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Finance and Governance Committee — 2024-12-03
2. Information Governance Policy
Resolution: Moved by Councillor Marnie Doyle:
2. Information Governance Policy
This is a report concerning the adoption of a new Information Governance Policy.
Recommendation
Moved by Councillor Marnie Doyle:
Seconded by Councillor Andrew Antoniolli:
That the policy titled ‘Information Governance Policy’ as detailed in Attachment 1 be adopted.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Tully Nil
Harding
Jonic
Doyle
Antoniolli
Madden
The motion was put and carried.
3. Repeal of Reward for Information Offered by Council Policy
Resolution: Moved by Councillor Paul Tully:
3. Repeal of Reward for Information Offered by Council Policy
This is a report concerning the proposed repeal of the Reward for Information Offered by Council Policy.
Recommendation
That the Reward for Information Offered by Council Policy (set out in Attachment 1) be repealed.
Councillor Paul Tully (Chairperson) proposed that the policy be deferred until the new year.
Recommendation
Moved by Councillor Paul Tully:
Seconded by Councillor Marnie Doyle:
That this matter be deferred until the first quarter of 2025.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Tully Nil
Harding
Jonic
Doyle
Antoniolli
Madden
The motion was put and carried.
Councillor Jacob Madsen arrived at the meeting at 10.24 am.
4. Concession for General Rates - Multiple properties
Resolution: Moved by Councillor Jim Madden:
4. Concession for General Rates - Multiple properties
This is a report concerning a request for a concession for general rates from National Affordable Housing Consortium Ltd for multiple properties.
“The attachment/s to this report are confidential in accordance with section 254J(3)(d) of the Local Government Regulation 2012 .”
Recommendation
Moved by Councillor Jim Madden:
Seconded by Councillor Andrew Antoniolli:
***
Table 1 ***
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Tully Nil
Madsen
Harding
Jonic
Doyle
Antoniolli
Madden
The motion was put and carried.
5. Procurement - 5343 Springfield Parkway Road Upgrade - Earthworks, Drainage, RE & Sleeper Walls
Resolution: Moved by Deputy Mayor Nicole Jonic:
5. Procurement - 5343 Springfield Parkway Road Upgrade - Earthworks, Drainage, RE & Sleeper Walls
This is a report concerning the recommendation to award Tender 5343 Springfield Parkway Road Upgrade - Earthworks, Drainage, RE & Sleeper Walls with the nominated supplier as per confidential Attachment 1 to undertake earthworks, drainage and the construction of sleeper walls as part of the Springfield Parkway and Springfield Greenbank Arterial Road Upgrade.
After an open market request for tender process, an evaluation panel has recommended one supplier for the undertaking of the trunk watermain relocation works as set out in Recommendation B below. The recommendation has been determined by the evaluation panel to offer Council the best value for money.
If Council is satisfied with the nominated supplier, the name of the supplier will be included in the Council’s resolution at Recommendation B.
“The attachment/s to this report are confidential in accordance with section 254J(3)(g) of the Local Government Regulation 2012 .”
Recommendation
Moved by Deputy Mayor Nicole Jonic:
Seconded by Councillor Marnie Doyle:
A. That pursuant to Section 228 of the Local Government Regulation 2012 (Regulation), Council award Tender No. 5343 Springfield Parkway Road Upgrade - Earthworks, Drainage, RE & Sleeper Walls .
B. That Council enter into a contractual arrangement with the Supplier identified in confidential Attachment 1 for the lump sum amount of four million and thirty-nine thousand seven hundred and forty-nine dollars and two cents ($4,039,749.02) excluding GST and the contingency amount as listed in confidential Attachment 1.
C. That pursuant to Section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.
D. That owing to the confidential nature of the recommendations, that once adopted by Council, the recommendations be made public.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Tully Nil
Madsen
Harding
Jonic
Doyle
Antoniolli
Madden
The motion was put and carried.
Mentions: Springfield Greenbank Arterial Road · Springfield Parkway Road · Springfield
6. Procurement - 5344 Trunk Watermain Relocation Works
Resolution: Moved by Deputy Mayor Nicole Jonic:
6. Procurement - 5344 Trunk Watermain Relocation Works
This is a report concerning the recommendation to award Tender 5344 Trunk Watermain Relocation Works with the nominated supplier as per confidential Attachment 1 to undertake the relocation and upgrade of the existing trunk water infrastructure at four locations as part of the Springfield Parkway and Springfield Greenbank Arterial Road Upgrade.
