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Governance and Transparency Committee — 2023-09-05
2. Procurement Update - Spend on Voluntary Home Buy Back (VHBB) Program
Resolution: Moved by Councillor Marnie Doyle:
2. Procurement Update - Spend on Voluntary Home Buy Back (VHBB) Program
This is a report concerning an update on the spend to date across the Register of Pre-qualified suppliers arrangement for the Voluntary Home Buy Back (VHBB) program as part of the Flood Recovery Program.
This report is for information.
RECOMMENDATION
Moved by Councillor Marnie Doyle:
Seconded by Deputy Mayor Russell Milligan:
A. That Council note the spend provided within this report on panel arrangement 19684, Provision of Demolition Services (Register of Pre-qualified Suppliers Arrangement)
B. That Council note the above panel was established on 1 February 2023, pursuant to Section 232 of the Local Government Regulation 2012.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
3. Procurement: Residential Kerbside Recycling Contract Extension
Resolution: Moved by Councillor Marnie Doyle:
3. Procurement: Residential Kerbside Recycling Contract Extension
This is a report concerning the extension of the current contract, (Council contract reference 17351) for Residential Glass and Kerbside Recycling Services with Visy Paper Pty Ltd (Visy). Extension of the current contract will ensure continuity of these essential services throughout the Ipswich City Council Local Government Area.
RECOMMENDATION
Moved by Councillor Marnie Doyle:
Seconded by Deputy Mayor Russell Milligan:
A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception continues to apply, because of the specialised nature of the services that are sought, it would be impractical to invite tenders for the provision of Residential Glass and Kerbside Recycling Services.
B. That the contractual arrangement (Council contract 17351) with Visy Paper Pty Ltd (Supplier) for Residential Glass and Kerbside Recycling Services be varied as follows:
(i) to amend the purchase price from $3,500,000.00 excluding GST to approximately $7,000,000.00 excluding GST over the entire term;
(ii) to amend the entire term from an initial term of two (2) years, with no options for extension; to an initial term of three (3) years, with options for extension by mutual agreement of the parties, of an additional one (1) X one (1) year term, or part thereof.
C. That Council enter into a deed of variation with the Supplier to appropriately amend the existing contractual arrangement.
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.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
Mentions: Ipswich
4. Procurement: 21665 Manufacture and Supply of Asphaltic Concrete
Resolution: Moved by Councillor Marnie Doyle:
4. Procurement: 21665 Manufacture and Supply of Asphaltic Concrete
This is a report concerning the manufacture and supply of asphaltic concrete from the Brisbane City Council Riverview Plant to support the delivery of Council’s Road Rehabilitation and Maintenance Program using the Government Entity exemption in the Local Government Regulation 2012 (Chapter 6 Section 235 (f)) at an approximate purchase price of $20,000,000.00 excluding GST over the entire term, being an initial term of five (5) years, with no options for extension.
“The attachment/s to this report are confidential in accordance with section 254J(3)(g) of the Local Government Regulation 2012 .”
RECOMMENDATION
Moved by Councillor Marnie Doyle:
Seconded by Deputy Mayor Russell Milligan:
A. That pursuant to Section 235(f) of the Local Government Regulation 2012 (Regulation), Council utilise government agency exception for the manufacture and supply of asphaltic concrete to complete Council’s Road Rehabilitation and Maintenance Program.
B. That Council enter into a contractual arrangement (A9312766) with Brisbane City Council at an approximate purchase price of $20 ,000,000.00 excluding GST over the entire term, being an initial term of five (5) years, with no options for extension.
C. That Council may enter into ancillary contractual arrangements with the supplier, as allowed by the government agency contractual arrangement.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
Mentions: Riverview
5. Procurement: Expression of Interest for Voice of Customer Platform - CX Program
Resolution: Moved by Mayor Teresa Harding:
5. Procurement: Expression of Interest for Voice of Customer Platform - CX Program
This is a report concerning the Voice of the Customer (VOC) procurement activity seeking resolution to undertake an Expression of Interest (EOI) to open market as the first part of the staged procurement process for the delivery of a VOC platform for Council. An EOI process will gather market knowledge and provide Council with the opportunity to seek a best fit for purpose solution/s to fulfill the needs of this crucial part of the Customer Experience (CX) Program. A summary report and further procurement pathway will be developed based on the EOI outcomes.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Kate Kunzelmann:
A. That pursuant to Section 228(3)(a) of the Local Government Regulation 2012 (Regulation), Council resolve that it would be in the public interest to invite expressions of interest before inviting written tenders for the provision of components required to deliver the Voice of the Customer Project and provide Council with an informed solution.
