 2,769,326 218,090



Income: Revenue was 56.89% over budget for the financial year as the car park continues to perform well above expectations, being assisted by time and fee changes in policy to facilitate more commuter parkers and by the PCEC holding a greater number of events in its second year of operation. Expenditure: Expenditure is well controlled overall although there are some timing issues in matching actual with budget expenditure over the year. Depreciation and amortisation have been adjusted downwards with the decision to maintain consistency by writing off legal, consultancy and project management fees over the term of the lease rather than over the previously intended three years. It is important to note that Lot 1192 (Wellington Street car park), which is not operational, cost $82,601 for the quarter in terms of interest and amortisation. This expenditure is accounted for separately. A response has now been received from the East Perth Redevelopment Authority declining the City’s development application to construct a temporary car park on this site as it is required for the proposed Multi-Purpose Indoor Entertainment and Sports Stadium (MIESS).

COMMENTS:

The Convention Centre car park is continuing to trade above business projections, due mainly to the increase in events held at the PCEC and acceptance of the new fee structure. Moved by Cr Kay, seconded by Cr Sutherland That the information relating to the third quarter performance results of the Convention Centre car park, as detailed in the report dated 20 April 2006, be received. The motion was put and carried The votes were recorded as follows:- For: Crs Sutherland, Hardy and Kay Against: Nil



PK51/06 2006/07 RISK MANAGEMENT PROJECT – PIER STREET CAR PARK

BACKGROUND:

FILE REFERENCE: P1019426 REPORTING OFFICER: Vic Fuller RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 3 April 2006 MAP / SCHEDULE: Map – Pier Street Car Park – McLeans Lane Elevation.

Map – Pier Street Car Park Level 8 Western Elevation. At its meeting held on 28 November 2005, the Parking Committee resolved the following:- “That, subject to the endorsement of the Finance and Budget Committee, the Parking Committee accepts the shaded items in the proposed five year capital expenditure plan for Property Management Services for the 2006/07 to 2010/2011 financial years inclusive, as detailed in Schedule 1”. The minutes of the Committee meeting record a request that the item listed as “Pier Street car park – Risk Management Project ($150,000, 2006/07)”, be submitted for review by the Committee, as to its continued inclusion in the five year plans.


Strategic Plan Key Result Area: Capable and Responsive Organisation. Strategy: Leading City Strategy.

DETAILS:

Following a series of threatened suicide jumps from the Pier Street car park in a two or three month period in 2004, an independent risk assessment of the building was commissioned. The consultant made several recommendations, the most significant of which was that the City should investigate the installation of full height barriers, similar to those installed on level one, on the western side above the lane. It is considered that this recommendation should be implemented. Photographs showing the interior and the exterior of the western elevation of the building, where the consultant has recommended that safety grilles be added, are attached.



The photographs show that the City has fitted two different types of screen to the lower levels of the property, but that the six upper levels are all open above a 900mm high dwarf wall. In similar circumstances in four other multi-storey car parks, the City has taken the risk consultant’s advice, and has fitted security grilles, in recent years. Those properties are:- • Mayfair Street Car Park; • Citiplace Car Park; • His Majesty’s Car Park; • Roe Street Car Park. As the grilles on the second level of this building are fabricated from steel rods, it is proposed that the new screens for the upper levels be fabricated to match, but that they be powder coated black, to avoid changing the appearance of the property. Black screens do not generally register with the casual observer. Retro-fitting security grilles is a time consuming process. Each grille must be site measured and tailor-made for the opening that it is to go into. They must then be galvanised for corrosion protection, acid etched and powder coated off-site, before being fixed into position. The officer estimate for the likely cost of this project is $150,000, formed with assistance from a steel fabricator.


The estimated cost of $150,000 to install full height barriers to levels three – eight on the western side of the car park has been included in the draft capital works budget for 2006/07, subject to Committee’s approval for progression of this project.

