IPSWICH

CITY

COUNCIL

AGENDA

of the

Council Special Meeting

Held in the Council Chambers

2^nd floor – Council Administration Building

45 Roderick Street

IPSWICH QLD 4305

On Wednesday, 17 June 2020

at 2.00 pm to 4.30 pm

The purpose of the meeting is to consider:

1. Council Procurement Reform 2019-2020

2. Buy Ipswich Approach

3. Tender Consideration Plan - Polaris Data Centre Consolidation

4. Tender Consideration Plan - Pathway Software Licencing, Maintenance and Support

5. Tender Consideration Plan - iFerret Maintenance

6. Contracts extended under Local Government Regulation 2012 - s235 (c) - May 2020

7. Contract Extension - Safe City Monitoring

8. Contract Extension - Supply of parking machines and associated systems

9. Proposed Repeal - Sale of Land for Overdue Rates and Charges

10. Change of time of Council Ordinary Meeting scheduled for 30 June 2020

11. Remondis Deed of Settlement and Variation

Council

Special Meeting Agenda

17 June

2020

BUSINESS

A. OPENING OF MEETING:

B. WELCOME TO COUNTRY OR ACKNOWLEDGEMENT OF COUNTRY:

C. OPENING PRAYER:

D. APOLOGIES AND LEAVE OF ABSENCE:

E. DECLARATIONS OF INTEREST:

F. Officers' reports:

· Council Procurement Reform 2019-2020........................................................... 5

· Buy Ipswich Approach......................................................................................... 9

· Tender Consideration Plan - Polaris Data Centre Consolidation...................... 25

· Tender Consideration Plan - Pathway Software Licencing, Maintenance and Support 33

· Tender Consideration Plan - iFerret Maintenance........................................... 45

· Contracts extended under Local Government Regulation 2012 - s235 (c) - May 2020 49

· Contract Extension - Safe City Monitoring....................................................... 53

· Contract Extension - Supply of parking machines and associated systems...... 57

· Proposed Repeal - Sale of Land for Overdue Rates and Charges.................... 61

· Change of time of Council Ordinary Meeting scheduled for 30 June 2020..... 71

· Remondis Deed of Settlement and Variation................................................... 73

--ooOOoo--

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6275253

ITEM: F.1

SUBJECT: Council Procurement Reform 2019-2020

AUTHOR: Manager, Procurement

DATE: 3 June 2020

Executive Summary

This is a report concerning the reform of procurement within Ipswich City Council in 2019-2020, inclusive of Business Transformation Project #3: Procurement and the delivery of the new model in 2020.

Recommendation/s

That Council note the objectives and outcomes intended by Business Transformation Project (BTP) #3 Procurement and the work that has been completed and is still underway to transform Council’s vital procurement model and function.

RELATED PARTIES

No declaration of conflicts of interest.

Advance Ipswich Theme

Listening, leading and financial management, and Strengthening our economy and building prosperity

Purpose of Report/Background

The purpose of this report is to brief Councillors on:

· implementation of Business Transformation Project #3 Procurement

· objectives and intended outcomes

· progress to date

· work underway and still to come

In early 2019, Business Transformation Project #3 – Procurement (BTP#3) was established as one of 18 transformation projects focused on achieving good governance, transparency and accountability within Council. Specifically, BTP#3 was established to transform the procurement operations to create a whole-of-council approach which improves all aspects of the procurement operations, delivering long-term sustainable change. BTP#3 was about transforming the Ipswich City Council procurement function and framework so that we return the confidence of the community in the way Council buys things (goods, services, outcomes). The project was established to develop enabling governance structures and systems and continue to build and develop Council capability so that our staff also feel confident and adequately equipped to deliver the outcomes expected of us. This project is important to Council as procurement touches every fragment of the organization. The project focused on developing a plan with Council key stakeholders to build and embed critical procurement infrastructure and deliver on that plan to sustain a culture of best-practice procurement, which is ultimately sanctioned by the Ipswich community.

An effective procurement function has strong alignment between governance, strategic direction setting, and value delivery, underpinned with expertise in core competencies and supported by enabling processes, tools and resources and sustained by performance reporting and action planning. Simplicity and clarity of responsibility and accountability across the end to end procurement spectrum is critical. The objectives of the BTP#3 Procurement were to:

• develop a simple and efficient procurement framework that focuses on governance and transparency

• provide a framework that meets the needs of staff and the organisation

• provide a framework that entrenches a consistent message

• provide a framework that meets compliance with relevant legislation, and ensures risk is escalated (where appropriate)

• Increase the confidence of suppliers, providers and ratepayers in ICC's procurement practices,

• mitigate the risk of fraud, corruption and non-compliance

To date the project has delivered the following outcomes.

• council-wide consultation process with all impacted teams to understand Council’s business needs

• all procurement teams of the former decentralised model within Council drawn into a single Procurement Branch

• recruitment and appointment of a Manager, Procurement

• design and delivery of a single digital form for all procurement requests

• standardisation of the use of VendorPanel for all Council quotes and tenders

• redesign of Procurement Branch to a category management approach with expert advice from Charles Kendall Australia

• established 58 catalogues (8500 catalogued items) for more efficient and consistent processing of contracted items at fixed price per unit

• implementation of a new procurement framework core documents for Council:

• Procurement Administrative Directive

• Single procurement procedure (Code of Practice)

• roll out of new model Council wide for centralised procurement activities over $15,000

• continued delivery of business as usual procurement support and activities for Council during transition and restructure process

While there have been significant achievements to date in implementing structural, cultural and system changes to procurement within Council, work remains to:

• finalise a current data baseline against which to track improved procurement outcomes for Council

• finalise and implement a contract management framework

• finalise open market selection processes and appoint to all vacant positions

• continue to build the capability of the Branch with support from the People and Culture Branch and external partners where needed

• implement the final phase of centralisation of the new Procurement Model for all activities over $2000

• finalise and consolidate a forward schedule of procurement activity

• achieve a resourced and well-functioning Procurement Branch by December 2020

• continue to mature the procurement function to be strategic and value generating.

