Item No.	Item Title	Page No.
1	Quote or Tender Consideration Report - Procurement of Creative Services	7
2	Event Sponsorship - Ipswich Turf Club	17
3	Major Community Event Sponsorship - Ipswich Show Society	20
4	**Event Sponsorship - Willowbank Raceway Inc	24
5	**Ipswich Central Program Report No. 21 to 5 February 2020	28

Economic Development Committee NO. 1

18 February 2020

AGENDA

1. Quote or Tender Consideration Report - Procurement of Creative Services

This is a report concerning the procurement of creative services by the City Events Team to produce a diverse program of annual events that engage the community, promote Ipswich as a destination, drive visitation and positively impact on business and industry.

The procurement of creative services often presents complex procurement situations where it is not possible to obtain three written quotes nor is it advantageous to call for tenders, as required under the Ipswich City Council Procurement Code of Practice.

For such situations, the Local Government Regulation 2012, Section 230, allows a local government to enter into medium and large contractual agreements, without first inviting written quotes or tenders, through the preparation and adoption of a Quote or Tender Consideration Plan.

The attached Quote or Tender Consideration Plan – Procurement of Creative Services provides the information required to comply with the regulation and to justify the use of the plan as an effective and appropriate alternative to seeking quotes or to calling for open tenders.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That Council (Interim Administrator of Ipswich City Council) resolve to adopt the Quote or Tender Consideration Plan for Procurement of Creative Services as outlined in the report by the City Events Manager dated 30 October 2019 in accordance with section 230(1)(b) of the Local Government Regulation 2012.

2. Event Sponsorship - Ipswich Turf Club

This is a report concerning an event sponsorship application by Ipswich Turf Club for support of the Ipswich Cup Race Day in June 2020.

The application is for $20,000 ex GST and additional in-kind support of star pickets and covers, rammer and rolls of barrier mesh (all to be returned at no cost to council).

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the Ipswich Turf Club receive $20,000 ex GST financial support and additional in-kind support for the Ipswich Cup 2020 Race Day.

3. Major Community Event Sponsorship - Ipswich Show Society

This is a report concerning a Major Community Event Sponsorship application by Ipswich Show Society for support of the Ipswich Show in May 2020.

The application is for $20,000 ex GST and additional in-kind support.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That Ipswich Show Society receive $25,000 ex GST financial support for the 2020 Ipswich Show.

4. **Event Sponsorship - Willowbank Raceway Inc

This is a report concerning an event sponsorship application by Willowbank Raceway for financial support of the Winternationals drag racing event in June 2020.

The application is for $50,000 ex GST.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That Willowbank Raceway receive $40,000 ex GST financial support for the Winternationals 2020.

5. **Ipswich Central Program Report No. 21 to 5 February 2020

This is a report concerning a monthly update for the Ipswich Central Program of Works.

Recommendation

That the Interim Administrator of Ipswich City Council resolve:

That the report on the Ipswich Central Program Report No. 21 effective to 5 February 2020 be received and the contents noted.

** Item includes confidential papers

and any other items as considered necessary.

Economic Development Committee

Meeting Agenda

18 February

2020

Doc ID No: A5872828

ITEM: 1

SUBJECT: Quote or Tender Consideration Report - Procurement of Creative Services

AUTHOR: City Events Manager

DATE: 30 October 2019

Executive Summary

The procurement of creative services often presents complex procurement situations where it is not possible to obtain three written quotes nor is it advantageous to call for tenders, as required under the Ipswich City Council Procurement Code of Practice.

The Plan has been developed in consultation with council’s Manager – Procurement and members of the Interim Management Committee.

The Plan includes examples of unique creative services.

RECOMMENDATION

That the Interim Administrator of Ipswich City Council resolve:

That Council (Interim Administrator of Ipswich City Council) resolve to adopt the Quote or Tender Consideration Plan for Procurement of Creative Services as outlined in the report by the City Events Manager dated 30 October 2019 in accordance with section 230(1)(b) of the Local Government Regulation 2012.

RELATED PARTIES

Richard White, Manager – Procurement, Ipswich City Council.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

The role of the City Events Team in council is to raise the profile of the City of Ipswich as a major event city and leading event destination in Queensland.

