Description: Maranoa Logo Process

Late Items

BUSINESS PAPER

 

General Meeting

 

Wednesday 22 August 2012

 

Roma Administration Centre

 

NOTICE OF MEETING

 

Date: 20 August 2012

 

 

Mayor:                                                    Councillor R S Loughnan

                                                             

Deputy Mayor:                                        Councillor W S Wason

Councillors:                                             Councillor J L Chambers

                                                              Councillor R J Denton

                                                              Councillor P J Flynn

                                                              Councillor W M Newman

                                                              Councillor C J O’Neil

                                                              Councillor M L Price

                                                              Councillor D J Schefe

 

Acting Chief Executive Officer:                  Mr Michael Parker

 

Senior Management:                                Mr Tony Klein (Director Community Services)

                                                              Mr Matthew McGoldrick (Director Corporate Services)

                                                              Mr Barry Omundson (Director Infrastructure)

                                                              Mr Rob Hayward (Director Planning & Environment)

 

Officers:                                                  Ms Jane Frith (Corporate Communications Officer)

 

Please find attached agenda for the General Meeting to be held at the Roma Administration Centre on August 22, 2012 at 9.00am.

Michael Parker

Acting Chief Executive Officer

 


Maranoa Regional Council

    

General Meeting -  22 August 2012

TABLE OF CONTENTS

Item       Subject

No

  

L            Late Items

L.1        Formalisation of Write-Off Action - Flood Damaged Council Vehicles

Prepared by:      Alan Marchant, Finance Manager

L.2        Draft Media Policy

Prepared by:      Jane Frith, Corporate Communications Officer

Attachment :       Draft media policy

L.3        Tender APLNG-WP1-Civil works to upgrade Yuleba-Taroom Road/Warrego HWY intersection and widen 4.6 kilometers of Yeleba-Taroom Road

Prepared by:      Peter Weallans, Manager Construction & Maintenance

Attachment 1:     APLNG-WP1-Responses

Attachment 2:     APLNG-WP1-Evaluation

Attachment 3:     Letter of Agreement - Origin

Attachment 4:     Quotations for RCP/RCBC Supply

L.4        Tenders for Roma Airport Services

Prepared by:      Barry Omundson, Director Infrastructure   

 

 


Maranoa Regional Council

    

General Meeting -  22 August 2012

Officer Report

Meeting: General  22 August 2012

Date: 13 August 2012

Item Number: L.1

File Number: D12/24160

 

Subject Heading:                     Formalisation of Write-Off Action - Flood Damaged Council Vehicles

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

Author & Officer’s Title:                 Alan Marchant, Finance Manager

 

 

Executive Summary: 

 

This report recommends to Council the formal write-off of the carrying value of those Council vehicles that were damaged during the flood event at Mitchell in February , 2012.

 

 

 

Officer’s Recommendation: 

 

That Council approve the write-off of  the financial values ( Gross , Accumulated Depreciation and Net Value) of the four specified vehicles that were damaged during the Mitchell flood event and  assessed by Council’s insurers as being financially irrepairable.

 

 

Body of Report:

During the Mitchell flood event that occurred in February 2012 Council incurred damage to four of its fleet vehicles. These vehicles were inspected  by nominated  insurance assessors Campbell Assessors culminating in their recommendation that all four vehicles be classed as financially unviable to repair.

Council received a total loss settlement for each vehicle amounting to;

Asset No. 3242 Toyota Aurion Wagon Registration No. 031RLD    $25054.55

Asset No. 3245 Ford Ranger Registration No. 277RJR    $30509.09

Asset No. 3253 Ford Ranger Registration No. 783 RMU  $17781.82

Asset No. 3194 Holden Crewman Registration No.594KNC  $19145.46

The carrying values of the said vehicles in Council’s Capital Value Register at the time of the event were ;

Asset No.   Gross Value$   Accumulated Depreciation$     Net$

  3242           28300.00                 2212.14                           26087.86

