CITY OF ARMADALE
MINUTES
OF TECHNICAL SERVICES COMMITTEE HELD IN THE COMMITTEE ROOM,
ADMINISTRATION CENTRE, 7 ORCHARD AVENUE, ARMADALE ON MONDAY, 2
NOVEMBER 2015 AT 5:30 PM.
PRESENT: Cr G Nixon (Chair)
Cr C Frost
Cr G A Best (5:35pm)
Cr H A Zelones OAM JP (Deputy for Cr Butterfield)
Cr L Sargeson
Cr J A Stewart (5:37pm)
APOLOGIES: Cr R Butterfield
Cr K Busby
OBSERVERS: Cr C A Campbell JP
IN ATTENDANCE: Mr R S Tame Chief Executive Officer
Mr K Ketterer Executive Director Technical Services
Mr G Davies Executive Manager Technical Services
Mrs Y Armitage Minute Secretary
PUBLIC: 1
“For details of Councillor Membership on this Committee, please refer to the City’s website
– www.armadale.wa.gov.au/your council/councillors.”
TECHNICAL SERVICES 2 2 NOVEMBER 2015
COMMITTEE
DISCLAIMER
The Disclaimer for protecting Councillors and staff from liability of information and advice
given at Committee meetings was read as members of the public were present.
DECLARATION OF MEMBERS’ INTERESTS
Nil
QUESTION TIME
The following questions relate to item 2.1 City of Armadale Administration Precinct Parking
Arrangements:
Ms M Northcott, Seville Grove WA 6112
With regard to Item 2.1, the noted legislation ‘Road Traffic Act 1975 – Section 103’ is
actually the Act of 1974 - Division 6, Line 12 reference 171174.
Q 1: Is the pathway near the existing parking bay going to stay?
Response: The Executive Director Technical Services advised that the path would
remain.
Q 2: The drawing of the proposed changes to the parking bays closest to the Council
Administration building show a 30 minute parking limit. The disabled parking bay is
situated within this section. As 30 minutes may not be enough time to complete
business such as attending meetings at the Council building, will members of the public
using the disabled pay be penalised if they park close to the building and over stay the
30 minutes limit.
Response: The Executive Director Technical Services advised that people using the
disabled bay would not be penalised.
TECHNICAL SERVICES 3 2 NOVEMBER 2015
COMMITTEE
DEPUTATION
Nil
CONFIRMATION OF MINUTES
RECOMMEND
Minutes of the Technical Services Committee Meeting held on 5 October
2015 be confirmed.
Moved Cr C Frost
MOTION CARRIED (6/0)
ITEMS REFERRED FROM INFORMATION BULLETIN
Outstanding Matters and Information Items
Various Items
Monthly Departmental Reports
Technical Services Works Programme
Committee noted the information, and no further items were raised for discussion and/or further
report purposes.
CONTENTS
TECHNICAL SERVICES COMMITTEE
2 NOVEMBER 2015
1. ENGINEERING ADMINISTRATION
1.1 ROADS TO RECOVERY 2014/15 - 2018/19 - ADDITIONAL FUNDING ...................................5
2. ENGINEERING, DESIGN AND DEVELOPMENT
2.1 CITY OF ARMADALE ADMINISTRATION PRECINCT PARKING
ARRANGEMENTS ........................................................................................................................11
3. TENDERS
3.1 TENDER NO 28/15 - CLOSED CIRCUIT TELEVISION (CCTV) MAINTENANCE
AND MINOR WORKS .................................................................................................................. 14
3.2 TENDER NO 23/15 - SUPPLY OF HIRED PLANT: WET HIRE OF SKID STEER
LOADERS ...................................................................................................................................... 20
3.3 TENDER NO 24/15 PROVISION FOR EXTRUDED KERBING ................................................ 26
3.4 TENDER NO 26/15- CONSTRUCTION OF DRAINAGE WORKS ............................................ 31
3.5 TENDER NO 27/15 - SALE OF SCRAP METAL .........................................................................36
4. MISCELLANEOUS
4.1 APPOINTMENT OF ELECTED MEMBERS TO OCCASIONAL ADVISORY
GROUPS, REFERENCE/WORKING GROUPS, AND EXTERNAL/LOCAL
ORGANISATIONS ........................................................................................................................41
5. COUNCILLORS’ ITEMS
NIL ............................................................................................................................................................ 50
6. EXECUTIVE DIRECTOR TECHNICAL SERVICES REPORT
NIL ............................................................................................................................................................ 50
SUMMARY OF “A” ATTACHMENTS ...................................................................................................... 51
TECHNICAL SERVICES 5 2 NOVEMBER 2015
COMMITTEE - Engineering Administration COUNCIL MEETING 9 NOVEMBER 2015
1.1 - ROADS TO RECOVERY 2014/15 - 2018/19 - ADDITIONAL FUNDING
WARD
: ALL In Brief:
Federal funding for Roads to Recovery
(R2R) has been increased again.
The additional funds are required to be
allocated to road projects.
Recommend:
That Council amend the 2015/16 Annual
Budget by including additional roadworks
projects equal in value to the increased grant
funding of $502,609.
FILE No.
: M/793/15
DATE
: 24 August 2015
REF
: MH
RESPONSIBLE
MANAGER
: Executive Director
Technical Services
Tabled Items
Nil
Officer Interest Declaration
Nil
Strategic Implications
2. Enhanced Natural and Built Environments
2.5 Safe and efficient movement of goods, services, and people.
2.5.1 Provide a safe and efficient movement network, including local and
arterial roads, and associated infrastructure.
Legislation Implications
Assessment of legislation indicates that the following apply:
Local Government Act Section 6.8 - Expenditure from municipal fund not included in
annual budget.
“(1) A local government is not to incur expenditure from its municipal fund for
an additional purpose except where the expenditure —
(b) is authorised in advance by resolution*; “
* Absolute majority required.
Council Policy/Local Law Implications
General assessment has not revealed any applicable Policies/Local Laws.
TECHNICAL SERVICES 6 2 NOVEMBER 2015
COMMITTEE - Engineering Administration COUNCIL MEETING 9 NOVEMBER 2015
Budget/Financial Implications
2015/16 Annual Budget – increased R2R funding of $502,609 in 2015/16 enables
road works of an equal value to be brought forward from the City’s Forward Five
Year Civil Works Programme.
Long Term Financial Plan (2016-2019) – increased R2R funding of $1,348,668 in
2016/17 will enable road works of an equal value to be brought forward from the
City’s Forward Five Year Civil Works Programme.
Consultation
Intra-Directorate.
BACKGROUND
The City has received funding from the Federal Government as part of its Roads to Recovery
initiative over a number of years.
Council has previously been advised that in the new five year Roads to Recovery Programme
2015-2019 which commenced on 1 July 2014, the City has been allocated total grants funds
of $3,515,983. A further increase of $1,851,277 has recently been announced for the City.
The new annual allocation of funding is outlined below:
Financial Year Previous New
2014/2015 $ 585,997 $ 585,997
2015/2016 $1,171,995 $1,674,604
2016/2017 $ 585,997 $1,934,665
2017/2018 $ 585,997 $ 585,997
2018/2019 $ 585,997 $ 585,997
Total $3,515,983 $5,367,260
COMMENT
As part of the conditions of applying to receive payment under the Roads to Recovery
Programme, the funding recipient (the City) must spend on the construction and maintenance
of roads, an amount of own source funding (funding other than that provided by the
Commonwealth, a State or Territory government or by a private sector for specific projects)
equal to or greater than the reference amount applicable to the funding recipient. If, in any
particular financial year, a funding recipient does not meet the reference amount but the
average expenditure of its own source funds in that year and the previous financial year, or in
that year and the previous two financial years exceed the reference amount applicable to it,
the funding recipient is taken to meet its obligation in respect of the first mentioned financial
year.
TECHNICAL SERVICES 7 2 NOVEMBER 2015
COMMITTEE - Engineering Administration COUNCIL MEETING 9 NOVEMBER 2015
The Federal Authority administering the R2R Programme has determined that the City must
provide an average expenditure on roads to an amount of at least equal to the reference
amount of $4,627,594 p.a.
For the 2013/14 financial year, the City allocated the amount of $4,099,028 using its own
source expenditure, which was below the reference amount applicable. However, in the
previous financial year, the City’s own source expenditure was $7,109,510; the average being
$5,604,269, thus meeting its financial obligation. The City submitted the audited 2013/14
Roads to Recovery Annual Report, which has been accepted by the Department of
Infrastructure and Transport. The 2014/15 annual report submission date is 31 October 2015
following completion of the external audit.
As an example, the City allocated road funding for municipal funding sources as follows
during the 2009/2010 – 2013/2014 period of the previous R2R Programme. Municipal
expenditure is however, reported and monitored on a two year average, in order to ensure that
the longer term average does not fall short of the 5 year R2R Programme requirements. The
following table shows the audited and accepted amount for the 09/10 to 13/14 period of
municipal funding compared to the Reference amount that was to be achieved.
