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Governance and Transparency Committee — 2020-11-19
1. Extension of COVID-19 relief for selected fees and charges
Resolution: Moved by Deputy Mayor Marnie Doyle:
1. Extension of COVID-19 relief for selected fees and charges
This is a report concerning a proposed extension to Council’s COVID-19 fee relief initiative. Between 1 March and 30 September 2020, Council provided a range of discounts and waivers to selected fees and charges for the sectors of the economy most impacted by COVID-19 closures and social restrictions. It is proposed that selected discounts and fee waivers continue to be made available until 30 June 2021.
RECOMMENDATION
Moved by Deputy Mayor Marnie Doyle:
Seconded by Councillor Nicole Jonic:
That Council approve the proposed suite of COVID-19 relief measures in relation to fees and charges for the period 1 October 2020 to 30 June 2021, as outlined in Attachment 1.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
2. Grounds Maintenance and Associated Services
Resolution: Moved by Mayor Teresa Harding:
2. Grounds Maintenance and Associated Services
This is a report concerning the recommendation to award Tender 13482 Grounds Maintenance and Associated Services and seek the Council’s approval to establish Six (6) Preferred Supplier Arrangements with the following suppliers:
1. River City Garden & Lawn Pty Ltd
2. Savco Vegetation Services Pty Ltd
3. Sundai Vegetation Management Pty Ltd
4. GLG GreenLife Group Pty Ltd ATF GLG GreenLife Group Unit Trust
5. Skyline Landscape Services (QLD) Pty Ltd
6. Austspray Environmental Weed Control Pty Ltd
Grounds maintenance and associated services range from total maintenance of all turf and garden areas to mowing parks and footpaths to the maintenance of the Ipswich General Cemetery.
After undertaking an open tender and receiving twenty-nine (29) responses, the Evaluation Panel has identified these suppliers as the recommended preferred suppliers. They demonstrated extensive experience providing the required services, offering an effective methodology which demonstrates a thorough understanding of the Council’s requirements.
Of the recommended suppliers one (1) is a Local Businesses –Savco Vegetation Services Pty Ltd (head office in Ipswich at 134 Briggs Road, Raceview 4305), and River City Garden & Lawn has an Ipswich based branch/depot, the remainder indicated a willingness to support local industry.
Council’s estimated expenditure for Grounds Maintenance and Associated Services to Council assets under this agreement is estimated to cost $8,293,230.82 (ex GST) for the total contract period of three (3) years with the option to extend the Contract by two (2) x further, one (1) year periods. Expenditure with each supplier will not be distributed evenly, with total expenditure with some suppliers potentially exceeding $2,000,000 ex GST.
The attachment/s to this report are confidential in accordance with section 275(1)(g) of the Local Government Regulation 2012 as they include commercial in-confidence information.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Kate Kunzelmann:
A. That in accordance with s233 of the Local Government Regulation 2012 , Council approve a Preferred Supplier Arrangement for the supply of Grounds Maintenance and Associated Services .
B. That Council enter into a contract for the provision of Grounds Maintenance and Associated Services with the suppliers listed below for a period of three (3) years with the option to extend the contract by two (2) x further, one (1) year periods, for the estimated sum of eight million, two hundred and ninety three thousand, two hundred and thirty dollars and eighty two cents excluding GST ( $8,293,230.82) (total cost if all extensions are executed):
(a) River City Garden & Lawn Pty Ltd
(b) Savco Vegetation Services Pty Ltd
(c) Sundai Vegetation Management Pty Ltd
(d) GLG GreenLife Group Pty Ltd ATF GLG GreenLife Group Unit Trust
(e) Skyline Landscape Services (QLD) Pty Ltd
(f) Austspray Environmental Weed Control Pty Ltd
C. That the Chief Executive Officer be authorised to negotiate and finalise the term of the contract to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009 .
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
Mentions: Briggs Road · Ipswich · Raceview
3. SKIDATA Parking Software Upgrade
Resolution: Moved by Deputy Mayor Marnie Doyle:
3. SKIDATA Parking Software Upgrade
This is a report recommending the upgrade of SKIDATA V14 Parking Logic software licences to enable continuity of the parking system for Ipswich Central. Council’s primary purpose for utilising the SKIDATA software and equipment is to improve the parking system under the current Car Park Management-Ipswich Central Contract 13924.
There is a mandatory requirement to upgrade the existing software as the current Microsoft platform cannot support the new SKIDATA V14 Parking Logic licences.
Parking Management Software is the core of the SKIDATA vehicle access management solution and offers many new features that make operation more manageable and more profitable. Customers will experience their parking facilities with a higher standard of comfort and service.
This report recommends that Council resolve that the exception set out in section 235(b) of the Local Government Regulation 2012 applies. That Council proceeds with the engagement of SKIDATA Australasia Pty Ltd to update the parking software for the estimated sum of twenty-seven thousand dollars excluding GST ($27,000). SKIDATA is not a local business, however as it is the sole Australian licensee of the software currently used, no local business is able to perform this service.
