agenda - coordination committee meeting - 13 october … · strategic implications 3.1...

AGENDA

Coordination Committee Meeting

Tuesday 13 October 2015 commencing at 10:30am

Caboolture Chambers 2 Hasking Street, Caboolture

COUNCILLOR: NOTICE IS HEREBY GIVEN, that a meeting of the Coordination Committee will be held on Tuesday 13 October 2015 commencing at 10:30am in Caboolture Chambers, 2 Hasking Street, Caboolture to give consideration to the matters listed on this agenda. Daryl Hitzman Chief Executive Officer 8 October 2015 Membership = 13 Quorum = 7 Mayor and all Councillors

Agenda for public distribution

Moreton Bay Regional Council

LIST OF ITEMS 1 GOVERNANCE SESSION (Cr Mike Charlton, Acting Mayor)

2 PLANNING & DEVELOPMENT SESSION (Cr Mick Gillam)

3 CORPORATE SERVICES SESSION (Cr Bob Millar)

ITEM 3.1 6 WRITE OFF OF SUNDRY DEBTS AND INTEREST - Q1 2015-16 - REGIONAL

REPORT DETAIL

4 ASSET CONSTRUCTION & MAINTENANCE SESSION (Cr Peter Flannery)

ITEM 4.1 9 2015-16 ROAD RESURFACING PROGRAM - TENDER - DIVISION 10

REPORT DETAIL

SUPPORTING INFORMATION

#1 List of Streets - Road Resurfacing Program - Division 10

Confidential #2 Tender Evaluation - Road Resurfacing Program - Division 10

ITEM 4.2 15 2015/16 ROAD RESURFACING PROGRAM (SPRAY SEAL) - TENDER - DIVISION 11

REPORT DETAIL


#1 List of Streets - Road Resurfacing Program (Spray Seal) - Division 11

Confidential #2 Tender Evaluation - Road Resurfacing Program (Spray Seal) - Division 11

ITEM 4.3 21 2015-16 ROAD RESURFACING PROGRAM (ASPHALT) - TENDER - DIVISION 11

REPORT DETAIL


#1 List of Streets - Road Resurfacing Program (Asphalt) - Division 11

Confidential #2 Tender Evaluation - Road Resurfacing Program (Asphalt) - Division 11

ITEM 4.4 28 2015/16 ROAD RESURFACING PROGRAM (SPRAY SEAL) - TENDER - DIVISION 12

REPORT DETAIL


#1 List of Streets (Spray Seal) - Road Resurfacing Program - Division 12

Confidential #2 Tender Evaluation - Road Resurfacing Program - Division 12

5 PARKS, RECREATION & SPORT SESSION (Cr Gary Parsons)

ITEM 5.1 34 EXTENSION TO PERIOD OF 2014/15 REGISTER OF PREQUALIFIED SUPPLIERS FOR SPORTS FIELD IRRIGATION - REGIONAL

REPORT DETAIL

COORDINATION COMMITTEE MEETING 13 October 2015

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ITEM 5.2 38 WOODFORD SWIMMING POOL SEASON EXTENSION REQUEST - DIVISION 12

REPORT DETAIL


#1 Local Government Comparison

#2 Pool Temperatures Over Colder Months

#3 Monthly Subsidy Calculations

6 LIFESTYLE & AMENITY SESSION (Cr Julie Greer)

7 ECONOMIC DEVELOPMENT & TOURISM SESSION (Cr Brian Battersby)

8 GENERAL BUSINESS

CLOSED SESSION (Confidential items)

ITEM C.1 – CONFIDENTIAL 47 LEASE OF BEACHMERE CARAVAN PARK AND CLUB BEACHMERE - DIVISION 2

REPORT DETAIL



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ATTENDANCE & APOLOGIES Attendance: Committee Members: Cr Mike Charlton (Acting Mayor)(Chairperson) Officers: Apologies: Cr Allan Sutherland (Mayor) The Mayor is the Chairperson of the Coordination Committee. Coordination Committee meetings comprise of Sessions chaired by Council’s nominated Spokesperson for that portfolio, as follows: Session Session Chair / Portfolio Spokesperson 1 Governance Cr Allan Sutherland (Mayor) 2 Planning & Development Cr Mick Gillam 3 Corporate Services Cr Bob Millar 4 Asset Construction & Maintenance Cr Peter Flannery 5 Parks, Recreation & Sport Cr Gary Parsons 6 Lifestyle & Amenity Cr Julie Greer 7 Economic Development & Tourism Cr Brian Battersby


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1 GOVERNANCE SESSION (Cr Mike Charlton, Acting Mayor) No items for consideration.

2 PLANNING & DEVELOPMENT SESSION (Cr Mick Gillam) No items for consideration.


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3 CORPORATE SERVICES SESSION (Cr Bob Millar) ITEM 3.1 WRITE OFF OF SUNDRY DEBTS AND INTEREST - Q1 2015-16 - REGIONAL Meeting / Session: 3 CORPORATE SERVICES Reference: A12547422 : 1 October 2015 Responsible Officer: CH, Financial Operations Manager (CEO Financial & Project Services) Executive Summary The Chief Executive Officer has been delegated the power to write off bad sundry debts (Council-038) and interest accrued on overdue rates (Council-039). In line with the delegations, it was determined that Council would be advised of any bad sundry debts greater than $2,000 written off for the period as well as the total rates interest written off for the period. The sundry debts and rates interest as detailed in the report below were written off in the period 1 July to 30 September 2015. OFFICER’S RECOMMENDATION That Council note that the sundry debt and rate interest as detailed in the report, were written off for the period 1 July to 30 September 2015.


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Moreton Bay Regional Council ITEM 3.1 WRITE OFF OF SUNDRY DEBTS AND INTEREST - Q1 2015-16 - REGIONAL - A12547422 (Cont.)

