corporate services standing committee final minutes · 2017. 8. 22. · final minutes corporate...

CORPORATE SERVICES

STANDING COMMITTEE

FINAL MINUTES

16 August 2017

FINAL MINUTES CORPORATE SERVICES STANDING COMMITTEE WEDNESDAY 16 AUGUST 2017

MIN/16.08.2017 FOLIO 45691

Table of Contents

Folio Date Particulars

45692 16.08.2017 Corporate Services Standing Committee Minutes

45709 31.07.2017 Organisational Services Monthly Review - July 2017

45739 31.07.2017 Strategic Financial Report for the Month of July 2017

45755 30.06.2017 Organisational Services Yearly Review 2016/2017

Declaration of Potential Conflict of Interest

Nil.


MIN/16.08.2017 FOLIO 45692

CORPORATE SERVICES STANDING COMMITTEE

MINUTES

1. COMMITTEE ATTENDANCE:

Crs A R Paton (Chairperson), K L May, M J Bella, L G Bonaventura, R D Walker and Mayor

G R Williamson were in attendance at the commencement of the meeting.

2. NON-COMMITTEE ATTENDANCE:

Also present were Cr F A Mann (nee Fordham), Cr R C Gee, Cr A J Camm, Cr J F Englert, Mr

C Doyle (Chief Executive Officer), Mr A Knight (Director Organisational Services) and Mrs M

Iliffe (Minute Secretary).

The meeting commenced at 11.00 am.

3. ABSENT ON COUNCIL BUSINESS:

Nil

4. APOLOGIES:

Nil

5. CONFLICT OF INTEREST:

Nil


MIN/16.08.2017 FOLIO 45693

6. CONFIRMATION OF MINUTES:

6.1 CORPORATE SERVICES STANDING COMMITTEE MINUTES - 19 JULY

2017

THAT the Corporate Services Standing Committee Meeting Minutes dated 19

July 2017 be adopted.

Moved Cr May Seconded Cr Walker

CARRIED

7. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:

Nil

8. CORRESPONDENCE AND OFFICERS’ REPORTS:

8.1 ORGANISATIONAL SERVICES MONTHLY REVIEW - JULY 2017

Author Director Organisational Services

Purpose

To keep the Corporate Services Committee updated on Organisational Services activities.

Background/Discussion

All departments within MRC prepare a monthly review which identifies activities undertaken

and progress made during the specific month.

Consultation and Communication

The report contains input from each and every Program within Organisational Services.

Resource Implications

As required to compile report, which is a routine task for multiple employees.

Risk Management Implications

Nil.


MIN/16.08.2017 FOLIO 45694

Conclusion

The Corporate Services Committee is kept informed of activities within Organisational

Services.

Officer's Recommendation

THAT the Corporate Services Standing Committee receives the Organisational Services

Monthly Review for July 2017.

The Director Organisational Services (DOS) provided a brief overview of the Directorate’s

activities for the month of July 2017.

Cr Paton commented that the safety results are exceptional in this Directorate especially when

you review the yearly results.

Committee Resolution

THAT the Officer's Recommendation be adopted.


CARRIED

8.2 STRATEGIC FINANCIAL REPORT FOR THE MONTH OF JULY 2017


Purpose

To adopt council’s Strategic Financial Report for the month of July 2017.


Under Part 9 Section 204 of the Local Government Regulation 2012, the Local Government is

required to prepare a financial report which the Chief Executive Officer presents at a meeting

of the local government once a month.

The financial report must state the progress that has been made in relation to the local

government’s budget for the period of the financial year up to a day as near as practicable to the

end of the month before the meeting is held.


Chief Executive Officer, Directors, Manager Financial Services.


MIN/16.08.2017 FOLIO 45695


Nil.


As this is the first month of the financial year no significant risks have been identified.

Conclusion

Council is tracking favourably during July, noting this is the first month of the financial year.

Timing differences are observed, however this is anticipated to come back in line with budget

as the year progresses.

Capital delivery continues to be a focus and will be closely monitored during the financial year.


THAT the attached Strategic Financial Report for the month of July 2017 be adopted.

The Director Organisational Services (DOS) spoke to the report and pointed out there was a

new "amber" category added to the Budget Analysis - Consolidated area of the report.



Moved Cr Bonaventura Seconded Cr Walker

CARRIED

8.3 ORGANISATIONAL SERVICES ANNUAL REVIEW 2016/17


Purpose

To update Council/Committee on Organisational Services activities throughout the 2016/17

financial year.