After an open market request for tender process, an evaluation panel has recommended one supplier for the undertaking of the trunk watermain relocation works as set out in Recommendation B below. The recommendation has been determined by the evaluation panel to offer Council the best value for money.
If Council is satisfied with the nominated supplier, the name of the supplier will be included in the Council’s resolution at Recommendation B.
“The attachment/s to this report are confidential in accordance with section 254J(3)(g) of the Local Government Regulation 2012 .”
Recommendation
Moved by Deputy Mayor Nicole Jonic:
Seconded by Councillor Jacob Madsen:
A. That pursuant to Section 228 of the Local Government Regulation 2012 (Regulation), Council award Tender No. 5344 Trunk Watermain Relocation Works.
B. That Council enter into a contractual arrangement with the Supplier identified in confidential Attachment 1 for the lump sum amount of four million one hundred and eighty-three thousand five hundred and eighty-seven dollars and fifty-eight cents ($4,183,587.58) excluding GST and the contingency amount as listed in confidential Attachment 1.
C. That pursuant to Section 257(1)(b) of the Local Government Act 2009 , Council resolve to delegate to the Chief Executive Officer the power to take “ contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.
D. That owing to the confidential nature of the recommendations, that once adopted by Council, the recommendations be made public.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Tully Nil
Madsen
Harding
Jonic
Doyle
Antoniolli
Madden
The motion was put and carried.
Mentions: Springfield Greenbank Arterial Road · Springfield
7. Procurement - Artifax Subscription
Resolution: Moved by Councillor Marnie Doyle:
7. Procurement - Artifax Subscription
This is a report seeking a resolution by Council to enter into a contract with Get Smart Consultancy Pty Ltd (Get Smart) for the provision of the Artifax Event Management Software that is used for the management of all venue bookings across Council.
The exception under section 235(a) of the Local Government Regulation 2012 applies as the incumbent supplier is the only authorised distributor of the Artifax software in the Asia-Pacific region meaning that there is only one supplier who is reasonably available to continue providing the system.
Recommendation
Moved by Councillor Marnie Doyle:
Seconded by Mayor Teresa Harding:
A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies as it is satisfied that there is only one supplier who is reasonably available for the provision of Artifax Event Management Software .
B. That Council enter into a contra ctual arrangement (Council file reference 240910-000166 ) with Get Smart Consultancy Pty Ltd , at an approximate purchase price of $ 60,000 excluding GST over the entire term, being an initial term of one (1) year, with options for extension at the discretion of Council (as purchaser), of an additional one (1) X one (1) year terms.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Tully Nil
Madsen
Harding
Jonic
Doyle
Antoniolli
Madden
The motion was put and carried.
8. Procurement - Payment Fraud Prevention
Resolution: Moved by Mayor Teresa Harding:
8. Procurement - Payment Fraud Prevention
This is a report seeking resolution by Council to enter into a contractual arrangement with Eftsure Pty Ltd (Eftsure) for the provision of a Payment Fraud Prevention solution.
The exception under section 235(b) of the Local Government Regulation 2012 applies due to the specialised nature of the services offered by Eftsure, rendering it impractical and disadvantageous for Council to invite written quotes for the provision of the Payment Fraud Prevention solution.
Recommendation
Moved by Mayor Teresa Harding:
Seconded by Councillor Marnie Doyle:
A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised nature of the services that are sought and it would be impractical and disadvantageous to invite quotes for the provision of Payment Fraud Prevention solution .
B. That Council enter into a contractual arrangement (Council file reference number 241101-000335 ) with Eftsure Pty Ltd , at an approximate purchase price of $ 125,000 excluding GST over the entire term, being a term of three (3) years, with no options for extension.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Tully Nil
Madsen
Harding
Jonic
Doyle
Antoniolli
Madden
The motion was put and carried.
Move into Closed Session
Recommendation
Moved by Councillor Paul Tully:
Seconded by Councillor Andrew Antoniolli:
That in accordance with section 254J(3)(g) of the Local Government Regulation 2012 , the meeting move into closed session to discuss Item 9 titled 5356 Ripley Road and Fischer Road Upgrade – Design & Construct.
The meeting moved into closed session at 10.29 am.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Tully Nil
Madsen
Harding
Jonic
Doyle
Antoniolli
Madden
The motion was put and carried.