The implementation of the transformed procurement model is an ongoing project that will be monitored by Council’s Program Management Office (PMO).

Legal/Policy Basis

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

Local Government Act 2009 and Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

It is critical that the objectives and outcomes intended by BTP#3 are achieved. Monthly monitoring by the PMO reporting to the Executive Leadership Team will assist in ensuring that successful implementation is fully achieved.

Financial/RESOURCE IMPLICATIONS

Changes to the resourcing of the Procurement Branch and support for delivery of change have been managed within Council budget.

COMMUNITY and OTHER CONSULTATION

The implementation of changes to the procurement model have been widely consulted within Council. The local community has been notified of changes to outward facing systems such as Vendor Panel.

Conclusion

That Council note the significant changes that have occurred with procurement and that work is still underway to build the capacity and capability within Council to deliver world class procurement for the Ipswich community.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6275124

ITEM: F.2

SUBJECT: Buy Ipswich Approach

AUTHOR: Manager, Procurement

DATE: 3 June 2020

Executive Summary

This is a report seeking a resolution of Council to adopt a revised Procurement Policy 2020-2021 with a significantly strengthened approach to procuring services from local business and industry.

Recommendation/s

That the policy titled ‘Procurement Policy’ be amended as outlined in Attachment 1, by incorporating significant strengthening of support for local business and industry including a new Buy Ipswich Approach.

RELATED PARTIES

There was no declaration of conflicts of interest.

Advance Ipswich Theme

Strengthening our local economy and building prosperity

Purpose of Report/Background

The purpose of this report is to table for Council’s consideration and adoption the revised Procurement Policy 2020-2021 with significantly strengthened support for local business and industry. The revised policy introduces the proposed Buy Ipswich approach.

Mayor Harding committed to ‘strictly enforce a buy local approach’ in a ten point plan for COVID-19 as part of her campaign for election.

Council’s procurement policy and code of practice procedure is proposed to be significantly strengthened to develop local business and industry in the Ipswich City Council local government area. This includes a new Buy Ipswich Approach to provide a framework to Council officers when purchasing future goods, services and/or works that deliver better outcomes for local business and industry. It is designed to be simple to implement and clear in its requirements from a business perspective.

The proposed Procurement Policy for 2020-2021 has been revised as follows:

This Council is absolutely committed to developing competitive and thriving local businesses

and industries. Investing in the Ipswich economy will yield social and economic benefits for

the community as a whole, including greater opportunities for employment, skills, education

and business development. The development of competitive local business and industry will

be a priority in the procurement planning stage and form part of the evaluation process for all procurement. Council has developed a Buy Ipswich approach to procurement and will work with key stakeholders and local businesses and industries to support and enable them to compete effectively in the market.

If adopted, from 1 July 2020, when applying the Local Government Act 2009 sound contracting principle ‘development of competitive local business and industry’ Council procurement officers will apply the following:

• where quotes are sought for all contracts with an expected value less than $50,000, only seek quotes from local businesses (as will be defined in the Procurement Code of Practice Procedure) in the first instance (where such are assessed to be reasonably capable of supplying Council’s needs of value for money), and

• where quotes are sought for all contracts with an expected value less than $200,000, provide a 20 per cent local content preferential weighting to the scoring evaluation advertised by Council, or

• where quotes are sought for all contracts with an expected value greater than $200,000, provide a 15 per cent Local Economy Support preferential weighting to the scoring evaluation advertised by Council.

Legal/Policy Basis

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

Local Government Act 2009 and Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS]

There is a risk for increased expenditure when limiting the supplier selection through this policy change. To mitigate the risk, spend analysis will be undertaken through the year to map the change and a review will be presented to Council for consideration of the ongoing use of this approach.

Financial/RESOURCE IMPLICATIONS

There are no direct resource implications for the roll out of the new approach within Council. There are possible financial impacts of restricting quotes and tenders to local suppliers, however there will also be broader financial benefits to the Ipswich community through targeting spend locally. The Procurement Branch will track the impacts of implementation and report to Council for consideration of the ongoing use of the policy after 12 months.

COMMUNITY and OTHER CONSULTATION

No community engagement has been undertaken for this paper.

The proposed approach has been consulted with the Executive Leadership Team and the Procurement Branch and was developed after considering approaches taken by a number of other Councils.

Councillors were briefed on the proposed Buy Ipswich Approach on 9 June 2020.

Conclusion

The revised Procurement Policy 2020-2021 is recommended for adoption by Council in order to deliver a Buy Ipswich Approach.

Attachments and Confidential Background Papers

1.	Procurement Policy 2020-2021 - tracked changes ⇩
2.	Procurement Policy 2020-2021 - clean copy ⇩
3.	Buy Ipswich Approach ⇩

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6273460

ITEM: F.3

SUBJECT: Tender Consideration Plan - Polaris Data Centre Consolidation

AUTHOR: Senior Procurement Officer

DATE: 3 June 2020

Executive Summary

This is a report concerning the leased rack space and fibre cross connects in the Polaris Data Centre that support connectivity to the ICT Infrastructure for Council, and the broader community services, such as free Wifi. The contracted ICT Managed Service Provider (Datacom) has a leased area in Polaris that houses all of the ICC IaaS infrastructure. The ICC leased rack space from NTT Data (previously Dell), provides critical connectivity between the Datacom IaaS space, and the ICC Network, Edge Security and ERP database servers.