  3245           30547.86                 2387.84                           28160.02

  3253           25000.00                 1954.19                           23045.81

  3194           31568.65                  5802.47                          25766.18

                                                           

In overall terms there was a shortfall for Council of  $10568.95. Of  this amount $1600.00 was attributable to the excesses paid in respect to the insurance claims.                                                                          

 

Consultation (internal/external):

Matthew McGoldrick – Director of Corporate Services

Martin Saunders - Plant Coordinator

 

Risk Assessment (Legal, Financial, Political etc.):

 

Council is required to comply with the Australian Accounting Standards as well as the legislative provisions as prescribed under the Qld Local Government Act 2009 ( as amended) and the Qld Local Government( Finance,Plans and Reporting ) Regulations 2010 in its accounting records of Council’s conducted business . As well Council is subject to audit of all its financial transactions during the financial year.

 

Policy Implications:

 

Nil.  Council’s current policies  are consistent with the relevant state legislation and Australian Accounting principles.

Financial Resource Implications:

 

The shortfall in dollar terms has been sufficiently provided for in Council’s revised budget for 2011/12.

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.2.1(a) To instil confidence to Council and other stakeholders in their decision making by developing and implementing financial procedures, processes and methodologies in an environment that promotes integrity and accountability.

Supporting Documentation:

Nil

Report authorised by:

Matthew McGoldrick, Director of Corporate Services


Maranoa Regional Council

    

General Meeting -  22 August 2012

Officer Report

Meeting: General  22 August 2012

Date: 14 August 2012

Item Number: L.2

File Number: D12/24249

 

Subject Heading:                     Draft Media Policy

Classification:                                  Open Access  

Name of Applicant:                         Not Applicable

Location:                                           Not Applicable

Author & Officer’s Title:                 Jane Frith, Corporate Communications Officer

 

 

Executive Summary: 

The adoption of a media policy establishes clear guidelines for spokesperson/s when interacting with the media.  The aim of the policy is to maximise the benefits of Council’s engagement with the media and to reduce the risk of adverse publicity.

 

 

Officer’s Recommendation: 

That Council adopts the draft media policy as presented.

 

 

Body of Report:

Council’s current Media Policy has been reviewed following the introduction of Councillor Portfolios as adopted at the General Meeting of Council – 25 July 2012.

 

There are significant changes recommended to the current media policy primarily to accommodate the introduction of ‘Councillor Portfolio Chairs,’ as the representing spokesperson for respective portfolios.  It should be noted the Mayor, as a spokesperson, takes precedence over all portfolio chairs, should he determine this is necessary on any particular item.

 

The updated policy also includes tips for liaising with the media to assist spokespersons in managing the media.

 

Council’s feedback on the draft policy was sought and the Workshop held on 15, August 2012. 

Consultation (internal/external):

Executive Services Coordinator

Councillors of Maranoa Regional Council

Risk Assessment (Legal, Financial, Political etc.):

Politically the adoption of a media policy ensures the message of Council is appropriately and accurately communicated in a consistent and structured manner.

Policy Implications:

Links to the following policies:-

Advertising Expenditure Policy

Council’s Ethics and Conduct Policies

Financial Resource Implications:

Included as part of the annual operations budget.

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.1.1(a) To undertake all governance functions and activities in a professional manner promoting corporate ethics and integrity and informed decision making practices so as foster an operating environment advocating fairness, equity and consistency.

Supporting Documentation:

1View

Draft media policy

D12/24251

 

Report authorised by:

Kelly Rogers, Coordinator Executive Services


Attachment 1

Draft media policy

 

 

 

POLICY STATEMENT

 

TITLE:   Media Policy

                 

 

Category:                                 (Statutory/Strategic/Administrative)

Endorsed by Council on:    (Ordinary Meeting Date)

Responsible Department:   Executive Services

Reference No.:                                              (To be inserted by Governance Division prior to endorsement)

 

1.0 POLICY PURPOSE

 

The purpose of this policy is to establish clear guidelines for spokesperson/s of Maranoa Regional Council when interacting with the media to maximise the benefits for Council and to minimise the risk of adverse publicity and misunderstanding due to inaccurate information or inappropriate sharing of information.

