Agenda of Assets and Infrastructure Committee

Georges River Council – Assets and Infrastructure Committee Meeting - Monday, 8 July 2019 Page 4

Committee Reports

Item: ASS019-19 Georges River Traffic Advisory Committee Meeting - 2 July 2019

Author: Coordinator Traffic & Transport

Directorate: Assets and Infrastructure

Matter Type: Committee Reports

Recommendation

That the recommendations contained within the minutes of the Georges River Traffic Advisory Committee Meeting held on 2 July 2019 be adopted by Council.

Executive Summary

1. The Minutes of the Georges River Traffic Advisory Committee Meeting held on 2 July 2019 are submitted to the Assets and Infrastructure Committee for consideration and to Council for adoption.

Background

2. The Traffic Advisory Committee Meeting of 2 July 2019 was held at Georges River Civic Centre commencing at 10.00am.

Financial Implications

3. Budget allocation

a. RMS Traffic Facilities Grant $400,000

b. Bus Stop Upgrade Program $60,000

4. Balance to date

a. RMS Traffic Facilities Grant $400,000

b. Bus Stop Upgrade Program $60,000

5. Estimated cost of works recommended by the Traffic Advisory Committee Meeting of 2 July is $21,400 to be allocated from the RMS Traffic Facilities Grant.

File Reference

D19/144209

ATTACHMENTS

Attachment ⇩1

Minutes - Traffic Committee 02 July 2019

Georges River Council – Assets and Infrastructure Committee Meeting - Monday, 8 July 2019 Page 12

Item: ASS020-19 Tender for Tree Removal, Pruning & Stump Grinding Services - T19/007

Author: Manager Infrastructure

Directorate: Assets and Infrastructure

Matter Type: Committee Reports

Recommendation

(a) That, under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accept the tenders that are recommended for T19/007 Tree Removal, Pruning & Stump Grinding Services.

(b) That the General Manager be authorised to sign the Contracts with the preferred Contractors on behalf of Council.

Executive Summary

1. The purpose of this report is to advise Council of the results of the tender process completed in accordance with Part 3, Division 1, Section 55 and Section 377 of the Local Government Act 1993, for the appointment of Tree Removal, Pruning & Stump Grinding Contractors and to seek a resolution from Council on entering into a contract with successful Tenderers to appoint as Principal Contractors to carry out a proportion of the planned and reactive tree works across the Georges River Council LGA.

2. This report explains the background for Council to decide if it wishes to enter into a contract with the principal contractors. The report details the tender process supporting the recommendation for Council’s consideration, with the confidential matters being contained within the confidential attachments.

Background

3. The existing Tree Services Contract for Georges River Council’s Tree Removal and Stump Grinding Services ends at 30 June 2019. Council has prepared a tender for a new contract for Tree Removal, Pruning & Stump Grinding Services to start in the 2019/20 financial year.

4. Council proposes to appoint four (4) Tree Removal, Pruning & Stump Grinding Service providers. The purpose of the contract is to undertake tree works on all public trees in streets, parks and reserves within Georges River Council LGA. Works include large-scale tree pruning, removal, planting as well as emergency assistance following storm events for all trees that are maintained by Council.

5. Council advertised a Request for Tenders on Tuesday the 2nd April, 3rd April and 6th April, 2019 with a view to appoint suitably qualified Tree Removal, Pruning & Stump Grinding Service providers to carry out the works under the proposed Contract Number T19/007. The tender closed on 30th April 2019 at 10:00am.

6. This report provides the information on the tendering process undertaken, the evaluation criteria, the tender evaluation process and the outcome.

7. The Director Assets and Infrastructure approved a Tender Evaluation Committee (TEC) for the Tender prior to advertising, and all tender documentation was reviewed by the Coordinator Parks & Waterways and Coordinator Procurement & Risk.