REPORT DETAIL 1. Background The following resolution appears on Minute Page 10/2507 of the General Meeting of Council held 19 October 2010: Ex Coordination Committee meeting held 19 October 2010 (MP.10/2520): RECOMMENDATION 1. That under section 257 of the Local Government Act 2009, Council delegates the power to write off

bad sundry debts to the Chief Executive Officer. 2. That under section 257 of the Local Government Act 2009, Council delegates the power to write off

interest accrued on overdue rates to the Chief Executive Officer. COMMITTEE RECOMMENDATION That the officer’s recommendations be adopted. In line with the delegation, it was determined that Council would be advised of any bad sundry debts greater than $2,000 written off for the period as well as the total rates interest written off for the period. 2. Explanation of Item The sundry debts greater than $2,000 that were written off for the period 1 July - 30 September 2015 were: Debt No Debtor Name Inv. Date Amount Debt and Reason for w/off 007540073

Travis Robert Horsfall

10/02/2015

$10,909.46

Traffic Light Damage – cnr Station Rd and O’Brien Rd, Burpengary. All collection processes to date have been unsuccessful - debtor has not been located to enable recovery of outstanding debt.

Rates interest written off for the period 1 July - 30 September 2015 was $7.77. . 3. Strategic Implications 3.1 Legislative/Legal Implications

Nil

3.2 Corporate Plan / Operational Plan Enabling Services: Financial services - accounting and financial operations, corporate policy and performance activities.

3.3 Policy Implications

Nil

3.4 Risk Management Implications Nil

3.5 Delegated Authority Implications The bad debts and rates interest were written off in accordance with the delegation provided under section 257 of the Local Government Act 2009.


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Moreton Bay Regional Council ITEM 3.1 WRITE OFF OF SUNDRY DEBTS AND INTEREST - Q1 2015-16 - REGIONAL - A12547422 (Cont.)

3.6 Financial Implications

The bad debts and rates interest written off represent lost revenue to Council.

3.7 Economic Benefit Nil

3.8 Environmental Implications

Nil 3.9 Social Implications

Nil

3.10 Consultation / Communication Nil


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4 ASSET CONSTRUCTION & MAINTENANCE SESSION (Cr Peter Flannery) ITEM 4.1 2015-16 ROAD RESURFACING PROGRAM - TENDER - DIVISION 10 Meeting / Session: 4 ASSET CONSTRUCTION & MAINTENANCE Reference: A12552536 : 30 September 2015 - Refer Supporting Information A12557202

and Confidential Supporting Information A12545685 Responsible Officer: SP, Team Leader Resurfacing (ECM Operations) Executive Summary Tenders were invited from prequalified suppliers on the road surfacing services panel for road resurfacing works within Division 10. The tender closed on 29 September 2015, with four conforming tenders received. It is recommended that Council award the contract to Downer EDI Works Pty Ltd for the sum of $1,062,778.86 (excl. GST) as this tender was evaluated as representing the best overall value to Council. OFFICER’S RECOMMENDATION That the tender for 2015/16 road resurfacing works for Division 10 be awarded to Downer EDI Works Pty Ltd for the amount of $1,062,778.86 (excl. GST).


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Moreton Bay Regional Council ITEM 4.1 2015-16 ROAD RESURFACING PROGRAM - TENDER - DIVISION 10 - A12552536 (Cont.)

REPORT DETAIL 1. Background This project involves the resurfacing of several roads within Division 10 (refer supporting information Table 1 for locations and extents). Minor civil works, including but not limited to line marking, gully pit and kerb and channel replacement within the listed streets, form part of the works. 2. Explanation of Item Council received a total of four conforming tenders from prequalified suppliers on the road surfacing services panel. The tenders were assessed by a selection panel in accordance with Council’s Procurement Policy and the selection criteria set out in the tender documents. The four tenders and their final weightings are tabled below (ranked from highest to lowest).

RANK TENDERER EVALUATION SCORE

1 Downer EDI Works Pty Ltd 97.87

2 Stanley Macadam Company Australia Pty Ltd 97.45

3 Tropic Asphalt Pty Ltd 88.58

4 Allens Asphalt Pty Ltd 86.59 Downer EDI Works Pty Ltd received the highest assessment score for the combined selection criteria. Their submission was competitively priced and comprehensive. Downer EDI Works Pty Ltd has completed similar contracts for Council and is considered to provide the best value for money for this project. Stanley Macadam Company Australia Pty Ltd received the second highest assessment score for the combined selection criteria. Stanley Macadam Company Australia Pty Ltd has completed similar contracts for Council. Tropic Asphalt Pty Ltd’s submission scored the second lowest assessment for the combined selection criteria. Their submission was not competitively priced, and they scored low for non-price elements. Tropic Asphalt has completed similar contracts for other South East Queensland authorities. Allens Asphalt Pty Ltd’s submission scored the lowest assessment for the combined selection criteria. Their submission was not competitively priced and scored low for non-price elements. Allens Asphalt has completed similar contracts for Council in the past. 3. Strategic Implications 3.1 Legislative/Legal Implications

Due to the value of the work being greater than $200,000, a competitive tender process was undertaken with Council’s prequalified suppliers for road surfacing services panel. This panel was set up specifically for delivery of Council’s road rehabilitation and road resurfacing programs. The tender was called in accordance with the Local Government Act 2009.

3.2 Corporate Plan / Operational Plan Valuing Lifestyle: Roads and transport - roads and other transport infrastructure across the region.

3.3 Policy Implications This project has been procured in accordance with the provisions of the following documents:

• Council’s Procurement Policy 10-2150-006 • Local Government Act 2009 • Local Government Regulation 2012 Chapter 6


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Moreton Bay Regional Council ITEM 4.1 2015-16 ROAD RESURFACING PROGRAM - TENDER - DIVISION 10 - A12552536 (Cont.)

3.4 Risk Management Implications

Potential impacts on local traffic and bus routes have been identified as the major risks for these projects. The mitigation strategies to minimise these risks are detailed below.

Impact on local traffic – the contractor has presented a traffic management plan and strategy as part of their tender. The contractor will manage traffic in accordance with all the requirements of the Manual of Uniform Traffic Control Devices. Traffic speeds will be reduced within the vicinity of the works to ensure safe passage for road users and construction activities. Impact on bus services – the contractor’s traffic management method will also permit buses to follow their normal routes. In addition to notifying affected residents, the contractor will notify relevant bus companies of the resurfacing works and the effect they may have on services.