To achieve this vision, the City Events Team must attract, support and produce a diverse program of annual events that engage the community, promote Ipswich as a destination, drive visitation and positively impact on business and industry.

Council allocates funds within each annual budget for the City Events Team to produce a number of signature events for the City of Ipswich, including Christmas in Ipswich and Ipswich Festival.

Often the City Events Team must procure unique creative services to deliver these events, available only through one supplier or vendor.

Examples of such circumstances include a specific high profile performer or band, a specific personality or master of ceremonies, a specific arts or creative practitioner, or a specific event organiser or manager.

In some instances it is not possible to obtain three written quotes and it is not practical to call for tenders, as traditionally required under the Ipswich City Council Procurement Code of Practice.

For such situations, the Local Government Regulation 2012 Section 230 allows a local government to enter into medium or large contractual agreements, without first inviting written quotes or tenders, through the preparation and adoption of a Quote or Tender Consideration Plan.

As stated in the Plan, it is the responsibility of all council officers involved in the process to ensure that negotiations and communication with suppliers or vendors are fair, equitable and transparently recorded.

Furthermore, the procurement must be confirmed by the Procurement Branch, only then can the City Events Manager or designated council officer continue negotiations with the supplier or vendor. These negotiations will be guided by established industry standards and council’s procurement guidelines.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

A detailed risk analysis has been undertaken in the attached Quote or Tender Consideration Plan – Procurement of Creative Services. The overall risk level has been identified as low.

Financial/RESOURCE IMPLICATIONS

Not applicable.

COMMUNITY and OTHER CONSULTATION

Council’s Manager – Procurement has reviewed the attached Quote or Tender Consideration Plan – Procurement of Creative Services. Minor amendments recommended by the Manager – Procurement have been made to the plan.

Conclusion

Often the City Events Team must procure unique creative services to deliver events, available only through one supplier/ vendor and it is therefore not possible to obtain three written quotes nor is it advantageous to call for tenders, as required under the Ipswich City Council Procurement Code of Practice.

For such situations, the Local Government Regulation 2012 Section 230 allows a local government to enter into medium and large contractual agreements, without first inviting written quotes or tenders, through the preparation and adoption of a Quote or Tender Consideration Plan.

It is recommended that Council (Interim Administrator of Ipswich City Council) resolve to adopt the attached Quote or Tender Consideration Plan for Procurement of Creative Services.

Attachments and Confidential Background Papers

1.	Quote Tender Consideration Plan - Creative Services ⇩

Joanna Jordan

City Events Manager

I concur with the recommendations contained in this report.

Carly Gregory

Manager, Marketing and Promotion

I concur with the recommendations contained in this report.

Ben Pole

General Manager - Community, Cultural and Economic Development

“Together, we proudly enhance the quality of life for our community”

Economic Development Committee

Meeting Agenda

18 February

2020

Doc ID No: A6042603

ITEM: 2

SUBJECT: Event Sponsorship - Ipswich Turf Club

AUTHOR: Sponsorship Officer

DATE: 4 February 2020

Executive Summary

This is a report concerning an event sponsorship application by Ipswich Turf Club for support of the Ipswich Cup Race Day in June 2020.

The application is for $20,000 ex GST and additional in-kind support of star pickets and covers, rammer and rolls of barrier mesh (all to be returned at no cost to council).

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

That the Ipswich Turf Club receive $20,000 ex GST financial support and additional in-kind support for the Ipswich Cup 2020 Race Day.

RELATED PARTIES

Ipswich Turf Club, whose Committee Members include Wayne Patch, Brian North, Brad Bulow, Dan Bowden, Brian Dwyer, Trent Quinn, Ian Leavers, Denise Hanly and Brett Kitching.

There are no discernible conflicts of interest.

Advance Ipswich Theme

Strengthening our local economy and building prosperity

Purpose of Report/Background

Ipswich Turf Club has submitted an event sponsorship application for the Ipswich Cup 2020 Race Day to be held Saturday 13 June.

Council has been requested to provide support of $20,000 ex GST, this is consistent with the amount provided by council to the Ipswich Turf Club each year since 2014.

Ipswich Turf Club will utilise the financial support for marketing of the event and trophy expenses.