RECOMMENDATION

A. That Council resolve to prepare a Tender Consideration Plan for the leased rack space from NTT Data in accordance with section 230(1)(a) of the Local Government Regulation 2012.

B. That Council resolve to adopt the Tender Consideration Plan for the leased rack space from NTT Data as outlined in the report by the Manager, Procurement dated 3 June 2020 in accordance with section 230(1)(b) of the Local Government Regulation 2012.

C. That Council resolve to enter into a contract with NTT Data Services Australia Pty Ltd for Leased Rack space on the terms described in the report by the Manager, Procurement dated 3 June 2020.

D. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract with NTT Data Services Australia Pty Ltd to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

RELATED PARTIES

NTT DATA Services Australia Pty Ltd (ABN 41 612 215 764)

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

The purpose of this report is to outline the key critical business requirements of the leased rack space in the Polaris Data Centre, and seek approval to continue with the current arrangement with NTT Data Services Australia Pty Ltd. There are a minimal number of suppliers within the Polaris Data Centre that can provide this service. The original engagement, which was with Dell (novated to NTT Data after NTT Data purchased this section of Dell), and via a State Government contract as a prequalified supplier. NTT Data Services Australia Pty Ltd is a registered Vendor Panel supplier.

In 2017, a Project was undertaken to consolidate the Ipswich City Council’s IT infrastructure from three primary Data Centres (Hayden, IGIC and Polaris) to a single Data Centre at Polaris.

This was a strategic move as the IGIC and Hayden Data Centres were becoming out dated and the IT infrastructure was nearing, or had reached end of life. There was also the risk of flooding at the Hayden Data Centre.

During the implementation of the project, the scoping included a co-location rack space that would be required to house the ICT owned equipment for the Oracle database servers (application servers are in the hosted IaaS environment with Datacom, and it reduced the risk to have the environments separated). In addition to this, the network and edge security core was required to be housed in independent rack spaces, as ICC did not have physical access to the Datacom IaaS environment, due to commercial-in-confidence arrangements with their other customers, and access to this equipment is required.

This report is to seek approval to continue this engagement, and by doing so, mitigate any risks to the organisation, as the current supplier has maintained a quality outcome for Council, with no outages caused by this infrastructure in three years.

Legal/Policy Basis

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

Council resolution to proceed with adoption of the Tender Consideration Plan will assist in minimising risk management implications.

Financial/RESOURCE IMPLICATIONS

No resource or financial implications, as is currently within the Operational budget. NTT Data have been contacted for a revised agreement, anticipating a small decrease in the current cost overall.

COMMUNITY and OTHER CONSULTATION

No community consultation required, as is a core business function for Council to maintain connectivity between Ipswich and Polaris, and ICC infrastructure and the ICT Managed Service Provider’s IaaS environment (servers).

Conclusion

As the business requirement for independent rack space will be an ongoing requirement to support the ICT infrastructure for Council, while the Infrastructure as a Service (IaaS) environment is hosted in Polaris, an approach to market was considered. However, the risk to change the environment design is significant for Council (risk and financial), as these racks house the ERP databases, backup storage for the ERP servers, and the network and edge security devices. Any disruption in these, will have significant business impacts and a re-design will have significant investment (time and financial) impacts.

Based on this, it is recommended that ICC engage NTT DATA Services Australia Pty Ltd for a three year agreement for the three racks for continuity of service.

Attachments and Confidential Background Papers

1.	Tender Consideration Plan - Polaris Data Centre Consolidation ⇩

Wanda Schoenfisch

Senior Procurement Officer

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6268926

ITEM: F.4

SUBJECT: Tender Consideration Plan - Pathway Software Licencing, Maintenance and Support

AUTHOR: Senior Procurement Officer

DATE: 1 June 2020

Executive Summary

This is a report concerning the Tender Consideration Plan for Pathway Software Licencing, Maintenance and Support Agreement. The report recommends that Council resolve to prepare and adopt the Tender Consideration Plan in accordance with section 230(1)(a) and (b) of the Local Government Regulation 2012. Pathway is an embedded and widely used critical information and communication technology (ICT) system. Inviting tenders for a replacement system is not considered prudent at this time as Ipswich City Council prepares a business case for its ICT platform for the future. A three year contract with Infor Global Solutions (ANZ) Pty Ltd is recommended.

RECOMMENDATION

A. That Council resolve to prepare a Tender Consideration Plan for Pathway Licencing, Maintenance and Support in accordance with section 230(1)(a) of the Local Government Regulation 2012.

B. That Council resolve to adopt the Tender Consideration Plan for Pathway Licencing, Maintenance and Support as outlined in the report by the ICT Category Specialist – Senior Procurement Officer dated 1 June 2020 in accordance with section 230(1)(b) of the Local Government Regulation 2012.

C. That Council resolve to enter into a contract with Infor Global Solutions for Pathway Licencing, Maintenance and Support on the terms described in this report by the Manager, Procurement dated 1 June 2020.

D. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract with Infor Global Solutions (ANZ) Pty Ltd to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

RELATED PARTIES

Infor Global Solutions (ANZ) Pty Ltd (ABN 23 003 538 314)

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

In 2001, Council commissioned Pathway, a core business solution to underpin a significant range of land and citizen administration functions. Pathway is currently well leveraged by multiple functions and branches across Council. This solution is currently widely utilised by other Local Governments to perform these critical administrative functions.