8. Tender documentation included:

a) RFT T19/007 – Tree Removal, Pruning & Stump Grinding Services Tender.

b) Title Page

c) Conditions of Tender

d) Tender Schedules

e) Pricing Schedule

f) Supply Agreement

g) Scope of Services

9. The Tender Evaluation Committee determined the Tender Evaluation Criteria prior to advertising of the tender. The essential criteria and mandatory criteria were determined as follows:

Essential Criteria

· Pricing:

Ø Hourly rates

· Tenderer Profile: Demonstrated experience of successfully providing services of a similar nature, size and complexity, noting current similar clients.

· Proven capacity to meet service commitments.

· Service standards methodology and implementation plan.

· Adherence to environmental management procedures.

Mandatory Criteria

· Insurances:

Ø Public Liability min. $20M

Ø Workers Compensation

Ø Comprehensive Vehicle(s) Insurance

· Compliance with quality assurance standards and systems of quality assurance.

· Degree of compliance with Work Health & Safety requirements.

· Conformity and compliance of the Tenderer’s submission with the RFT.

· Accreditation to BNG Conserve.

10. The tender closed at 10am Tuesday 30^th April 2019 in the presence of the Tender Opening Committee. Seven (7) submissions were received via Tenderlink from the following companies:

a) UAM & UASG Skilltech

b) Tree Serve

c) Sydney Arbor Trees Pty. Ltd.

d) Snipper Lawn mowing Maintenance Sales Pty. Ltd.

e) Plateau Tree Service

f) Asplundh Tree Expert

g) All Australian Arbor Services Pty. Ltd.

11. One (1) late tender submission was received from CJ Murphy Tree Recycling Services Pty. Ltd. and was not considered.

12. The TEC met on a single occasion, 14 May 2019, to review and accept the panel; understand the evaluation process including methodology and, sign the Conflict of Interest Declarations having been made aware of the identities of the tenderers.

13. The TEC completed the tender assessments and the evaluation process and identified tenders that represented best value for money.

14. The TEC recommends that under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accepts the preferred Contractors as outlined in the confidential attachment to this report.

Financial Implications

15. Within budget allocation.

Risk Implications

16. Operational risk/s identified and management process applied.

Community Engagement

17. Not applicable

File Reference

T19/007

ATTACHMENTS

Attachment 1	Confidential Report - Tree Removal Pruning Stump Grinding Services T19-007a (Confidential)
Attachment 2	Confidential - Company Searches for Tree Services Tender T19-007 (Confidential)

Georges River Council – Assets and Infrastructure Committee Meeting - Monday, 8 July 2019 Page 15

Item: ASS021-19 Tender for Cleaning and Inspection of Gross Pollutant Traps and Ancillary Services - SSROC 2018-02

Author: Manager Infrastructure

Directorate: Assets and Infrastructure

Matter Type: Committee Reports

Recommendation

(a) That, under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council endorses the recommendation by the SSROC to adopt a panel of contractors for the provision of Stormwater Management Services including Cleaning and Inspection of Gross Pollutant Traps and Ancillary Services.

(b) That the General Manager be authorised to sign contracts on behalf of Council with the recommended primary contractor and with any of the other preferred contractors as required to meet the Council’s requirements.

Executive Summary

1. The purpose of this report is to advise Council of the results of the tender process completed by the Southern Sydney Regional Organisation of Councils (SSROC) for the appointment of stormwater management services including Gross Pollution Trap (GPT) cleaning and to seek a resolution that Council adopt the panel of preferred contractors as outlined in the confidential attachment.

2. The tender was conducted in accordance with the Department of Local Government’s Tendering Guidelines, the Local Government Act 1993 and the Local Government (General) Regulation 2005.

3. The report details the tender process supporting the recommendation for Council’s consideration, with the confidential matters being contained within the confidential attachment.