B. That pursuant to Section 228(3)(b) of the Regulation, Council’s reasons for making such resolution are that:
(i) it will allow Council to canvas the market for information to guide the project;
(ii) it will allow Council to identify parties with serious interest and ability, without putting all parties to the expense of submitting full tender responses at this early stage of the project;
(iii) it will save Council the expense of running a request for tender and evaluating it at this early stage of the project;
(iv) it will allow Council to evaluate the financial impact of the requirement.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
6. Procurement: Beanstack Application 3 year Premium Licence, Support & Maintenance
Resolution: Moved by Councillor Marnie Doyle:
6. Procurement: Beanstack Application 3 year Premium Licence, Support & Maintenance
This is a report seeking a resolution by Council to enter into a contract with Zoobean Inc (Zoobean) for the provision of the Beanstack application subscription for premium licence, support and maintenance. Zoobean Inc offers an application that creates personalized reading challenges, reading tracking, and literacy resources for readers.
This matter is required as officers seek Council resolution that the exception under section 235(b) of the Local Government Regulation 2012 applies to the specialised services provided by these community service products. The integration of the subscription product and the specialised support provided by the incumbent supplier means that there is only one supplier who is reasonably available to provide the continued subscription and support of this product.
A resolution of Council is sought to enter into a contract with Zoobean for a term of three (3) years for the licence, support and maintenance of the Beanstack application. This is an estimated total cost of approximately thirty thousand dollars ($30,000.00) excluding GST for the term of the contract
RECOMMENDATION
Moved by Councillor Marnie Doyle:
Seconded by Mayor Teresa Harding:
A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolves that the exception applies because of the specialised nature of the services that are sought and it would be impractical and disadvantageous to invite additional quotes for the provision of Beanstack Premium Licence, Maintenance and Support .
B. B. That Council enter into a contractual arrangement (Council file reference number 22447 ) with Zoobean Inc , at an approximate purchase price of $30,000 excluding GST over the entire term, being a term of three (3) years, with no options for extension.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
7. Procurement: Oracle Service Cloud (RightNow) Licence and Support
Resolution: Moved by Mayor Teresa Harding:
7. Procurement: Oracle Service Cloud (RightNow) Licence and Support
This is a report seeking a resolution by Council to enter into a contract with Deloitte Consulting Pty Ltd for the provision of the Oracle Service Cloud (RightNow) customer service system subscription renewal, support and ancillary related items.
This matter is required as officers seek Council resolution that the exception under section 235(b) of the Local Government Regulation 2012 applies to the specialised services provided by these operationally necessary products. The integration of the subscription product and the specialised support provided by the incumbent supplier means that there is only one supplier who is reasonably available to provide the continued subscription and support of this product.
Further, due to the identified iVolve dependency of the customer service system, it is more costly and disadvantageous to Council to tender for a different system until iVolve is able to deliver a final solution.
A resolution of Council is sought to enter into a contract with Deloitte Consulting Pty Ltd for up to two (2) years for the subscription, support and ancillary related items of Council’s current customer service system. This is an estimated total cost of approximately one million, three hundred thousand dollars ($1,300,000.00) excluding GST for the full two (2) year period.
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 the Oracle Service Cloud (RightNow) subscription renewal, support and ancillary related items .
B. That Council enter into a contractual arrangement with Deloitte Consulting Pty Ltd as required for up to the next two (2) years at an approximate purchase price of $1,300,000.00 excluding GST over two (2) year period.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
8. Procurement: Contract 14683 Kronos Software License and Services Agreement
Resolution: Moved by Mayor Teresa Harding:
8. Procurement: Contract 14683 Kronos Software License and Services Agreement
This a report seeking a resolution by Council to vary contract 14683 with existing supplier Kronos Australia Pty Ltd (Kronos) to add further extension options for up to two (2) years and five (5) months to continue the uninterrupted provision and servicing of critical Council systems whilst awaiting an iVolve outcome to be determined and actioned. The contract is for the provision of licencing, support and maintenance and other related ancillary items for the timekeeping component of Council’s core operational Human Resources Information System (HRIS).
This matter is required as officers seek Council resolution that the exception under section 235(a) of the Local Government Regulation 2012 applies to the uninterrupted continuation of this key HRIS system and associated components for the operational functionality and compliance required. The complex integration of the solution provided by the incumbent supplier means that there is only one supplier who is reasonably available to continue providing the system. Further, due to the identified iVolve dependency of the Human Resources Information System, it is more costly and disadvantageous to Council to tender for a different system until iVolve is able to deliver a final solution.
Granting of the resolution sought will increase the total value of the contract to approximately three hundred and ninety-three thousand dollars ($393,000.00) excluding GST for the full 6 year and 9-month term of the contract if all extension options are exercised. The value of the proposed contract extension is determined based on previous maintenance and additional licencing spend.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Deputy Mayor Russell Milligan:
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 the Kronos software, maintenance and associated components.
B. That the contractual arrangement 14683 with Kronos Australia Pty Ltd (Supplier) for the Kronos software, maintenance and associated components be extended for up to two (2) years and five (5) months as required at an approximate value of $160,118.43 (excluding GST) over the additional term (increasing the approximated contract value to $393,000.00 (excluding GST) over the entire extended term of the contract if all options are utilised) .