Over time, Ipswich City Council (Council) has made significant investment into Information and Communications Technology (ICT) platforms and solutions to enable successful business operations, supporting all aspects of services from strategic planning through to daily operations.

Ongoing use of this platform aligns with Council’s ICT goals to leverage, extend and maintain in-place systems and tools to maximise ICT investment into current technologies, as well as to provide fit for purpose applications and platforms to enable the business to efficiently and effectively provide services to the Ipswich (and wider) community.

A Tender Consideration Plan (TCP) (Attachment 1) has been prepared recommending that invitations to tender for a replacement system are not proceeded with and that Council enters into a contract with Infor Global Solutions (ANZ) Pty Ltd.

The proposed terms of the contract for the goods or services

1. Renewal of the current term where-by Council renew the licensing, maintenance and support agreement annually, incurring a 6% year on year increase.

2. Three (3) year locked commitment for licensing, maintenance and support remitted on an annual basis, incurring a 3% year on year increase for the period 1/07/2020 to 30/06/2023.

Costs associated with the options above are as follows, noting the comparison of costs over three (3) years to account for Option 2 above:

Period	Option 1	Option 2
1/07/2020 – 30/06/2021	$ 372,348.60	$ 361,809.46
1/07/2021 – 30/06/2022	$ 394,688.46	$ 372,663.74
1/07/2022 – 30/06/2023	$ 418,369.77	$ 383,843.65
Total	$ 1,185,406.83	$ 1,118,316.85

Note: all costs exclusive of GST.

Legal/Policy Basis

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

A risk analysis has been undertaken in relation to this report, with potential risks assessed identified between Moderate and Low. Refer Attachment 1, for identified risks and associated mitigation strategies.

Financial/RESOURCE IMPLICATIONS

There are no resourcing or budgeting implications, as Pathway is budgeted as an Operational expense in the ICT Budget, as a core business platform. There are no additional financial implications.

If ICC commit to a three year contract as per the recommendation, an overall saving of $69k will be achieved (across three years), rather than a 12 month renewable contract for up to three years (Option 1 in above table).

COMMUNITY and OTHER CONSULTATION

The contents of this report did not require community and other consultation.

Conclusion

It is recommended that Council renew the current arrangement with Infor as per Option 2 for three years (1/7/2020 - 30/6/2023) in accordance with section 230(1)(a) of the Local Government Regulation 2012. This will support the business direction of going to market for the Platform/s of the Future as per the ICT Strategy. The initial critical platform that is replaced will not be Pathway, and the three years will give time for planning and scoping to review the best solution and outcomes for Council.

Attachments and Confidential Background Papers

1.	Tender Consideration Plan - Pathway Software Licencing, Maintenance and Support ⇩

Wanda Schoenfisch

Senior Procurement Officer

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6277885

ITEM: F.5

SUBJECT: Tender Consideration Plan - iFerret Maintenance

AUTHOR: Senior Procurement Officer

DATE: 4 June 2020

Executive Summary

This is a report seeking a Council resolution to continue the maintenance and support subscription for Council’s iFerret software. This specialised software was purchased in 2013 through a procurement quote process and its continued use is considered essential. A resolution of Council is sought to proceed to enter into a Contract for the licensing maintenance and support with Galapagos Pty Limited for the next three (3) years expiring 30 June 2023.

RECOMMENDATION

A. That Council resolve to adopt the Tender Consideration Plan for Galapagos Pty Limited iFerret software as outlined in the report by the ICT Category Specialist dated 4 June 2020 in accordance with section 230(1)(b) of the Local Government Regulation 2012.

B. That Council resolve it is satisfied under section 235 (b) of the Local Government Regulation (Regulation) 2012 that the exemption under section 235 (b) of the Regulation applies because of the specialised nature of the services that it would be impractical or disadvantageous for the local government to invite quotes or tenders.

C. That Council resolve to enter into a contract with Galapagos Pty Limited for maintenance and support for iFerret for a period of three (3) years.

D. That the Chief Executive Officer be authorised to negotiate and finalise the terms of the contract with Galapagos Pty Limited to be executed by Council and to do any other acts necessary to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

RELATED PARTIES

Galapagos Pty Limited, Surry Hills NSW

No declaration of conflicts of interest.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

Council sought quotes from suppliers on a LocalBuy panel in 2013 to establish the availability of a ‘search and discovery’ solution for Council. The search and discovery solution that Council was seeking required functionality to facilitate the exploration across multiple Council existing systems to provide an efficient and effective means of tracking and tracing vital information and documents. Key stakeholders of the search and discovery tool included Legal and Governance Branch, Internal Audit and other individual stakeholders within the organisation.

Galapagos Pty Limited was the successful supplier of the competitive tender process. Council has been receiving annual maintenance and support for iFerret since the implementation of this software in 2013. Council has undertaken annual extensions of this agreement since the expiry of the initial term to ensured continued use of the service. Further information is provided in the attached Tender Consideration Plan.

Section 235 (b) of the Local Government Regulation 2012 can only be applied through a resolution of Council. This power is not delegated to the Chief Executive Officer.

Section 235 (b) provides an exception to first inviting written quotes or tenders and entering into a medium-sized or large-sized contractual arrangement if –

(b) the local government resolves that, because of the specialised or confidential nature of the services that are sought, it would be impractical or disadvantageous for the local government to invite quotes or tenders.

Legal/Policy Basis

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

Local Government Act 2009

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is the iFerret software will not be supported and will cease due to the licence expiring. This will result in disruption to the business and will impact Council’s ability to search multiple systems in an efficient manner.