3.5 Delegated Authority Implications There are no delegated authority implications related to this project.

3.6 Financial Implications Council has allocated $1,415,000 in the 2015/16 Capital Projects program for the road resurfacing works in Division 10. Resurfacing tender price $ 1,062,778.86 Contingency (10%) $ 106,277.99 QLeave (.475%) $ 5,048.00 ------------------- Total project cost $ 1,174,105.85 =========== The above tendered amount includes costs for minor associated civil works (i.e. kerb and channel and gully pit repairs). It is anticipated that works will commence late October 2015 and be completed mid-December 2015. The budget allocation is sufficient to undertake the projects.

3.7 Economic Benefit The road resurfacing works will address pavement surface quality defects, extend the life of the pavements and reduce recurrent maintenance costs.


The tender assessment included a review of the preferred contractor’s environmental policy and procedures concerning environmental protection. The contractor has suitable environmental policies and procedures in place to undertake the works.

3.9 Social Implications

The works will improve vehicle safety and the roads’ structural integrity and driveability. Additional line marking amendments provided by Council’s design team will be incorporated to enhance safety for road users.

3.10 Consultation / Communication Initial consultation of the works will be via a project newsletter, which will advise scope of works and approximate timing. Two days prior to the commencement of works, the contractor will advise affected residents of the intended works and duration. The contractor will also advise affected bus companies of the timing of the works. Consultation with the Divisional Councillor has been undertaken.


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SUPPORTING INFORMATION Ref: A12557202 and Confidential Supporting Information A12545685 The following list of supporting information is provided for: ITEM 4.1 2015-16 ROAD RESURFACING PROGRAM - TENDER - DIVISION 10 #1 List of Streets - Road Resurfacing Program - Division 10 Confidential #2 Tender Evaluation - Road Resurfacing Program - Division 10


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ITEM 4.1 2015-2016 ROAD RESURFACING PROGRAM - DIVISION 10 (Cont.)

Table 1 - VP36871 - Package 10 list of streets

Bunya Road Arana Hills Collins Road to 139 Bunya Road Carson Drive Bunya Bergin Creek Road to Blue Hills Drive Regatta Avenue Bunya Carson Drive to end of Regatta Avenue Phoebe Court Bunya Regatta Avenue to end of Phoebe Court Yanderra Avenue Arana Hills Onslow Street to Bargo Street Bargo Street Arana Hills Glenlee Street to Bringelly Street Miller Parade Everton Hills Chinook Street to Patricks Road South Pine Road Everton Hills Henderson Road to Pimelea Street Lanita Road Ferny Hills From 199 Lanita Road to 247 Lanita Road

#1 List of Streets - Road Resurfacing Program - Division 10


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ITEM 4.2 2015/16 ROAD RESURFACING PROGRAM (SPRAY SEAL) - TENDER - DIVISION 11 Meeting / Session: 4 ASSET CONSTRUCTION & MAINTENANCE Reference: A12556878 : 30 September 2015 - Refer Supporting Information A12557327

and Confidential Supporting Information A12545226 Responsible Officer: SP, Team Leader Resurfacing (ECM Operations) Executive Summary Tenders were invited from prequalified suppliers on the road surfacing services panel for road resurfacing works (spray seal) within Division 11. The tender closed on 28 September 2015, with two conforming tenders received. It is recommended that Council award the contract to Allens Asphalt Pty Ltd for the sum of $856,623.05 (excl. GST) as this tender was evaluated as representing the best overall value to Council. OFFICER’S RECOMMENDATION That the tender for 2015/16 road resurfacing works (spray seal) located in Division 11 be awarded to Allens Asphalt Pty Ltd for the amount of $856,623.05 (excl. GST).


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Moreton Bay Regional Council ITEM 4.2 2015/16 ROAD RESURFACING PROGRAM (SPRAY SEAL) - TENDER - DIVISION 11 - A12556878 (Cont.)

REPORT DETAIL 1. Background This project involves the bitumen spray seal resurfacing of several roads within Division 11 (refer supporting information Table 1 for locations and extents). 2. Explanation of Item Council received a total of two conforming tenders from prequalified suppliers on the road surfacing services panel. The tenders were assessed by a selection panel in accordance with Council’s Procurement Policy and the selection criteria set out in the tender documents. The two tenders and their final weightings are tabled below (ranked from highest to lowest).


1 Allens Asphalt Pty Ltd 97.27

2 Downer EDI Works Pty Ltd 96.71 Allens Asphalt Pty Ltd received the highest assessment score for the combined selection criteria. Their submission was competitively priced and comprehensive. Allens Asphalt Pty Ltd has completed similar contracts for Council and is considered to provide the best value for money for this project. Downer EDI Works Pty Ltd’s submission scored the lowest assessment for the combined selection criteria. Their submission was competitively priced, but scored lower for the price element. Downer EDI Works Pty Ltd has completed similar contracts for Council in the past. 3. Strategic Implications 3.1 Legislative/Legal Implications




This project has been procured in accordance with the provisions of the following documents: • Council’s Procurement Policy 10-2150-006 • Local Government Act 2009 • Local Government Regulation 2012 Chapter 6



Impact on local traffic – the contractor has presented a traffic management plan and strategy as part of their tender. The contractor will manage traffic in accordance with all the requirements of the Manual of Uniform Traffic Control Devices. Traffic speeds will be reduced within the vicinity of the works to ensure safe passage for road users and construction activities.


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Impact on bus services – the contractor’s traffic management method will permit buses to follow their normal routes. In addition to notifying affected residents, the contractor will notify relevant bus companies of the resurfacing works and the effect they may have on services.