 

 

2.0 POLICY SCOPE

 

This policy applies to spokesperson/s  when representing Council in the media; this includes verbal and written comments, public speaking engagements, media releases and the use of social media.

 

 

3.0 DEFINITIONS

 

‘Council officers’ are all employees of Council as well as volunteers, contractors, trainees, casual and part time employees.

 

‘Delegate’ includes a relevant Council officer that has been appointed by a Council spokesperson to represent Council on a Council matter.

 

‘Media’ relates to any form of public communication including, but not limited to, television, radio, newspapers, community newsletters, mail databases, email databases and the internet.

 

‘Media contacts’ include Council’s email distribution list of relevant local and external media representatives.

 

‘Sensitive issues and unfavourable events’ includes anything that may have a negative impact on Council’s reputation. These may include, but are not limited to: natural disasters, contaminated water supply, accident or death allegedly caused by negligence or failure of Council infrastructure, dog attacks and/or litigation matters against Council.

 

‘Social Media’ refers to the use of web-based and mobile technologies that facilitates two-way communication (includes Facebook, Twitter, Blogs, etc).

 

‘Spokesperson/s’ includes the Councillor or Council officer authorised to speak on behalf of Council. Unless advised otherwise by the Mayor, the relevant portfolio chair or delegate shall be the spokesperson for the media. For matters concerning Council officers or the organisation, the Chief Executive Officer or delegate shall be the spokesperson.

 

 

4.0 RESPONSIBILITIES

 

4.1 Corporate Communications Officer

Maranoa Regional Council’s Corporate Communications Officer is responsible for liaising with the media in relation to Council’s projects, programs and activities.

 

Where possible, all enquiries from the media are to come directly through the Corporate Communications Officer. In the event the media have made direct contact with a spokesperson, it is imperative the Corporate Communications Officer is notified as soon as possible via telephone or email.  By ensuring the Corporate Communications Officer is aware of all media activity, it allows for consistent Council messages to be delivered.

 

The Corporate Communications Officer is also the central contact point for Council officers wanting to promote Council activities, services, programs or events.

 

The Corporate Communications Officer is equipped to provide support and guidance to spokesperson/s engaging with the media.

 

The Corporate Communications Officer will identify Council media opportunities for presentation by the appropriate spokesperson.

 

4.1.1 Media releases / statements

Media releases are to be composed by the Corporate Communication Officer with information provided by the relevant Council officer or Councillor at least five days in advance, where possible to allow prioritisation of media activity.

 

The relevant spokesperson or delegate is the authorised representative quoted in a media release and is therefore required to provide final approval prior to issue of the release.

 

Media releases are to be distributed to Council’s media contacts, Councillors, Chief Executive Officer, Directors, Customer Service and key staff when appropriate.

 

Once distributed, the Corporate Communications Officer uploads the media release to Council’s website.

 

Any written comments or statements requested by a media representative (eg. local newspaper) are to be prepared by the Corporate Communications Officer with information to be provided by the relevant Council officer in a timely manner. Statements include the name and title of the relevant spokesperson and approval to then be sought from the relevant spokesperson.

 

Media comments and statements are to be distributed via email to the appropriate media representative, with the relevant spokesperson to receive a carbon copy email.

 

4.1.2 External publications

Council regularly communicates via external publications.

 

Information, articles and features for these publications are prepared by the Corporate Communications Officer with information provided by Councillors and Council officers to ensure the accuracy of presented messages.

 

Authorisation of these articles and features is sought from the relevant spokesperson.

 

4.1.3 Interviews

Spokespersons are often called upon by media representatives to participate in interviews relating to Council matters. Media representatives will call either the Corporate Communications Officer or the spokesperson directly to enquire after an interview.

