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Governance and Transparency Committee — 2020-12-03
1. Report - Governance and Transparency Committee No. 2020(04) of 19 November 2020
Resolution: Moved by Mayor Teresa Harding:
1. CONFIRMATION OF MINUTES - Governance and Transparency Committee No. 2020(04) of 19 November 2020
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Russell Milligan:
That the minutes of the Governance and Transparency Committee No. 2020(04) of 19 November 2020 be confirmed.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
OFFICERS’ REPORTS
2. Renewal of Lease to The Creche and Kindergarten Association Limited over 460-466 Redbank Plains Road, Redbank Plains
Resolution: Moved by Councillor Nicole Jonic:
2. Renewal of Lease to The Creche and Kindergarten Association Limited over 460-466 Redbank Plains Road, Redbank Plains
This is a report concerning the proposed renewal of a lease over part of land located at 460-466 Redbank Plains Road, Redbank Plains and described as Lease B in Lot 109 on RP124178 on SP243513 between Ipswich City Council (Council) to The Creche and Kindergarten Association Limited (C&K).
RECOMMENDATION
Moved by Councillor Nicole Jonic:
Seconded by Mayor Teresa Harding:
A. That Council apply the exception under section 236(1)(b)(ii) and 236(2) of the Local Government Regulation 2012 (Qld) (Regulation) and dispose of the valuable non-current asset located over part of 460-466 Redbank Plains Road, Redbank Plains and described as Lease B in Lot 109 on RP124178 on SP243513 (“the land”) directly and by leasehold interest to The Creche and Kindergarten Association Limited as a ‘Community Organisation’.
B. That Council enter into a Lease with The Creche and Kindergarten Association Limited (“the lessee”) for a period of 5 years .
C. That pursuant to section 257(1) of the Local Government Act 2009 , Council delegate the power to the Chief Executive Officer to authorise, negotiate and finalise the terms of the Lease, to be executed by Council and to do any other acts necessary to implement Council’s decision.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
Mentions: Redbank Plains Road · Redbank Plains · Ipswich
3. Surrender of Existing Lease and New Lease to The Australian Red Cross Society
Resolution: Moved by Mayor Teresa Harding:
3. Surrender of Existing Lease and New Lease to The Australian Red Cross Society
This is a report concerning the proposed termination of the existing lease to the Australian Red Cross Society over premises located in the Humanities Building, 56 South Street, Ipswich and the establishment of a new lease to the Australian Red Cross (Red Cross) in Council’s City Plaza Building located at 2 Bell Street, Ipswich.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Nicole Jonic:
A. That Council resolve to terminate the existing Lease with Australian Red Cross Society (Lease No. 601143245 as registered on Title) in Council’s Humanities Building located at 56 South Street, Ipswich and described as Lot 2 on CP864211.
B. That Council apply the exception under section 236(1)(b)(ii) and 236(2) of the Local Government Regulation 2012 (Qld) (Regulation) and dispose of the valuable non-current asset located Level 5, 2 Bell Street, Ipswich and described as part of Lot 1 on RP157021 (“the land”) directly and by leasehold interest to The Australian Red Cross as a ‘Community Organisation’.
C. That Council enter into a new Lease with the Australian Red Cross located on Level 5 of the Council City Plaza Building, 2 Bell Street, Ipswich and described as Lot 1 on RP157021 for a ten (10) year term on a nominal rental of one dollar ($1.00) per annum, if demanded.
D. That pursuant to section 257(1) of the Local Government Act 2009 , Council delegate the power to the Chief Executive Officer to authorise, negotiate and finalise the terms of the Lease, to be executed by Council and to do any other acts necessary to implement Council’s decision.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
Mentions: Bell Street · South Street · Ipswich
4. SAP Software Maintenance (Crystal Reports Licensing)
Resolution: Moved by Deputy Mayor Marnie Doyle:
4. SAP Software Maintenance (Crystal Reports Licensing)
This is a report seeking a Council resolution by Ipswich City Council (Council) to continue the annual licensing and maintenance renewal for Council’s Crystal Reports software with SAP Australia Pty Ltd (SAP).
This proprietary software was purchased in 2005 through a procurement process and its continued use is considered essential to Council. Crystal Reports is an embedded, critical and widely used data reporting application.