3.6 Financial Implications Council has allocated $3,699,000 in the 2015/16 Capital Projects program for the road resurfacing works in Division 11. Resurfacing tender price $ 856,623.05 Contingency (10%) $ 85,662.30 QLeave (.475%) $ 4,069.00 ------------------- Total project cost $ 946,354.35 =========== It is anticipated that works will commence early November 2015 and be completed mid-December 2015. The budget allocation is sufficient to undertake the projects. Note: The above tender is one of several being undertaken in Division 11. This tender is for those roads that are to be resurfaced with a bitumen spray seal. A tender for the asphalt resurfacing of Division 11 roads has been tendered and reported separately to Council. There are a number of roads within Division 11 requiring substantive work to their pavements as well as to the associated drainage systems. These preparation works are currently being undertaken by internal Council construction crews and external contractors.




3.9 Social Implications The works will improve vehicle safety and the roads’ structural integrity and driveability. Additional line marking amendments provided by Council’s design team will be incorporated to enhance safety for road users.

3.10 Consultation / Communication

Initial consultation of the works will be via a project newsletter, which will advise scope of works and approximate timing. Two days prior to the commencement of works, the contractor will advise affected residents of the intended works and duration. The contractor will also advise affected bus companies of the timing of the works. Consultation with the Divisional Councillor has been undertaken.


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SUPPORTING INFORMATION Ref: A12557327 and Confidential Supporting Information A12545226 The following list of supporting information is provided for: ITEM 4.2 2015-16 ROAD RESURFACING PROGRAM (SPRAY SEAL) - TENDER - DIVISION 11 #1 List of Streets - Road Resurfacing Program (Spray Seal) - Division 11 Confidential #2 Tender Evaluation - Road Resurfacing Program (Spray Seal) - Division 11


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ITEM 4.2 2015-2016 ROAD RESURFACING PROGRAM - DIVISION 11

Table 1 - VP36993 - list of streets (spray seal)

McCombe Road Camp Mountain Petersen Road to Camp Mountain Road Winn Road Cashmere Clear Mountain Road to Old School Road Alex Road Mount Glorious Mount Glorious Road to end of Alex Road Bateson Road Mount Nebo Mount Nebo Road to McSweeney Crescent Mount Pleasant Road Mount Pleasant Laceys Creek Road to Kuhn Road Mount Samson Road Mount Samson Winn Road to Basin Road Browns Creek Road Narangba Raynbird Road to Creek Crossing (outside 79) Townsend Road Ocean View Harrison Crescent to end of Townsend Road Ocean View Road Ocean View Townsend Road to 208 Ocean View Road Ladies Road Samsonvale Basin Road to end of Ladies Road

McDowalls Road Yugar Mount Samson Road to end of McDowalls

Road Hansen Road Yugar Mount Samson Road to end of Hansen Road

Table 2 - VP36882 - list of streets (asphalt)

Aberfeldy Road Closeburn Mount Samson Road to end of Aberfeldy Road McKenzie Street Dayboro Bradley Street to 85 McKenzie Street Bunya Road Draper 761 Bunya Road to causeway Young Road Narangba Oakey Flat Road to Golden Wattle Drive

Young Road Narangba Young Road/Harris Avenue roundabout and approaches

Townsend Road Ocean View Ocean View Road to 162 Townsend Road

Table 3 - Projects completed

Upper Camp Mountain Road Camp Mountain Richards Road to Les Douglas Court Moore Road Kurwongbah Browns Road to Denham Road Forbes Road Kurwongbah Browns Road to Denham Road Narangba Road Kurwongbah Outside 417 Narangba Road Railway Street Dayboro Williams Street to end of Railway Street

Table 4 - Projects to be completed subject to available budget funds

Mumford Road Narangba Main Street to outside 31 Mumford Road



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ITEM 4.3 2015-16 ROAD RESURFACING PROGRAM (ASPHALT) - TENDER - DIVISION 11 Meeting / Session: 4 ASSET CONSTRUCTION & MAINTENANCE Reference: A12617973: 30 September 2015 - Refer Supporting Information A12618229

and Confidential Supporting Information A12545015 Responsible Officer: SP, Team Leader Resurfacing (ECM Operations) Executive Summary Tenders were invited from the prequalified suppliers on the road surfacing services panel for road resurfacing works (asphalt) within Division 11. The tender closed on 28 September 2015, with three conforming tenders received. It is recommended that Council award the contract to Stanley Macadam Company Australia Pty Ltd for the sum of $1,371,307.38 (excl. GST) as this tender was evaluated as representing the best overall value to Council. OFFICER’S RECOMMENDATION That the tender for 2015/16 road resurfacing works (asphalt) for Division 11 be awarded to Stanley Macadam Company Australia Pty Ltd for the amount of $1,371,307.38 (excl. GST).


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Moreton Bay Regional Council ITEM 4.3 2015-16 ROAD RESURFACING PROGRAM (ASPHALT) - TENDER - DIVISION 11 - A12617973: (Cont.)

REPORT DETAIL 1. Background This project involves the resurfacing of several roads within Division 11 (refer supporting information #1 for locations and extents). Minor civil works, including but not limited to, line marking, gully pit and kerb and channel replacement within the listed streets, form part of the works. 2. Explanation of Item Council received a total of three conforming tenders from the prequalified suppliers on the road surfacing services panel. The tenders were assessed by a selection panel in accordance with Council’s Procurement Policy and the selection criteria set out in the tender documents. The three tenders and their final weightings are tabled below (ranked from highest to lowest).


1 Stanley Macadam Company Australia Pty Ltd 100


3 Allens Asphalt Pty Ltd 94.32 Stanley Macadam Company Australia Pty Ltd received the highest assessment score for the combined selection criteria. Their submission was competitively priced and comprehensive. Stanley Macadam Company Australia Pty Ltd has completed similar contracts for Council and is considered to provide the best value for money for this project. Downer EDI Works Pty Ltd received the second highest assessment score for the combined selection criteria. Downer EDI Works Pty Ltd has completed similar contracts for Council, and scored highest for non-price elements. Allens Asphalt Pty Ltd’s submission scored the lowest assessment for the combined selection criteria. Their submission was competitively priced, but scored lower for non-price elements. Allens Asphalt has completed similar contracts for Council in the past. 3. Strategic Implications 3.1 Legislative/Legal Implications






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Impact on local traffic – the contractor has presented a traffic management plan and strategy as part of their tender. The contractor will manage traffic in accordance with all the requirements of the Manual of Uniform Traffic Control Devices. Traffic speeds will be reduced within the vicinity of the works to ensure safe passage for road users and construction activities. Impact on bus services – the contractor’s traffic management method will permit buses to follow their normal routes. In addition to notifying affected residents, the contractor will notify relevant bus companies of the resurfacing works and the effect they may have on services.