 

When the Corporate Communications Officer is called, the relevant spokesperson will be contacted and where appropriate, provided with relevant background information.

 

When the spokesperson is contacted directly, if they are confident and informed on Council’s view on the matter, they can participate in the interview. Once complete the Corporate Communications Officer is to be notified of the interview and its outcome as soon as possible.

 

7.1.5 Radio

In the instance a spokesperson is to discuss Council related matters on the radio, the Corporate Communications is to provide sufficient notes/information where appropriate.

 

4.2 Councillors and Council officers

If the media make direct contact with a Councillor or Council officer, the Corporate Communications Officer is to be informed as soon as possible to ensure the matter can be followed up accordingly. This also supports the consistency of Council messages.

 

4.3 Spokespersons

It is the responsibility of the spokesperson to be available for authorisation of media releases and confirm availability.

 

5.0 COMMENTING IN THE MEDIA

 

5.1 Spokespersons

Spokespersons will often be called upon by media representatives to gain further insight on Council projects, programs or activities affecting or taking place within the Maranoa region.

 

It is at the discretion of the relevant spokesperson to request an authorised delegate to speak on a matter where in-depth knowledge is required.

 

Media spokesperson

Role

Mayor

·       Primary spokesperson for Council

·       May take precedence as official spokesperson on any matter

Spokesperson

·       Official representative on matters regarding their relevant  portfolio, however they are able to delegate to a relevant Council officer

Delegate

·       Official representative on a matter  given to them by a spokesperson

 

5.3 Sensitive issues and unfavourable events

Sensitive issues and unfavourable events may sometimes occur. The Corporate Communications Officer is to be contacted immediately (if not, as soon as possible) by the relevant Councillor or Council officer to ensure a consistent message of Council is planned and presented.

 

It is the responsibility of Councillors and Council officers to notify the Corporate Communications Officer of any potential sensitive issues or unfavourable events relating to Council that may be of concern to the community, as soon as the potential issue arises.

 

5.2 Tenders

As a general rule, it is inappropriate to comment on a tender until it has been awarded by Council. If there is media interest in a tender, the Corporate Communications Officer may advise the media of the following:

·        Tender closing date and project details

·        Number of tenders received by Council, names of companies that submitted tenders and when Council will determine the tender

·        Outcome of the tendering process (Council resolution only)

 

To ensure integrity is maintained in the tender process, no further comment should be made.

 

 

6.0 ONLINE COMMUNICATIONS

Councillors and Council officers are to provide the Corporate Communications Officer or authorised Council officer with the relevant information to be uploaded onto Council’s online accounts.

 

6.1.1Social Media

Social media includes any use of Maranoa Regional Council managed social media accounts (Facebook). The Corporate Communications Officer or authorised Council officers are the only individuals permitted to upload content.

 

Comments uploaded through social media accounts represent Council.

 

6.1.2 Council website

Council’s Executive Services team are the only authorised Council officers to upload content onto Council’s official website. Councillors and Council officers wishing to provide content for the website must follow the procedure indicated on Council’s intranet.

 

6.1. 3 Council officer and Councillor responsibilities online

Any Councillor or Council officer that posts a comment on a matter/s linked to or regarding Council is automatically connected with Council and is in the public domain. Therefore, Council officers must adhere to Council’s ethics and conduct policies.

 

 

7.0 TIPS FOR LIASING WITH THE MEDIA

A list of tips for liaising with the media is attached as an Appendix to this Policy. These tips are designed to assist spokespersons when communicating with media representatives. Refer to Appendix A for details.

 

 

8.0 RELATED POLICIES AND LEGISLATION

Advertising Expenditure Policy

Council’s Ethics and Conduct Policies

 

Signatures

 

                                                                                           _______________________

Chief Executive Officer                                                                        Mayor

DATE


APPENDIX A

 

TIPS FOR LIAISING WITH THE MEDIA

 

These tips are to provide Council spokesperson/s with general hints in supporting the consistency of Council messaging to ensure presentation of a professional image.