Financial/RESOURCE IMPLICATIONS

This Tender Consideration Plan presents the objectives and recommendations to provide continued maintenance and support for the purchased software and seeks approval to enter into a continuing annual agreement with an existing Supplier with a value over the next three (3) years of approximately $90,000 (ex GST). This is an average annual cost of approximately $30,000 (ex GST).

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with the Legal and Governance Branch, Internal Audit and the ICT Branch who support the recommendations of this report.

This report does not require Community consultation.

Conclusion

To enable Council to continue to leverage the specialised software purchased in 2013 through a procurement quote process, a resolution of Council is sought to proceed to enter into a Contract for the licensing maintenance and support with Galapagos Pty Limited for the next three (3) years expiring 30 June 2023.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	Tender Consideration Plan - iFerret
1.1	2020-2021 Annual Maintenance and support quote
1.2	Original Procurement Plan
1.3	Attachment A to Original Procurement Plan
1.4	Attachment B to Original Procurement Plan

Wanda Schoenfisch

Senior Procurement Officer

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6275138

ITEM: F.6

SUBJECT: Contracts extended under Local Government Regulation 2012 - s235 (c) - May 2020

AUTHOR: Manager, Procurement

DATE: 3 June 2020

Executive Summary

This is a report concerning three contracts extended under s235 (c) of the Local Government Regulation 2012 concerning commercial cleaning, plant hire services (dry hire) and plant hire services (wet hire).

Recommendation/s

That Council note the extension of three contracts under s235 (c) of the Local Government Regulation 2012:

· Commercial Cleaning (14-15-060)

· Plant Hire Services (Dry Hire) (14-15-014)

· Plant Hire – Wet Services (14-15-005)

RELATED PARTIES

There are no conflicts of interest that have been declared.

Advance Ipswich Theme

Strengthening our local economy and building prosperity

Purpose of Report/Background

The purpose of this report is to inform Council of the extension of three contracts under s235 (c) of the Local Government Regulation 2012. This provision under the Regulation allows an appropriate delegate, the CEO in this case, to enter into an agreement without first seeking quotes where a genuine emergency exists. In this case the CEO endorsed the extension of three agreements to ensure continued services within Council while tenders are finalised.

Commercial Cleaning (14-15-060)

This contract has been in place since 2015 with an initial three year term and two one year extensions under contract. Total contract expenditure to date has been approximately $6,500,000. The contract includes cleaning services at various council locations (public facilities and structures, Ipswich Central Business District, commercial carpets, graffiti removal, commercial kitchens, gutters, pathways and bus stops). Due to a failure in scheduling and contract administration practices, the tender to establish a new contract was not commenced within appropriate time. As the services are required on an ongoing basis, and Council resolution for extension could not be obtained prior to the expiry of the current contract, an extension was sought and approved by the CEO for six months to allow time to undertake an open tender to market.

Plant Hire Services (Dry Hire) (14-15-014)

This contract has been in place since 2015 with an initial three year term and two one year extensions under contract. Total contract expenditure to date has been approximately $1,500,000. The contract establishes a panel of suppliers to provide the hiring of large and small plant without an operator – for incidental items like event hire through to large earthmoving equipment. Due to a failure in scheduling and contract administration practices, the tender to establish a new contract was not commenced within appropriate time. As access to these services is required on an ongoing basis, and Council resolution for extension could not be obtained prior to the expiry of the current panel arrangement, an extension was sought and approved by the CEO for three months to allow time to finalise an open tender to market.

Plant Hire – Wet Services (14-15-005)

This contract has been in place since 2015 with an initial three year term and two one year extensions under contract. Total contract expenditure to date has been approximately $13,000,000. The contract establishes a panel of suppliers to provide the hiring of plant which includes an operator – for plant such as bobcats, trucks, specialised civil equipment. Due to a failure in scheduling and contract administration practices, the tender to establish a new contract was not commenced within appropriate time. As the services are required on an ongoing basis, and Council resolution for extension could not be obtained prior to the expiry of the current contract, an extension was sought and approved by the CEO for six months to allow time to undertake an open tender to market.

To mitigate the risk of future poor practices such as these, the Procurement Branch are implementing a centralised Council Forward Procurement Schedule and a Contract Management Framework. The Forward Procurement Schedule will:

· effectively prioritise procurement processes;

· allocate sufficient resources and time to procurement processes to ensure their success;

· ensure compliance with relevant legislation and policies;

· seek early advice from the Procurement Branch on the procurement strategies that will best allow a procurement process to meet its stated objectives whilst complying with relevant policies, processes and legislation; and

· support management of budgets with visibility of future spend requirements.

The Contract Management Framework will ensure allocation of suitable roles, application of appropriate governance, and effective administration of supplier contracts to support achieving organisational objectives and for meeting regulatory compliance obligations. The Contract Management Framework outlines a basis for compliance as well as for good practice with respect to important contract management practices.

Legal/Policy Basis

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

Local Government Act 2009 and Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

There are risk implications if contracts are extended under emergency exemption on a regular basis. To ensure transparency to the Council and the public, Council will receive a report on any future use of this exemption where Council would be the decision-maker.

Financial/RESOURCE IMPLICATIONS

There are no financial impacts from the extension of these contracts as they are managed within budgeted costs.

COMMUNITY and OTHER CONSULTATION

Infrastructure and Environment Department, as the relevant contract owner, were consulted on the extension of agreements.