The attachment/s to this report are confidential in accordance with section 275(1)(g) of the Local Government Regulation 2012 as they include commercial in-confidence information.
RECOMMENDATION
Moved by Deputy Mayor Marnie Doyle:
Seconded by Councillor Russell Milligan:
A. That Council note that a Car Park Management-Ipswich Central Contract (13924) was entered into with Point Parking Pty Ltd from 1 July 2019 to manage the Ipswich Central Car Park. The software license and equipment maintenance is to be done under the terms of the preventative equipment maintenance agreement held with Skidata Australasia Pty Ltd.
B. That Council resolve it is satisfied that the exception set out in section 235(b) of the Local Government Regulation 2012 (Regulation) applies and that due to the specialised nature of the system SKIDATA Australasia is the only service supplier that can supply the software to support Council’s existing Car Parking system.
C. That Council resolve to enter into a contract with SKIDATA Australasia for the upgrade of the SKIDATA V14 Parking Logic Software, for the estimated sum of twenty-seven thousand dollars excluding GST ($27,000).
D. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009 .
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
Mentions: Ipswich
4. Plumbing Trade Services Tender No. 15099
Resolution: Moved by Mayor Teresa Harding:
4. Plumbing Trade Services Tender No. 15099
This is a report concerning the recommendation to award Tender 15099 Plumbing Trade Services and seek the Council’s approval to establish three (3) Preferred Supplier Arrangements with O’Brien Electrical and Plumbing Coopers Plains (Primary Supplier), PlumbPro Plumbing Services (Secondary Supplier) and CVSG Asset Services Pty Ltd (Secondary Supplier) for the provision of Plumbing Trade Services.
After undertaking an open tender and receiving several competitive offers, the Evaluation Panel has identified the abovementioned suppliers as the recommended preferred suppliers. All three (3) suppliers have demonstrated extensive experience providing the required services, offering an effective methodology which demonstrates a thorough understanding of Council’s requirements.
All three (3) suppliers highlight support for employing local staff and supporting local business. O’Brien Electrical and Plumbing Cooper Plains are currently investigating establishing a local branch office within Ipswich, PlumbPro Plumbing Services (Secondary Supplier) are located within the local government area and CVSG Asset Services (Secondary Supplier) have indicated they have an established site office located at the RAAF Base Amberley, promoting Council’s Buy Ipswich Approach.
The cost to provide design, installation, compliance, maintenance and management of all plumbing for all Council owned and operated facilities and assets under this agreement are estimated to cost $5,619,195.47 (ex GST) for the total contract period of two (2) years with the option to extend the contract by three (3) x further, one (1) year periods.
The attachment/s to this report are confidential in accordance with section 275(1)(g) of the Local Government Regulation 2012 as they include commercial in-confidence information.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Russell Milligan:
A. That in accordance with s233 of the Local Government Regulation 2012 , Council approve a Preferred Supplier Arrangement with three (3) Suppliers for the supply of Plumbing Trade Services.
B. That Council resolve under s233(7) of the Local Government Regulation 2012 , it is satisfied that it will obtain better value for money by entering into a Preferred Supplier Arrangement for a term of more than two (2) years.
C. That Council enter into a Preferred Supplier Arrangement with three (3) suppliers as listed below, for the provision of Plumbing Trade Services under a Schedule of Rates agreement to the estimated sum of five million, six hundred and nineteen thousand, one hundred and ninety-five dollars and forty-seven cents excluding GST ($5,619,195.47)(total cost if all extensions are executed), for a period of two (2) years with the option to extend the contract by three (3) x further, one (1) year periods.
1. Primary Supplier – O’Brien Electrical and Plumbing Coopers Plains
2. Secondary Supplier – PlumbPro Plumbing Services
3. Secondary Supplier – CVSG Asset Services Pty Ltd
D. That the Chief Executive Officer be authorised to negotiate and finalise the term of the contract to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009 .
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
5. Oracle Licences, Maintenance and Support
Resolution: Moved by Councillor Kate Kunzelmann:
5. Oracle Licences, Maintenance and Support
This is a report seeking a Council resolution to continue the maintenance and support for Council’s Enterprise Resource Planning (ERP), Linux and Virtual Machine software with Oracle Corporation Australia Pty Limited (Oracle). This specialised software was purchased in 2007 through a procurement process and its continued use is considered essential. A resolution of Council is sought to allow the continued arrangement for the licences, maintenance and support with Oracle for up to five (5) years, expiring 24 May 2026, to ensure sufficient time for the full delivery of the iVolve Project (Council’s future ICT platform).