 

Below is an example of the steps to take during and after being contacted by a print media representative.

 

Contact is made

It is Thursday morning and you have just been contacted directly by a newspaper journalist enquiring about one of the matters for which you are a council spokesperson. They would like to talk with you as soon as possible, either over the phone or in person for Friday’s edition.

 

Ask questions about the interview

While you are on the phone, be sure to ask questions about the interview and its context. It is your right to get a general idea of what the interview is to include.

 

Such questions can include:

·      Where are you from?

·      What is the topic?

·      What questions would you like to ask?

·      Have you spoken with anyone else at Council about this?

·      What are your sources?

·      When is this article to be published?

 

The importance of being informed

From here, if you are the Council spokesperson and are confident and informed on Council’s view of the subject matter, take part in the interview. Once completed, be sure to inform the Corporate Communications Officer of the interview, the information given, who it was with, what publication and edition as soon as possible.

 

If you need a bit more information, simply tell the journalist you will call them back (or give them a time to call you). This is normal practice and a good idea if you are not one hundred percent certain on Council’s stance and/or the facts.

 

At this point, there are few things you will need to do, firstly contact the Corporate Communications Officer to let them know you have been contacted by the media. This might be an issue that has surfaced before and they will know what information was made public previously and who has formerly made comment (if it was not yourself). Secondly, either get in contact with the staff member who has the information you need or get the Corporate Communications Officer to find the information you require.

 

Be mindful that journalists have tight deadlines and generally require information in a timely manner.

 

Establish a key Message

Be sure to establish the key message you wish to express in your interview. This key message can include one-three points and is the most important message/s you wish to communicate during the interview.

 

An example may be:

 

The interview is to be about a resident complaint regarding a large pothole in their street. 

 

Your key points may be:

·      Council is aware of the pothole (by being open and telling the journalist that you are aware of the issue, you are showing transparency and owning the problem)

·      Crews are currently repairing the damage, which was caused by a flash flood (shows we are serious about road repairs as we are doing something immediately)

·      Council endeavours to have the safest roads possible for those travelling throughout the region (this reiterates the importance of health and safety for Council, while finishing off your key message with a positive statement)

 

You are now in the interview

 

During the interview, whilst you generally need to acknowledge a journalist’s questions, you should always return to your key points.

 

Be confident and expect to be challenged by the journalist and try not to let this trouble you – don’t get drawn into conflict!

 

At any time, you are entitled to ask for your quotes to be read back to you and you are entitled to check the facts you have provided. Be mindful if you make a change, the journalist may report that you retracted your initial comment and replaced with another.

 

It is also good to remember you are unable to change a quote if you change your mind.

 

The journalist ultimately ‘owns’ the actual story, therefore you are not entitled for the story to be read back to you.

 

Once finished...

As soon as reasonably possible after you have completed the interview, please let the Corporate Communications Officer know (either by phone or email) how it went and the direction you think the article may go (this allows us to be pro-active and prepare for any negative press).

 

 

 

Interview hints and tips

·      Ask questions before you go into an interview

·      Be self aware (know your strengths and weaknesses)

·               Have confidence in your key points – be absolutely clear on the facts before speaking to the media

·               If you are able, practice with a colleague to gain confidence on the matter in which you will be speaking

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Version

Reason/ Trigger

Change (Y/N)

Endorsed/ Reviewed by

Date

0.2

Draft

 

 

29/04/09

 

 

 

 

 

 


Maranoa Regional Council

    

General Meeting -  22 August 2012

Officer Report

Meeting: General  22 August 2012

Date: 15 August 2012

Item Number: L.3

File Number: D12/24349

 

Subject Heading:                     Tender APLNG-WP1-Civil works to upgrade Yuleba-Taroom Road/Warrego HWY intersection and widen 4.6 kilometers of Yeleba-Taroom Road

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

Author & Officer’s Title:                 Peter Weallans, Manager Construction & Maintenance

 

 

Executive Summary: 

Maranoa Regional Council called for quotations from suitably experienced civil contractors to upgrade the intersection of Yuleba-Taroom Road and Warrego Highway and widen 4.6 kilometers of Yuleba-Taroom Road.  Responses closed on 3 August 2012 and have been assessed and ranked. – Post of the works in the price ordering of culverts. 

