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Minutes

 

OF Special
COUNCIL MEETING

HELD ON

Tuesday 9 January 2018

AT 6:02pm

In Council Chamber, 25 Ferres Boulevard, South Morang


Special Council Minutes                                                                   Tuesday 9 January 2018

 

 

 

COUNCILLORS

 

KRIS PAVLIDIS                               MAYOR, SOUTH WEST WARD

LAWRIE COX                                   SOUTH WEST WARD

STEVAN KOZMEVSKI                   SOUTH WEST WARD

CAZ MONTELEONE                       SOUTH WEST WARD

EMILIA LISA STERJOVA               DEPUTY MAYOR, NORTH WARD

TOM JOSEPH                                  NORTH WARD

RICKY KIRKHAM                            NORTH WARD

SAM ALESSI                                    SOUTH EAST WARD

ALAHNA DESIATO                         SOUTH EAST WARD

NORM KELLY                                  SOUTH EAST WARD

MARY LALIOS                                 SOUTH EAST WARD


Special Council Minutes                                                                   Tuesday 9 January 2018

 

 

 

SENIOR OFFICERS

 

 

SIMON OVERLAND                          CHIEF EXECUTIVE OFFICER

RUSSELL HOPKINS                         DIRECTOR COMMUNITY SERVICES

STEVE O’BRIEN                                DIRECTOR PLANNING AND MAJOR PROJECTS

CARL PARTRIDGE                           ACTING DIRECTOR CITY TRANSPORT & PRESENTATION

HELEN SUI                                        DIRECTOR CORPORATE SERVICES

LIANA THOMPSON                          DIRECTOR PARTNERSHIPS & ENGAGEMENT

MICHAEL TONTA                              MANAGER GOVERNANCE

 

 


Special Council Minutes                                                                   Tuesday 9 January 2018

 

 

ORDER OF BUSINESS

 

The Chief Executive Officer submitted the following business:

 

1.            Opening.. 7

1.1         MEETING OPENING AND PRAYER.. 7

1.2         ACKNOWLEDGMENT OF TRADITIONAL OWNERS STATEMENT.. 7

1.3         Present.. 7

1.4         MAYORAL STATEMENT TO GALLERY.. 7

2.            Apologies.. 8

3.            Declarations of Interest.. 8

4.            confirmation of minutes of previous meetings.. 8

5.            Officers’ Reports.. 9

5.1         Planning and Major Projects.. 9

5.1.1       CONSTRUCTION OF THE MOSAIC RECREATION RESERVE CONTRACT 2017-160 - TENDER EVALUATION REPORT. 9

6.            Confidential Business.. 13

6.1         Community Services.. 13

6.1.1       Mill Park Leisure Centre Redevelopment Staging Plan.. 13

6.2         City Transport and Presentation.. 13

6.2.1       PRACC Future Directions.. 13

7.            Closure.. 13

 

 

Note:

In these Minutes, Resolutions adopted by Council are indicated in bold text.

 

 

 


Special Council Minutes                                                                   Tuesday 9 January 2018

 

1.         Opening

1.1       MEETING OPENING AND PRAYER

The Chief Executive Officer opened the meeting with a prayer at 6.02PM.

1.2       ACKNOWLEDGMENT OF TRADITIONAL OWNERS STATEMENT

On behalf of the City of Whittlesea, the Mayor recognised the rich Aboriginal heritage of this country and acknowledged the Wurundjeri Willam Clan as the Traditional Owners of this place.

1.3       Present

Members:

Cr Kris Pavlidis                    Mayor (South West Ward)

Cr Lawrie Cox                     Councillor (South West Ward)

Cr Stevan Kozmevski         Councillor (South West Ward)

Cr Caz Monteleone             Councillor (South West Ward)

Cr Tom Joseph                    Councillor (North Ward)

Cr Emilia Lisa Sterjova        Deputy Mayor (North Ward)

Cr Norm Kelly                      Councillor (South East Ward)

Cr Sam Alessi                      Councillor (South East Ward)

Cr Alahna Desiato               Councillor (South East Ward)

Cr Mary Lalios                     Councillor (South East Ward)

Officers:

Mr Simon Overland             Chief Executive Officer

Mr Steve O’Brien                 Director Planning and Major Projects

Mr Russell Hopkins             Director Community Services

Mr Carl Partridge                 Acting Director City Transport & Presentation

Ms Helen Sui                       Director Corporate Services

Ms Liana Thompson            Director Partnerships & Engagement

Mr Michael Tonta                Manager Governance

1.4       MAYORAL STATEMENT TO GALLERY

After welcoming members of the gallery to the meeting, the Mayor Cr Pavlidis advised members of the gallery that two reports on tonight’s agenda are proposed to be considered in the closed section of the agenda as they contain confidential information. 

The first report relates to the Mill Park Leisure Centre Redevelopment Staging Plan which contains confidential contractual information.  The second report  relates to the PRACC Future Directions which contains confidential personnel information.

The Mayor Cr Pavlidis advised members of the gallery that they are welcome to stay and hear the discussion on the Mosaic Recreation Reserve report but will be asked to leave the Council Chamber at the conclusion of that item.

 

 

 

2.         Apologies

Apology

An apology was received on behalf of Cr Kirkham.

Council Resolution

Moved:                       Cr Cox

Seconded:               Cr Joseph

 

THAT the Councillor's apology be received and leave be granted.