Year Muni Roads Funding Two Year Average
09/10 $2,753,948
10/11 $3,301,839 $3,027,894
11/12 $3,715,019 $3,508,429
12/13 $7,109,510 $5,412,265
13/14 $4,099,028 $5,604,269
Total $20,979,344
5 year Average $4,195,868
R2R Reference Amount $4,627,594
The City’s original reference amount was $4,144,700 which was increased to $4,627,594
during the above 5 year period. The five year average is estimated at $4,195,868.
The table demonstrates that the City did, in fact, fall short of the required expenditure levels
from Municipal funding sources; however the Federal Authorities have not penalised the City
on these figures.
Considering the unchanged reference amount of $4,627,594 p.a. for the next five year period,
the following table represents the minimum required allocations on road expenditure from
municipal funding sources for the next five years as preliminary forecasting, as indicated in
the City’s Long Term Financial Plan.
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COMMITTEE - Engineering Administration COUNCIL MEETING 9 NOVEMBER 2015
Year
LongTerm Financial
Plan Muni Roads
Funding
Two Year Average
14/15 actual to be
submitted $4,699,824
15/16 $5,092,058 $4,895,941
16/17 $5,575,060 $5,333,559
17/18 $6,115,674 $5,845,367
18/19 $6,639,813 $6,377,743
Total $28,122,429
5 year Average $5,624,486
R2R Reference Amount $4,627,594
Though the Long Term Financial Plan indicates that the City will meet the R2R Reference
amount of $4,627,494 over the life of the Programme, there are factors that could vary this
amount, particularly the forecasting of road grants and works contributions.
Accordingly there is always the potential for Council to not meet its financial obligation if the
appropriate annual allocation for the construction and maintenance of roads is not provided.
As the municipal expenditure is monitored by the Federal Authorities annually, the
consequence for not maintaining the reference amount consistently could result in loss of
future R2R funding. This is not anticipated to be a concern at this stage.
DETAILS OF PROPOSAL
It is proposed to allocate the additional funding of $502,609 in 2015/2016 mainly to
additional resurfacing projects originally scheduled for inclusion in future financial years.
The longer term impact of the additional funding stream on the Civil Works Programme
would be that the backlog of road renewal works would be reduced in the following five
years, with a resulting narrowing of the asset renewal gap. This will be reflected in future
Asset Management Plan analyses.
In addition it is proposed to supplement municipal and Black Spot funding presently
allocated to River Road to allow for the provision of new asphalt to the traffic lanes (black),
the median and parking bays (red) in order to further enhance the streetscape upgrade
component of the works.
It is therefore proposed that the following road projects totaling $502,609 be brought forward
from the City’s Forward Five Year Civil Works Programme into the 2015/16 Annual Budget.
TECHNICAL SERVICES 9 2 NOVEMBER 2015
COMMITTEE - Engineering Administration COUNCIL MEETING 9 NOVEMBER 2015
Street Location Cost
Braemore Street Seville Drive to Dewar Street $90,109
Brant Road Williams Road to Hendon Way $73,000
Craigie Place Chidzey Drive to end $30,700
Chidzey Drive Seville Drive Street to Poad Street $98,000
Moore Street South West Highway to end $50,000
Tower Road Coventry Road to Canning Mills Road $35,000
Cosgrove Court Craigie Place to end $20,800
River Road Church Street to Rundle Street $105,000
Total $502,609
ATTACHMENTS There are no attachments for this report.
T78/11/15 RECOMMEND
That Council:
1. Note the $1,851,277 increase in the Roads to Recovery funding to
an amount of $5,367,260 for the (5) year period 1 July 2014 to 30
June 2019.
2. Approve the allocation of the additional 2015/2016 Roads to
Recovery funding of $502,609 to the following road projects for
inclusion in the 2015/2016 Civil Works Programme:
Braemore Street $90,109
Brant Road $73,000
Craigie Place $30,700
Chidzey Drive $98,000
Moore Street $50,000
Tower Road $35,000
Cosgrove Court $20,800
River Road $105,000
Total $502,609
3. Pursuant to Section 6.8 of the Local Government Act 1995,
authorise*the following road projects being included in the
2015/16 Annual Budget:
TECHNICAL SERVICES 10 2 NOVEMBER 2015
COMMITTEE - Engineering Administration COUNCIL MEETING 9 NOVEMBER 2015
Braemore Street $90,109
Brant Road $73,000
Craigie Place $30,700
Chidzey Drive $98,000
Moore Street $50,000
Tower Road $35,000
Cosgrove Court $20,800
River Road $105,000
Total $502,609
and:
Amend the 2015/16 Annual Budget as follows:
Expenditure
Increase
Braemore Street $90,109
Brant Road $73,000
Craigie Place $30,700
Chidzey Drive $98,000
Moore Street $50,000
Tower Road $35,000
Cosgrove Court $20,800
River Road $105,000
Total $502,609
Income
Increase –
Roads to Recovery Grants $502,609
Moved Cr H Zelones
MOTION CARRIED (6/0)
* ABSOLUTE MAJORITY RESOLUTION REQUIRED
TECHNICAL SERVICES 11 2 NOVEMBER 2015
COMMITTEE - Engineering, Design and Development COUNCIL MEETING 9 NOVEMBER 2015
2.1 - CITY OF ARMADALE ADMINISTRATION PRECINCT PARKING
ARRANGEMENTS
WARD : MINNAWARRA In Brief:
With the completion of accommodation
and parking arrangements for Orchard
House, the parking demand patterns on the
administration precinct have shifted
significantly.
This report addresses these demand pattern
changes and recommends changes to the
parking allocation and signage in order to
enable enforcement of the changed parking
arrangements.
Recommend:
That Council note the revised parking
arrangements within the Civic precinct as
shown on DWG No. E15-142 and approve the
installation of parking restriction signage to
accord with this plan.
FILE No. : M/973/15
DATE : 20 October 2015
REF : SA
RESPONSIBLE
MANAGER
: Executive Director
Technical Services
Tabled Items
City of Armadale, Administration Precinct - parking restriction signage drawing, DWG No:
E15-142.
Officer Interest Declaration
Nil
Strategic Implications
2. Enhanced Natural and Built Environments
2.5.1 Provide a safe and efficient movement network including local and arterial
roads and associated infrastructure.
Legislation Implications
Assessment of legislation indicates that the following are applicable:
Local Government Act 1995 – Schedule 9.1, Section 2.1
Road Traffic Act 1975 – Section 103
TECHNICAL SERVICES 12 2 NOVEMBER 2015
COMMITTEE - Engineering, Design and Development COUNCIL MEETING 9 NOVEMBER 2015
It is a requirement that Council approve parking arrangements in order for law enforcement
to be undertaken.
Council Policy/Local Law Implications
General assessment of Policy/Local Law indicates that the following are applicable:
Local Law relating to Parking Facilities
Budget/Financial Implications
Installation of proposed signs and modifications to existing signage can be accommodated
within the Civil Works 2015/16 Maintenance Budget.
Consultation
Ranger Services
BACKGROUND
The completion of Orchard House, and the letting of three floors of the building has resulted
in unallocated parking bays in the new parking area becoming available to City staff who
work in the new building.
There is a great demand for parking adjacent to the court buildings and these parking bays are
often occupied all day by visitors to these buildings in particular. The provision of parking in
the new restricted access parking area would free up a number of bays in the main car park
for reallocation. The number of unreserved bays accessible to the general public remains
unchanged.
ANALYSIS
Plan DWG No. E15-142 illustrates the proposed parking arrangements and restrictions within
the Civic precinct, which retains the current arrangements relating to short term parking, but
with the following significant more amendments.
Bays within the new Orchard House carpark allocated to City staff (shown yellow);
Bays within the new Orchard House carpark allocated to Mission Providence (shown
green);
Bays within the new Orchard House carpark allocated to Child Protection and Family
Support (shown pink);
Bays in the main administration carpark reserved for Council staff. (shown turquoise)
TECHNICAL SERVICES 13 2 NOVEMBER 2015
COMMITTEE - Engineering, Design and Development COUNCIL MEETING 9 NOVEMBER 2015
Included on the plan are some other “minor” changes to parking allocations, such as the
creation of two designated parking bays for Ranger Services on the Jull Street frontage.
CONCLUSION
The finalisation of the tenancy of the Orchard House building and subsequent allocation of
parking bays within the new carpark results in parking bays for use by City staff. Sufficient
bays are also now allocated to both Mission Providence and Child Protection and Family
Support staff within this carpark.
The bays that have become available in the administration carpark as a result of this
modification are recommended for allocation to staff, which will allow for a number of staff
to park closer to the administration offices. The number of unreserved public parking bays
remains unchanged.
It is recommended therefore that Council note the amended parking allocations as shown on
DWG No. E15-142 and approve the installation of parking restriction signage to accord with
this plan.
ATTACHMENTS 1. City of Armadale Administration Precinct - Parking Restriction Signage Drawing - DWG
No. E15-142. 2.1.1
T79/11/15 RECOMMEND
That Council note the revised parking allocations within the Civic
precinct as shown on DWG No. E15-142 and approve the installation of
parking restriction signage to accord with this plan.