This report summarises the 2016/17 outcomes for Organisational Services activities.


MIN/16.08.2017 FOLIO 45696


The report contains input from each and every Program within Organisational Services.


Nil.


Nil.

Conclusion

Committee is kept informed of activities within Organisational Services.


THAT the Corporate Services Standing Committee receives the Organisational Services

2016/17 Annual Review.

The Director Organisational Services (DOS) provided a brief overview of the Directorate’s

activities for the 2016/2017 Financial Year.

Cr Paton thanked the DOS and his team for their efforts for the 2016/17 financial year and

appreciated the services undertaken by this Directorate.

Cr Bonaventura thanked the DOS for the report and with the data provided feels very

comfortable in relaying this information on to the residents when queried.

The Mayor congratulated to the DOS and his team and advised he appreciates the size of the

service business Council runs, in excess of 1.3M transactions coming through this Directorate

in the past financial year.




CARRIED


MIN/16.08.2017 FOLIO 45697

9. TENDERS:

9.1 MRC 2017-072 REMOVAL AND SALE OF COUNCIL ASSETS - 5 & 7

GOLDSMITH STREET

Author Manager Property Services

Purpose

To present to Council for approval, tenders submitted for MRC 2017-072 Removal and Sale of

Council Assets – 5 and 7 Goldsmith Street.


Mackay Regional Council (Council) issued a Request for Tender (RFT) in December 2016

seeking submissions for the removal and sale of the following Council assets:

a) Lot 573 on CP 891469, known as 5 Goldsmith Street, East Mackay; and

b) Lot 574 on CP 891469, known as 7 Goldsmith Street, East Mackay.

The removal of the houses is required to enable the Queens Park Master Plan to be fully

implemented.

The houses are located on the north-west corner of Queens Park and have been vacant for

several years, and are in a poor state of repair. They have suffered from vandalism and been

resided in by unauthorised persons to the extent that the boarding up of various entry points has

been undertaken.

Following the completion of the evaluation, a report and recommendation was prepared,

however Council Officers were notified prior to the matter being considered by Council that a

tenderer intended to withdraw their submission. Council considered none of the responses

received were favourable and the best outcome was to cancel the process and review Council's

requirements.

A revised RFT was advertised on 5 May 2017, via Queensland Government Qtender website

and advertised locally in the Daily Mercury.

The following submissions were received by the closing time of 10.00am Tuesday 30 May

2017.

Tenderer Location

Conan the House Lifter Townsville

Cortis Civil and Demo Mackay

Mackay House Removals Mackay


MIN/16.08.2017 FOLIO 45698

Initial evaluations were completed on 31 May 2017 to identify if the submissions were non-

conforming with the requirements of the RFT. This included compliance with contractual

requirements and provision of requested information.

Conan the House Lifter did not provide the relevant information or evidence of certification,

licences and insurances as required in the tender documentation. A tender information request

was sent to Conan the House Lifter for further information.

The remaining submissions were progressed through to the qualitative criteria assessment on

the basis that all terms, conditions and mandatory requirements of the RFT had been met.

As there was no response from Conan the House Lifter, further emails and tender information

requests were emailed without response.

Conan the House Lifter was deemed non-conforming and did not progress to the qualitative

selection criteria.

The remaining applicants were assessed against the qualitative selection criteria. Specific

criteria were weighted according to their importance as perceived and agreed by the evaluation

panel. The weighting attributed to each qualitative criterion was:

a) Relevant Experience 25%

b) Tenderer’s resources 25%

c) Key Personnel 25%

d) Demonstrated Understanding 25%

The tendered prices offered, are listed below, excluding GST:

Tenderer Total Cost to Council

Cortis Civil and Demolition (Offer 1 – Houses to be

removed together)

$ 47,000

Cortis Civil and Demolition (Offer 2 – Houses awarded

individually)

$ 60,000

Mackay House Removals – Houses to be removed

together

$ 22,000

The qualitative criteria assessment was carried out by the evaluation panel who scored the

tenders according to the evaluation matrix.

Following the evaluation, the evaluation panel recommends that awarding the contract to

Mackay House Removals Pty Ltd provides a value for money outcome to Council.

The evaluation of the tender was conducted by:

• Project Officer Property Services

• Supervisor Projects & Operational Compliance Property Services

• Contracts Officer Procurement and Plant


MIN/16.08.2017 FOLIO 45699


Consultation was conducted between Property Services and Procurement & Plant programs

prior to the RFT being released.