Move into Open Session
Recommendation
Moved by Councillor Paul Tully:
Seconded by Councillor Andrew Antoniolli:
That the meeting move into open session.
The meeting moved into open session at 10.40 am.
Mentions: Fischer Road · Ripley Road · Ripley
9. 5356 Ripley Road and Fischer Road Upgrade - Design & Construct
Resolution: Moved by Councillor Andrew Antoniolli:
9. 5356 Ripley Road and Fischer Road Upgrade - Design & Construct
This is a report concerning the recommendation to award Tender 5356 Ripley Road and Fischer Road Upgrade – Design & Construct with the nominated supplier as per confidential Attachment 1 to undertake the upgrade of Ripley Road to a four-lane median-divided urban arterial road standard between the Cunningham Highway and Fischer Road. The upgrade works will also include upgrading the section of Fischer Road to a two-lane urban sub-arterial road standard from Nevis Road to Monterea Road.
After an open market expression of interest and request for tender process to the shortlisted tenderers, an evaluation panel has recommended one supplier for the undertaking of the Ripley Road and Fischer Road Upgrade as set out in Recommendation B below. The recommendation has been determined by the evaluation panel to offer Council the best value for money.
If Council is satisfied with the nominated supplier, the name of the supplier will be included in the Council’s resolution at Recommendation B.
“The attachment/s to this report are confidential in accordance with section 254J(3)(g) of the Local Government Regulation 2012 .”
Recommendation:
A. That pursuant to Section 228 of the Local Government Regulation 2012 (Regulation), Council award Tender No. 5356 Ripley Road and Fischer Road Upgrade – Design & Construct.
B. That Council enter into a contractual arrangement with the Supplier identified in confidential Attachment 1 for the lump sum amount of seventy-seven million four hundred and forty-four thousand six hundred and ninety-one dollars ($77,443,691.00) excluding GST and the contingency amount as listed in confidential Attachment 1.
C. That pursuant to the terms of Tender No. 5356 Ripley Road and Fischer Road Upgrade – Design & Construct, Council will reimburse the unsuccessful tenderer in the Stage 2 tender an amount not exceeding the cap provided upon receipt of an itemised cost list.
D. That pursuant to Section 257(1)(b) of the Local Government Act 2009 , Council resolve to delegate to the Chief Executive Officer the power to take “ contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.
E. That owing to the confidential nature of the recommendations, that once adopted by Council, the recommendations be made public.
It was noted that Recommendation B should have the words lump sum removed and that the amount of seventy-seven million four hundred and forty-four thousand should be replaced with seventy-seven million four hundred and forty-three thousand.
Recommendation
Moved by Councillor Andrew Antoniolli:
Seconded by Councillor Marnie Doyle:
A. That pursuant to Section 228 of the Local Government Regulation 2012 (Regulation), Council award Tender No. 5356 Ripley Road and Fischer Road Upgrade – Design & Construct.
B. That Council enter into a contractual arrangement with the Supplier identified in confidential Attachment 1 for the amount of seventy-seven million four hundred and forty-three thousand six hundred and ninety-one dollars ($77,443,691.00) excluding GST and the contingency amount as listed in confidential Attachment 1.
C. That pursuant to the terms of Tender No. 5356 Ripley Road and Fischer Road Upgrade – Design & Construct, Council will reimburse the unsuccessful tenderer in the Stage 2 tender an amount not exceeding the cap provided upon receipt of an itemised cost list.
D. That pursuant to Section 257(1)(b) of the Local Government Act 2009 , Council resolve to delegate to the Chief Executive Officer the power to take “ contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.
E. That owing to the confidential nature of the recommendations, that once adopted by Council, the recommendations be made public.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Tully Nil
Madsen
Harding
Jonic
Doyle
Antoniolli
Madden
The motion was put and carried.
NOTICES OF MOTION
Nil
MATTERS ARISING
Nil
QUESTIONS / GENERAL BUSINESS
Nil
PROCEDURAL MOTIONS AND FORMAL MATTERS
The meeting commenced at 10.20 am.
The meeting closed at 10.42 am.
*** Refer Council Ordinary Meeting of 12 December 2024 for amendment.
Mentions: Cunningham Highway · Fischer Road · Monterea Road · Nevis Road · Ripley Road · Ripley
Source: Ipswich City Council meeting minutes (CC BY 4.0).