Background

4. The Southern Sydney Regional Organisation of Councils (SSROC) incorporated on behalf of its member Councils invited a public tender for the provision of stormwater management services including Gross Pollution Trap (GPT) cleaning and fourteen (14) ancillary services, to achieve economies of scale and environmental benefits for the region. This tender process is a renewal and replacement of the current GPT contract in which Georges River Council is participating.

5. Tenders for the “Cleaning and Inspection of Gross Pollutant Traps and Ancillary Services” SSROC 2018-02 were publicly advertised in the Sydney Morning Herald, Daily Telegraph, SSROC website and tendersonline.com.au/inner west website on Tuesday, 16 October 2018. Tenders were closed and opened by the Inner West Council (host council) at 2 PM on Wednesday, 7 November 2018.

6. The tender assessment panel comprised of Council officers from Inner West Council, Bayside Council, Woollahra Council, Sutherland Council and SSROC representatives.

7. The request for tender (RFT) included the provision of fourteen (14) stormwater management services referred to as ancillary services, as listed below:

· Stormwater Inspection, Treatment and Harvesting

· Design and Construct / Install GPT Units

· Supply only of GPT Units

· Auditing of GPT units - Civil, Structural, Hydraulics, Performance and Maintenance

· Recycling and processing or disposal of waste collected

· Pipe and pit jetting, root cutting

· CCTV investigation of stormwater pipes

· Stormwater pipe, repairs, patching and point lining

· Non-destructive digging

· GPT cleaning and maintenance

· Removal of GPT

· Clean-up of open water bodies such as ponds, lakes, creeks and all other waterways

· Auditing of gross pollutant traps and biological components of waste and water

· Reporting and all other auxiliary services associated with the contract on an as required basis

8. The initial contract term is for three (3) years subject to satisfactory performance, which will be determined by member Councils and SSROC, with an option to extend for up to a further two (2) years (1 plus 1 years).

9. Ten (10) out of eleven (11) member councils participated in the contract including Georges River Council.

10. There were seven (7) submissions received from the following organisations:

a) Alfords Point Drain Inspections (Subsidiary Company: JJ Coleman Plumbing Pty Ltd)

b) Optimal Stormwater Pty Ltd

c) Pipe Management Australia Pty Ltd

d) R.A Bell Environmental & Company (trading as Bell Environmental)

e) Total Drain Cleaning Services Pty Ltd

f) ToxFree Australia Pty Ltd

g) Urban Asset Solutions Pty Ltd (Earlier known as Ecosol Pty Ltd)

11. All members of the Tender Evaluation Panel signed Pecuniary Interest Declarations. No pecuniary interests were noted. All submissions were assessed in accordance with the agreed approved evaluation criteria and weightings. All tenderers complied with all mandatory and statutory requirements of the tender. The relative combined non-price assessments of tenders as determined by the entire evaluation panel are listed in the confidential attachment.

12. The evaluation panel considered that not all tenderers could provide all of the listed services, and that some tenderers had strengths in some services and weaknesses in others. Overall, the evaluation panel created a “recommendation matrix” which highlighted which tenderers should be approached for which services. This matrix is contained in the confidential attachment. The evaluation panel proposes to engage all tenderers, while also proposing a recommendation matrix that guides councils as to how to approach the panel providers.

13. Georges River Council’s annual gross pollutant trap cleaning program was issued for costing and identification of the best value offer received. One contractor is recommended to provide this service as a primary contractor with the panel of other contractors as secondary providers in times of high demand or emergencies.

14. The competitive pricing received from the joint tender process achieved a reduction in costs when compared to the previous contract.

15. The SSROC recommends that under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accept the tenders as the successful Panel of Preferred Contractors for Stormwater Management Services including Cleaning and Inspection of Gross Pollutant Traps and Ancillary Services as outlined in the confidential attachment.