Moved Cr G A Best
MOTION CARRIED (6/0)
TECHNICAL SERVICES 14 2 NOVEMBER 2015
COMMITTEE - Tenders COUNCIL MEETING 9 NOVEMBER 2015
3.1 - TENDER NO 28/15 - CLOSED CIRCUIT TELEVISION (CCTV) MAINTENANCE
AND MINOR WORKS
WARD : ALL In Brief:
Tender No 28/15 was recently called for
Closed Circuit Television (CCTV)
Maintenance and Minor Works.
The Request for Tender seeks the provision
of the required services for a period of two
(2) years, with the option to extend for a
further 12 months, subject to satisfactory
performance and in accordance with Clause
4.1 in the Special Conditions of Contract.
Recommend:
That with Tender No 28/15 for Closed Circuit
Television (CCTV) Maintenance and Minor
Works, Council:
1. Accepts the tender from Aspect Group for
a period of two (2) years for an annual cost
of approximately $80,000.
2. Authorise the Chief Executive Officer to
extend the contract for a period of 12
months.
FILE No. : M/966/15
DATE : 16 October 2015
REF : MH
RESPONSIBLE
MANAGER
: Executive Director
Technical Services
Tabled Items
Nil
Officer Interest Declaration
Nil
Strategic Implications
1. Community Wellbeing
2. Enhanced Natural and Built Environments
2.5 Safe and efficient movement of goods, services, and people.
Legislation Implications
Assessment of legislation indicates that the following apply:
TECHNICAL SERVICES 15 2 NOVEMBER 2015
COMMITTEE - Tenders COUNCIL MEETING 9 NOVEMBER 2015
Local Government Act 1995 (as amended) – Section 3.57 – Tenders for Providing
Goods and Services.
Local Government (Functions and General) Regulations 1996 – Division 2 – Tenders
for Providing Goods or Services.
Council Policy/Local Law Implications
Assessment of Policy/Local Law indicates that the following is/are applicable:
Council Policy ADM19 – Procurement of Goods or Services.
Council Policy ENG19 – Closed Circuit Television (CCTV).
Budget/Financial Implications
Works can be accommodated within the 2015/2016 Technical Services Administration
Budget.
Consultation
Intra Directorate.
BACKGROUND
The primary purpose of the City’s CCTV system is to assist in reducing public perception of
fear of crime and violence within the Armadale CBD.
Installation of the CCTV system with associated works was undertaken during 2009. A recent
grant from the Federal Government – Attorney General’s Department Safer Streets
Programme enabled the initial analogue CCTV system to be upgraded to digital with a
number of new additional cameras also installed at identified hot spots. This work was
completed in July 2015.
The CCTV Network now comprises in excess of 130 fixed and pan-tilt-zoom (PTZ) cameras
that cover the following areas:
Administration Centre and surrounding car park,
Orchard House and surrounding car park,
Armadale CBD including Jull Street Mall to Commerce Rd,
Fourth Rd (Commerce Rd end),
Minnawarra Park,
Memorial Park,
Libraries at Armadale, Kelmscott and Westfield,
Armadale Arena,
Armadale Aquatic Centre,
Champion Centre,
Visitors Centre,
TECHNICAL SERVICES 16 2 NOVEMBER 2015
COMMITTEE - Tenders COUNCIL MEETING 9 NOVEMBER 2015
Armadale Central Shopping Centre (external to building)
The previous contract for the CCTV maintenance and minor works has now expired.
Accordingly, an advertisement for Tender No 28/15 for Closed Circuit Television (CCTV)
Maintenance and Minor Works was advertised in the Saturday, 19 September 2015 edition of
“The West Australian” newspaper, and in a notice which was displayed on notice boards at
the City’s Administration Centre, and Armadale, Kelmscott and Seville Grove Libraries.
DETAILS OF PROPOSAL
Tenders were invited for Closed Circuit Television (CCTV) Maintenance and Minor Works,
including a six monthly maintenance programme of the City’s CCTV system each year (May
and November), attending CCTV repairs and replacements within required deadlines and to
provide advice and direction on CCTV ecosystem trends and developments.
Tender No 28/15 for Closed Circuit Television (CCTV) Maintenance and Minor Works was
advertised for a period of two (2) years, commencing 15 November 2015 and expiring 14
November 2017.
Contract Type Schedule of Rates
Contract Duration Two (2) Years
Commencement Date 15 November 2015
Expiry Date 14 November 2017
Extension Permitted Yes – As per Request for Tender Clause 4.1 (One (1) x
12 Month Extension)
Annual Contract Cost $80,000 (Approximately)
Total Contract Cost (2 years) $160,000 (Approximately)
Rise and Fall Clause Included No
COMMENT
Tender No 28/15 for Closed Circuit Television (CCTV) Maintenance and Minor Works
closed at 2:00pm on Wednesday, 7 October 2015. Tenders were received from the following
(listed alphabetically):
Tenderer’s OR Respondent’s Name
1. ARA Security Services
2. Aspect Group
3. Downer EDI
4. Ockbrooke Pty Ltd
5. Protection 1 Pty Ltd
6. Telstra SNP Monitoring
TECHNICAL SERVICES 17 2 NOVEMBER 2015
COMMITTEE - Tenders COUNCIL MEETING 9 NOVEMBER 2015
One tender was received after the close of deadline and therefore was not evaluated. No non-
conforming tenders were received.
EVALUATION
A tender evaluation panel comprising three members evaluated the submissions using the
following criteria.
15% - Relevant Experience.
Submissions were ranked based on details of similar work and competency and proven track
record in proactive CCTV system maintenance and minor works. Aspect Group and Downer
EDI rated highest in this criterion.
15% - Key Personnel.
Submissions were ranked based on qualifications (including ICT) and experience of staff in
similar projects. Downer EDI ranked highest in this criterion.
10% - Tenderers Resources
Submissions were ranked based on available equipment/resources including contingency
measures for personnel. Aspect group ranked highest in this criterion.
10% - Demonstrated Understanding
Submissions were ranked based on the understanding of the scope of the work and the
process for delivery of services for the different aspects of the scope. Aspect Group ranked
highest in this criterion.
The ranking of the compliant tender submissions as determined by the evaluation panel
is as follows:
Ten
der
er
Rel
eva
nt
Ex
per
ien
ce
Key
Per
son
nel
Ten
der
ers
Res
ou
rces
Dem
on
strate
d
Un
der
sta
nd
ing
Su
b T
ota
l
Ten
der
ed
Pri
ce
To
tal
Ra
nk
ing
15% 15% 10% 10% 50 50% 100%
ARA Security Services 11.50 9.28 5.79 8.91 35.47 39.18 74.65 3
Aspect Group 15.00 14.21 10.00 10.00 49.21 32.92 82.13 1
Downer EDI 15.00 15.00 9.21 9.22 48.43 20.52 68.95 4
Ockbrooke Pty Ltd 9.33 9.47 5.53 7.66 31.99 50.00 81.99 2
Protection 1 Pty Ltd 7.50 10.86 6.32 5.00 29.67 25.05 54.72 6
Telstra SNP Monitoring 9.83 11.64 8.16 9.22 38.85 18.44 57.29 5
TECHNICAL SERVICES 18 2 NOVEMBER 2015
COMMITTEE - Tenders COUNCIL MEETING 9 NOVEMBER 2015
SUMMARY
Aspect Group achieved the highest ranking in the qualitative criteria while Ockbrooke Pty
Ltd were ranked as having the best tendered price. Total ranking points for both companies
were very similar and separated by less than one point.
Although all companies are capable of carrying out the required work, it is believed that
Aspect Group would offer the best service and value overall when undertaking the key
requirements of the contract. The ranking achieved in qualitative criteria scores is seen as a
fundamental and important component of the work required and therefore the cheapest price
is not viewed by the panel as the most important option going forward.
Based on the panel’s evaluation, the submission from Aspect Group represents the most
advantageous submission.
CONCLUSION
Tender No 28/15 for the Closed Circuit Television (CCTV) Maintenance and Minor Works
was recently invited, with six conforming tenders being received and assessed by an
evaluation panel against compliance, qualitative criteria and price.
The result was that from the submission received, Aspect Group represents the most
advantageous tender to the City of Armadale.
It is therefore recommended that the contract be awarded to Aspect Group at the approximate
price of $80,000 per annum for a period of two (2) years with the option to extend for a
further 12 months.
Committee Discussion
The committee raised questions regarding the return on the expenditure for CCTV
operations. The Executive Director Technical Services responded that the CCTV system was
an asset of the City, and was subject to normal maintenance and repairs in a manner similar
to that which all assets of the city are maintained.
The Chief Executive Officer briefed the Committee on the letter received from one of the
tenders, which had been copied to all Councillors on the Committee. The letter had been
responded to by the Chief Executive Officer, and all the concerns raised within the letter
addressed. In summary, all tenders, including that of the complainant, had been evaluated
on an equal basis, using the documentation provided in the tender response. The Chief
Executive Officer confirmed that both he and the Executive Director Technical Services were
satisfied that the tender evaluation had been performed as required, and that any perceptions
of bias against the complainant were misplaced.