C. That Council vary the contract with the Supplier to appropriately amend the existing contractual arrangement.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
9. 2021-2022 Financial Statements for Controlled Entities
Resolution: Moved by Mayor Teresa Harding:
9. 2021-2022 Financial Statements for Controlled Entities
This is a report concerning the 2021-2022 Financial Statements for the following controlled entity of Ipswich City Council ( Council ):
• Ipswich Arts Foundation Trust.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Marnie Doyle:
That the report titled 2021-2022 Financial Statement for Controlled Entities, be received and the contents noted.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
Mentions: Ipswich
10. iVolve Progam Report September 2023
Resolution: Moved by Mayor Teresa Harding:
10. iVolve Progam Report September 2023
This is a report concerning the status of the iVolve Program and the Oracle Fusion project (the first project of the broader iVolve Program in the delivery phase).
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Marnie Doyle:
That the report be received and the contents noted.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
11. Strategic Advisor - iVolve Progam Report September 2023
Resolution: Moved by Mayor Teresa Harding:
11. Strategic Advisor - iVolve Progam Report September 2023
The purpose of this report is to provide assurance to the Governance and Transparency Committee regarding the status of the iVolve program. The iVolve Strategic Advisor, provided this assurance report to the 23 August 2023 Audit and Risk Management Committee.
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Marnie Doyle:
That the report titled Strategic Advisor – iVolve Program Report September 2023 be received and the contents noted.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
12. Ipswich City Council - 2024 Council and Committee Meetings Calendar
Resolution: Moved by Deputy Mayor Russell Milligan:
12. Ipswich City Council - 2024 Council and Committee Meetings Calendar
This is a report concerning the proposed 2024 Ipswich City Council – Council and Committee Meetings schedule from January to March. It should be noted that the January 2024 meeting time and date was resolved at the Council Ordinary Meeting of 24 November 2022 and has been included here for completeness.
RECOMMENDATION
Moved by Deputy Mayor Russell Milligan:
Seconded by Councillor Marnie Doyle:
A. That the 2024 January to March (inclusive) Council and Committee Meeting dates and times be adopted as detailed in Attachment 1 and as outlined below:
COUNCIL/COMMITTEE
MEETING DAY AND TIME
MEETING DATES
Council Ordinary Meeting
Thursday 9.00 am
25 January 2024
15 February 2024
Friday 9.00 am
1 March 2024
Growth, Infrastructure and Waste
Thursday 9.00 am
1 February 2024
22 February 2024
Governance and Transparency
Thursday - 10 minutes after the conclusion of the Growth, Infrastructure and Waste Committee or such later time as determined by the preceding committee
1 February 2024
22 February 2024
Community, Culture, Arts and Sport
Thursday - 10 minutes after the conclusion of the Governance and Transparency Committee or such later time as determined by the preceding committee
1 February 2024
22 February 2024
Economic and Industry Development
Thursday - 10 minutes after the conclusion of the Community, Culture, Arts and Sport Committee or such later time as determined by the preceding committee
1 February 2024
22 February 2024
Environment and Sustainability
Thursday - 10 minutes after the conclusion of the Economic and Industry Development Committee or such later time as determined by the preceding committee
1 February 2024
22 February 2024
Ipswich Central Redevelopment Committee
Thursday - 10 minutes after the conclusion of the Environment and Sustainability Committee or such later time as determined by the preceding committee
1 February 2024
22 February 2024
B. That the Chief Executive Officer, in consultation with the Mayor and Deputy Mayor, be authorised to amend the council and committee meeting dates and times if required, with notification of any amendment in accordance with section 254B(4) of the Local Government Regulation 2012 .
C. That the ten (10) minute break remain between each committee meeting or such later time as determined by the preceding Committee Meeting.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
Mentions: Ipswich
13. CEO Performance Appraisal FY2023
Resolution: Moved by Mayor Teresa Harding:
13. CEO Performance Appraisal FY2023
This is a report concerning the appraisal of the Chief Executive Officer (CEO) performance for the period 1 July 2022 to 30 June 2023, and the associated remuneration review.
“The attachment/s to this report are confidential in accordance with section 254J(3)(a) of the Local Government Regulation 2012 .”
RECOMMENDATION
Moved by Mayor Teresa Harding:
Seconded by Councillor Marnie Doyle:
A. That the CEO Performance Review Report FY2023 be noted.
B. That the CEO Annual Performance Agreement for FY2024 be noted.
*** C. That Council endorse the variation to the CEO’s Employment Contract.
D. That the Mayor be authorised to execute the Employment Contract Variation Agreement on behalf of Council.
AFFIRMATIVE NEGATIVE
Councillors: Councillors:
Madsen Nil
Milligan
Harding
Doyle
Kunzelmann
The motion was put and carried.
NOTICES OF MOTION
Nil
MATTERS ARISING
Nil
PROCEDURAL MOTIONS AND FORMAL MATTERS
The meeting commenced at 9.31 am.
The meeting closed at 9.49 am.
*** Refer Council Ordinary Meeting Minutes of 14 September 2023 for amendment.
Source: Ipswich City Council meeting minutes (CC BY 4.0).