COMMENTS:

The initial cost of this work is high, but in today’s increasingly litigious society, it could represent “cost effective insurance”, when compared with any possible damages claim, brought on the grounds that the City had ignored the advice of an independent consultant on this matter. It was therefore recommended that the Parking Committee approves the continued inclusion of the “Pier Street Car Park – Risk Management Project ($150,000, 2006/07)” in the five year capital expenditure plan for Property Management Services 2006/07 to 2010/11.



Motion to defer Moved by Cr Kay, seconded by Cr Hardy That the item relating to the continued inclusion of the “Pier Street Car Park – Risk Management Project ($150,000, 2006/07)” in the five year capital expenditure plan for Property Management Services 2006/07 to 2010/11, as detailed in the report dated 3 April 2006, be deferred to the next meeting of the Parking Committee. The motion to defer was put and carried The votes were recorded as follows:- For: Crs Sutherland, Hardy and Kay Against: Nil Moved to Item PK53/06.

PK52/06 QUOTATION 078-05/06 – CONSTRUCTION OF AWNING, REGAL PLACE CAR PARK

BACKGROUND:

FILE REFERENCE: P1021112 REPORTING OFFICER: Richelle Zuglian RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 12 April 2006 MAP / SCHEDULE: N/A The invitation for suitably qualified contractors to remove the existing street awning and construct and install a new steel framed awning, to improve the weather protection and sun control for the shops at the Regal Place car park, was advertised in the tender section of The West Australian newspaper on 9 November 2005. At the close of the tender no submissions were received. Acting on the exemption from the requirement to re-tender any purchase of goods or services which has been the subject of a public tender within the previous six months, set out in Section 11(2)(c)(i) of the Local Government (Functions and General) Regulations 1996, quotations were then sought from four known building contractors who had advised of an interest in this project. At the close of the quotation period on 9 February 2006, no quotations were received.



At its meeting held on 14 March 2006, it was resolved that the Council:- 1. notes that no tenders were received for the construction and installation of a

new steel framed awning at Regal Place Car Park; 2. notes that following the unsuccessful tender, quotations were sought from four

known contractors who had each confirmed an interest in this project, but at the end of this process no quotations were received;

3. does not approve the appointment of DCCM Pty Ltd as head contractor to

construct and install a steel framed awning at Regal Place Car Park; 4. requests the administration to investigate alternate options to the installation of

an awning to improve the weather protection and sun control for the shops at the Regal Place Car Park.


Legislation Local Government (Functions and General) Regulations 1996.

Section: 11-24 – Tenders for Providing Goods or Services.

DETAILS:

As a result of the resolution of the Council at its meeting held on 14 March 2006, the City investigated alternative weather protection and sun control options, however none was considered to be effective or appropriate for the shops at the Regal Place car park. The shop windows need to be kept clear to enhance the visibility of the businesses and their services, whilst still maintaining the attractiveness of the car park. Therefore blinds, shutters or window tinting would not be viable options. Invitations were then extended to two more contractors who had expressed interest to construct and install the new steel framed awning. DCCM Pty Ltd were also invited to submit a fixed cost proposal. At the close of quotations at 2.00pm on Thursday, 30 March 2006, two submissions were received as follows:-

Tender Tender Sum Lakis Construction Pty Ltd (Lump sum contract) $369,386DCCM Pty Ltd (Fixed price for overheads and profit. Sub-contractors on a reimbursement basis)

$450,000(estimate)

The above figures are exclusive of GST. The quotations were assessed against the following published criteria:- • Compliance with specifications. • Appreciation and methodology of works. • Programme of works.