Financial Implications

16. Within budget allocation.

Risk Implications

17. Operational risk/s identified and management process applied.

File Reference

D19/135889

ATTACHMENTS

Attachment 1

Confidential Report - Tender for Cleaning and Inspection of Gross Pollutant Traps SSROC2018-02b (Confidential)

Georges River Council – Assets and Infrastructure Committee Meeting - Monday, 8 July 2019 Page 18

Item: ASS022-19 Catering and Hospitality Services Agreement - Netstrata Jubilee Stadium

Author: Executive Manager Premium Facilities and Properties

Directorate: Assets and Infrastructure

Matter Type: Committee Reports

Recommendation

(a) That under Section 178 (1) (a) of the Local Government (General ) Regulation 2005, Council accept the tender that is recommended for T19/006 Netstrata Jubilee Stadium Catering and Hospitality Services as outlined in the confidential attachment.

(b) That the General Manager be authorised to sign the Contract with the preferred tenderer on behalf of Council.

Executive Summary

1. The purpose of this report is to advice Council of the results of the tender process completed in accordance with Part 3, Division 1, Section 55 and Section 377 of the Local Government Act 1993, for the T19/006 Netstrata Jubilee Stadium Catering and Hospitality Services Agreement and to seek a resolution from Council to enter into a Contract with the successful Tenderer to provide the Catering and Hospitality Services at Netstrata Jubilee Stadium.

2. This report explains the background for the Council to decide if it wishes to enter into a Contract with the entity recommended as the successful Tenderer. The report details the tender process supporting the recommendation for Council’s consideration, with the confidential matters being contained in the confidential attachments.

Background

3. Georges River Council resumed control of what was known as Jubilee Oval in March 2017 after a period of some 25 years of the venue being leased to the St George Illawarra Rugby League Football Club.

4. In the interests of continuity and a transition to Council management, an agreement was reached with the existing caterer at the venue, Venues Live, to continue to provide the catering services for a 12 month period with an option for Council to extend to a further 12 months.

5. The extension expired in April 2019 and the General Manager directed that the catering and hospitality services at Jubilee Stadium must be the subject of an open tender.

6. The Director Assets and Infrastructure appointed a Tender Evaluation Committee for the Tender prior to advertising, and all tender documentation was reviewed by the Director and Manager, Premium Facilities prior to issuing.

7. Tender documentation included:

a. RFT T19/006 – Catering and Hospitality Services Agreement

b. Conditions of Tendering

c. Returnable Schedules

d. Scope of Services including retail and corporate catering floorplans

8. Norton Rose Fulbright acted as Probity Advisor for the Tender Process.

9. The Tender Evaluation Committee determined the Tender Evaluation Criteria prior to advertising of the tender. The essential criteria and mandatory criteria was determined as follows:

Essential Criteria

1. Best Value for Money – Tenderer’s commercial offer

2. Financial stability and capability to deliver the catering and hospitality services

3. Capability, experience and depth of experienced and qualified key personnel to perform the required range of services

4. Innovation to enhance the food and beverage experience for corporate and retail outlets

5. Proposed marketing plan for non-event day business

6. Strategy to address single use plastics and environmental treatment of waste (food and packaging)

Mandatory Criteria:

Insurances:

a. Public Liability min. $20M;

b. Professional Indemnity Insurance – minimum of $10 million

c. Workers Compensation – minimum requirements by law

Other:

d. Conformity with Tender submission requirements

e. WH&S Plan

f. Presentation of Tender

10. T19/006 Netstrata Jubilee Stadium Catering and Hospitality Services Tender was advertised in the Sydney Morning Herald on 14^th, 15^th and 17^th May 2019 and posted on Tenderlink on 15^th May 2019.

11. The tender closed on Wednesday 12 June 2019 at 10.00am in the presence of the Tender Opening Committee. Two (2) tenders were received via Tenderlink/Tender Box from the following companies:

(a) Gema Group

(b) Venues Live Management Services (NSW) Pty Ltd

12. The Tender Evaluation Committee individually assessed the submissions, and met on 18 June 2019 to review the tenders and to seek clarifications. Details of the Tender Evaluation Committee and these meetings are provided in the confidential attachment.