3.6 Financial Implications Council has allocated $3,699,000 in the 2015/16 Capital Projects program for the road resurfacing works (asphalt) in Division 11. Resurfacing tender price $ 1,371,307.38 Contingency (10%) $ 137,130.74 QLeave (.475%) $ 6,514.00 ------------------- Total project cost $ 1,514,952.12 =========== The above tendered amount includes costs for minor associated civil works (i.e. kerb and channel and gully pit repairs). It is anticipated that works will commence late October 2015 and be completed mid-December 2015. The budget allocation is sufficient to undertake the projects. Note: The above tender is one of several being undertaken in Division 11. This tender is for roads that are to be resurfaced with an asphalt overlay. A tender for the bitumen spray resurfacing of Division 11 roads has been tendered and reported separately to Council. There are a number of roads within Division 11 requiring substantive work to their pavements, as well as to the associated drainage systems. These preparation works are currently being undertaken by internal Council construction crews and external contractors.





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SUPPORTING INFORMATION Ref: A12618229 and Confidential Supporting Information A12545015 The following list of supporting information is provided for: ITEM 4.3 2015-16 ROAD RESURFACING PROGRAM (ASPHALT) - TENDER - DIVISION 11 #1 List of Streets - Road Resurfacing Program (Asphalt) - Division 11 Confidential #2 Tender Evaluation - Road Resurfacing Program (Asphalt) - Division 11


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ITEM 4.3 2015-2016 ROAD RESURFACING PROGRAM - DIVISION 11

Table 1 - VP36993 - list of streets (spray seal)

McCombe Road Camp Mountain Petersen Road to Camp Mountain Road Winn Road Cashmere Clear Mountain Road to Old School Road Alex Road Mount Glorious Mount Glorious Road to end of Alex Road Bateson Road Mount Nebo Mount Nebo Road to McSweeney Crescent Mount Pleasant Road Mount Pleasant Laceys Creek Road to Kuhn Road Mount Samson Road Mount Samson Winn Road to Basin Road Browns Creek Road Narangba Raynbird Road to Creek Crossing (outside 79) Townsend Road Ocean View Harrison Crescent to end of Townsend Road Ocean View Road Ocean View Townsend Road to 208 Ocean View Road Ladies Road Samsonvale Basin Road to end of Ladies Road

McDowalls Road Yugar Mount Samson Road to end of McDowalls

Road Hansen Road Yugar Mount Samson Road to end of Hansen Road

Table 2 - VP36882 - list of streets (asphalt)

Aberfeldy Road Closeburn Mount Samson Road to end of Aberfeldy Road McKenzie Street Dayboro Bradley Street to 85 McKenzie Street Bunya Road Draper 761 Bunya Road to causeway Young Road Narangba Oakey Flat Road to Golden Wattle Drive

Young Road Narangba Young Road/Harris Avenue roundabout and approaches

Townsend Road Ocean View Ocean View Road to 162 Townsend Road


Upper Camp Mountain Road Camp Mountain Richards Road to Les Douglas Court Moore Road Kurwongbah Browns Road to Denham Road Forbes Road Kurwongbah Browns Road to Denham Road Narangba Road Kurwongbah Outside 417 Narangba Road Railway Street Dayboro Williams Street to end of Railway Street


Mumford Road Narangba Main Street to outside 31 Mumford Road

#1 List of Streets - Road Resurfacing Program (Asphalt) - Division 11


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ITEM 4.4 2015/16 ROAD RESURFACING PROGRAM (SPRAY SEAL) - TENDER - DIVISION 12 Meeting / Session: 4 ASSET CONSTRUCTION & MAINTENANCE Reference: A12557970 : 30 September 2015 - Refer Supporting Information A12558023

and Confidential Supporting Information A12545358 Responsible Officer: SP, Team Leader Resurfacing (ECM Operations) Executive Summary Tenders were invited from prequalified suppliers on the road surfacing services panel for road resurfacing works within Division 12. The tender closed on 28 September 2015, with two conforming tenders received. It is recommended that Council award the contract to Downer EDI Works Pty Ltd for the sum of $526,578.42 (excl. GST) as this tender was evaluated as representing the best overall value to Council. OFFICER’S RECOMMENDATION That the tender for 2015/16 road resurfacing works for Division 12 be awarded to Downer EDI Works Pty Ltd for the amount of $526,578.42 (excl. GST).


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REPORT DETAIL 1. Background This project involves the bitumen spray seal resurfacing of several roads within Division 12 (refer supporting information Table 1 for locations and extents). 2. Explanation of Item Council received a total of two conforming tenders from prequalified suppliers on the road surfacing services panel. The tenders were assessed by a selection panel in accordance with Council’s Procurement Policy and the selection criteria set out in the tender documents. The two tenders and their final weightings are tabled below (ranked from highest to lowest).



2 Allens Asphalt Pty Ltd 97.30 Downer EDI Works Pty Ltd received the highest assessment score. Their submission was competitively priced and comprehensive. Downer EDI Works Pty Ltd has completed similar contracts for Council and is considered to provide the best value for money for this project. Allens Asphalt Pty Ltd’s submission was the lowest priced. Overall their submission was competitively priced; however on this occasion, was unsuccessful. 3. Strategic Implications 3.1 Legislative/Legal Implications







Impact on local traffic – the contractor has presented a traffic management plan and strategy as part of their tender. The contractor will manage traffic in accordance with all the requirements of the Manual of Uniform Traffic Control Devices. Traffic speeds will be reduced within the vicinity of the works to ensure safe passage for road users and construction activities. Impact on bus services – the contractor’s traffic management method will permit buses to follow their normal routes. In addition to notifying affected residents, the contractor will notify relevant bus companies of the resurfacing works and the effect they may have on services.