Carried

3.         Declarations of Interest

            NIL

4.         confirmation of minutes of previous meetings

Council Resolution

Moved:                       Cr Alessi

Seconded:               Cr Kozmevski

 

THAT Council resolve that the following Minutes of the preceding meeting as circulated, be confirmed:

Ordinary Meeting of Council held 12 December 2017; and

Adjourned Meeting of Council held 18 December 2017.

Carried


5.         Officers’ Reports

5.1       Planning and Major Projects

5.1.1    CONSTRUCTION OF THE MOSAIC RECREATION RESERVE CONTRACT 2017-160 - TENDER EVALUATION REPORT

File No:                                  195775

Attachments:                        1        Contract 2017-160 Tender Evaluation Summary - Confidential    

The attachment is presented to Council as a confidential document on the basis that it contains details relating to contractual matters, in accordance with Section 89(2)(d) of the Local Government Act 1989.

Responsible Officer:           Director Planning & Major Projects

Author:                                  Senior Contracts Executive    

Report

executive Summary

This report summarises the tender evaluation outcome of contract number 2017-160 for the Construction of the Mosaic Recreation Reserve.  

The tender evaluation panel recommends award of the contract to 2Construct Pty Ltd for the lump sum price of $6,469,469.

Background

The purpose of this contract is for the construction of the Mosaic Recreation Reserve.  The scope of works includes the following:

·    One 900 m2 community soccer pavilion;

·    One synthetic surface soccer pitch;

·    One grass surface soccer pitch;

·    Rooball area;

·    Car park;

·    Lighting for car park and synthetic pitch; and

·    Utilities, pathways and landscaping.

Tenders for the contract closed on 25 October 2017.  The tendered prices and a summary of the evaluation are detailed in the confidential attachment.

EVALUATION

No member of the Tender Evaluation Panel declared any conflict of interest in relation to this tender evaluation.

A Tender Probity & Evaluation Plan was designed specifically for this tender process and it was authorised prior to this tender being advertised.  All tenders received were evaluated in accordance with that plan.  The evaluation involved scoring of conforming and competitive tenders according to these pre-determined criteria and weightings:

 

 

Criteria

Weighting

Price

50 %

Capability

23 %

Capacity

20 %

Impact

7 %

The weightings reflect the relative importance of each element to this particular contract.  They were determined as being most appropriate after considering numerous factors including (but not restricted to) the time, quality, risk and contract management requirements which were likely to have the most impact on the achievement of best value.

Only tenders that were conforming and competitive were fully scored.  Tender submissions that were evaluated as non-conforming or not sufficiently competitive were set aside from further evaluation.  In cases where this occurred the reasons for that outcome are detailed in the confidential attachment.

The evaluation outcome was as follows:

TENDERER

CONFORMING

COMPETITIVE

SCORE

RANK

Tenderer A (2Construct Pty Ltd)

Yes

Yes

93

1

Tenderer B

Yes

Yes

87.6

2

Tenderer C

Yes

Yes

85

3

Refer to the confidential attachment for further details of the evaluation of all tenders.

Links to the CoUNCIL Plan

Council Priority                    Organisational Sustainability

Future Direction                   Good Governance

Theme                                   Continuous Improvement

Strategic Objective              Council explores and adopts best practice models

 

Declarations of Conflicts of Interest

Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest.

The Responsible Officer reviewing this report, having made enquiries with the relevant members of staff, reports that no disclosable interests have been raised in relation to this report.

CONCLUSION

The tender from 2Construct Pty Ltd was determined to be the most competitive and it is considered that this company can perform the contract to the required standards. 


 

 

Recommendation

THAT Council resolve to:

1.         Accept the tender submitted by 2Construct Pty Ltd for the sum of $6,469,469  (excluding GST) for the following contract:

Number:  2017-160

Title:        Construction of the Mosaic Recreation Reserve

subject to the following conditions:

a)    Contractor to provide proof of currency of insurance cover as required in the tender documents.

b)    Price variations to be in accordance with the provisions as set out in the Contract.

c)    Contractor to provide contract security as required in the tender documents.

2.         Approve the funding arrangements detailed in the confidential attachment.

3.         Sign and seal the contract documents.

Council Resolution

Moved:                       Cr Joseph

Seconded:               Cr Cox

 

THAT Council resolve to adopt the Recommendation.

Carried

     

 


Special Council Minutes                                                                   Tuesday 9 January 2018

 

6.         Confidential Business

6.1       Community Services

6.1.1    Mill Park Leisure Centre Redevelopment Staging Plan

6.2       City Transport and Presentation

6.2.1    PRACC Future Directions

Council Resolution

Moved:                       Cr Joseph

Seconded:               Cr Sterjova

 

THAT Council resolve to close the meeting to members of the public for the purpose of considering details relating to the confidential matters above in accordance with Section 89(2) of the Local Government Act 1989 as follows:

6.1.1    Mill Park Leisure Centre Redevelopment Staging Plan

Confidential in accordance with Section 89(2)(d) contractual matters of the Local Government Act 1989.

6.2.1    PRACC Future Directions

Confidential in accordance with Section 89(2)(a) personnel matters of the Local Government Act 1989.

Carried

ACCORDINGLY, THE MEETING WAS CLOSED TO THE PUBLIC AT 6.07PM.

THE MEETING WAS RE-OPENED TO THE PUBLIC AT 8.54PM.

7.         Closure

THERE BEING NO FURTHER BUSINESS THE MAYOR DECLARED THE MEETING CLOSED AT 8.54PM.

CONFIRMED THIS 6TH DAY OF FEBRUARY 2018

 

 

 

________________________

CR KRIS PAVLIDIS

MAYOR