13. The Tender Evaluation Committee completed the tender assessment and the evaluation process and identified a tender that, having regard for all the criteria, is most advantageous to Council.

14. The Tender Evaluation Committee recommends that under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accepts the tender identified as the preferred Contractor as outlined in the confidential report.

Financial Implications

15. Within budget allocation.

Risk Implications

No risks identified.

Community Engagement

16. Community engagement is not required.

File Reference

T19/006

ATTACHMENTS

Attachment 1	Assessment Worksheet - T19/006 - TEC Final (Confidential)
Attachment 2	Confidential Report - Netstrata Jubilee Stadium Catering and Hospitality Services Tender - T19/006 (Confidential)

Georges River Council – Assets and Infrastructure Committee Meeting - Monday, 8 July 2019 Page 22

Item: ASS023-19 T18/063 Tender for the Refurbishment of the Riverwood Park Sports Amenities Building

Author: Acting Manager, Project Delivery

Directorate: Assets and Infrastructure

Matter Type: Committee Reports

Recommendation

a) That under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accept the tender that is recommended for T18/063 Tender for the Refurbishment of the Riverwood Park Sports Amenities Buildings as outlined in the confidential attachment.

b) That the General Manager be authorised to sign the Contracts with the preferred Contractor on behalf of Council.

c) That Council inform unsuccessful Tenderers of the resolution.

Executive Summary

1. The purpose of this report is to advise Council of the results of the tender process completed in accordance with Part 3, Division 1, Section 55 and Section 377 of the Local Government Act 1993, for T18/063 Tender for the refurbishment of the Riverwood Park Sports Amenities Buildings and to seek resolution from Council on entering into a Contract with a successful Tenderer to appoint as the Principal Contractor to carry out the proposed contract works.

2. This report explains the background for Council to decide if it wishes to enter into a contract with the entity recommended as the Principal Contractor. The report details the tender process supporting the recommendation for Council’s consideration, with the confidential matters being contained within the confidential attachments.

Background

3. The existing amenity buildings at Riverwood Park, Riverwood have reached the end of their serviceable lifespan and are due for replacement. Council has begun replacing public amenities buildings, as required, using standardised designs based on the needs of each individual park.

The scope of works under this tender for the Refurbishment of Riverwood Park Sports Amenities Buildings includes:

a. Provision of services including sewerage, water and power to the site

b. Refurbishment of building A:

i. Change room refurbishment

ii. Construction of new canteen

iii. Construction of new storage area

c. Refurbishment of building B:

i. Construction of new change rooms

ii. Refurbishment of existing canteen

iii. Construction of new store room

d. Demolition of building C:

i. Capping of all redundant services

4. Accordingly, tender documentation was then prepared for the Refurbishment of Riverwood Park Sports Amenities Building Riverwood.

5. The Director Assets and Infrastructure appointed a Tender Evaluation Committee for the Tender prior to advertising, and all tender documentation was reviewed by the Manager Project Delivery prior to issuing.

6. Tender documentation included:

a. RFT T18/063– Refurbishment of Riverwood Park Sports Amenities Buildings

b. General Conditions of Contract Incorporating AS 4000 - 1997 (as amended)

c. Returnable Schedules

d. Scope of Works, Technical Specifications and Construction Drawings

e. Geotechnical report

7. The Tender Evaluation Committee determined the Tender Evaluation Criteria prior to advertising of the tender. The essential criteria and mandatory criteria was determined as follows:

Essential Criteria

1. Best value for money

a. Price and trades break-up in accordance with the provided Bill of Quantities; and

b. Schedule of hourly rates

2. Demonstrated capacity and technical ability to carry out the works

a. Specific experience and expertise in similar works;

b. Company profile; current commitments for main and sub-contractors; and

c. Plant and equipment available to complete the works.