The funding for this project is as follows:

Description Amount Notes

Expenditure to date $ 109

Contract Price $22,000 Contractors Price to remove both

houses.

Contingency 0

Council’s Costs $ 0

Commitments $ 0

Estimated Cost of Project $22,109

BUDGET

Budget $22,000 Property Services 2017/18 Budget

Budget $ 109 Property Services 2016/17 Budget

Total Budget $22,109

BALANCE $0.00


Stakeholder Stakeholder

Outcome

Potential Outcome

Failure Impact and Effect

MRC

Removal of WH&S

risk: unused and aging

buildings

Continuance of WH&S

issue: unused and aging

buildings

Long term negative impact

for the community. Risk of

injury (unauthorised access)

and legal action.

MRC

Ability to complete

the Queens Park

Master Plan: direct

improvement for

community

Inability to complete

Queens Park Master

Plan.

Redesign and create a

new master plan.


for the community

Community Improved service

delivery.

No improvement in

service delivery or

access to community

facility.


for the community.


MIN/16.08.2017 FOLIO 45700

Project Drivers

(negative)

Likelihood Consequence Risk Comments

Financial risk –

budget overruns,

budget reduced

Unlikely Minor Low Project & contractor

management

Policies risk Unlikely Moderate Med Plant and procurement,

purchasing policy, tendering

Stakeholder risks Unlikely Moderate Med Consultation

Contractor or

consultant risks

Unlikely Moderate Med Plant and procurement,

purchasing policy, tendering

Failure to

complete detailed

design and/or

construction

Moderate Moderate High Payments held until project is

complete and negotiated

outcome as per signed

agreements.

Awarded company

failure during

construction or

after handover

Unlikely Moderate Med Business indemnity insurance

for construction phase. If after

handover, maintenance can be

performed by any qualified

professional in that field.

Conclusion

That awarding the contract to Mackay House Removals represents the most advantageous

outcome and demonstrated value for money to Mackay Regional Council based on their local

resources and demonstrated understanding of Council’s requirements.


THAT Council award tender MRC 2017-072 Removal and Sale of Council Assets – 5

and 7 Goldsmith Street to Mackay House Removals Pty Ltd for the total cost to Council

of $22,000.00 (excluding GST).

Cr Bonaventura queried if there were any time constraints for the removal of the houses

included in the tender documentation.

The Director Organisational Services (DOS) advised the documentation supplied by the

tenderer advised they required a four (4) month period to obtain the required permits and

remove the two (2) houses from date of acceptance. There are also some internal aspects that

Council needs to undertake in terms of disconnecting services, etc., and several those have

already happened or will happen very shortly.

Cr Camm queried which program is responsible for the restoration of the site once the houses

are removed.

DOS advised once the houses are removed and the block is restored back to a natural block

with no service connections it will be handed over to the Parks team as part of their works.

Property Services will be liaising and working with the Parks team in relation to this project.


MIN/16.08.2017 FOLIO 45701




CARRIED

9.2 MRC2017-076 PROVISION OF SERVICES - BLUEWATER LAGOON

File No MRC2017-076

Author Manager Property Services

Purpose

To present to Council for approval, tenders submitted for MRC2017-076 – Provision of

Services - Bluewater Lagoon.


Currently the Bluewater Lagoon requires the engagement of several independent contractors

and lessees to facilitate operations including but not limited to lifeguarding, pool plant and

maintenance, cleaning, electrical testing, emergency shower testing, and café operations. The

consolidation of the facilities management to one entity provides efficiency and superfluity

opportunities in operations.

In total, Council spent around $842,000 for these services for the Bluewater Lagoon in

2016/17. It should be noted that there are additional internal and external operational costs

incurred by the Bluewater Lagoon, such as chemicals, staffing, other repairs and maintenance

and trade waste fees.

Council issued a Request for Tender (RFT) inviting submissions from suitably experienced

businesses to undertake the provision of a number of services at the Blue Water Lagoon

Complex.

The successful tenderer/s will be required to provide a number of Services to Council including

lifesaving services, labour, plant, material, maintenance and supervision for the operational

management of the Bluewater Lagoon. Council reserved the right to award the contract for

separable portion or ‘Whole of Site’ Management of the Complex as follows:

• PART A: Lifeguard Services; or

• PART B: Pool Operations and Maintenance Services; or

• PART C: Bluewater Lagoon Cafe operations. or

• Whole of Site being all three-above components.