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3.5 Delegated Authority Implications

There are no delegated authority implications related to this project.

3.6 Financial Implications Council has allocated $3,796,000 in the 2015/16 Capital Projects program for the road resurfacing works in Division 12. Resurfacing tender price $ 526,578.42 Contingency (10%) $ 52,657.84 QLeave (.475%) $ 2,501.00 ------------------- Total project cost $ 581,737.26 =========== It is anticipated that works will commence early November 2015 and be completed mid-December 2015. The budget allocation is sufficient to undertake the projects. Note: The above tender is one of several being undertaken in Division 12. This tender is primarily for those roads that are to be resurfaced with a bitumen spray seal. There are a significant number of roads within Division 12 requiring substantive work to their pavements, as well as to the associated drainage systems. These preparation works are currently being undertaken by internal Council construction crews and external contractors. A number of these projects have already been completed (refer supporting information Tables 2-4 inclusive).








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SUPPORTING INFORMATION Ref: A12558023 and Confidential Supporting Information A12545358 The following list of supporting information is provided for: ITEM 4.4 2015-16 ROAD RESURFACING PROGRAM (SPRAY SEAL) - TENDER - DIVISION 12 #1 List of Streets (Spray Seal) - Road Resurfacing Program - Division 12 Confidential #2 Tender Evaluation - Road Resurfacing Program - Division 12


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Moreton Bay Regional Council ITEM 4.4 2015-2016 ROAD RESURFACING PROGRAM - DIVISION 12 (Cont.)

Table 1 - VP36993 - Package 12A list of streets (spray seal)

Oakey Flat Road Morayfield 356 Oakey Flat Road to Young Road Hauton Road Morayfield 280 Hauton Road to Rowley Road Williamson Road Morayfield Excelsior Drive to end of Williamson Road McNamara Road Rocksberg Caboolture River Road to 69 McNamara Road Alcock Road Elimbah Markwell Road to Scarborough Road George Street Woodford Golf Course Road to Nicklaus Street

Table 2 - Projects under construction or due to commence shortly - list of streets

Stern Road Bellmere Bellmere Road to end of road Bartholomew Road Dayboro Rose Creek Road to 33 Bartholomew Road Commissioners Flat Road Commissioners Flat Kilcoy Beerwah Road to Bridge Commissioners Flat Road Commissioners Flat Cove Road to Ferris Lane Commissioners Flat Road Commissioners Flat Ferris Lane to Shire Boundary Bellmere Road Bellmere 262 Bellmere Road to 297 Bellmere Road Neurum Road Woodford D’Aguilar Highway to 30 Neurum Road Golf Course Road Woodford George Street to end of Golf Course Road Petersen Road Morayfield 220 Petersen Road to 323 Petersen Road Petersen Road Morayfield Walkers Road to Bilby Drive Scurr Road Wamuran Twin View Road to 838 Scurr Road


Old North Road Wamuran Bellmere Road to W Lindsay Road Hausmann Road Mount Mee Settlement Road to end of road Frances Street D’Aguilar D’Aguilar Highway to end of road Jackson Road Wamuran 549 Jackson Road to Campbells Pocket Road Green Road Wamuran Franks Lane to Regan Road


Rowley Road Burpengary Main Street to 31 Rowley Road


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HeatherBailey

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5 PARKS, RECREATION & SPORT SESSION (Cr Gary Parsons) ITEM 5.1 EXTENSION TO PERIOD OF 2014/15 REGISTER OF PREQUALIFIED SUPPLIERS FOR SPORTS FIELD IRRIGATION - REGIONAL Meeting / Session: 5 PARKS, RECREATION & SPORT Reference: A12438829 : 21 September 2015 Responsible Officer: PR, Senior Technical Officer (ECM Operations) Executive Summary A register of prequalified suppliers was established for the supply of Sports Field Irrigation Services used across Council for the 2014/15 financial year. It is recommended that Council extends the register of prequalified suppliers from 9 December 2015 to 30 June 2016. OFFICER’S RECOMMENDATION 1. That Council extends the appointment of suppliers to Council’s 2014/15 register of prequalified

suppliers for Sports Field Irrigation Services from 9 December 2015 to 30 June 2016 - Separable Portion 1 - Labour:

a) Craig’s Irrigation b) Project Irrigation c) Turf Irrigation Services

2. That Council extends the appointment of suppliers to Council’s 2014/15 register of prequalified

suppliers for Sports Field Irrigation Services from 9 December 2015 to 30 June 2016 - Separable Portion 2 - Materials:

a) Craig’s Irrigation b) Project Irrigation c) Turf Irrigation Services


suppliers for Sports Field Irrigation Services from 9 December 2015 to 30 June 2016 - Separable Portion 3 - Maintenance Inspections:

a) Craig’s Irrigation b) Dig it Landscapes c) Turf Irrigation Services


suppliers for Sports Field Irrigation Services from 9 December 2015 to 30 June 2016 - Separable Portion 4 - Audit:

a) Project Irrigation b) Turf Irrigation Services


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Moreton Bay Regional Council ITEM 5.1 EXTENSION TO PERIOD OF 2014/15 REGISTER OF PREQUALIFIED SUPPLIERS FOR SPORTS FIELD IRRIGATION - REGIONAL - A12438829 (Cont.)

REPORT DETAIL 1. Background With the implementation of the Community Leasing Policy, an increase of approximately 40% in sports field maintenance responsibilities was transferred to Council. A register of prequalified suppliers for sports field irrigation was established to ensure the availability of contractors to meet the demand for auditing and maintenance of existing and newly acquired sites. The continuation of this arrangement will streamline procurement and ensure adherence to relevant process and purchasing thresholds, as outlined in the Corporate Procurement Policy. The following resolution appeared on Minute Page 14/2354 of the General Meeting of Council held on 9 December 2014. The extension of this register of prequalified suppliers will be based on a schedule of rates, enabling continued access to competitive rates for works under Council’s maintenance and renewal programs.