TECHNICAL SERVICES 19 2 NOVEMBER 2015
COMMITTEE - Tenders COUNCIL MEETING 9 NOVEMBER 2015
ATTACHMENTS There are no attachments for this report.
T80/11/15 RECOMMEND
That with Tender No 28/15 for Closed Circuit Television (CCTV)
Maintenance and Minor Works, Council:
1. Accepts the tender from Aspect Group for a period of two (2) years
commencing on 15 November 2015, for an annual cost of
approximately $80,000, in accordance with the submitted tender,
Council’s Contract documentation, and Budget allocation.
2. Authorise the Chief Executive Officer to extend the contract for a
period of 12 months up to 15 November 2018, subject to satisfactory
performance by the contractor, and price adjustments as specified
in the Request for Tender document Clause 4.1.
Moved Cr H Zelones
MOTION CARRIED (6/0)
TECHNICAL SERVICES 20 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
3.2 - TENDER NO 23/15 - SUPPLY OF HIRED PLANT: WET HIRE OF SKID STEER
LOADERS
WARD : ALL In Brief:
Tender No 23/15 was recently called for
the Supply of Hired Plant: Wet Hire of
Skid Steer Loaders.
The Request for Tender seeks the
provision of the required services using a
panel of tenderers for a period of one (1)
year, with an option for a further two (2)
periods of 12 months, subject to
satisfactory performance and in
accordance with Clause 4.1 in the Special
Conditions of Contract.
Recommend:
That with Tender No 23/15 for the Supply
of Hired Plant: Wet Hire of Skid Steer
Loaders, Council:
1. Accepts the tender for Class A Skid Steer
Loader from Byford Bobcats for a cost of
approximately $100,000 annually and for
Class B Skid Steer Loader from All West
Plant Hire Australia and Allwest Rapid
Hire for a cost of approximately
$200,000.00 annually, for the period of
one year.
2. Authorise the Chief Executive Officer to
extend each contract for two (2) periods
of 12 months
FILE No. : M/969/15
DATE : 19 October 2015
REF : JC
RESPONSIBLE
MANAGER
: Executive Director
Technical Services
Tabled Items
Nil
Officer Interest Declaration
Nil
Strategic Implications
2 Enhance Natural and Built Environments
2.5 Safe and efficient movement of goods, services and people.
TECHNICAL SERVICES 21 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
2.5.1 Provide a safe and efficient movement network, including local and
arterial roads and associated infrastructure.
Legislation Implications
Assessment of legislation indicates that the following apply:
Local Government Act 1995, Section 3.57– Tenders for providing goods or services.
Local Government (Functions and General) Regulations 1996 - Division 2 – Tenders
for providing goods or services.
Council Policy/Local Law Implications
Assessment of Policy/Local Law indicates that the following is/are applicable:
Council Policy ADM 19 – Procurement of Goods or Services
Budget/Financial Implications
Works can be accommodated within the 2015/2016 Civil Works Budget.
Consultation
Intra-Directorate
BACKGROUND
Tender No 23/15 being for Supply of Hired Plant: Wet Hire of Skid Steer Loaders was advertised
in the Saturday 22 August 2015 edition of the ‘West Australian’ newspaper, and in a notice
which was displayed on the Administration Centre, Armadale, Kelmscott and Seville Grove
Libraries public notice boards.
The tender calls for the hiring of skid steer loaders including operator, which are to be used in
various areas within the City’s operations.
DETAILS OF PROPOSAL
For the purpose of the tender, the required skid steer loaders were divided into two categories
according to the operating load, being Class A (between 300kg and 700kg) and Class B
(between 701kg and 1200kg).
The services will be required for construction and maintenance projects within the city
boundaries according to annual programmes.
TECHNICAL SERVICES 22 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
Council approval is sought to award the tender to a panel of tenderers being Byford Bobcats
for Class A machine and All West Plant Hire Australia and Allwest Rapid Hire for Class B
machine for a period from 1 December 2015 to 30 November 2018 with an option to be
extended for further two (2) periods of 12 months.
Contract Type Schedule of Rates
Contract Duration One (1) Year
Commencement Date 1 December 2015
Expiry Date 30 November 2016
Extension Permitted Yes as per Request for Tender Clause 4.1
(two (2) x 12 month extensions)
Annual Contract Cost $300,000.00 (Approximately)
Total Contract Cost (3 years) $600,000.00 (Approximately)
Rise and Fall Clause Included Yes
COMMENT
Analysis
The tender closed at 2:00PM on Wednesday 9 September 2015.
No tenders were received after the close of deadline, nor were there any non-conforming
tenders received.
Tender submissions for Class A Skid Steer Loaders were received from:
Tenderer’s OR Respondent’s Name
1. Byford Bobcats
2. Carrington’s WA Pty Ltd
3. Trenchbusters
4. Mayday Earthmoving
5. Aussie Earthworks Pty Ltd
6. HAS Earthmoving
7. Allwest Rapid Hire
8. Allwest Plant Hire Australia
9. A Proud Landmark Pty Ltd
10 Remote Civil Australia Pty Ltd
An evaluation process was undertaken having specific regard to the following Qualitative
Criteria:
TECHNICAL SERVICES 23 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
Ten
der
er
Rel
evan
t
Exp
erie
nce
Key
Per
son
nel
Ten
der
ers
Res
ou
rces
Su
b T
ota
l
Ten
der
ed
Pri
ce
Over
all
Tota
l
Ran
kin
g
20% 15% 15% 50% 50% 100%
Carrington’s
WA Pty Ltd 9.20 11.00 9.00 29.20 49.03 78.23 2
Trenchbusters 14.00 11.00 11.00 36.00 26.69 62.69 9
Mayday
Earthmoving 10.67 11.00 11.00 32.67 29.81 62.48 10
Aussie
Earthworks Pty
Ltd
13.33 11.00 11.00 35.33 36.59 71.92 6
Byford Bobcats 15.33 11.00 8.50 34.83 50.00 84.83 1
HAS
Earthmoving 14.00 10.50 11.00 35.50 31.17 66.67 8
Allwest Rapid
Hire 14.00 11.00 11.50 36.50 38.11 74.61 3
Allwest Plant
Hire 14.00 11.00 11.50 36.50 38.11 74.61 3
A Proud
Landmark Pty
Ltd
14.00 11.50 11.00 36.50 34.83 71.33 7
Remote Civil
Australia Pty Ltd 14.00 11.50 11.00 36.50 36.97 73.47 5
Tender submissions for Class B Skid Steer Loaders were received from:
Tenderer’s OR Respondent’s Name
1. Trenchbusters
2. Mayday Earthmoving
3. Aussie Earthworks Pty Ltd
4. HAS Earthmoving
5. Allwest Rapid Hire
6. Allwest Plant Hire Australia
7. A Proud Landmark Pty Ltd
8. Remote Civil Australia Pty Ltd
An evaluation process was undertaken having specific regard to the following Qualitative
Criteria:
TECHNICAL SERVICES 24 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
Ten
der
er
Rel
evan
t
Exp
erie
nce
Key
Per
son
nel
Ten
der
er's
Res
ou
rces
Su
b T
ota
l
Pri
ce
Tota
l
Ran
kin
g
20% 15% 15% 50% 50%
Trenchbusters 14.00 11.00 11.00 36.00 37.42 73.42 8
Mayday
Earthmoving 10.67 11.00 11.00 32.67 41.79 74.46 7
Aussie
Earthworks Pty
Ltd
13.33 11.00 11.00 35.33 49.33 84.66 3
HAS
Earthmoving 15.33 11.50 9.50 36.33 43.70 79.20 5
Allwest Rapid
Hire 14.00 10.50 11.00 35.50 50.00 86.50 1
Allwest Plant
Hire Australia 14.00 11.00 11.50 36.50 50.00 86.50 1
A Proud
Landmark Pty Ltd 14.00 11.00 11.50 36.50 42.90 77.90 6
Remote Civil
Australia Pty Ltd 14.00 10.50 10.50 35.00 44.38 80.88 4
Note that Allwest Rapid Hire and Allwest Plant Hire Australia related companies within the
same corporate structure and submitted separate but identical tenders. Based on the panel’s
evaluation, using a combination of the above qualitative criteria and price the submission
from Byford Bobcats represents the most advantageous submission for Class A and Allwest
Rapid Hire and Allwest Plant Hire Australia for Class B skid steer loaders. It is therefore
recommended these firms be selected as the City’s preferred suppliers for the supply of Hired
plant: wet hire of skid steer loaders.
CONCLUSION
Tenders for the supply and hire of wet hire of skid steer loaders were recently invited with 10
tenders being received and assessed by an evaluation panel against compliance and
qualitative criteria.
The result was that the submissions received from Byford Bobcats for Class A machines and
Allwest Rapid Hire and Allwest Plant Hire Australia represented the most advantageous
tender to the City of Armadale.
The evaluation panel therefore recommends that the contract be awarded to Byford Bobcats
for Class A machines for an approximate annual cost of $100,000 and Allwest Rapid Hire
and Allwest Plant Hire Australia for Class B machines for an approximate annual cost of
$200,000 for a period of three years including the option to extend the contract for two
periods until 30 November 2018.