• Experience with similar works. • Experience of key personnel. DCCM Pty Ltd re-submitted its proposal with fixed costs for site overheads and profit, at a cost of $111,000, excluding GST. However, this firm continues to require that all sub-contractors costs be funded on a reimbursement basis. DCCM Pty Ltd estimates that the total cost of the project would be approximately $450,000, excluding GST, on this basis. DCCM Pty Ltd failed to address the selection criteria. Lakis Construction Pty Ltd scored well against the qualitative assessment criteria and demonstrated good appreciation and methodology of the works. The nominated key personnel for this project possess extensive experience in the building and construction industry. The City has previously engaged Lakis Construction Pty Ltd on two larger projects where the firm demonstrated its competency and ability to complete works efficiently and on time. The budget allocation for this project is $280,000. This allocation was based on a quantity surveyors estimate at the design development stage, approximately 16 months ago. The total cost of the project, based on the quotation from Lakis Construction Pty Ltd, is expected to be $418,000, as follows:- Expenditure to date $ 23,441Contract administration fees $ 8,000

(Architect and Engineer)Construction contract $369,386City of Perth contingency $ 17,173Total $418,000 It is proposed that the additional costs required of $138,000 be accommodated from Budget Item ‘Community Amenities – Other Community Amenities – Pave and Drain Car Park, Ozone Reserve’. This project will not be progressed, as no planning approval has been secured for permanent parking at this site.




Budget Item where monies have been / will be fully expended ACCOUNT NO: AS02080 BUDGET ITEM: Economic Services – Other Property and Services

– Unclassified – External Sun Control System for Shops Regal Place Car Park.

BUDGET PAGE NUMBER: 23 BUDGETED AMOUNT: $280,000 AMOUNT SPENT TO DATE: $ 23,441 PROPOSED COST: $394,559 (Construction $369,386 + consultants

fee $8,000 and contingency of $17,173)

BALANCE REQUIRED: $138,000 Budget Item where additional funds to come from ACCOUNT NO: CW0779 BUDGET ITEM: Community Amenities – Other Community

Amenities – Pave and Drain Car Park, Ozone Reserve.

BUDGET PAGE NUMBER: 20 BUDGETED AMOUNT: $350,000 AMOUNT SPENT TO DATE: $ 4,422 PROPOSED COST: $138,000 BALANCE: $207,578 All figures quoted in this report are exclusive of GST. COMMENTS The following comments have been received from the architect for this project:- STH Architects have evaluated the tenders received from DCCM and Lakis Constructions and recommend acceptance of the lump sum tender submitted by Lakis Constructions. We have not had any previous experience working with Lakis Constructions but we base our recommendation on the following:- • Lakis Constructions offers a Lump Sum Tender of $369,386 (excluding GST)

whilst DCCM has provided a budget estimate of $450,000 without reference to GST.

• Lakis Constructions confirms it will comply with the specification and

programme. DCCM does not provide comment in this respect. • Lakis Constructions has completed works of a similar nature.



• Lakis Constructions has provided comment on Appreciation and Methodology of the Works. DCCM has undertaken a site visit and indicated its understanding of the task verbally.

There is an immediate need for the new awning to address the impacts on the tenants’ businesses. An exhaustive process has been followed to secure a contractor prepared to undertake this work. It is therefore recommended that the quotation from Lakis Construction Pty Ltd is accepted, subject to the City securing development approval for this project. Moved by Cr Kay, seconded by Cr Hardy That the Council:- 1. accepts the most suitable quotation, being that received from Lakis

Construction Pty Ltd, for the construction and installation of a new steel framed awning at the Regal Place car park at a cost of $369,386 (excluding GST), subject to the City securing development approval for the works from the Western Australian Planning Commission;

2. notes that $256,559 of the total expenditure detailed in part 1 above

is to be charged to Budget Item ‘Economic Services – Other Property and Services – Unclassified – External Sun Control System for Shops, Regal Place Car Park’;

3. APPROVES BY AN ABSOLUTE MAJORITY the unbudgeted

expenditure of $138,000 to fund the $112,827 shortfall between the contract price in part 1 above and the account balance in part 2 above, plus an additional $8,000 (excluding GST) for consultancy fees and an amount of $17,173 (excluding GST) for contingencies;

4. notes that the total unbudgeted expenditure of $138,000 in part 3

above can be accommodated in Budget Item ‘Community Amenities – Other Community Amenities – Pave and Drain Car Park, Ozone Reserve’, which will no longer be utilised as a planning approval for long-term parking on this site has not been granted.