Ex. Coordination Committee Meeting held 9 December 2014 (MP. 14/2368) COMMITTEE RECOMMENDATION 1. That Council accept submissions from the suppliers listed below, and in so doing, appoints the same

suppliers to Council’s 2014/15 register of prequalified suppliers for sports field irrigation - separable portion one (1) Labour

a) Craig’s Irrigation b) Project Irrigation c) Turf Irrigation Services 2. That Council accept submissions from the suppliers listed below, and in so doing, appoints the same

suppliers to Council’s 2014/15 register of prequalified suppliers for sports field irrigation - separable portion two (2) Materials

a) Craig’s Irrigation b) Project Irrigation c) Turf Irrigation Services 3. That Council accept submissions from the suppliers listed below, and in so doing, appoints the same

suppliers to Council’s 2014/15 register of prequalified suppliers for sports field irrigation - separable portion three (3) Maintenance Inspections

a) Craig’s Irrigation b) Dig it Landscapes c) Turf Irrigation Services 4. That Council accept submissions from the suppliers listed below, and in so doing, appoints the same

suppliers to Council’s 2014/15 register of prequalified suppliers for sports field irrigation - separable portion four (4) Audit

a) Project Irrigation b) Turf Irrigation Services


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2. Explanation of Item The current arrangement was established following the assessment of four conforming tender submissions, all of which were appointed to the separable portions listed for a period of twelve months. Extending the current arrangement (MBRC003991) will align the arrangement with financial years and other MBRC purchasing arrangements. Council is also in the process of reviewing specifications relating to Sports Field Irrigation Services. It is intended that the replacement arrangement will go to market in March 2016. Existing suppliers are undertaking works to the satisfaction of Council.

This extension has been prepared in consultation with Contracts Officer, Financial Operations, Financial and Project Services and Legal Services. 3. Strategic Implications 3.1 Legislative/Legal Implications

MBRC003991 was originally established in calling a public tender in accordance with section 232 of the Local Government Regulation 2012. Procurement Services and Legal Services have provided advice on the process relating to the extension of this arrangement, and recommended a report to Council requesting that consideration be given to extending this register of prequalified suppliers.

3.2 Corporate Plan / Operational Plan Enabling Services: Infrastructure delivery - construction of council infrastructure.


This contract has been procured in accordance with the provisions of the following documents:



The continuing appointment of the prequalified suppliers will ensure the timely delivery of these programs whilst complying with Council’s Procurement Policy.

3.5 Delegated Authority Implications Adoption of the prequalified suppliers by Council and approval of subsequent purchase orders within delegated financial authority limits will satisfy these requirements.

3.6 Financial Implications Funding for works engaged under this register of prequalified supplier arrangement is included in the 2015/16 Capital (including Minor Works) and Operations’ works programs.

3.7 Economic Benefit The continuing appointment of the prequalified suppliers will enable Council to deliver its programs in a timely and cost-effective manner.


All recommended providers have environmental management systems in place which are designed to reduce the impact of their business on the environment. The successful tenderers will be subject to the same State and Federal environmental legislation that regulates Council’s park maintenance activities.


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3.9 Social Implications Well-maintained community sport and recreation facilities encourage communities to participate in outdoor activities, with a positive impact on health and wellbeing.

3.10 Consultation / Communication Legal Services Department and Procurement Services - Financial Services Department has advised Operations Department in relation to the actions to be taken to extend the current register.


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ITEM 5.2 WOODFORD SWIMMING POOL SEASON EXTENSION REQUEST - DIVISION 12 Meeting / Session: 5 PARKS, RECREATION & SPORT Reference: A11851296 : 30 September 2015 - Refer Supporting Information A12614478 Responsible Officer: BP, Aquatic & Leisure Facilities Coordinator (EDCS Property & Commercial

Services) Executive Summary The purpose of this report is to provide Council with the information necessary to consider the business case for operating the Woodford Swimming Pool for longer periods of the year. This includes historical and current information regarding the Woodford Swimming Pool usage and water temperature, to enable Council to make a decision regarding a request to extend the season. OFFICER’S RECOMMENDATION That the Woodford Swimming Pool Season remain at its current seasonal operational schedule starting at the commencement of mid-semester school holidays in the second half of the calendar year, and closing at the end of mid-semester school holidays in the first half of the calendar year.


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Moreton Bay Regional Council ITEM 5.2 WOODFORD SWIMMING POOL SEASON EXTENSION REQUEST - DIVISION 12 - A11851296 (Cont.)

REPORT DETAIL 1. Background The Woodford Swimming Pool services the populations (2011 figures) of Woodford (3781 people), Delaney’s Creek (2684 people) and Wamuran (population 2838) and comprises a 25-metre outdoor solar heated pool, children’s wading pool and shaded picnic/BBQ area. The pool is in good condition with good quality plant and equipment. The Woodford Swimming Pool operates as a seasonal facility, which is open during the warmer months and is closed from the end of first mid-semester school holidays until reopening at the beginning of second mid-semester school holidays. This year that meant closure on 19 April and it reopened on 19 September. The Woodford Swimming Pool’s current opening schedule is consistent with other MBRC seasonal pools, as well as most other Queensland regional/remote swimming pools as shown in Supporting Information #1. Council received communication from Woodford Swimming Club representatives requesting the facility remain open all year round or alternatively, for the season to be extended from its current closure date at the end of the first mid-semester school holidays until the end of May. Supporting letters were also received from 21 swimming club members/pool users as well as a physiotherapist that utilises the pool for hydrotherapy and rehabilitation purposes. It is understood that the Woodford Swimming Club membership is approximately 40, with members currently training two days per week with a number of carnivals scheduled during the summer months. Feedback and correspondence received from pool users indicates a core group of approximately 20 squad swimmers and likely around 10 regular swimmers would utilise the pool during the winter months if the operating hours were to be extended. 2. Explanation of Item The Woodford Swimming Pool has Moreton Bay Regional Council’s lowest attendance levels with approximately 6200 visits for the 2014/15 season. Patronage of the Woodford Swimming Pool has fluctuated over the past 10 years with a decline in recent years from a previous peak of 14,500 visitations. Woodford Swimming Pool utilises a solar water heating system designed to have an operating temperature during summer of around 27 degrees. This temperature is generally suitable for lap swimming, leisure use, water walking and aqua aerobics. The solar water heating system is quite efficient during summer for these uses. However, at the time of the presentation to Council by representatives of the Woodford Swimming Club Inc. to Council on 17 March 2015, Council required further information to be gathered by officers regarding the solar heating system to help inform any decision on an extended 2016 season. One of the key factors was whether the existing solar heating system would be able to maintain the water temperature to the desired swimming temperature of 26 - 28 degrees during winter. Council staff monitored the temperature of the Woodford Swimming Pool from the end of the season on 19 April 2015 for approximately two months, to determine the actual pool water temperature and suitability for use. The test results indicated that the current solar heating system at the Woodford pool is unable to maintain appropriate water temperature suitable for swimming during the cooler months between April and July. (See Supporting Information #2). To enable the Woodford Swimming Pool to maintain a comfortable swimming temperature of 26 -28 degrees during the cooler months, a new dedicated heating system would be required. It is likely that some form of permanent enclosure may also be required. Based on information from other regions, it is likely that further investigation would also be required to determine the suitability of the existing pool to operate in an enclosed environment.