 

Officer’s Recommendation: 

That, subject to concurrent acceptance by Origin Energy, and conditionally on the provision by Origin Energy of a signed letter of intent to fund all costs and valuation for the project plus a 20% fee, Council award tender number APLNG-WP1 to Probuild Civil (Qld) Pty Ltd at an estimated value of $3,974,932.00 (excluding GST).

 Also that Council endorses Origin Energy LOI “Early Road works: Culvert”, Value $464,702.00 plus 20% fee

 

 

Body of Report:

Yuleba-Taroom Road, Horse Creek Road and Reedy Creek Road have been assessed as requiring upgrades to offset the adverse impact on the existing road structure by APLNG (Australian Pacific Liquefied Natural Gas) generated traffic.  These works will include pavement widening and strengthening of more than 50 kilometres of road network.

The works associated with these upgrades have been separated into several packages.  The first package is the civil works to upgrade the intersection of Yuleba-Taroom Road and Warrego Highway and widen the first 4.6 kilometres of Yuleba-Taroom Road.

                                                       

Through Local Buy Contract Number BUS 206-0111 Council called for prices from two (2) prequalified contractors for the civil works for all package one. RoadTek were also invited to provide a price for the works.  The responses received were assessed and ranked in accordance with the following selection criteria:

1.   Value for Money (50%);

2.   Track Record and Relevant Project Experience (20%);

3.   Capability and Appropriate Resources (20%); and

4.   Enhancement of Local Business and Industry (10%)

 

The responses received and evaluation results have been detailed in the attached documents:  APLNG-WP1-Responses.MRC and APLNG-WP1-Evaluation.MRC.

 

Through Local Buy Contract Number BUS 206-0111 Council called for prices from two (2) prequalified contractors for the supply of culverts for all packages.  The attached document: Quotations of RCM/RCBC Supply is a summary of the assessment of the quotes received for the culverts required to complete agreed works. After discussion with Origin Energy it is proposed Humes supply the culverts at a value of $464,702.00 a 20% general administration fee will be applied prior to invoicing of Origin.

Consultation (internal/external):

Council’s Infrastructure staff,

Origin Energy staff,

Aurecon Australia Pty Ltd staff

Risk Assessment (Legal, Financial, Political etc.):

Generally the administration of the contract should be relatively low risk.  The contract documentation is based on a draft contract developed by Council’s Lawyer’s McCullough Robertson for use in the NDRRA process. 

Both of the considered respondents appear to have extensive experience in the delivery of similar projects and provided documentation to support their enhancement of local business.

Some Community members may perceive these works as being needless and consider upgrade works on other roads as being more justified.  A coordinated communication program, involving both Maranoa Regional Council and Origin Energy, will be implemented prior to commencement of works to counteract this view.

Subject to Council reaching agreement with Origin Energy in the form of a LOI, there will be little or no financial risk to Council in awarding these works.

Policy Implications:

Procurement process has been carried out in accordance with Council’s procurement policy.

 

 

 

 

Financial Resource Implications:

Funding for the upgrading of 4.6 km of Yuleba – Taroom Rd including the intersection with the Warrego Highway will be provided by Origin Energy through a Letter of Intent.  The Letter of Intent provides for Origin Energy to fund all costs associated with the upgrading works.

 

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.5.3(a) To undertake any road works maintenance requirements in a planned, responsive and efficient manner for the benefit of all road users.