The motion was put and carried The votes were recorded as follows:- For: Crs Sutherland, Hardy and Kay Against: Nil



Moved to Item PK54/06.

PK53/06 TENDER 092-05/06 – REDEVELOPMENT AND EXPANSION OF ELDER STREET CAR PARK

BACKGROUND:

FILE REFERENCE: P1021201 RESPONSIBLE DIRECTOR: Pat Abernethy, Acting Director Business Units DATE: 20 March 2006 MAP / SCHEDULE: N/A This item was referred back to the Parking Committee by the Council at its meeting held on 26 April 2006. At the Parking Committee meeting held on 10 April 2006 the following alternate recommendation to that of the administration was adopted:- That the Council:- 1. accepts the most suitable tender, being that submitted by Hames Sharley to

undertake Stage 1 – concept design and preliminary cost estimate for the redevelopment and expansion of Elder Street car park at a cost of $237,000 (excluding GST);

2. accepts Hames Sharley as the design/supervision consultant for Stages 2 and 3

of the redevelopment and expansion of Elder Street car park should approval be obtained from the Council to proceed beyond Stage 1. The proposed rates for Stages 2 and 3 are as follows:-

2.1 Stage 2 - 2.25%; 2.2 Stage 3 - 0.9%;

of the estimated $30 million construction cost;

3. notes the expenditure in part 1 above being charged to Budget Item “Parking

Facilities – Kerbside/Ground Level Car Parks – New Ground Level Car Park – Wellington Street”;

4. notes that a portion of the balance of the approved $300,000 budget will be

used to engage independent expert advice on an as needs basis; 5. undertakes public consultation with stakeholders in the immediate vicinity of the

Elder Street car park throughout the process of the redevelopment.



The administration’s original recommendation is set out below:- That the Council:- 1. accepts the most suitable tender, being that submitted by Hames Sharley to



of the redevelopment and expansion of Elder Street car park should approval be obtained from the Council to proceed beyond Stage 1. The proposed rates for Stages 2 and 3 are as follows:-

2.1 Stage 2 - 2.25%; 2.2 Stage 3 - 0.9%;


3. notes the expenditure in part 1 above being charged to Budget Item “Parking

Facilities – Kerbside/Ground Level Car Parks – New Ground Level Car Park – Wellington Street”;


used to engage independent expert advice on an as needs basis. At its meeting held on 21 February 2006 the Council resolved that it:- 1. APPROVES BY AN ABSOLUTE MAJORITY the unbudgeted expenditure of

$300,000 (excluding GST) for the Concept Design for the Redevelopment of the Elder Street Car Park;

2. notes that the expenditure in part 1 above can be accommodated from surplus

funds in Budget Item “Parking Facilities – Kerbside/Ground Level Car Parks – New Ground Level Car Park – Wellington Street”.

The report discusses the analysis of the submissions and recommends a preferred consultant group.


Legislation Local Government Act 1995. Perth Parking Management Act 1999. Strategic Plan Key Result Area: Accessible City. Strategy: Movement and Access Strategy. Annual Plan: Develop an integrated transport and parking strategy,

including cars, buses, pedestrians and bicycles.



Policy Policy No and Name: CS24 - Budget Policy relating to the car parking business.

DETAILS:

Submissions from suitably experienced consultants were sought to provide design and technical consultancy services for the expansion of the existing Elder Street car park from 488 to 1,500 car bays, including ground level and future upper storey commercial opportunities. In response to public advertisements nine submissions were received from architectural groups. In total 40 sets of documents were either downloaded from the City’s website or collected from Council House. The expansion of Elder Street car park is to be undertaken in three stand-alone stages as follows:- Stage 1 – Concept design. Stage 2 – Detailed design and specification. Stage 3 – Calling tenders, construction and commissioning. The progression of the project beyond Stage 1 is dependent on the approval of the Council and funding provisions being made. The tender brief gave no guarantees that subsequent stages would proceed, however it did request that the tenderers explain their basis for fee calculation for all three stages. The requirements of the consultancy are as follows:- Stage 1 – Concept Design and Preliminary Cost Estimates a) Preparation of concept design and preliminary cost estimates. It is anticipated that concept drawings will provide the general layout of the building with specific attention to entry and exit locations, the number of levels, ramping systems, the total number of bays, control room location, lifts and stairwells and a layout for commercial tenancies (if a need is demonstrated). b) Perspectives of building external appearance. It has been requested that three drawing options be produced in colour, depicting alternative façade designs, perspectives for all sides of the building and visibility lines. Preliminary cost estimates are to be provided by a quantity surveyor for the building core and for each of the optional façade treatments. The appointed consultant is to undertake all investigations and complete concept design documentation to a standard suitable for the lodgement of a development application.



Stage 2 – Detailed Design and Specification This stage of the project requires the preparation of design drawings, specification and contractual documents to a standard suitable for the calling of public tenders for the construction phase. Stage 2 will also include the preparation of fabrication quality detailed design drawings and specifications for construction purposes. Stage 3 – Supervision of Construction Stage 3 will include architectural, engineering and other appropriate site supervision including contract management for the successful construction of the facility. Supervision of the construction and commissioning supervision will also be required. The tenderers were required to address each of the following selection criteria in their submissions:- • Appreciation of and methodology for the work. • Programme for works/capability to complete works within the specified

timeframe. • Experience with similar works. • Experience of key personnel. • Financial capability/company stability. • Fees. In total nine submissions were received:- 1. Bollig Design Group. 2. Hames Sharley. 3. Hodge and Collard Architects. 4. James Christou and Partners Architects. 5. Oldfield Knott Architects. 6. Peter Hunt Daryl Jackson Architects. 7. Sandover Pinder. 8. STH (Silver Thomas Hanley Architects). 9. T and Z Pty Ltd. The above table lists the architectural firms who would lead the project consultancy team. Each of the firms nominated a full team of engineering, costing and property consultants. The fee proposals submitted by all tenderers are inclusive of the fees to be paid to these sub-consultants. Each submission was considered independently by the panel concentrating initially on the non-price criteria. The five highest submissions were interviewed and scored accordingly. The remaining four tender submissions were ranked lower on their submissions due mainly to inadequate appreciation of the project brief, limited expertise particularly in



car park design, and limited description of the methodology by which the consultancy would proceed. The tender brief sought a lump sum fee for Stage 1 as it is the most critical aspect in the planning and delivery of the project. Design parameters, building bulk and height, traffic, engineering and external appearance will all be largely determined at that time. It is only after the completion of Stage 1, when preliminary building costs are known, that fees can be determined with any accuracy for Stages 2 and 3. Accordingly, consultants were asked to submit hourly charge-out fees for key personnel and a fee determination methodology which would form the basis of negotiation with the preferred consultant at the appropriate time. Assuming a $30 million construction cost enabled the fees for all stages for the five shortlisted companies to be calculated for comparison purposes. The results are shown in the table below:-

Company Stage 1 Lump

Sum Stage 2 Stage 3 Total

Hames Sharley $237,000 $675,000 $272,550 $1,184,550Bollig Design Group $82,000 $1,099,200 $193,500 $1,374,700Peter Hunt Architects $38,000 $1,053,000 $381,000 $1,472,000Oldfield Knott Architects

$194,675 $1,000,625 $437,890 $1,633,190

Sandover Pinder $249,500 $1,332,000 $621,000 $2,202,500 All figures in the above table are exclusive of GST. Each of the five higher ranking groups were interviewed to further investigate the responses contained in their tender submissions. No new material was accepted. Taking account of the insights gained from these interviews and the proposed fee structures, the panel further refined the shortlist to the following:- 1. Hames Sharley. 2. Bollig Design Group. Given that the Hames Sharley group was priced lowest in total, and together with the quality of their submission, past experience and approach to the project, acceptance of their tender is recommended.