MIN/16.08.2017 FOLIO 45702

Tenders were invited on the 3 June 2017, via Queensland Government’s Q-Tender website and

advertised locally in the Daily Mercury.

The following responses were received by the closing date of the 29 June 2017

Tenderer Location

Global Products Search Mackay

NQ Water Services Pty Ltd Mackay

Surf Life Saving Queensland (SLSQ) Mackay

Dysart Swimming School Dysart

Rock Paper Scissors Townsville

An initial compliance check was conducted on the 29 June 2017 to identify submissions that

were non-conforming with the requirements of the RFT. This included compliance with

contractual requirements and provision of requested information. All submitted tenders

appeared conforming.

All submissions were progressed through to the qualitative criteria assessment on the basis that

all terms, conditions and mandatory requirements of the RFT had been met.

However, during this initial compliance check it was identified that additional information was

required from each tenderer. A Tender Information Request (TIR) was issued during the

evaluation process to have all tenderers complete further clarifications.

Responses to the TIR’s were received and distributed to the evaluation panel members for

review.

A cost comparison of each of the tenderers submitted rates was compiled to show the lump sum

amounts for the 1st year.

Tender Submissions Tender Price

Part A -

Lifeguard

Services

Tender Price

B - Pool Ops

&

Maintenance

Tender Price

C - Café

Operations

Whole of Site

Dysart Swim Centre $ 698,220

Global Product

Search $ 433,450 $ 314,070

Included in

Whole of Site

pricing

$ 785,327 *

NQ Water Services $ 532,975 $ 297,353

Included in

Whole of Site

pricing

$ 830,328

SLSQ $ 499,638

Rock Paper Scissors

Licence fee

to be

determined

by Gross

Sales. (10%)


MIN/16.08.2017 FOLIO 45703

* Global Product Search Whole of Site cost incorporates an initial one off start-up cost of

$37,806.78 in the first year of operation. This cost includes a capital investment into the Café

whereby new fixtures and fittings will remain the property of Council at the end of contract.

In consideration of supporting local business and industry, Council’s Local Preference Policy

was applied. This policy is utilised by applying a price differential to the submitted price of

local respondents, for evaluation purposes only.

The evaluation panel met on 21 July 2017 to complete a final review and evaluations of the

submissions. During the evaluation, tenderers were assessed against the nominated qualitative

criteria, as published in the RFT, being:

a) Relevant Experience 20%

b) Key personnel skills and experience 20%

c) Tenderers’ Resources 25%

d) Demonstrated Understanding 20%

e) Tenderers Price 15%

Global Product Search Pty Ltd demonstrated the best value for money to Mackay Regional

Council based on the overall qualitative assessment and pricing results.

Part A – Lifeguarding – Global Product Search will engage Royal Lifesaving to provide labour,

expertise and ensure lifeguards meet and maintain stringent guidelines. Global Product Search

has provided an alternate rostering system which demonstrates possible efficiencies.

Part B – Maintenance – Global Product Search have nominated key personnel who have

previous experience in maintaining similar complexes.

Part C – Café – Global Product Search have provided a detailed business plan to promote the

café and engage more patrons for the benefit of the complex as a whole.

The evaluation panel recommends that awarding a "Whole of Site" contract will provide

Council with efficiencies in relation to demonstrated value for money, administrative savings

which will result in greater community benefits.

The evaluation panel recommends that Global Product Search Pty Ltd is awarded the contract

for the Provision of Services – Bluewater Lagoon commencing 1 September 2017 for

Lifeguard Services (Part A) and Bluewater Lagoon Cafe operations (Part C) with the

commencement of Pool Operations and Maintenance Services (Part B) being 8th December

2017. The completion date for the Whole of Site contract with be 31 August 2019 with the

option of three one year extensions each, at Council’s discretion.

• PART A: Lifeguard Services; or

• PART B: Pool Operations and Maintenance Services; or

• PART C: Bluewater Lagoon Cafe operations. or

• Whole of Site being all three-above components.

The evaluation of the submissions was conducted by:

• Supervisor Project & Operation Compliance Property Services


MIN/16.08.2017 FOLIO 45704

• Project Support Officer Property Services

• Contracts Officer Procurement and Plant


Consultation was conducted between Property Services and Procurement and Plant prior to the

Request for Tender being released.


Council resource commitments will involve administration of the contract. This will be

undertaken by internal staff and no resource implications are expected.

Description Amount Notes Provision of Services – Bluewater Lagoon

Expenditure to Date $0 New contract

Contract Price $1,532,847 Global Product Search

Project risks $0 Not required.