Conclusion

Council should note the utilisation of the extension of the above described agreements under S235 (c) of the Local Government Regulation 2012 and the actions being undertaken to ensure better management of contract administration within Council in future.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6272570

ITEM: F.7

SUBJECT: Contract Extension - Safe City Monitoring

AUTHOR: Principal Officer (Procurement and Contract Operations)

DATE: 2 June 2020

Executive Summary

This is a report concerning the extension of contract 14-15-011 Safe City Monitoring with Wilson Security Pty Ltd. The Council is requested to endorse a three-month extension from 30 June 2020 to 30 September 2020. This extension will allow for the finalisation of a current tender process and possible transition to a new contract 13697 Safe City Monitoring.

RECOMMENDATION

That the Chief Executive Officer be authorised to administer a contract extension for the Safe City Monitoring, Contract No. 14-15-011 and to do any other acts necessary to implement Council’s decision in accordance with section 13(3)(c) of the Local Government Act 2009.

RELATED PARTIES

There was no declaration of a conflict of interest.

The incumbent contractor is Wilson Security Pty Ltd.

Advance Ipswich Theme

Caring for the community

Purpose of Report/Background

The Scope of the 14-15-011 Safe City Contract is for the monitoring of the council camera network, the provision of security guards and the patrol of Council Assets and Alarm responses.

The Council endorsed the engagement of Wilson Security for the 14-15-011 Safe City Monitoring contract at Council Ordinary Meeting of 25 August 2015 for a period of three (3) years with the option to extend a further two (2), one (1) year periods. An extract from the Council Ordinary Meeting of 25 August 2015 provides additional details.

EXTRACT

The contract commenced on 1 October 2015 for a term of three years to 31 September 2018 and the first 12-month extension was exercised to 1 October 2019. The Council exercised a second extension for 6 months, expiring 31 March 2020. A third extension was implemented for a period of two months to 30 June 2020.

A replacement tender, 13697 Security Services, is currently in evaluation with a recommendation pending and scheduled for submission to the July 2020 Council Meeting. The extension of the current arrangement will provide sufficient time to complete the contract award process and give time to transition to the new agreement.

Council endorsement of the additional short-term extension is sought based on expenditure under this arrangement, exceeding the original contract value $1.1M per annum, with total estimated expenditure of $5.2M over five years. The actual expenditure to date is $6.65M, with an average annual expenditure of $1.3M per annum. The increased expenditure is due to the expansion of the network, variability in the number of patrol responses and increase in payments due under industrial awards.

Legal/Policy Basis

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

The Safe City Monitoring offers a vital service to the community; the endorsement of the extension will ensure continuity of service to the community. The extension of three months will allow for the smooth transition processes between contracts.

Financial/RESOURCE IMPLICATIONS

The estimated expenditure for the term of this extension is $135,000 per month for a three-month total expenditure of $400,000 (ex GST). Funding is available through the Safe City Monitoring program.

COMMUNITY and OTHER CONSULTATION

This extension has been consulted with the Community Safety and Innovation Manager – Community, Cultural and Economic Development Department and Manager, Procurement - Corporate Services Department

Conclusion

Council is requested to consider and endorse the extension of contract 14-15-011 Safe City Monitoring with Wilson Security Pty Ltd for a three-month extension from 30 June 2020 to 30 September 2020.

Stephen Bailey

Principal Officer (Procurement and Contract Operations)

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Ben Pole

General Manager - Community, Cultural and Economic Development

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6272569

ITEM: F.8

SUBJECT: Contract Extension - Supply of parking machines and associated systems

AUTHOR: Principal Officer (Procurement and Contract Operations)

DATE: 2 June 2020

Executive Summary

This is a report concerning the extension of contract 11928 Parking Machines and Communication and Management Systems with Australian Parking and Revenue Control Pty Ltd. A Council resolution is sought to exercise the remaining twelve month extension from 1 May 2020 to 30 April 2021.

RECOMMENDATION

That the Chief Executive Officer be authorised to administer a final twelve month contract extension for the Parking Machines and Communication and Management Systems contract No. 11928 and to do any other acts necessary to implement Council’s decision in accordance with section 13(3)(c) of the Local Government Act 2009.

RELATED PARTIES

There was no declaration of conflicts of interest.

Advance Ipswich Theme

Managing growth and delivering key infrastructure

Purpose of Report/Background

On 19 March 2018 the Council resolved that it was satisfied that under section 235(a) of the Local Government Regulation 2012, Australian Parking and Revenue Control Pty Ltd is the only supplier reasonably available to provide the maintenance of Council’s existing parking machines. The Parkeon Strada parking network is under a licence arrangement between the Manufacturer and Australian Parking and Revenue Control Pty Ltd which has established a sole supplier arrangement for the supply and maintenance of the parking network. In line with the extract of the Works, Parks and Sport Committee No. 2018(03) Recommendation B set out below: a contract extension is at the option of Council.

Council entered into a contract with Australian Parking and Revenue Control Pty Ltd on 13 June 2018 for the maintenance of Council’s existing parking meters for the expected sum of $720,000 (ex GST), for a period of three years, being one year initially, with 2 one year extensions, at the option of Council.

The estimated total expenditure for this arrangement was $720,000 (ex GST) based on the previous annual average expenditure of $240,000. Current expenditure is $950,000 (ex GST) for the past two years, which includes the cost of two significant variations. Changes to banking compliance standards required a significant hardware upgrade to all Parking Meter credit card readers at the cost of $362,000 (ex GST) and a smaller approved ongoing variation for the monthly processing of credit card transaction processing performed by Australian Parking and Revenue Control Pty Ltd. These variations result in an additional contract cost of $402,000 (ex GST).