Supporting Documentation:

1View

APLNG-WP1-Responses

D12/24341

2View

APLNG-WP1-Evaluation

D12/24343

3View

Letter of Agreement - Origin

D12/24431

4View

Quotations for RCP/RCBC Supply

D12/24440

 

Report authorised by:

Barry Omundson, Director Infrastructure


Attachment 1

APLNG-WP1-Responses

 


Attachment 2

APLNG-WP1-Evaluation

 


Attachment 3

Letter of Agreement - Origin

 






Attachment 4

Quotations for RCP/RCBC Supply

 


Maranoa Regional Council

    

General Meeting -  22 August 2012

Officer Report

Meeting: General  22 August 2012

Date: 17 August 2012

Item Number: L.4

File Number: D12/24625

 

Subject Heading:                     Tenders for Roma Airport Services

Classification:                                  Open Access  

Name of Applicant:                        

Location:                                          

Author & Officer’s Title:                 Barry Omundson, Director Infrastructure

 

 

Executive Summary: 

Tenders for the below contracts have closed and evaluation has been completed.

 

12/35  Roma Airport Management

12/36  Lease of Kiosk

12/37  Security Screening

12/38  Terminal Cleaning

 

 

Officer’s Recommendation: 

That Council;

1) For Tender 12/35 (Package A) - enter into an appropriate agreement with Toll Remote Logistics for the period 1 October 2012  to 30 September 2015 for the provision of the services for a price of $1,116,233 plus GST.

 

2) For Tender 12/36 (Package B) - consider alternative arrangements for the establishment of a Kiosk in the Terminal, including re- tendering the lease.

 

3) For Tender 12/37 (Package C) - enter into the appropriate arrangements with Toll Remote logistics for the provision of Security Screening Services for the period 1 October 2012 to 30th September 2015 for a price of $ 1,389,972 plus GST.

 

4) For Tender 12/38 (Package D) - enter into an appropriate agreement with Toll Remote Logistics for the period 1 October 2012 to 1 October 2012 for the Provision of Terminal cleaning services for a price of $ 104,414 plus GST

 

Body of Report:

Tenders were called for 4 separate contracts relating to Roma Airport. The Tender documents were structured so that groups could tender for one or more packages.

Tender 12/35 - Provision of Management Services for Roma Airport.  (Tender Package A).

Tender 12/36 - Lease of Food and Beverage Outlet (Terminal Kiosk).  (Tender Package B).

Tender 12/37 - Provision of security screening services at Roma Airport (Tender Package C).

Tender 12/38 - Provision of Cleaning services (Terminal Only). (Tender Package D).

On June the 29th the tenders were issued and advertised in the Australian Aviation Section as well as the Western Star and Australia Airports Association e news bulletin.

Council received twenty six (26) requests for documentation.

On July 12th a site inspection was undertaken with all interested parties and presentations given by MRC officers on each individual tender package with question and answer sessions.

On July 27th Tenders closed.

Tenders received for each of the Tender packages are outlined in the tables below;

Tender No. 12/35 – Provision of management services for Roma Airport

Tenderer

Date Tender Received

Tendering for other related services?

If tendering for other related services

Kiosk

Security Screening

Cleaning Services

Ambidji

27 July 2012

No

N/A

N/A

N/A

Toll Remote Logistics

27 July 2012

Yes

No

Yes

Yes

Queensland Airports Limited

27 July 2012

Yes

Yes

Yes

Yes

Transfield (Services) Australia Pty Ltd

27 July 2012

Yes

Yes

No

Yes

Tango Asset Management

27 July 2012

Yes

Yes

Yes

Yes

 

 

 

Tender No. 12/36 – Kiosk Only

Tenderer

Date Tender Recieved

Raceday Productions Australia Pty Ltd

27 July 2012

Coomber Bros – Non conforming

 

 

Tender No. 12/37 – Provision of security screening services at Roma Airport Only

Tenderer

Date Tender Received

Verifact Pty Ltd

25 July 2012

 

Tender No. 12/38 – Provision of cleaning services only

Tenderer

Date Tender Received

None received

None received

Evaluation

A tender assessment panel was established incorporating specialist consultants Keith Tonkin from Aviation Projects and Robert Mactaggart from The Airport Group, Director of Infrastructure Barry Omundson and Paul Bawden. Ben Yeoh from Lawyers McCullough Robertson was the probity officer and prepared the probity plan and evaluation criteria reports.