TECHNICAL SERVICES 25 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
ATTACHMENTS
There are no attachments for this report.
T81/11/15 RECOMMEND
That with Tender No 23/15 for Supply of Hired Plant: Wet Hire of
Skid Steer Loaders, Council:
1. Accept Tender No 23/15 for Supply of Hired Plant: Wet Hire of
Skid Steer Loaders to Byford Bobcats for Class A machines for a
period of one year commencing 1 December 2015 for the annual
cost of approximately $100,000, in accordance with the submitted
tender, Council’s Contract documentation, and Budget allocation.
2. Accept Tender No 23/15 for Supply of Hired Plant: Wet Hire of
Skid Steer Loaders to Allwest Rapid Hire and Allwest Plant Hire
Australia for Class B machines for a period of one year
commencing 1 December 2015 for the annual consideration of
approximately $200,000 in accordance with the submitted tender,
Council’s Contract documentation, and Budget allocation.
3. Authorise the Chief Executive Officer to extend the contract for
two (2) periods of 12 months up to 30 November 2018, subject to
satisfactory performance by the contractor, and price adjustments
as specified in the Request for Tender document Clause 4.1.
Moved Cr C Frost
MOTION CARRIED (6/0)
TECHNICAL SERVICES 26 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
3.3 - TENDER NO 24/15 PROVISION OF EXTRUDED KERBING
WARD
: ALL In Brief:
Tender No 24/15 was recently called for
the Provision of Extruded Kerbing.
The Request for Tender seeks the
provision of the required services for a
period of 12 months with an option for a
further one (1) period of 12 months,
subject to satisfactory performance and in
accordance with Clause 4.1 in the Special
Conditions of Contract.
Recommend:
That with Tender 24/15 for the Provision of
Extruded Kerbing, Council:
1. Accepts the tender from Glenview
machine Kerbing for a period of 12
months commencing 1 December, 2015
for an annual cost of approximately
$250,000.00.
2. Authorise the Chief Executive Officer to
extend the contract for one (1) period of
12 months.
FILE No.
: M/971/15
DATE
: 19 October 2015
REF
: JC
RESPONSIBLE
MANAGER
: Executive Director
Technical Services
Tabled Items
Nil
Officer Interest Declaration
Nil
Strategic Implications
2 Enhance Natural and Built Environments
2.5 Safe and efficient movement of goods, services and people.
2.5.1 Provide a safe and efficient movement network, including local and
arterial roads and associated infrastructure.
Legislation Implications
Assessment of legislation indicates that the following apply:
TECHNICAL SERVICES 27 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
Local Government Act 1995, Section 3 – Tenders for providing goods or services.
Local Government (Functions and General) Regulations 1996 - Division 2– Tenders
for providing goods or services.
Council Policy/Local Law Implications
Assessment of Policies/Local Laws indicates that the following are applicable
Council Policy ADM 19 – Procurement of Goods or Services.
Budget/Financial Implications
Works can be accommodated within the 2015/16 Civil Works Budget.
Consultation
Intra Directorate.
BACKGROUND
Tender No 24/15 for the Provision of Extruded Kerbing was advertised in the Saturday 22
August 2015 edition of the ‘West Australian’ newspaper, and in a notice which was displayed
on the Administration Centre, Armadale, Kelmscott and Seville Grove Libraries public notice
boards.
The works in this scope are for the construction of extruded concrete kerbing for works
carried out within the City limits. The successful tenderer will be required to prepare and
supply materials necessary to complete these works.
DETAILS OF PROPOSAL
Council approval is sought to award the tender for the Provision of Extruded Kerbing for a
period of 12 months from 1 December 2015 to 30 November 2016 with an option to be
extended for a further one (1) period of 12 months.
TECHNICAL SERVICES 28 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
Contract Type Schedule of Rates
Contract Duration 12 months
Commencement Date 1 December 2015
Expiry Date 30 November 2016
Extension Permitted Yes as per Request for Tender Clause 4.1
(one (1) x 12 month extensions)
Annual Contract Cost $250,000.00 (Approximately)
Rise and Fall Clause Included Yes. All prices for services offered under this Tender
are to be fixed for a 12 month period but subject to rise
and fall in the cost of concrete only.
COMMENT
Evaluation
Tender No 24/15 for the Provision for Extruded Kerbing closed at 2:00PM on Wednesday 9
September, 2015. Tender submissions were received from:
Tenderer’s OR Respondent’s Name
1. LD Total
2. All State Kerbing & Concrete Pty Ltd
3. Glenview Machine Kerbing
4. Supercivil Pty Ltd
No tenders were received after the close of deadline. No non-conforming tenders were
received.
An evaluation process was undertaken having specific regard to the following Qualitative
Criteria:
TECHNICAL SERVICES 29 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
Tenderer Rel
evan
t
Exper
ience
Key
Per
sonnel
Ten
der
ers
Res
ourc
es
Dem
onst
rate
d
Under
stan
din
g
Sub T
ota
l
Ten
der
ed P
rice
Tota
l
Over
all
Ran
kin
g
10% 10% 15% 15% 50% 50% 100%
Glenview
Machine Kerbing 7.33 7.67 11.00 11.00 37.00 50.00 87.00 1
All States
Kerbing &
Concrete Pty Ltd
7.00 7.00 11.00 11.00 36.00 44.56 80.56 2
Supercivil Pty Ltd 7.00 7.00 11.00 11.00 36.00 43.96 79.96 3
LD Total 7.10 7.33 11.00 11.00 36.43 40.42 76.85 4
Each company’s past records of achievements, experience, personnel, resources and
understanding of the request for tender have been closely examined.
Based on the panel’s evaluation, using a combination of the above qualitative criteria and
price the submission from Glenview Machine Kerbing represents the most advantageous
submission.
Glenview Machine Kerbing has been providing kerbing services to the different metropolitan
local governments over past years including the City of Armadale and the city believes this
firm has the ability to deliver reliable and quality services to the City’s operations.
It is therefore recommended that Glenview Machine Kerbing be selected as the City’s
preferred supplier for the Provision of Extruded Kerbing.
CONCLUSION
Tenders for the Provision of Extruded Kerbing were recently invited with four (4) tenders
being received and assessed by an evaluation panel against compliance and qualitative
criteria.
The result was that the submission received from Glenview Machine Kerbing represented the
most advantageous tender to the City of Armadale.
The evaluation panel therefore recommends that Tender No 24/15 for the Provision of
Extruded Kerbing be awarded to Glenview Machine Kerbing at a price of approximately
$250,000.00 per year for a period of 12 months with the option to be extended for a further
one (1) period of 12 months.
TECHNICAL SERVICES 30 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
ATTACHMENTS There are no attachments for this report.
T82/11/15 RECOMMEND
That with Tender No 24/15 for the Provision of Extruded Kerbing,
Council:
1. Accepts the tender from Glenview Machine Kerbing for a period
of 12 months commencing on 1 December, 2015 for an annual
cost of approximately $250,000.00, in accordance with the
submitted tender, Council’s contract documentation and budget
allocation.
2. Authorise the Chief Executive Officer to extend the contract for
one (1) period of 12 months up to 30 November, 2017, subject to
satisfactory performance by the contractor and price
adjustments as specified in the Request for Tender document
Clause 4.1.
Moved Cr G A Best
MOTION CARRIED (6/0)
TECHNICAL SERVICES 31 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
3.4 - TENDER NO 26/15- CONSTRUCTION OF DRAINAGE WORKS
WARD : ALL In Brief:
The contract for the Construction of
Drainage Work expired in February 2015.
The successful tenderer will be required
to carry out the construction of surface
drains and levees, sub soil drains, culverts
including stormwater drains, drainage
structures and rock protection within the
City boundaries.
The Request for Tender seeks the
provision of the required services for a
period of one (1) year, commencing 15
November 2015 with an option to extend
the contract for a further twelve months.
Recommend:
That with Tender No. 26/15 - for the
Construction of Drainage Works, Council:
1. Accept the tender of HAS Earthmoving for
the period of 12 months commencing 15
November 2015 to 14 November 2016.
2. Authorise the Chief Executive Officer to
extend the contract for one (1) period of
twelve months.
FILE No. : M/974/15
DATE : 20 October 2015
REF : JA
RESPONSIBLE
MANAGER
: Executive Director
Technical Services
Tabled Items
Nil
Officer Interest Declaration
Nil
Strategic Implications
2 Enhance Natural and Built Environments
2.11 Safe and effective disposal of domestic waste water and storm water.
2.11.1 Manage and maintain storm water infrastructure.
2.11.2 Ensure provision of sound drainage infrastructure for new
development.
2.11.3 Promote and assess initiatives for water conservation and reuse.
TECHNICAL SERVICES 32 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
Legislation Implications
Assessment of legislation indicates that the following apply:
Local Government Act 1995, Section 3 – Tenders for providing goods or services.
Local Government (Functions and General) Regulations 1996 - Division 2– Tenders
for providing goods or services.