A resolution of Council is sought to allow the continuation of the renewal of the annual licensing and maintenance with SAP for up to five (5) further one (1) year periods to allow for cover until 23 February 2026, pending the implementation of the iVolve project.
SAP is meeting Council’s performance expectations for the provision of the licences and technical support and maintenance.
This is an estimated total cost of up to fifty-eight thousand, five hundred and twenty dollars ($58,520.00) excluding GST if the renewal is taken up for each of the five (5) years factoring in a 5% annual increase allowance. This is an average annual cost of approximately eleven thousand, seven hundred and four dollars ($11,704.00) (ex GST) over the full five (5) year period.
The attachment/s to this report are confidential in accordance with section 254J(g) of the Local Government Regulation 2012 as they include commercial in-confidence information.
RECOMMENDATION
Moved by Deputy Mayor Marnie Doyle:
Seconded by Councillor Kate Kunzelmann:
A. That Council resolve it is satisfied under section 235(b) of the Local Government Regulation 2012 (Regulation) that the exemption under s235(b) of the Regulation applies and that because of the specialised nature of the services that are sought, it would be impractical or disadvantageous for Council to invite quotes or tenders as SAP is the only specialist supplier reasonably available to continue to provide annual Licensing and Maintenance Support for Council’s Crystal Reports software for the following reason:
1. Due to the proprietary nature of the SAP Crystal Reports software there is no other Supplier that can provide the Licensing and Maintenance of this software that is required to enable the continued access to the reports that have been developed using said software and that are utilised Council-wide across a range of system applications.
B. That Council resolve it is satisfied to continue to renew the annual Licencing and Maintenance for the Crystal Reports software with SAP for up to five (5) further one (1) year periods to allow for cover until 23 February 2026, for an estimated total cost of up to fifty-eight thousand, five hundred and twenty dollars ($58,520.00) excluding GST if the renewal is taken up for each of the five (5) years factoring in a 5% annual increase allowance.
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 .
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
Mentions: Ipswich
4.1 New Item (Committees) - Matters Arising - Quarterly Report on iVolve
Resolution: Moved by Mayor Teresa Harding:
Matters Arising - Quarterly Report on iVolve
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Kate Kunzelmann:
That a quarterly report on iVolve be presented to council and that a briefing session be provided to councillors prior to submission of the report.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
5. Skidata Parking Equipment Maintenace Contract
Resolution: Moved by Deputy Mayor Marnie Doyle:
5. Skidata Parking Equipment Maintenace Contract
This is a report recommending a Care Ongoing Maintenance Contract – Recommended Service Agreement for the SKIDATA Parking Equipment, to cover all business hours labour to respond to issues and deliver preventative maintenance servicing.
Council’s primary purpose for utilising the SKIDATA parking equipment is to improve the parking equipment under the Car Park Management- Ipswich Central Contract.
This report recommends that Council resolves that the exception set out in section 235(b) of the Local Government Regulation 2012 applies and that Council proceeds with the engagement of SKIDATA Australasia Pty Ltd to deliver the preventative maintenance servicing of the existing SKIDATA Parking Equipment for the estimated sum of twenty thousand dollars excluding GST ($20,000) per annum for a three (3) year period, totalling $60,000 excluding GST.
The attachment/s to this report are confidential in accordance with section 254J(g) of the Local Government Regulation 2012 as they include commercial in-confidence information.
RECOMMENDATION
Moved by Deputy Mayor Marnie Doyle:
Seconded by Councillor Kate Kunzelmann:
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 parking equipment maintenance is to be undertaken on 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 SKIDATA Australasia is a specialised service supplier and the sole supplier of the existing parking equipment, capable of delivering the preventative maintenance servicing of the SKIDATA parking equipment.
C. That Council resolve to enter into a contract with SKIDATA Australasia for the preventative maintenance servicing of the SKIDATA parking equipment, for the total estimated sum of sixty thousand dollars excluding GST ($60,000) over a three (3) year period.
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
6. Capital Investment in Provisional Projects Policy
Resolution: Moved by Deputy Mayor Marnie Doyle:
6. Capital Investment in Provisional Projects Policy
This is a report concerning a proposed Policy for Capital Investment in Provisional Projects.