The attachment/s to this report are confidential in accordance with section 275(1)(g) of the Local Government Regulation 2012 as they include commercial in-confidence information’
RECOMMENDATION
Moved by Councillor Kate Kunzelmann:
Seconded by Deputy Mayor Marnie Doyle:
A. That Council resolve it is satisfied under section 235(b) of the Local Government Regulation 2012 (Regulation) that the exception applies and that Oracle, as the owner of the proprietary software, is a supplier providing specialised services in the form of licences, maintenance and support for Council’s current Enterprise Resource Planning (ERP), Linux and Virtual Machine software utilised for the management of Ipswich City Council’s critical and operational financial, purchasing, contract and asset information.
B. That Council enter into a contract with Oracle Corporation Australia Pty Limited for the provision of licences, support and maintenance of the ERP, Linux, Virtual Machine software and any other related software as provided by Oracle for a period of one (1) year with the option to extend the contract by up to four (1) one (1) year periods, for the estimated sum of three million, seven hundred and fifty thousand dollars excluding GST ($3,750,000) total cost if all extensions are executed.
C. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.
VARIATION TO MOTION:
Mayor Teresa Harding proposed a variation to the motion:
That Recommendation D as follows be included:
That information on the risk profile of this purchase, the benefits and the performance of the vendor to date, be provided prior to the Council Ordinary Meeting scheduled for 26 November 2020.
The mover and seconder of the original motion agreed to the proposed variation.
RECOMMENDATION
Moved by Councillor Kate Kunzelmann:
Seconded by Deputy Mayor Marnie Doyle:
A. That Council resolve it is satisfied under section 235(b) of the Local Government Regulation 2012 (Regulation) that the exception applies and that Oracle, as the owner of the proprietary software, is a supplier providing specialised services in the form of licences, maintenance and support for Council’s current Enterprise Resource Planning (ERP), Linux and Virtual Machine software utilised for the management of Ipswich City Council’s critical and operational financial, purchasing, contract and asset information.
B. That Council enter into a contract with Oracle Corporation Australia Pty Limited for the provision of licences, support and maintenance of the ERP, Linux, Virtual Machine software and any other related software as provided by Oracle for a period of one (1) year with the option to extend the contract by up to four (1) one (1) year periods, for the estimated sum of three million, seven hundred and fifty thousand dollars excluding GST ($3,750,000) total cost if all extensions are executed.
C. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.
D. That inf ormation on the risk profile of this purchase, the benefits and the performance of the vendor to date, be provided prior to the Council Ordinary Meeting scheduled for 26 November 2020.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
Mentions: Ipswich
6. Transparency and Integrity Hub - Publication of Councillor Expenses
Resolution: Moved by Mayor Teresa Harding:
6. Transparency and Integrity Hub - Publication of Councillor Expenses
This is a report concerning the Transparency and Integrity Hub and the publication of Councillor Remuneration and expenses.
Council resolved at its meeting on 27 April 2020 to enter a new era of transparency and integrity for Ipswich City Council through the implementation of a Transparency and Integrity Hub (the Hub).
The Hub was implemented from 1 July 2020 in line with the resolution of the Council, with information published to the extent considered lawful at that time, and with some operational constraints that impacted the ability to fulfil some deliverables to the full extent.
A Privacy Impact Assessment (PIA) was undertaken by an independent privacy consultancy firm as part of the implementation of the Hub and was published in full on the Hub on 1 July 2020.
In line with recommendation 19 of the PIA, an application for a waiver from its obligation to comply with the privacy principles in the public interest in line with section 157 of the Information Privacy Act 2009, in order for certain prescribed personal information of Councillors and Directors of controlled beneficial entities to be published on the Hub, was formally submitted to the Information Commissioner on 22 July 2020.
A report on the implementation of the Hub was considered and noted by the Governance and Transparency Committee and Council at meetings in August 2020.
On and from 23 July 2020, Council has been consulting with current and former Councillors and Directors of controlled beneficial entities seeking express consent for the publication of their personal information on the Hub. An update on that consultation is included in this report.
Council’s application for waiver continues to be under consideration with several exchanges of letters and further information provided since that time.
In order to best fulfil the Council’s resolution of 27 April 2020 concerning the publication of current Councillor expenses and reimbursements on the Hub, this report recommends a new resolution to publish current Councillor expenses only for those Councillors who have provided either express or implied consent for the publication of their personal information.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Russell Milligan:
A. That Council resolve that Councillor expenses for current serving Councillors are published only for those who have provided either their express or implied consent to their personal information being published on the Transparency and Integrity Hub.
B. That Council note that the application for a waiver from its obligation to comply with the privacy principles in the public interest in line with section 157 of the Information Privacy Act 2009 in order for certain prescribed personal information of Councillors and Directors of controlled beneficial entities to be published on the Transparency and Integrity Hub is proceeding.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
PROCEDURAL MOTIONS AND FORMAL MATTERS
The meeting commenced at 9.01 am.
The meeting closed at 9.17 am.
Mentions: Ipswich
Source: Ipswich City Council meeting minutes (CC BY 4.0).