Council Policy/Local Law Implications
Assessment of Policies/Local Laws indicates that the following are applicable:
Council Policy ADM 19 – Procurement of Goods or Services
Budget/Financial Implications
Works can be accommodated within the 2015/16 Civil Works Budget.
Consultation
Intra Directorate
Governance and Administration
BACKGROUND
Tender No. 33/12 for the Construction of Drainage Works expired in February 2015.
Tender No. 26/15 for the Construction of Drainage Works was advertised in the 19 October
2015 edition of the ‘West Australian’ newspaper, and in a notice which was displayed on the
Administration Centre, Armadale, Kelmscott and Seville Grove Libraries public notice
boards.
DETAILS OF PROPOSAL
The successful acceptable tenderers will be required to carry out the construction of surface
drains and levees, sub soil drains, culverts including stormwater drains, drainage structures
and rock protection within the City boundaries.
TECHNICAL SERVICES 33 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
Value of works
The value of this function is expected to exceed the $150,000 tender limit and as such a tender is required to conform to the Local Government Act and Council’s internal Purchasing Policy.
Definitions
The Council approval is sought to award the tender for the Construction of Drainage Works
for a period of one year commencing 15 November 2015 and ending 14 November 2016,
with the option of for a 12 month extension.
Contract Type Schedule of Rates
Contract Duration 12 months
Commencement Date 15 November 2015
Expiry Date 14 November 2016
Extension Permitted Yes as per Request for Tender Clause 4.1
(one (1) x 12 month extensions)
Annual Contract Cost $500,000.00 (Approximately)
Rise and Fall Clause Included Yes
COMMENT
Evaluation
The tender closed at 2pm on 7 October 2015. Tender Submissions were received from:
Tenderer’s OR Respondent’s Name
1. All West Plant Hire Australia
2. Aussie Earthworks Pty Ltd
3. Curnow Group Hire Pty Ltd
4. HAS Earthmoving
5. Mining and Drilling Services Pty Ltd
6. Ozwest Civil
7. Remote Civils Australia Pty Ltd
8. TC Drainage WA Pty Ltd
9. Tracc Civil Pty Ltd
10. WCP Civil Pty Ltd
No tenders were received after the close of deadline. No non-conforming tenders were received.
TECHNICAL SERVICES 34 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
The Tender Evaluation Panel evaluated the tender submissions having specific regard to the
following Qualitative Criteria:
The ranking of the compliant tender submissions as determined by the evaluation panel is as
follows:
Tenderer Rel
evan
t
Exp
erie
nce
Key
Per
son
nel
Ten
der
er’s
Res
ou
rces
Dem
on
stra
ted
Un
der
stan
din
g
Ten
der
Pri
ce*
Over
all
Tota
l
Ran
kin
g
15% 15% 15% 5% 50% 100%
HAS Earthmoving 15.00 14.35 13.04 5.00 50.00 97.39 1
Allwest Plant Hire 15.00 15.00 15.00 4.69 43.09 92.78 2
Tracc Civil 13.44 14.35 15.00 4.69 40.30 87.78 3
Mining & Drilling S. 11.88 13.37 12.72 4.17 47.70 89.84 4
Aussie Earthmoving 14.38 13.04 13.04 4.69 39.70 84.85 5
WCP Civil 11.56 13.70 13.04 4.06 38.40 80.76 6
Remote Civils Austr. 11.25 13.70 12.39 4.58 36.96 78.88 7
TC Drainage 8.13 13.04 13.04 2.08 38.64 74.93 8
Ozwest Civil 6.25 10.43 10.43 3.96 35.42 66.49 9
Curnow Group Hire 12.50 11.74 13.70 0 26.19 64.13 10
*Based on average rates for Crew 1 and Crew 2
Allwest Plant Hire achieved the highest scores possible for qualitative criteria such as
Relevant Experience, Key Personnel Skills and Experience and Tenderer’s Resources closely
followed by Tracc Civil and HAS Earthmoving. Although Allwest Plant Hire scored high in
most quality criteria, HAS Earthmoving in comparison provided significantly lower rates for
drainage crews and dayworks labour rates.
Based on the panel’s evaluation, using a combination of the above qualitative criteria and
price, the submission from HAS Earthmoving represents the most advantageous submission.
It is therefore recommended that HAS Earthmoving be awarded Tender No. 26/15 for the
Construction of Drainage Works.
TECHNICAL SERVICES 35 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
CONCLUSION
Tenders for the Construction of Drainage Works for the period 15 November 2015 to 14
November 2016 were recently invited with ten (10) tenders being received and assessed by an
evaluation panel against compliance and qualitative criteria.
The tender submission from HAS Earthmoving achieved the highest score in accordance with
the assessment criteria and weighting as detailed in the tender documents. Therefore, the
tender from HAS Earthmoving represented the most advantageous tender to the City of
Armadale.
The evaluation Panel therefore recommends Tender No. 26/15 for the Construction of
Drainage Works be awarded to HAS Earthmoving at the tender rates as listed in the Fixed
Price Schedule of Rates for a period of one (1) year with the option for a further twelve
months extension subject to satisfactory performance.
ATTACHMENTS
There are no attachments for this report. T83/11/15 RECOMMEND
That with Tender No. 26/15 for the Construction of Drainage Works,
Council:
1. Accepts the tender from HAS Earthmoving for one (1) period of
twelve months commencing from 15 November 2015 to 14
November 2016, for an annual cost of approximately $500,000 in
accordance with their submitted tender, Councils contract
documentation, and Budget allocation.
2. Authorise the Chief Executive Officer to extend the contract for a
period of twelve months up to 14 November 2017, subject to
satisfactory performance by the contractor, and price
adjustments as specified in the contract documentation.
Moved Cr Sargeson
MOTION CARRIED (6/0)
TECHNICAL SERVICES 36 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
3.5 - TENDER NO 27/15 - SALE OF SCRAP METAL
WARD
: ALL In Brief:
Tender No 27/15 was recently called for
the Sale of Scrap Metal.
One tender was received by the specified
closing time.
The sole tender from SIMS Group
Australia Holdings, trading as SIMS
Metal Management, has been assessed as
being advantageous to the City.
Recommend:
That with Tender No 27/15 for the Sale of Scrap
Metal, Council:
1. Accepts Tender No 27/15 for the Sale of
Scrap Metal from SIMS Group Australia
Holdings, trading as SIMS Metal
Management, for a period of three (3)
years, in accordance with the submitted
tender, Pricing Structure, Council’s
contract documentation, and Budget
allocation.
2. Authorise the Chief Executive Officer to
extend the contract for two (2) one (1) year
periods, subject to satisfactory performance
by the contractor.
FILE No.
: M/975/15
DATE
: 20 October 2015
REF
: JL
RESPONSIBLE
MANAGER
: Executive Director
Technical Services
Tabled Items
Nil
Officer Interest Declaration
Nil.
Strategic Implications
2.10 Best practice integrated waste management.
2.10.1 Maintain determined service standards related to municipal waste and
recycling collection services.
2.10.2 Implement continuous improvement of recycling, reuse, and
minimisation of waste.
TECHNICAL SERVICES 37 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
Legislation Implications
Assessment of legislation indicates that the following apply:
Local Government Act 1995, Section 3.57– Tenders for Providing Goods or Services. Local Government (Functions and General) Regulations 1996, Division 2– Tenders for
Providing Goods or Services.
Council Policy/Local Law Implications
Assessment of Policy/Local Law indicates that the following are applicable:
Council Policy ADM 19 – Procurement of Goods or Services
Budget/Financial Implications
It is estimated that the sale of scrap metal will provide for an income of approximately
$100,000 (including GST) per financial year at current market rates, but will vary depending
on market conditions.
Consultation
Intra Directorate.
BACKGROUND
Tender No 27/15 for the Sale of Scrap Metal was advertised in the Saturday, 19 September
2015, edition of “The West Australian” newspaper, and in a notice which was displayed on
notice boards at the City’s Administration Centre, and Armadale, Kelmscott and Seville
Grove Libraries.
The City has sold, and at one stage paid for the removal of scrap metal from the Armadale
Landfill and Recycling Facility since the Landfill opened in 1974. In the last ten years, the
price of light steel has varied from a cost expenditure of $50 per tonne, to a payment income
of approximately $220 per tonne for removal. In recent years the price of light steel has
plummeted to less than $50 per tonne, with the tonnage of scrap metal at the Landfill
increasing from 400 to approximately 2,400 tonnes per year.
The operation has developed to a stage where tenders are now required for the disposal and
sale of recyclable metals.
TECHNICAL SERVICES 38 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
With the volatility of scrap metal prices, long term fixed prices for the product are
unpredictable. The longer the term sought at fixed prices, the lower the price obtained.
The risk to the dealer is considerable should the price plummet, forcing them to take a loss or
walk away from the agreement. Some dealers are not prepared to give prices over
extended periods.
DETAILS OF PROPOSAL
The City invited tenders for the Sale of Scrap Metal on 19 September 2015. The successful
tenderer will be required to purchase and remove recyclable heavy and light gauge ferrous
metal, non-ferrous metal, car bodies, LPG bottles, and lead acid batteries from the Armadale
Landfill and Recycling Facility.