Legal/Policy Basis

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

Extending the current arrangement continues to offer the Council the ability to delay a significant investment in parking meter assets at a time when smart technologies are evolving. The extension provides the Council with the opportunity to delay the replacement of the existing network to a time more favourable to the Council. Delaying the investment in new parking meter assets allows the Council the opportunity to minimise the community impact of change while the development of the Ipswich Central Business District occurs over the coming years.

Any alternative to the incumbent supplier may result in the need to replace the existing parking meters at significant capital investment.

Financial/RESOURCE IMPLICATIONS

The estimated expenditure for the final year extension is $240,000 (for meter operations, hosting and communication) and an additional $45,000 for Credit Card Processing Fees for a total estimated cost of $285,000. The total cost of this arrangement over the entire period is expected to be $1.23 million.

COMMUNITY and OTHER CONSULTATION

Infrastructure Strategy Branch in the Infrastructure and Environment Department manages the day to day operational contract. Their endorsement of the extension was sought before making this request.

Conclusion

Council is requested to exercise the remaining twelve month extension from 1 May 2020 to 30 April 2021 of the Parking Machines and Communication and Management Systems contract (Contract 11928) with Australian Parking and Revenue Control Pty Ltd.

Stephen Bailey

Principal Officer (Procurement and Contract Operations)

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6182891

ITEM: F.9

SUBJECT: Proposed Repeal - Sale of Land for Overdue Rates and Charges

AUTHOR: Treasury Accounting Manager

DATE: 8 June 2020

Executive Summary

This is a report concerning a proposed repeal of a previous Ipswich City Council (Council) decision made at the Ordinary Council Meeting on 19 November 2019 to sell land for overdue rates and charges under Chapter 4 –Rates and Charges, Part 12 – Overdue Rates and Charges, section 140 of the Local Government Regulation 2012.

Recommendation

A. That the following recommendation 9(E) made by the Governance Committee on 12 November 2019 and adopted at the Council Ordinary Meeting of 19 November 2019, be repealed:

E That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 2/45 Blaxland Crescent, REDBANK PLAINS QLD 4301 (more properly described, as Lot 2 Survey Plan 198183) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

B. That the following recommendation 9(G) made by the Governance Committee on 12 November 2019 and adopted at the Council Ordinary Meeting of 19 November 2019, be repealed:

G That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 12 Marcel Street, EAST IPSWICH QLD 4305 (more properly described, as Lot 14 Registered Plan 80179 to depth 30.48m) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

C. That the following recommendation 9(I) made by the Governance Committee on 12 November 2019 and adopted at the Council Ordinary Meeting of 19 November 2019, be repealed:

I That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at 156 Old Ipswich Road, RIVERVIEW QLD 4303 (more properly described, as Lot 2 Registered Plan 813070) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

D. That the following recommendation 9(J) made by the Governance Committee on 12 November 2019 and adopted at the Council Ordinary Meeting of 19 November 2019, be repealed:

J That pursuant to section 140(2) of the Local Government Regulation 2012, to sell the property at, 19 Highbury Drive, REDBANK PLAINS QLD 4301 (more properly described, as Lot 33 Registered Plan 198885) in accordance with the Local Government Regulation 2012 as some or all of the overdue rates or charges have been overdue for at least 3 years.

RELATED PARTIES

For the purposes of related party disclosures, Councillors and Senior Managers should consider the properties listed in the recommendation.Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

On 19 November 2019 Council resolved to sell ten properties for overdue rates and charges pursuant to section 140(2) of the Local Government Regulation 2012. Attachment 1 is a copy of the report from November 2019 and is provided as background.

In the period subsequent to issuance of the required “Notices of Intention to Sell”, rates and charges on six (6) of those properties have been paid in full. No further action in relation to those properties is required at this time.

The National Cabinet through the Prime Minister of Australia, announced a series of hardship principles related to the provision of energy, water and rates arising from the impacts of the COVID-19 Pandemic. These principles include:

• Offering flexible payment options to all households and small businesses in financial stress – including small businesses eligible for the JobKeeper Payment;

• Not disconnecting restricting supply/services to those in financial stress;

• Deferring debt recovery proceedings and credit default listing;

• Waiving late fees and interest charges on debt; and

• Minimising planned outages for critical works, and provide as much notice as possible to assist households and businesses during any outage.

Repealing the former decision of Council to sell these properties for overdue rates and charges and ceasing any related actions, is consistent with the principles of deferring debt recovery proceedings, given the additional financial difficulties arising from the COVID-19 Pandemic.

However, it should be noted that rates and charges on these properties have been accruing for a period of greater than three (3) years and can reasonably be considered pre COVID‑19 Pandemic debts.

Council officers have remained in contact with the property owners or other interested parties prior to and since the decision of Council on 19 November 2019. Council officers are aware of genuine steps and actions that have been instigated by either the property owner or another interested party to settle these overdue rates and charges. However, the actions of either the property owner and / or any other interested party cannot be confirmed at the time of writing this report.

Rates and charges will continue to accrue on these properties and will remain recoverable against the respective properties. Should Council wish to consider the sale of these properties for overdue rates and charges at a future point in time, a new resolution under section 140(2) of the Local Government Regulation 2012 will be required.

Legal/Policy Basis

Local Government Act 2009
Local Government Regulation 2012
Rates Recovery Policy

RISK MANAGEMENT IMPLICATIONS

If the previous Council decision is not repealed and the overdue rates and charges on these properties are not paid prior to the auction, the auctions will proceed as scheduled.

