CITY of SWAN M I N U T E S TENDERS REVIEW COMMITTEE MEETING 4 APRIL 2012 HELD AT MIDLAND TOWN HALL COUNCIL CHAMBERS AT 5.00PM

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1 CITY of SWAN M I N U T E S TENDERS REVIEW COMMITTEE MEETING 4 APRIL 2012 HELD AT MIDLAND TOWN HALL COUNCIL CHAMBERS AT 5.00PM ATTENTION These minutes are subject to confirmation. Prior to acting on any resolution of the Council contained in these minutes, a check should be made of the minutes of the following Ordinary Meeting of Council to ensure that there has not been a correction made to the resolution. Page 1

2 TABLE OF CONTENTS 1. OPENING 3 2. ATTENDANCE AND APOLOGIES 3 3. DECLARATIONS OF FINANCIAL INTERESTS AND INTERESTS AFFECTING IMPARTIALITY 3 4. PUBLIC QUESTION TIME 3 5. CONFIRMATION OF PREVIOUS MINUTES 4 6. ITEMS OF BUSINESS 4 7. CONFIDENTIAL ITEMS RFT12CB200 - ELLENBROOK DISTRICT OPEN SPACE EARTHWORKS RFT12BD204 - SWAN RIVER FORESHORE STABILISATION WORKS (STAGES 6 AND 7) CONTRACT EXTENSION - DOG IMPOUNDMENT AND SCHEDULED PICKUP SERVICES WITHIN THE CITY OF SWAN FOR A FIVE YEAR PERIOD (RFT08SP10-SOR) RFT12AK198 - SUPPLY AND INSTALLATION OF SPORTS FLOODLIGHTING AT FARRALL OVAL, JECKS PLACE, STRATTON OTHER BUSINESS MEETING CLOSE 6 Page 2

3 OPENING PROCEDURES 1. OPENING The Executive Manager Corporate Services, Colin Cameron opened the meeting at 5.00pm. Mr Cameron called for nomination for Chairperson. RESOLVED UNANIMOUSLY that Cr Congerton be appointed as chairperson for this meeting. 2. ATTENDANCE AND APOLOGIES Councillors: Cr M Congerton Cr D Fardig Cr C Zannino Cr D Trease Ballajura Ward Altone Ward Swan Valley/Gidgegannup Ward Swan Valley/Gidgegannup Ward Staff (Observers): Mr C Cameron Mr J Coten Mr M Bishop Mr B Byrne Mr H Stenton Ms S McPherson Executive Manager Corporate Services Executive Manager Operations Executive Manager Community Services Manager Contracts and Procurement Manager Community Safety Coordinator Community Safety Apologies: Leave of Absence: Cr K Bailey North Ward Cr M Wainwright Altone Ward Cr T Williams Guilford Ward Cr M Haynes (Deputy) Ballajura Ward 3. DECLARATIONS OF FINANCIAL INTERESTS AND INTERESTS AFFECTING IMPARTIALITY Nil 4. PUBLIC QUESTION TIME Nil Page 3

4 5. CONFIRMATION OF PREVIOUS MINUTES RESOLVED UNANIMOUSLY to confirm Minutes of meeting held on 21 March ITEMS OF BUSINESS Nil 7. CONFIDENTIAL ITEMS The following report(s) are CONFIDENTIAL in accordance with Section 5.23(2) of the Local Government Act 1995 which permits the meeting to be closed to the public for business relating to the following: (a) a matter that if disclosed, would reveal - (i) (ii) (iii) a trade secret; information that has a commercial value to a person; or information about the business, professional, commercial or financial affairs of a person where the trade secret or information is held by, or is about, a person other than the local government. RESOLVED UNANIMOUSLY that the Committee meet behind closed doors, having regard to the provisions of s.5.23(e)(ii) and/or (iii) of the Local Government Act (Cr Congerton - Cr Färdig) 7.1 RFT12CB200 - ELLENBROOK DISTRICT OPEN SPACE EARTHWORKS Originating Officer - Craig Best, Graduate Engineer, Construction and Maintenance Reviewed For Compliance - Klara Schumacher, Contracts and Procurement Officer, Contracts and Procurement 1) Reject all Tenders; 2) Advise all Tenderers/Respondents accordingly; and 3) Publicly advertise the Tender with revised requirements and return to TRC for award. Page 4

5 7.2 RFT12BD204 - SWAN RIVER FORESHORE STABILISATION WORKS (STAGES 6 AND 7) Originating Officer - Ben de Haan, Project Manager, Project Management Reviewed for Compliance - Larry Miller - Contracts and Procurement Officer, Contracts and Procurement 1) Award the contract for the Swan River Foreshore Stabilisation Works (Stages 6 and 7) RFT12BD204 to Natural Areas Management and Services for the lump sum price of eighty seven thousand, six hundred and ninety three dollars and forty three cents ($87,693.43) excluding GST; and Advise all Tenderers/Respondents accordingly. 7.3 CONTRACT EXTENSION - DOG IMPOUNDMENT AND SCHEDULED PICKUP SERVICES WITHIN THE CITY OF SWAN FOR A FIVE YEAR PERIOD (RFT08SP10-SOR) Originating Officer - Shannon Macpherson, Coordinator, Community Safety Reviewed By Compliance - Cassandra Donegan, Contracts and Procurement Coordinator, Contracts and Procurement 1) Award the contract for the provision of dog impoundment and scheduled pick up services as per the specification to Julie's Boarding Kennels and Cattery for the extended period of 2 years for the schedule of rates as per the Tender Offer with the anticipated value of the contract being Three hundred and forty five thousand dollars (AUD $345,000.00) excluding GST; and Advise all Tenderers/Respondents accordingly. Page 5

6 7.4 RFT12AK198 - SUPPLY AND INSTALLATION OF SPORTS FLOODLIGHTING AT FARRALL OVAL, JECKS PLACE, STRATTON Originating Officer - Arnan Kartawijaya, Graduate Civil Engineer, Project Management Reviewed for Compliance - Larry Miller, Contracts and Procurement Officer, Contracts and Procurement 1) Award the contract for the Supply and Installation of Sports Floodlighting at Farrall Oval, Jecks Place, Stratton (RFQ12AK198) to Nilsen WA Pty Ltd for the lump sum price of ninety five thousand and two hundred dollars ($95,200.00), including a provisional sum of seven thousand, five hundred dollars ($7,500.00) excluding GST; and Advise all Tenderers accordingly. RESOLVED UNANIMOUSLY that the Committee no longer meet behind closed doors. 12. OTHER BUSINESS (Cr Trease - Cr Zannino) Cr Färdig requested that it be noted in the minutes his thanks to the Contract and Procurement Officers for their hard work and effort in producing a good standard of work reflected in tonight's tenders. 13. MEETING CLOSE Meeting declared closed at 5.05pm by Chairperson Cr Congerton. Confirmed as a true and accurate record of the Tender Review Committee meeting held on 7th April Chairman of the Tender Review Committee Signed Date Page 6