Approval is sought to award the tender for the Sale of Scrap Metal for a period three years,
with the option of extending the contract for two (2) one (1) year periods at the discretion of
the Chief Executive Officer.
COMMENT
Analysis
Six (6) suppliers registered to receive copies of the tender documents and one (1) submission
was received when the tender closed at 2:00pm on Wednesday, 7 October 2015. The Tender
was received from:
Tenderer’s OR Respondent’s Name
1. SIMS Group Australia Holdings, trading as SIMS Metal Management.
No tenders were received after the closing date. No non-conforming tenders were received.
Although only one tender was received, an evaluation process was undertaken on the
submission having specific regard to the following:
Compliance Evaluation:
Compliance with the Specification contained in the Request;
Compliance with the Conditions of Responding contained in this Request;
Compliance with, and completion of, the Price Schedule;
Completion of the Tenderer’s Offer;
Compliance with and completion of the Tenderer’s Response;
Completion of the Occupational Safety and Health Safety Record;
Compliance with Financial Capability criteria; and
Provision of insurance Certification of Currency.
TECHNICAL SERVICES 39 2 NOVEMBER 2015
COMMITTEE – Tenders COUNCIL MEETING 9 NOVEMBER 2015
Compliance Criteria were evaluated on a “Yes/No” basis, and the submission was found to be
compliant.
Qualitative Criteria:
Relevant experience.
Key personnel skills and experience.
Tenderer’s resources.
Demonstrated understanding.
Based on the panel’s evaluation, using a combination of the qualitative and price criteria, the
table below reflects that the submission from SIMS Group Australia Holdings, trading as
SIMS Metal Management, represents an advantageous submission to the City. It is therefore
recommended that this firm be selected as the City’s preferred supplier for the sale of scrap
metal.
Ten
der
er
Rel
evan
t
Exp
erie
nce
Key
Per
son
nel
Ten
der
ers
Res
ou
rces
Dem
on
stra
ted
Un
der
stan
din
g
Ten
der
ed P
rice
Over
all
Tota
l
Ran
kin
g
10% 10% 10% 10% 60% 100%
SIMS Group
Australia
Holdings, trading
as SIMS Metal
Management
7.33 4.67 6.00 6.33 60.00 84.33 1
Pricing Structure
The tendered Price Schedule will be fixed for the first three months of the contract. At three
(3) monthly intervals, the rate of payment shall be increased or decreased by a factor equal to
the percentage increase or decrease for steel according to *The TEX Report. For
non-ferrous metals, the rate of payment shall be increased or decreased by a factor equal to
the percentage increase or decrease for non-ferrous metals according to the London Metal
Exchange.
* The TEX Report is the only English daily newspaper published in Japan, reporting
on various news arising in each sector of trade on steel products; ie coal and coke,
iron ore, pig iron, and ferrous scrap and ferro-alloys, as main subjects, and includes
the data covering statistics of exports and imports, supply and demand, and market
situation of each commodity. The TEX Report is published from Monday to Friday,
and is also used by other local metal merchants like One-Steel.
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CONCLUSION
Tenders for the Sale of Scrap Metal were recently invited with one tender being received and
assessed by an evaluation panel against compliance and qualitative criteria.
The result was that the submission received from SIMS Group Australia Holdings, trading as
SIMS Metal Management, represented the most advantageous tender to the City.
The evaluation panel therefore recommends that the contract be awarded to SIMS Group
Australia Holdings, trading as SIMS Metal Management, for a period of three (3) years with
the option of extending the contract for two (2) one (1) year extensions at the discretion of the
Chief Executive Officer.
ATTACHMENTS
There are no attachments for this report.
T84/11/15 RECOMMEND
That with Tender No 27/15 for the Sale of Scrap Metal, Council:
1. Accepts Tender No 27/15 for the Sale of Scrap Metal from SIMS
Group Australia Holdings, trading as SIMS Metal Management,
for a period of three (3) years, in accordance with the submitted
tender, Pricing Structure, Council’s contract documentation, and
Budget allocation.
2. Authorise the Chief Executive Officer to extend the contract for
two (2) one (1) year periods, subject to satisfactory performance
by the contractor.
Moved Cr C Frost
MOTION CARRIED (6/0)
The Executive Manager Technical Services left the meeting at 6:15pm returning at 6:17pm.
TECHNICAL SERVICES 41 2 NOVEMBER 2015
COMMITTEE – Miscellaneous COUNCIL MEETING 9 NOVEMBER 2015
4.1 - APPOINTMENT OF ELECTED MEMBERS TO OCCASIONAL ADVISORY
GROUPS, REFERENCE/WORKING GROUPS, AND EXTERNAL/LOCAL
ORGANISATIONS
WARD
: ALL In Brief: Following the Local Government Elections
on Saturday, 17 October 2015, consideration
is required to be given to the appointment of
Elected Members to Occasional Advisory
Groups, Reference/Working Groups, and
External/Local Organisations, for a two year
term ending October 2017.
Recommend:
That Council appoint nominated Elected
Members to Occasional Advisory Groups,
Reference/Working Groups, and External/Local
Organisations, for the period October 2015 to
October 2017.
FILE No.
: M/968/15
DATE
: 19 October 2015
REF
: LG
RESPONSIBLE
MANAGER
: Executive Director
Technical Services
Tabled Items
Nil
Officer Interest Declaration
Nil
Strategic Implications
4. Good Governance and Management
4.1 Good governance and leadership.
4.1.5 Support strategic alliances and stakeholder forums and advisory groups
that assist Council in policy development and service planning.
Legislation Implications
Assessment of legislation indicates that the following apply:
Local Government Act 1995, Sections 5.8, 5.9, 5.10 and 5.11.
Local Government (Administration) Regulations 1996.
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COMMITTEE – Miscellaneous COUNCIL MEETING 9 NOVEMBER 2015
Council Policy/Local Law Implications
Assessment of Policy/Local Law indicates that the following are applicable:
City of Armadale Standing Orders.
City of Armadale Code of Conduct.
Budget/Financial Implications
The adoption of the recommendation contained in this report has no financial implication.
Consultation
Intra Directorate.
Relevant Groups.
BACKGROUND
At its Special Meeting of Monday, 19 October 2015, Council resolved that the matter of
Council representation on the following Committees and Groups be referred to the Technical
Services Committee.
COMMENT
In addition to the formation of Council established Committees, Council also nominates
representatives to occasional advisory groups, reference/working groups, and external local
organisations. Council may nominate representatives to such committees/organisations by a
simple majority.
Unless otherwise determined by Council, the tenure of a Councillor’s membership on a
Committee, or as a delegate, continues until the Councillor no longer holds office, resigns
from membership of the Committee, the Committee is disbanded, or the next ordinary local
government election is held.
DETAILS OF PROPOSAL
Committee is requested to consider and recommend appointments from its membership to
various committees and groups.
All appointments are for a two year period, ie 2015-2017.
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COMMITTEE – Miscellaneous COUNCIL MEETING 9 NOVEMBER 2015
The following gives a brief explanation of each to assist Committee with nominations.
It should be noted that attendance or appointment of Officers to any outside group will be at
the discretion of the Chief Executive Officer.
Note: It is preferable that delegates to these various groups are members of the Council
Committee overseeing their operation. In this instance, that is the Technical Services
Committee.
OCCASIONAL ADVISORY GROUPS AND REFERENCE/WORKING GROUPS
ARMADALE SETTLERS’ COMMON WORKING GROUP
The Armadale Settlers’ Common Working Group (the Working Group) assists in the
conservation and management of Armadale Settlers’ Common as a conservation reserve, and
encourages recreation and education of the natural bushland environment.
Armadale Settlers’ Common is a large ‘A’ Class reserve vested in the City of Armadale,
which does not receive funding for environmental management from the City. The
management of this reserve however is guided, with management actions implemented by the
Working Group in conjunction with the City’s Environmental Services Department.
The Working Group attracts significant annual grant funding to provide for management
projects, with objectives including the management, conservation, education, and promotion
of tourism and recreation in the reserve. The Working Group meets on the first Thursday of
each month, with one member of this Working Group also sitting on the “Bushcare and
Environmental Working Group”.
The Working Group relies heavily on volunteer participation, and as with other groups, it is
considered beneficial to have Councillor representation. This will provide recognition, and
enable the Councillor to be the ‘Champion’, providing support and advice to the Group in
performing their role in the community.
Note: Usual practice is that the Member is a Neerigen Ward Member.
Council / Representation
Required Prior Appointments (2013-2015) Meeting Details
1 Member
1 Deputy Member
Cr G A Best (Member)
Cr G Nixon (Deputy Member)
First Thursday of each
month.
BUNGENDORE PARK WORKING GROUP
The Bungendore Park Working Group (the Working Group) assists in the conservation and
management of Bungendore Park as a conservation reserve, and to facilitate public
enjoyment of the natural attributes of the Park without compromising conservation and
management plan objectives.
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Bungendore Park is a large ‘A’ Class reserve vested in the City of Armadale, which does not
receive funding for environmental management from the City. Management of this reserve
has been guided, with management actions implemented by the Working Group in
conjunction with the City’s Environmental Services Department.