The City Events Team have completed an assessment of the event sponsorship application using standard procedure, some points worth noting are:

· The Ipswich Cup was first established in 1866

· It is the largest single-day event in Ipswich with an expected attendance of over 20,000 people and approximately 30% coming from outside the Ipswich LGA

· Racing Queensland’s Annual Report indicates the Ipswich Cup has the highest attendance of all meetings of the Queensland Racing Winter Carnival

· The Ipswich Cup provides an estimated $5 million in economic impact to the city – in 2020 council and the Ipswich Turf Club will conduct the first official Event Impact Study to better assess the event’s economic and social value

· The Ipswich Cup 2020 will be broadcast nationally and internationally via Channel 7 and the live Sky Racing television network

· In 2020 the Ipswich Cup will feature as part of the Festival of Horsepower, a city-wide month-long program of ‘horsepower’ events being curated by council and also including Willowbank Raceway, Ipswich Kart Club and Queensland Raceway

Promotional benefits to council include:

· Race naming rights to the listed Eye Liner Stakes

· On-course signage (captured in broadcast coverage) to remains in place year-round

· Barrier fence signage

· Ipswich Cup website promotion and linking

· Ipswich Cup promotional material inclusion (billboards, print and digital advertising)

· Exclusive event experience package for competition use on Discover Ipswich channels

· Use of Ipswich Turf Club on Brisbane Road (subject to availability)

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Act 2009

Section 109 of the Local Government Act 2009 provides local governments with the ability to use discretionary funds in accordance with the requirements prescribed under the Local Government Regulation 2012.

Section 202 of the Local Government Regulation 2012 prescribes a number of requirements for a local government making discretionary funds available.

RISK MANAGEMENT IMPLICATIONS

There are no perceived risks in council supporting the Ipswich Cup as it has done without issue since 2014.

Council should be aware of heightened community concerns nationally relating to racing integrity issues following recent reports.

If council decided not to support the Ipswich Cup the event would proceed.

Financial/RESOURCE IMPLICATIONS

The outlined financial support will be covered by dedicated event sponsorship funding allocated within the 2019-2020 City Events budget. The outlined in-kind support to be provided will be facilitated through council’s In-kind Assistance Program.

COMMUNITY and OTHER CONSULTATION

Meetings have been held with representatives from Ipswich Turf Club prior to and following the submission of the Event Sponsorship Application.

Conclusion

The Ipswich Cup is a signature event in the Queensland Winter Racing Carnival and one of Ipswich’s major annual events.

Council has supported the Ipswich Cup over many years and contributed to its development and growth.

The City Events Team believes there is still further opportunity for the Ipswich Cup to deliver increased economic and social value, so in 2020 it will be included as a feature in council’s new Festival of Horsepower and a formal Event Impact Study will be conducted.

Paula Watkins

Sponsorship Officer

I concur with the recommendations contained in this report.

Joanna Jordan

City Events Manager

I concur with the recommendations contained in this report.

Carly Gregory

Manager, Marketing and Promotion

I concur with the recommendations contained in this report.

Ben Pole

General Manager - Community, Cultural and Economic Development

“Together, we proudly enhance the quality of life for our community”

Economic Development Committee

Meeting Agenda

18 February

2020

Doc ID No: A6042817

ITEM: 3

SUBJECT: Major Community Event Sponsorship - Ipswich Show Society

AUTHOR: Sponsorship Officer

DATE: 4 February 2020

Executive Summary

This is a report concerning a Major Community Event Sponsorship application by Ipswich Show Society for support of the Ipswich Show in May 2020.

The application is for $20,000 ex GST and additional in-kind support.

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

That Ipswich Show Society receive $25,000 ex GST financial support for the 2020 Ipswich Show.

RELATED PARTIES

Ipswich Show Society, whose Board Members include Darren Zanow, David Thomas, Luke Barron, Marcia Cruickshank, Michael Lenihan and Ross Young.

There are no discernible conflicts of interest.

Advance Ipswich Theme

Strengthening our local economy and building prosperity

Purpose of Report/Background

The Ipswich Show Society has submitted a Major Community Event Sponsorship application for the 2020 Ipswich Show to be held Friday, 15 May to Sunday, 17 May 2020.