Council’s costs $0

Estimated Cost of Project $1,532,847

BUDGET

Budget for 17/18 $558,250 1.4501 – Lifeguard Operations.

$248,980 1.4502 – Pool Plant Services.

$39,600 1.4932 – Component of cleaning contract.

Forecast Budget for 18/19 $558,250 1.4501 – Lifeguard Operations.

$248,980 1.4502 – Pool Plant Services.

$39,600 1.4932 – Component of cleaning contract.

Total $1,693,660

BALANCE $160,813


This project involves the ‘Whole of Site’ management of the Bluewater Lagoon complex.

Council has completed due diligence on the submission to ensure any public risk within the

facility is minimised by ensuring proposed operators understand the significant risk and

Council is satisfied all requirements will be met. Having a single operator will ensure

responsibilities are not restricted. The proposed supplier has given assurance to Council there

will be no delay in the reopening of the complex from the Winter Season. Council will oversee

the management.

Conclusion

That awarding the contract to Global Product Search Pty Ltd represents the most advantageous

outcome and demonstrated value for money to Mackay Regional Council based on their


MIN/16.08.2017 FOLIO 45705

experience and their demonstrated understand of the scope of works and Councils

requirements. The contractual dates are as follows:

• 1 September 2017 for Lifeguard Services (Part A) and

• 1 September 2017 for Bluewater Lagoon Cafe operations (Part C)

• 8 December 2017 for Pool Operations and Maintenance Services (Part B)

The completion date for the Whole of Site contract with be 31 August 2019 with the option of

three one year extensions each, at Council’s discretion.


THAT Council award contract MRC 2017-076 – Provision of Services – Bluewater

Lagoon to Global Product Search Pty Ltd for the GST exclusive price of $1,532,847 for

the initial two-year period to 31 August 2019 (with an option for 3 x 1 year extensions at

Council's discretion) to commence as follows:

• 1 September 2017 for Lifeguard Services (Part A) and

• 1 September 2017 for Bluewater Lagoon Cafe operations (Part C)

• 8 December 2017 for Pool Operations and Maintenance Services (Part B)

The Director Organisational Services (DOS) spoke to the report and advised the tender is an

outcome from the First Principle Review that Council undertook and is a very good outcome

for Council with a modest operation savings over two (2) years of $160,000.

Cr Bella queried, for context, the total overall costs of running the Blue Water Lagoon for a 12

month period.

DOS advised in total, including internal costs, it is approximately $1.6M of which these

contracts are a sub-set of that expense.

Cr Bella queried the approximate attendance number for the Blue Water Lagoon for a 12 month

period, especially for the last 12 months.

DOS advised as there are not tickets for entry the numbers are manually counted and they are

consistently around 200,000 visitors to the facility each year.

Cr Bella queried of the attendance figures is there any demographic break down over the 12

month period.

DOS advised in the way the data is collected there is no hard data for this, however from staff

observation the biggest demographic user group is families with young children followed

closely by teenagers, and there is also a tourism component who use the facility. This can be

verified by viewing sites like Trip Advisor where the Blue Water Lagoon is the number one

listing of things to do in Mackay, with a significant number of positive reviews listed. It is a

very popular facility for both locals and tourists.


MIN/16.08.2017 FOLIO 45706

Cr Paton commented that the $160,000 savings is considerable over two (2) years and the

tenderers potential going forward is exciting.

Cr Walker queried if the $160,000 was savings on previous years or is it savings compared to

what the budget was.

DOS advised the saving is on what the budget was for $80,000 on the budget for 2017 and

$80,000 on the proposed budget for 2018.



Moved Cr Walker Seconded Cr May

CARRIED

10. CONSIDERATION OF NOTIFIED MOTIONS:

Nil

11. PUBLIC PARTICIPATION:

Nil

12. LATE BUSINESS:

Nil

13. CONFIDENTIAL REPORTS:

13.1 DRAFT AUDIT COMMITTEE MEETING MINUTES - 31 JULY 2017

Confidential


THAT the Committee minutes be received.


CARRIED


MIN/16.08.2017 FOLIO 45707

14. MEETING CLOSURE:

The meeting closed at 11.23 am.

15. FOR INFORMATION ONLY:

Nil

Confirmed on Wednesday 20 September 2017

………………………………………

CHAIRPERSON


MIN/16.08.2017 FOLIO 45708

APPENDIX / ATTACHMENTS


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corporate services standing committee final minutes · 2017. 8. 22. · final minutes corporate...

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