Financial/RESOURCE IMPLICATIONS

There are no significant financial implications as a result of this report. While the rates and charges on these properties remain uncollected, interest continues to accrue on the outstanding balances and will remain recoverable against the respective properties.

COMMUNITY and OTHER CONSULTATION

No community consultation has been undertaken in relation to this report as these matters are of statutory nature under the Local Government Regulation 2012.

Conclusion

Under the Local Government Act 2009, Council is empowered with the responsibility to levy and collect rates to fund the cost of providing services to Ipswich. The onus is on the registered owner of a property to ensure rates are paid.

Given the hardship principles established by the National Cabinet in response to the COVID-19 Pandemic and in light of the expressed intentions and actions of the property owners or other interested parties, Council is able to consider repealing some or all of the previous resolutions based on the information available to Council at the time of making its decision.

Attachments and Confidential Background Papers

1.	Report - Sale of Land for Overdue Rates and Charges - November 2019 ⇩

	CONFIDENTIAL
2.	History of interactions regarding the properties

Paul Mollenhauer

Treasury Accounting Manager

I concur with the recommendations contained in this report.

Jeffrey Keech

Manager, Finance

I concur with the recommendations contained in this report.

Sonia Cooper

General Manager Corporate Services

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

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6280984

ITEM: F.10

SUBJECT: Change of time of Council Ordinary Meeting scheduled for 30 June 2020

AUTHOR: Committee Manager

DATE: 8 June 2020

Executive Summary

This is a report concerning a proposed change in time to the Council Ordinary Meeting scheduled for 30 June 2020.

Recommendation/s

That the Council Ordinary Meeting scheduled to commence at 9.00 am on Tuesday, 30 June 2020 be rescheduled to commence at 12.30 pm on Tuesday, 30 June 2020.

RELATED PARTIES

There are no identified conflict of interests in relation to this matter.

Advance Ipswich Theme

Listening, leading and financial management

Purpose of Report/Background

At Council’s Post-Election Meeting held on 27 May 2020, Council resolved to hold an Ordinary meeting on 30 June 2020 commencing at 9.00 am.

As this time was previously resolved by Council resolution, a further Council resolution to change the time is required.

Legal/Policy Basis

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

Local Government Regulation 2012

RISK MANAGEMENT IMPLICATIONS

As a Council resolution already exists for the timing of the Council meeting scheduled for 30 June 2020, a further resolution to amend it is required.

Financial/RESOURCE IMPLICATIONS

There are no financial or resource implications associated with this report.

COMMUNITY and OTHER CONSULTATION

Consultation has occurred with the Chief Executive Officer, General Manager Coordination and Performance and the Manager, Executive Services.

Conclusion

A Council resolution is required to change the time of the Council Ordinary Meeting scheduled for 30 June 2020 from 9.00 am to 12.30 pm.

Vicki Lukritz

Committee Manager

I concur with the recommendations contained in this report.

Wade Wilson

Manager Executive Services

I concur with the recommendations contained in this report.

Sean Madigan

General Manager - Coordination and Performance

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

Council

Special Meeting Agenda

17 June

2020

Doc ID No: A6288887

ITEM: F.11

SUBJECT: Remondis Deed of Settlement and Variation

AUTHOR: Manager, Environment and Sustainability

DATE: 11 June 2020

Executive Summary

This is a report concerning a Deed of Settlement and Variation negotiated by Council and Remondis Australia Pty Ltd in resolution of a dispute concerning Waste Disposal Services Contract 19-10-264. The report contains confidential attachments, including a briefing note outlining the history of the dispute and the basis for its resolution, and a copy of the proposed Deed.

Recommendation

That Council authorise the Chief Executive Officer to execute the Deed of Settlement and Variation with Remondis Australia Pty Ltd as per Attachment 2 to this report dated 11 June 2020.

RELATED PARTIES

Remondis Australia Pty Ltd

Advance Ipswich Theme

Caring for the environment

Caring for the community

Purpose of Report/Background

In 2012, Council entered into a contract with Remondis Australia Pty Ltd for the disposal of municipal solid waste generated from Council’s kerbside refuse collection service, commercial and industrial waste, and its dead animal collection service known as putrescible waste. Certain terms of this contract are the subject of dispute between the parties, the attached reports and Deed of Settlement and Variation seek to settle this dispute. Please refer to confidential attachments 1 and 2 for the background to this dispute and the proposed terms for its resolution.

Legal/Policy Basis

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

Local Government Act 2009

Local Government Regulation 2012

Waste Reduction and Recycling Act 2011

RISK MANAGEMENT IMPLICATIONS

Council and Remondis Australia Pty Ltd have engaged in without prejudice negotiations since June 2019. As a result, a proposed Deed of Settlement and Variation to Contract 19-10-264 has been drafted and finalised for execution. A delay in the execution of the Deed will place these negotiations at risk of further delays and potential financial implications to Council.

Financial/RESOURCE IMPLICATIONS

The financial implications of this report are contained within the confidential attachments.

COMMUNITY and OTHER CONSULTATION

This report has been prepared in consultation and agreement with Council’s legal services.

Conclusion

Since June 2019, Council and Remondis Australia Pty Ltd have engaged in without prejudice negotiations in resolution of a dispute concerning Waste Disposal Services Contract 19-10-264. A proposed Deed of Settlement and Variation has been drafted and is presented to Council for authorisation to the Chief Executive Officer to execute the Deed and settle the dispute.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	Confidential Briefing Note
2.	Confidential Final Deed of Settlement and Variation

Kaye Cavanagh

Manager, Environment and Sustainability

I concur with the recommendations contained in this report.

Charlie Dill

General Manager - Infrastructure and Environment

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