Council has been requested to provide financial support of $20,000 ex GST and additional in-kind support including:

• Trimming of trees

• 100 x 240L general waste bins and 600 liners

• 1 x large waste compactor

• 1 x 20m3 cardboard bin

• Road Sweeper pre and post show

• Repair of any bitumen failures/pot holes on the Ipswich Showgrounds

• Assistance with advertising of the Show

In 2018 and 2019 council declined the request to provide additional in-kind support and instead provided a total $25,000 ex GST financial support to the Ipswich Show Society.

The recommendation is for council to be consistent in its approach and again provide a total $25,000 ex GST financial support to the Ipswich Show Society in 2020.

The City Events Team have completed an assessment of the event against the Major Community Event Sponsorship criteria and determined that the Ipswich Show meets the required eligibility and will contribute to the following community outcomes:

• High level of community engagement through participation and attendance

• A platform for local community organisations, artists and performers

• Strengthened local business and community connection

Some additional points worth noting are:

• The Ipswich Show was first held in 1873

• It is one of the longest running community shows in Queensland

• Approximately 25,000 people are expected to attend over three days

• In 2020 council and the Ipswich Show Society will conduct the first official Event Impact Study to better assess the event’s economic and social value

Promotional benefits to council include:

· Main Arena signage

· Billboard signage on Warwick Road

· Promotional material inclusion (print and digital advertising)

· Website promotion and linking

· Naming rights to agreed events in the Ipswich Show program

· Discover Ipswich activation trailer in a high pedestrian traffic area at the event

The offer of half price entry passes for Ipswich City Council employees was declined as per council’s Gifts, Benefits and Hospitality Policy.

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Act 2009

Section 202 of the Local Government Regulation 2012 prescribes a number of requirements for a local government making discretionary funds available.

RISK MANAGEMENT IMPLICATIONS

There are no perceived risks in council supporting the Ipswich Show as it did without issue in 2018 and 2019.

If council decided not to support the Ipswich Show the event would proceed.

Financial/RESOURCE IMPLICATIONS

The outlined financial support will be covered by dedicated Major Community Event Sponsorship funding allocated within the 2019-2020 City Events budget

COMMUNITY and OTHER CONSULTATION

Meetings have been held with representatives from the Ipswich Show Society prior to and following the submission of the application.

Conclusion

The Ipswich Show strongly meets the Major Community Event Sponsorship assessment criteria.

Council has supported the Ipswich Show over many years and contributed to its development and growth.

The City Events Team believes there is still further opportunity for the Ipswich Show to deliver increased economic and social value, so in 2020 a formal Event Impact Study will be conducted.

Paula Watkins

Sponsorship Officer

I concur with the recommendations contained in this report.

Joanna Jordan

City Events Manager

I concur with the recommendations contained in this report.

Carly Gregory

Manager, Marketing and Promotion

I concur with the recommendations contained in this report.

Ben Pole

General Manager - Community, Cultural and Economic Development

“Together, we proudly enhance the quality of life for our community”

Economic Development Committee

Meeting Agenda

18 February

2020

Doc ID No: A6042881

ITEM: 4

SUBJECT: Event Sponsorship - Willowbank Raceway Inc

AUTHOR: Sponsorship Officer

DATE: 4 February 2020

Executive Summary

This is a report concerning an event sponsorship application by Willowbank Raceway for financial support of the Winternationals drag racing event in June 2020.

The application is for $50,000 ex GST.

Recommendation/s

That the Interim Administrator of Ipswich City Council resolve:

That Willowbank Raceway receive $40,000 ex GST financial support for the Winternationals 2020.

RELATED PARTIES

Willowbank Raceway, whose Board Members include: Tony Wedlock, Simon Isherwood, Arthur Cummin, Jason Donnelly, Daniel Lake, Daniel Morris and Naomi Duffy.

Council should note that Naomi Duffy is a council staff member, however she has had no involvement in the event sponsorship application assessment or recommendation of this report.

There are no discernible conflicts of interest.

Advance Ipswich Theme

Strengthening our local economy and building prosperity

Purpose of Report/Background

Willowbank Raceway has submitted an event sponsorship application for the Winternationals 2020 to be held Wednesday 3 to Sunday 7 June 2020.

