Coffs Harbour City Council

05 January 2020

 

Extraordinary Council Meeting

 

The above meeting will be held in the Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour on:

 

Monday, 13 January 2020

 

The meeting will commence following closure of the 5.00pm Extraordinary Meeting

 and your attendance is requested.

 

 

AGENDA

 

1.         Opening of Extraordinary Meeting

2.         Acknowledgment of Country

3.         Disclosure of Interest

4.         Apologies

5.         Leaves of Absence

6.         Directorate Report – Sustainable Infrastructure

7.         Close of Extraordinary Meeting

 

 

Steve McGrath

General Manager

 

 


Order of Business

 

  

Directorate Reports - Sustainable Infrastructure

SI20/01           Coastal Works Commercial Bids................................................................... 3   


SI20/01         Coastal Works Commercial Bids

Author:                        Director Sustainable Infrastructure

Authoriser:                  Director Sustainable Infrastructure

MyCoffs:                      A.1 A vibrant and inclusive place

Attachments:              Nil

 

Executive Summary

A response to an external agency tender by a Council commercial business unit is in essence a “binding bid” in that it binds the business unit to enter a contract for the tendered works if the business unit’s tender submission is ultimately accepted as the winning bid by the external agency.

Council’s recent adoption of a motion to require all future contracts with a value exceeding $250,000 to be reported to Council prior to execution therefore also requires any commercial bid exceeding $250,000 from any of Council’s commercial units to also be reported to Council prior to it being submitted to an external agency.

The purpose of this report therefore is to request that Council authorises the release of Commercial Bids from Council’s Coastal Works Business Unit in response to five known tender opportunities issued by external agencies which will need to be submitted before Council’s next meeting in February 2020.

 

Recommendation:

That Council authorises the release the following Tender Responses from Council’s Coastal Works Commercial Business Unit:

1.       Client Tweed Shire Council – Tweed IRD63 – Tender for embankment slip repairs using no fines concrete blocks;

2.       Client Byron Shire Council – 2019-0046 – Tender for water main replacement connecting Yamble Reservoir with the reticulation network in Ocean Shores;

3.       Client Clarence Valley Council – Bushfire Natural Disaster – Armidale Road Bridge replacement, using rock anchors and “InQuik” modular bridge components;

4.       Client Clarence Valley Council – Bushfire Natural Disaster – Kangaroo Creek Road Bridge replacement, using bored piles and “InQuik” modular bridge components;

5.       Client Clarence Valley Council – Bushfire Natural Disaster – Ramornie Station Road Bridge replacement, using driven piles and “InQuik” modular bridge components.

 

Report

Description of Item:

The following commercial opportunities require the submission of bids from Council’s Coastal Works business unit prior to Council’s next scheduled meeting in February:

Tender #

Description

Client

Approx Tender Value

Closing Date

Comments

Tweed IRD63

Embankment Slip Repair

TSC

Expected contract value exceeds $250,000

15.01.2020

Repair of embankment slip using no fines concrete blocks.

2019-0046

Yamble Reservoir water main replacement

BSC

Expected contract value exceeds $250,000

29.01.2020

Replacement of existing water mains with various diameter Ductile Iron Cement Lined (DICL) pipes

Bushfire Natural Disaster

Armidale Road Bridge replacement

CVC

Expected contract value exceeds $250,000

15.01.2020

Bridge replacement employing rock anchors and “InQuik” modular bridge units

Bushfire Natural Disaster

Kangaroo Creek Road Bridge replacement

CVC

Expected contract value exceeds $250,000

15.01.2020

Bridge replacement employing bored piles and “InQuik” modular bridge units

Bushfire Natural Disaster

Ramornie Station Road Bridge replacement

CVC

Expected contract value exceeds $250,000

15.01.2020

Bridge replacement employing driven piles and “InQuik” modular bridge units

Issues:

The timeliness of the Coastal Works commercial bid process will be detrimentally impacted by the extensive period between Council’s last meeting on 12 December 2019 and the next scheduled meeting in February 2020.

Options:

1.   Adopt the recommendation.

2.   Forego the potential of external commercial revenue.

Sustainability Assessment:

•     Environment

There are no environmental issues arising from this report.

•     Social

There are no social issues arising from this report.

•     Civic Leadership

The recommended action is in line with Council’s resolved position and policy on commercial activities.

•     Economic – Broader Economic Implications

Council’s Long Term Financial Plan is predicated on a flow of non-rates revenue from its five commercial business units.

•     Economic - Delivery Program/Operational Plan Implications

The level of expenditure committed to in Council’s current Delivery Program is predicated on a stream of commercial revenue from Council’s commercial business units.

Risk Analysis:

Coastal Works operates a commercial risk reserve.

Consultation:

All internal stakeholders have been consulted.

Related Policy, Precedents and / or Statutory Requirements:

Coastal Works Commercial policy and practice.

Implementation Date / Priority:

Immediate upon resolution.

Conclusion:

Significant commercial revenue opportunities will be detrimentally impacted due to the inability of Coastal Works to submit commercial bids in response to opportunities tendered by external clients as a result of Council’s meeting calendar during the period December 2019 to February 2020.

The impact can be mitigated in the short term by adoption of the Recommendation.