RECOMMENDATION
Moved by Deputy Mayor Marnie Doyle:
Seconded by Councillor Russell Milligan:
A. That the report be received and the contents noted.
B. That the policy titled ‘Capital Investment in Provisional Projects’ as outlined in the report by the Infrastructure Strategy and Planning Manager dated 11 November 2020, be adopted.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
7. Preferred Supplier Arrangement - Supply, Installation and Maintenance of Intelligent Transport Infrastructure System
Resolution: Moved by Mayor Teresa Harding:
7. Preferred Supplier Arrangement - Supply, Installation and Maintenance of Intelligent Transport Infrastructure System
This is a report concerning the recommendation to award Tender 14997 Supply, Installation, Commissioning and Maintenance of Intelligent Transport System Infrastructure and seek the Council’s approval to establish four (4) Preferred Supplier Arrangements with J & P Richardson Industries Pty Ltd (Primary Supplier), Downer EDI Works Pty Ltd (Secondary Supplier), GNB Energy Pty Ltd (Secondary Supplier) and Pensar Utilities Pty Ltd (Secondary Supplier) for the provision and installation and maintenance of Intelligent Transport Infrastructure System.
After undertaking an open tender and receiving a number of competitive offers, the Evaluation Panel has identified the abovementioned suppliers as the recommended preferred suppliers. All four (4) suppliers have demonstrated extensive experience providing the required services, offering an effective methodology which demonstrates a thorough understanding of Council’s requirements.
All four (4) suppliers offered a competitive price for the above referenced scope. The Primary supplier has been an incumbent supplier and has been employing local staff and supporting local business. Downer EDI Works Pty Ltd, GNB Energy Pty Ltd and Pensar Utilities Pty Ltd bring extensive experience in construction of minor builds components having supplied similar services to the neighbouring councils.
The cost of Supply, Installation, Commissioning and Maintenance of Intelligent Transport System Infrastructure is estimated at $2,094,440 (ex GST) for the total contract period of two (2) years with the option to extend the contract by two (2) x further, one (1) year periods. Further to those identified costs new minor capital builds are expected to cost approximately $2,400,000 (ex GST) over the full term of the contract as described in the Strategic Tender Evaluation Plan (STEP) document. The approximate total value of the contract is $4,494,440 (ex GST).
The attachment/s to this report are confidential in accordance with section 254J(g) of the Local Government Regulation 2012 as they include commercial in-confidence information.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Deputy Mayor Marnie Doyle:
A. That in accordance with s233 of the Local Government Regulation 2012 , Council approve a Preferred Supplier Arrangement for the Supply, Installation, Commissioning and Maintenance of Intelligent Transport System Infrastructure.
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 four suppliers as listed below, for Supply, Installation, Commissioning and Maintenance of Intelligent Transport System Infrastructure under a Schedule of Rates agreement to the estimated sum of four million and five hundred thousand dollars excluding GST ($4,500,000) (total cost if all extensions are executed), for a period of two (2) years with the option to extend the contract by two (2) x further, one (1) year periods.
1. Primary Supplier – J & P Richardson Industries Pty Ltd
2. Secondary Supplier – Downer EDI Works Pty Ltd
3. Secondary Supplier - Pensar Utilities Pty Ltd
4. Secondary Supplier – GNB Energy 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.
8. 2020-2021 Budget Amendment - November 2020
Resolution: Moved by Councillor Nicole Jonic:
8. 2020-2021 Budget Amendment - November 2020
This is a report concerning proposed amendment of the 2020-2021 budget, submitted in accordance with Section 170(3) of the Local Government Regulation 2012 .
RECOMMENDATION
Moved by Councillor Nicole Jonic:
Seconded by Mayor Teresa Harding:
That the proposed amended 2020-2021 Budget and Long Term Financial Forecast, as detailed in Attachments 1, 2, 3 and 5, to the report by the Chief Financial Officer dated 26 November 2020, be adopted.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
Jonic
The motion was put and carried.
NOTICES OF MOTION
Nil
MATTERS ARISING
Nil
PROCEDURAL MOTIONS AND FORMAL MATTERS
The meeting commenced at 10.47 am.
The meeting closed at 11.04 am.
Source: Ipswich City Council meeting minutes (CC BY 4.0).