Council has been requested to provide financial support of $50,000 ex GST, this is an increase of $20,000 on the amount provided by council to Willowbank Raceway in 2019.

Willowbank Raceway will utilise the financial support for the increased broadcast production costs associated with a live worldwide internet broadcast of the event.

The City Events Team have completed an assessment of the event sponsorship application using standard procedure, some points worth noting are:

· The Winternationals was first run in 1967

· It is the second largest championship drag racing event in the world

· Over 500 national and international teams participate in the Winternationals

· In 2019, 24,000 people attended the four day event with approximately 91% coming from outside the Ipswich LGA including 25% coming from interstate or overseas

· In 2019, total spend by spectators and participants was $9.48 million in Queensland and $6.18 million in Ipswich

· In 2020, the Winternationals will broadcast 40 hours of live content via worldwide internet broadcast

· SBS television will also broadcast six one-hour highlight packages as free-to-air national programs

· Fox Sports Australia will also broadcast six one-hour highlight packages

· In 2020 the Winternationals will feature as part of the Festival of Horsepower, a city-wide month-long program of ‘horsepower’ events being curated by council and also including Ipswich Turf Club, Ipswich Kart Club and Queensland Raceway

Promotional benefits to council include:

· Ipswich to be incorporated into the official event logo

· Ipswich to be acknowledged as the host city in live broadcast and highlight packages

· Ipswich commercials to be included in live broadcast

· On-track signage (captured in broadcast coverage) to remain in place year-round

· Promotional material inclusion (print and digital advertising)

· Discover Ipswich activation trailer in a high pedestrian traffic area at the event

Legal/Policy Basis

This report and its recommendations are consistent with the following legislative provisions:

Local Government Act 2009

Section 202 of the Local Government Regulation 2012 prescribes a number of requirements for a local government making discretionary funds available.

RISK MANAGEMENT IMPLICATIONS

There are no perceived risks in council supporting the Winternationals as it has done without issue over a number of years.

Council may consider the potential perception and financial risks associated with increasing event sponsorship when its intent is generally to reduce financial support for events as they mature and become sustainable in their own right. As the Winternationals are seeking additional financial support to expand the event and its reach, the recommendation to incrementally increase council support in 2020 is explicable.

If council decided not to support the Winternationals the event would proceed.

Financial/RESOURCE IMPLICATIONS

The outlined financial support will be covered by dedicated event sponsorship funding allocated within the 2019-2020 City Events budget

COMMUNITY and OTHER CONSULTATION

Meetings have been held with representatives from Willowbank Raceway prior to and following the submission of the Event Sponsorship Application

Conclusion

The Winternationals is an internationally recognised drag racing championship and one of Ipswich’s major annual events.

Council has supported the Winternationals over many years and contributed to its development and growth.

Willowbank Raceway have proactively commissioned independent event research to better understand the event’s current and potential economic and social value. They are actively working to grow the event and its reach.

In 2020 the Winternationals will also be included as a feature in council’s new Festival of Horsepower.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	Independant Market Research

Paula Watkins

Sponsorship Officer

I concur with the recommendations contained in this report.

Joanna Jordan

City Events Manager

I concur with the recommendations contained in this report.

Carly Gregory

Manager, Marketing and Promotion

I concur with the recommendations contained in this report.

Ben Pole

General Manager - Community, Cultural and Economic Development

“Together, we proudly enhance the quality of life for our community”

Economic Development Committee

Meeting Agenda

18 February

2020

Doc ID No: A6051505

ITEM: 5

SUBJECT: Ipswich Central Program Report No. 21 to 5 February 2020

AUTHOR: Business Support Officer

DATE: 7 February 2020

Executive Summary

This is a report concerning a monthly update for the Ipswich Central Program of Works.

Recommendation/s

That the report on the Ipswich Central Program Report No. 21 effective to 5 February 2020 be received and the contents noted.

RELATED PARTIES

Program Management Partner, Ranbury Management Group – for the Ipswich CBD Transformation Project.

Advance Ipswich Theme Linkage

Strengthening our local economy and building prosperity

Purpose of Report/Background

This report includes Monthly Program Report No. 21 effective to 5 February 2020. It is to inform the Committee of the progress of the redevelopment works, including status of design, procurement, programme, potential risks with related mitigation strategies, etc.