FINANCIAL IMPLICATIONS: ACCOUNT NO: CW08420 BUDGET ITEM: Parking Facilities – Kerbside / Ground Level Car

Parks – New Ground Level Car Park - Wellington Street.

BUDGET PAGE NUMBER: 22 BUDGETED AMOUNT: $300,000 AMOUNT SPENT TO DATE: $0 PROPOSED COST: $237,000 (consultancy) BALANCE: $ 63,000 All figures above are exclusive of GST.

COMMENTS:

As few multi-level public car parks have been constructed in Perth in recent years, industry experience in consultant teams is limited as was evident in the majority of tender submissions received. Sandover Pinder was perhaps the exception as their partnering firm was Team Architects who have considerable knowledge of car park design. To ensure the most efficient and cost effective design is achieved for the internal workings of the car park, it would be in the City’s interests to seek to directly engage Team Architects as an independent design advisor on an as needs basis. Hames Sharley was particularly strong in its approach to the urban design and multiple use issues to be considered in this project. The City’s land holding is in an area undergoing considerable change and all opportunities will be explored for the site, bearing in mind the obvious need for off-street parking and in particular the close geographical relationship to the Multi-purpose Indoor Entertainment and Sports Stadium development. All tenderers offered industry recognised sub-consultants to the architect. In the case of Hames Sharley, the tender nominated the following sub-consultants who are considered to be acceptable:- • ARRB Group - Car Parking Consultant. • Maunsell Australia Pty Ltd - Structural Engineering. • HW & Associates - Quantity Surveyor. • Bassett Consulting Engineers - Mechanical, Electrical and Fire Engineering. • Colliers International - Property Consultant. It was therefore recommended that the Council:- 1. accepts the most suitable tender, being that submitted by Hames Sharley, to



of the redevelopment and expansion of Elder Street car park should approval



be obtained from the Council to proceed beyond Stage 1. The proposed rates for Stages 2 and 3 are as follows:-

2.1 Stage 2 - 2.25%; 2.2 Stage 3 - 0.9%;


3. notes the expenditure in part 1 above being charged to Budget Item “Parking Facilities – Kerbside/Ground Level Car Parks – New Ground Level Car Park – Wellington Street”;


used to engage independent expert advice on an as needs basis; 5. undertakes public consultation with stakeholders in the immediate vicinity of the

Elder Street car park throughout the process of the redevelopment. Motion to defer Moved by Cr Sutherland, seconded by Cr Hardy That the item relating to Tender 092-05/06 for the concept design and preliminary cost estimates for the redevelopment and expansion of the Elder Street Car Park, as detailed in the report dated 20 March 2006, be deferred to the next meeting of the Parking Committee. The motion to defer was put and carried The votes were recorded as follows:- For: Crs Sutherland, Hardy and Kay Against: Nil Moved to Item PK52/06.

PK54/06 GENERAL BUSINESS

1. Inter-Traffic Conference – Amsterdam Cr Sutherland and Cr Hardy provided a brief update on their visit to the Inter-Traffic Parking Conference in Amsterdam. It was agreed that the Committee members meet informally with the Director Business Units and the Manager Off-Street Parking to discuss findings from the Conference.



PK55/06 ITEMS FOR CONSIDERATION AT A FUTURE MEETING

Reports Pending Nil Other Items For Consideration • Parking – New Technology (To remain on Items for Consideration – 08/08/05). • Colour Line Parking Trial (To remain on Items for Consideration – 31/10/05). • Loading Bays (The Works and Urban Development Committee has requested

the Parking Committee to assess the number and location of loading bays in the city, and their after hours and weekend operations – 02/11/05).

• Pier Street Car Park – Risk Management Project (Deferred – 01/05/06). • Tender 092/05/06 – Redevelopment and Expansion of Elder Street Car Park

(Deferred – 01/05/06)

PK56/06 CLOSE OF MEETING

There being no further business the Presiding Member declared the meeting closed at 8.42am.

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