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The installation of an electric heating system for this pool would cost approximately $150,000, based on recent MBRC installations of heating systems. The lifespan of these heaters is between 10 - 15 years. Anticipated monthly electricity costs are approximately $5000 per month during winter. Additional service and maintenance costs would also apply (these are not considered in this report). Based upon historical patronage numbers, indicative operating costs associated with keeping the facility open for each additional month are identified in Supporting Information #3. The operating costs shown in this table include the anticipated additional electricity charges associated with heating and staffing costs. Council records for the 2014/15 season show the Woodford Swimming Pool had visitation of 6189 persons and operating costs of $11,200 for the same period, Based on this information, Council is currently subsidising each visit by an estimated $10.86. Additional feedback was received from residents stating they would also utilise the pool for hydrotherapy during the winter months. Hydrotherapy use generally requires a temperature between 32 degrees to 36 degrees dependant on the nature of the program. The Woodford Swimming Pool is unsuitable for dedicated hydrotherapy use in summer and therefore would also be unsuitable during winter without the implementation of alternate heating sources and a dedicated enclosure. Conclusion Considering all of these factors, including the capital cost to install the new heating system and the ongoing operational costs to run the pool for the anticipated visitations, the business case does not support extended opening of the facility. 3. Strategic Implications 3.1 Legislative/Legal Implications

Nil.

3.2 Corporate Plan / Operational Plan Strengthening Communities: Community capacity building - projects and activities that build community capacity and provide support to community organisations.

3.3 Policy Implications Nil.

3.4 Risk Management Implications Nil.

3.5 Delegated Authority Implications Nil.

3.6 Financial Implications A dedicated electric heating system would cost Council approximately $150,000 to install. It is anticipated that each additional month the Woodford Swimming Pool is open, Council would incur $15,000+ per month in additional operational costs plus ongoing repairs and maintenance costs.

3.7 Economic Benefits It is anticipated that each additional month the Woodford Swimming Pool is open would generate approximately $1000 - $1200 in revenue.


Nil.


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Feedback was received from a small number of local residents indicating they would like the facility open longer. There may be an adverse reaction from some members of the community in relation any refusal to extend the opening season for the pool.

3.10 Consultation / Communication Cr Raedel (Division 12); Team Leader Aquatics; Lauren Keig (President Woodford Swimming Club) were consulted with.


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SUPPORTING INFORMATION Ref: A12614478 The following list of supporting information is provided for: ITEM 5.2 WOODFORD SWIMMING POOL SEASON EXTENSION REQUEST - DIVISION 12 #1 Local Government Comparison #2 Pool Temperatures Over Colder Months #3 Monthly Subsidy Calculations


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ITEM 5.2 WOODFORD SWIMMING POOL SEASON EXTENSION REQUEST - DIVISION 12 (Cont.)

#1 Local Government Comparison


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#2 Pool Temperatures Over Colder Months


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#3 Monthly Subsidy Calculations


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6 LIFESTYLE & AMENITY SESSION (Cr Julie Greer) No items for consideration.

7 ECONOMIC DEVELOPMENT & TOURISM SESSION (Cr Brian Battersby) No items for consideration.

8 GENERAL BUSINESS ANY OTHER BUSINESS AS PERMITTED BY THE MEETING CHAIRPERSON.


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CLOSED SESSION (Confidential items) (Resolution the meeting be closed under s275 of the Local Government Regulation 2012) ITEM C.1 – CONFIDENTIAL LEASE OF BEACHMERE CARAVAN PARK AND CLUB BEACHMERE - DIVISION 2 Meeting / Session: 7 ECONOMIC DEVELOPMENT & TOURISM Reference: A12557264 : 30 September 2015 - - Refer Confidential Supporting

Information A12557304 Responsible Officer: MH, Manager Property and Commercial Services (EDCS Property &

Commercial Services) Basis of Confidentiality Pursuant to s275 (1) of the Local Government Regulation 2012, clause (e), as the matter involves contracts proposed to be made by the Council. Executive Summary The Returned Services League of Australia (Queensland Branch) Beachmere Sub Branch Inc., (Beachmere RSL), and the lessee of the Council owned facility known as Club Beachmere, Club Beachmere Inc., have approached the Council with a proposal to lease both the Council owned, Beachmere Caravan Park and the facility known as Club Beachmere. While Beachmere RSL and Club Beachmere Inc., wish to enter into leases of both facilities immediately, with Beachmere RSL as lessee, ultimately they propose to establish a new legal entity which will lease the facilities. This report recommends a mechanism and process to achieve this outcome.


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agenda - coordination committee meeting - 13 october … · strategic implications 3.1...

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