3. Demonstrated managerial and technical capability, qualifications, experience

a. Quality experience and quality references of the Tenderer;

b. Nominated site personnel CVs and previous work history; and

c. Nominated sub-contractors CVs and previous work history with the Tenderer.

4. Capacity to achieve the program

a. Proven capacity to meet deadlines;

b. Program shows critical paths and detailed tasks required to achieve deliverables for the project; and

c. Sequencing of the works.

5. Proposed methodology

a. Traffic and pedestrian management plan;

b. Storage of materials and disposal of waste (including potential asbestos)

c. Appropriate systems and procedures to comply with all applicable WHS and environmental obligations

Mandatory Criteria:

Insurances:

a. Public Liability min. $20M;

b. Workers Compensation; and

c. Comprehensive Vehicle(s) Insurance.

8. T18/063 Refurbishment of Riverwood Park Sports Amenities Building was advertised in the Sydney Morning Herald and Tenderlink on 21 May, 23 May and 25 May 2019.

9. Twenty six (26) Requests for Information were issued during the tender period.

10. TENDERS RECEIVED

The tender closed at 10am Wednesday 19 June 2019 in the presence of the Tender Opening Committee. Council’s Tender Opening Committee (TOC) then proceeded to open the tender boxes in accordance with the Council’s Procedure for Opening of Tenders in the presence of the Independent Observer. Firstly the Council’s physical Tender Box located at the Council’s Foyer was opened and the tenders received were recorded. There were no Tenderers present at the opening of the physical Tender Box. There were no tenders received in the physical Tender Box at the time of closing.

The Tender Opening Committee then opened the secure electronic tender boxes: www.tenderlink/georgesriver.com.au and Council’s electronic tender box, tenders@georgesriver.nsw.gov.au.

The Thirteen (13) tenders received via Tenderlink from the following companies:

a. Lloyd Group Pty Ltd

b. 2020 Projects Pty Ltd

c. Madic Constructions Pty Ltd

d. The Trustee for The Adaptive Trust ta Dezign Interiors

e. J+CG Constructions

f. Matrix Group Co Pty Ltd

g. Morabito Constructions Pty Ltd

h. Makki Constructions

i. Rock Build Developments

j. Holder Constructions Pty Ltd

k. Sullivans Constructions

l. Raguz Building Services

m. Andrick Construction Group Pty

No late submissions were received.

As at Close of Business on 19 June 2019 all tenders recorded in the Council’s Document Management System (TRIM) by the Records Department.

The Tender Evaluation Committee met to review and accept the Tender Evaluation Plan; understand the evaluation process including methodology and, sign the Conflicts of Interest Declarations having made aware of the identities of the Tenderers

The Tender Evaluation Committee then proceeded to assess and evaluate the tenders against the evaluation criteria stated in the Request for Tender and in accordance with the Tender Evaluation Plan and identified the tender that represents best value for money. Details of the Tender Evaluation Committee assessment are provided in the confidential attachment.

The Tender Evaluation Committee recommends that under Section 178 (1) (a) of the Local Government (General) Regulation 2005, Council accepts the tender identified as the preferred contractor as outlined in the confidential attachment to this report.

Financial Implications

11. Within budget allocation.

Risk Implications

12. No risks identified.

Community Engagement

13. Community engagement will be conducted including a notification to all residents advising them of the works and nominated Contractor for the site. Under the State Environmental Planning Policy (Infrastructure) 2007, a development application is not required for these works.

File Reference

< Enter Records Reference Number Here >

ATTACHMENTS

Attachment 1	Confidential Attachment A - T18-063 Refurbishment of Riverwood Park Sports Amenities Buildings - Final Collated Results (Confidential)
Attachment 2	Confidential Attachment B - T18-063 - Refurbishment of Riverwood Park Sports Amenities Building (Confidential)