Coffs Harbour City Council

21 January 2020

 

Extraordinary Council Meeting

 

The above meeting will be held in the Council Administration Building

Cnr Coff and Castle Streets, Coffs Harbour on:

 

Wednesday, 29 January 2020

 

The meeting commences at 5.00pm 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 Reports – Business Services

7.         Directorate Reports – Sustainable Infrastructure

8.         Close of Extraordinary Meeting

 

 

Steve McGrath

General Manager

 

 


Order of Business

 

  

Directorate Reports - Business Services

BS20/01          CitySmart Solutions Commercial Bids....................................................... 3

Directorate Reports - Sustainable Infrastructure

SI20/02           CoastalWorks Commercial Bids.................................................................... 6   


BS20/01       CitySmart Solutions Commercial Bids

Author:                        Director Business Services

Authoriser:                  Director Business Services

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 resolution 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 business 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 CitySmart Solutions commercial business unit in response to two 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 of the following tender responses from Council’s CitySmart Solutions commercial business unit:

1.       Client Tenterfield Shire Council – 08-19/20 – Tender for Tenterfield Flood Warning System; and

2.       Client Toowoomba Regional Council – WT19-19/20 – Cooby Dam Pumping Station Electrical Upgrade Design and Construction.

 

Report

Description of Item:

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

Tender #

Description

Client

Approx. Tender Value

Closing Date

Comments

08-19/20

Flood Warning System Upgrade

Tenterfield Shire Council

Expected value may exceed $250,000

12.02.2020

Design, Switchboard/Control Panel Build, onsite installation and commissioning

WT19-19/20

Cooby Dam Pumping Station Electrical Upgrade Design and Construction

Toowoomba Regional Council

Expected value may exceed $250,000

11.02.2020

Design, construction, install and commissioning of electrical switchboard and connections to switchboard

Issues:

The timeliness of the CitySmart Solutions 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 advancement of 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:

Risks are managed as part of project management.

Related Policy, Precedents and / or Statutory Requirements:

Nil.

Implementation Date / Priority:

Immediate upon resolution.

Conclusion:

Significant commercial revenue opportunities will be detrimentally impacted due to the inability of CitySmart Solutions 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.

  


SI20/02         CoastalWorks Commercial Bids

Author:                        Directorate Coordinator

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 current policy requires 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 three known tender opportunities issued by external agencies which will need to be submitted before Council’s next scheduled meeting in February 2020.

 

Recommendation:

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

1.       Client Port Macquarie Hastings Council – PMHC 899581 – Tender for construction of the Thrumster Recycled Water Mains Stages 3-8;

2.       Client Port Macquarie Hastings Council – PMHC 899572 – Tender for Sancrox Reservoir to Wauchope Water Trunk main;

3.       Client Lismore Shire Council – T2019/32 – Lismore water mains renewal program contracted package of works.

 

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

PMHC 899581

Construction of the Thrumster Recycled Water Mains Stages 3-8

Port Macquarie Hastings Council

Expected

contract

value

exceeds

$250,000

6.02.2020

Construct only

PMHC  899572

Sancrox Reservoir to Wauchope Water Trunk Main

Port Macquarie Hastings Council

Expected

contract

value

exceeds

$250,000

13.02.2020

Construct only

T2019/32

Lismore  Water Mains Renewal Program  Contracted Package of Works

Lismore Shire Council

Expected

contract

value

exceeds

$250,000

11.02.2020

Construct only

Issues:

The timeliness of the Coastal Works commercial bid process may be detrimentally impacted by the 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 may 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 prior to the resumption of the Ordinary Meeting cycle in February 2020.

This potential risk can be mitigated in the short term by adoption of the Recommendation.