The Working Group attracts significant annual grant funding to provide funding for
management projects, with objectives including the management, conservation, education
and promotion of tourism and recreation in the reserve. The Working Group meets on the
fourth Thursday of each month, with one Member of this Working Group also sitting on the
“Bushcare and Environmental Working Group”.
The Working Group relies heavily on volunteer participation, and as with other groups, it is
considered beneficial to have Councillor representation. Furthermore, the role of the
Councillor is to be the ‘Champion’, providing support and advice to the Working Group in
performing their role in the community.
Note: Usual practice is that the Member is a Neerigen Ward Member.
Council / Representation
Required Prior Appointments (2013-2015) Meeting Details
1 Member
1 Deputy Member
Cr G A Best (Member)
Cr M Geary (Deputy Member)
Fourth Thursday of each
month.
BUSHCARE AND ENVIRONMENTAL WORKING GROUP
The Bushcare and Environmental Working Group (the Working Group) provides the primary
formal link between Council and the community in regard to protection and rehabilitation of
the natural environment. The Working Group also oversees and coordinates the efforts of
other ‘working’ and ‘friends’ groups.
The Working Group comprises twelve members from the community, one Councillor, a City
Environmental Officer, and the City’s Bushcare Supervisor. The role of the Working Group
is to advise the City on policy matters associated with environment, to coordinate
conservation groups, and to provide support to the various volunteer environmental groups.
The Working Group relies heavily on volunteer participation, and it is considered important
to have Councillor representation. This will provide appropriate recognition by the City, with
the Councillor becoming the ‘Champion’, providing support and advice to the Working
Group in performing their role in the community. The Working Group meets on the second
Wednesday of every second month.
Note: Current practice is that the Member and Deputy Member be nominated from the
Technical Services Committee.
It is intended that the Bushcare and Environmental Working Group consider matters
on a strategic basis, as well as providing advice on the implementation of Council
actions, agreed to at a strategic level.
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Council / Representation
Required Prior Appointments (2013-2015) Meeting Details
1 Member
1 Deputy Member
Cr R Butterfield (Member)
Cr G Nixon (Deputy Member)
Second Wednesday of
every second month.
EXTERNAL ORGANISATIONS
JANDAKOT REGIONAL PARK COMMUNITY ADVISORY COMMITTEE
The Jandakot Regional Park Community Advisory Committee (the Committee) was
established by the Department of Parks and Wildlife (DPAW) to provide a regular forum to
hear public opinion and exchange advice on management issues affecting regional parks.
The Committee consists of community representatives, DPAW Officers, Local Government
Officers, and invites a Councillor representative from each Local Government to provide
support and advice to the Committee, which meets quarterly on a Tuesday, usually beginning
in February.
Note: Current practice is that the Member and Deputy Member be nominated from the
Technical Services Committee.
Council / Representation
Required Prior Appointments (2013-2015) Meeting Details
1 Member
1 Deputy Member
Cr C Frost
(Member - Until February 2015) Cr R Butterfield
(Member - from April 2015) Cr C M Wielinga (Deputy Member)
Quarterly – usually
beginning in February.
PARKS DARLING RANGE COMMUNITY ADVISORY COMMITTEE
The Parks Darling Range Community Advisory Committee (the Committee) was established
by the Department of Parks and Wildlife (DPAW) to provide a regular forum to hear public
opinion and exchange advice on management issues affecting regional parks. The
Committee meets quarterly on a Thursday, and consists of community representatives,
DPAW Officers, Local Government Officers, and invites a Councillor Representative from
each Local Government.
Note: Current practice is that the Member and Deputy Member be nominated from the
Technical Services Committee.
Council / Representation
Required Prior Appointments (2013-2015) Meeting Details
1 Member
1 Deputy Member
Cr R Butterfield (Member)
Cr G Nixon (Deputy Member) Quarterly on a Thursday.
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SOUTH EAST REGIONAL CENTRE FOR URBAN LANDCARE
The South East Regional Centre for Urban Landcare (SERCUL) was formed in 2003 as an
independent ‘Natural Resource Management’ body in Perth. SERCUL brings together the
community, business, and government, to develop and implement projects that improve the
health of our waterways and other ecosystems. One of five sub-regional bodies, the area
SERCUL covers takes in the Canning, Southern and Wungong Rivers and their tributaries,
and parts of the Swan River.
The SERCUL Committee is made up of community members from local environmental
groups, Local Government Officers and Councillors, and officers from State Agencies,
including the Swan River Trust. The objectives of SERCUL include:
- Identifying priority Natural Resource Management issues in the South Region, in
partnership with Local and State Government and industry;
- Ensuring biodiversity within the South Region is monitored, protected, and enhanced;
and
- Assisting community, State and Local Government in the coordination of Natural
Resource Management in the South Region.
The SERCUL Committee relies heavily on the work of volunteer and land care groups.
Consequently, it is considered beneficial to have Councillor representation. The SERCUL
Committee meets quarterly on the second Thursday of the month.
Note: Current practice is that the Member and Delegate and Deputy Delegate be nominated
from the Technical Services Committee.
Council / Representation
Required Prior Appointments (2013-2015) Meeting Details
1 Delegate
1 Deputy Delegate Nil As Determined
LOCAL ORGANISATIONS
ARMADALE/GOSNELLS LANDCARE GROUP
The Armadale/Gosnells Landcare Group (the Landcare Group) is an incorporated, not for
profit, community organisation whose focus is river restoration, bushland management, and
environmental education in the catchment of the Upper Canning, Southern and Wungong
Rivers.
The Landcare Group relies heavily on volunteer participation, and consequently, it is
considered beneficial to have Councillor representation. The Landcare Group meets on the
fourth Wednesday of every second month, alternating between the City of Armadale and the
City of Gosnells.
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Council / Representation
Required Prior Appointments (2013-2015) Meeting Details
1 Delegate
1 Deputy Delegate
Cr Frost (Delegate)
Cr R Butterfield (Deputy Delegate)
Fourth Wednesday of
every second month,
alternating between the
Cities of Armadale and
Gosnells.
CITY OF ARMADALE ROADWISE ADVISORY GROUP
The City of Armadale Roadwise Advisory Group facilitates the planning, development and
implementation of road safety programs and promotions. It also identifies local road safety
issues, and recommends strategies to the City of Armadale which may be referred on to Main
Roads WA, the WA Police Service, or any other statutory authority that has the ability to
influence road safety in the community. The City provides support in the form of equipment,
such as the Transportable Variable Message Board and Crash Trailer.
The Group relies heavily on volunteer participation, and consequently, it is considered
important to have Councillor representation, with the Councillor being the ‘Champion’ of the
Group. This Group is generally chaired by the City nominated Delegate, and meets on the
third Wednesday of each month.
Note: Current practice is that the Delegate and Deputy Delegate are nominated from the
Technical Services Committee.
Council / Representation
Required Prior Appointments (2013-2015) Meeting Details
1 Delegate
1 Deputy Delegate
Cr K Busby (Delegate)
Cr C Frost (Deputy Delegate)
Third Wednesday of each
month.
SOUTH EAST REGIONAL ENERGY GROUP
The South East Regional Energy Group comprises of representatives of the City of Armadale,
City of Gosnells, and the Shire of Serpentine Jarrahdale, working in partnership to reduce
regional greenhouse gas emissions through the implementation and review of the Regional
Community Greenhouse Action Plan, and Partner Councils’ Corporate Greenhouse Action
Plan. The Group meets as required, usually every second month, and meetings are attended
by Officers of the City of Armadale.
Council / Representation
Required Prior Appointments (2013-2015) Meeting Details
1 Delegate
1 Deputy Delegate
Cr R Butterfield (Delegate)
Cr M H Norman (Deputy Delegate)
As required, usually every
second month.
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COMMITTEE – Miscellaneous COUNCIL MEETING 9 NOVEMBER 2015
Explanatory Notes:
The following procedural notes are provided to assist Committee in making
recommendations on the above appointments:
1. Appointments to any of the above committees/groups would preferably (but not
essentially) be restricted to Members of the Technical Services Committee.
2. Nominations for appointment can be verbal or in writing – past practice, which has
operated without problem, has been on a verbal basis.
3. In the event that no nominations be received, the matter be referred to full Council for
nomination and appointment.
4. In the event of more nominations being received than positions to be filled, the options
are:
(a) Conduct a ballot to determine person(s) recommended for appointment;
or
(b) If practicable, in the case of Council established groups, recommend to
Council additional appointees.
Committee Discussion
There were no nominations made for the following Groups/Organisations:-
Armadale Settlers Common (Member & Deputy)
Bungendore Park Working Group (Deputy)
Jandakot Regional Park Community Advisory Committee (Deputy)
Parks Darling Range Community Advisory Committee (Deputy)
South East Regional Centre for Urban Landcare (Member & Deputy)
Armadale/Gosnells Landcare Group (Member & Deputy)
City of Armadale Roadwise Advisory Group (Deputy)
South East Regional Energy Group (Deputy)
Nominations will be sought for these positions at the Ordinary Council Meeting of Monday
9th
November 20