Tender 12/35: Package A – Provision of Airport Management Services

The results of the assessment of the tenders received against the pre determined assessment criteria are outlined in the table below.

Following the assessment the top three (3) scoring companies were short listed for interviews; Toll, Queensland Airports Limited (QAL) and Transfield.

On August 2nd interviews were conducted.

Following the interviews it was agreed that the ranking of the top 3 tenders would remain unchanged as follows;

Rank

Company

Price

1

Toll Remote Logistics

$1,129,263

2

Transfield Services Limited

$1,091,784

3

Queensland Airports Limited

$1,438,311

Tender 12/36: Package B – Lease of Food and Beverage Outlet (Terminal Kiosk)

The results of the assessment of the tenders received against the pre determined assessment criteria are outlined in the table below.

Following evaluation the top 3 ranking companies were as follows;

Rank

Company

1

QAL

2

Transfield

3

Tango Asset Services

However both QAL and Transfield’s tender were conditioned the basis that they would only lease and operate the Kiosk if they were awarded the Airport Management Contract.

Tender 12/37: Package C – Provision of Security Screening Services

Security screening is currently being undertaken under a short term contract that expires on the 30th of October 2012.

The results of the assessment of the tenders received against the pre determined assessment criteria are outlined in the table below.

Following evaluation the top 2 ranking companies were as follows;

Rank

Company

Price

1

Toll

$1,389,972

2

QAL

$1,490,000

Toll’s tender was made as a separate Tender.

QAL’s tender was conditioned on the basis they were awarded the Airport Management Agreement.

Tender 12/38: Package D – Provision of Cleaning Services (terminal only)

The current cleaning arrangement is on a monthly basis.

The results of the assessment of the tenders received against the pre determined assessment criteria are outlined in the table below.

Following evaluation the top 3 ranking companies were as follows;

Rank

Company

Price

1

Toll

$104,414

2

Transfield

$166,341

3

Tango

$160,000

Both Toll’s and Transfield’s tenders were linked to them being awarded the Airport Management Contract.

Tango’s tender was not linked.

Reconciliation of the Tenders:

Summary of Ranking based on the evaluation criteria

 

1

2

3

Airport Management

Toll

Transfield

QAL

Kiosk

Tango

QAL

Transfield

Security Screening

Toll

QAL

 

Cleaning

Toll

Transfield

Tango

Local Content:

Apart from the role of Airport Manager, all tenders confirmed they will be recruiting and training local people to fill all other positions should they be awarded the contracts.

Given the specialised nature of the airport managers role, this position would likely be recruited from outside of the Maranoa.

Consultation (internal/external):

Paul Bawden, Manager Projects & Commercial Services

Barry Omundson, Director Infrastructure

Matthew McGoldrick, Director Finance

McCullough Robertson Lawyers

Risk Assessment (Legal, Financial, Political etc.):

A significant financial outlay to efficiently and effectively run the Roma Airport that is currently matched through increasing passenger numbers. The primary contracts are for three years and analysis of regional economic parameters provides for continued growth in this three year period.

Policy Implications:

Nil

Financial Resource Implications:

An Airport Manager will be required to manage the contracts for Council.

 

Link to Corporate Plan:

Corporate Plan 2009-2013 8.4.7(a) To provide community care services in accordance with funding arrangements and agreements and within the limitation of council’s assessed community service obligation to address identified community needs.

Supporting Documentation:

Nil

Report authorised by:

Michael Parker, Acting Chief Executive Officer