Item No.	Item Title	Page No.
	Confirmation of Minutes
1	Confirmation of Minutes of the Governance and Transparency Committee No. 2023(08) of 5 September 2023	15
	Officers’ Reports
2	**Disposal of Council Freehold Land located at 51 Swanbank Road, Swanbank	28
3	**Repeal of Previous Council Decision for the Surrender and Acquisition of Drainage Easement at 22 Hume Drive, Bundamba	36
4	**Procurement: On-demand Kerbside Large Item Collection Service	40
5	**Procurement: Tender Consideration Plan 10590 Supply and Delivery of Light Vehicles (extension)	45
6	**Procurement: Volvo Fleet Maintenance Services Agreement	49
7	Procurement: Increased Spending on Grounds Maintenance and Arbiculture Panel Arrangements	55
8	Procurement: Contract 16168 Cemeteries Management System	63
9	Procurement: 17297 Mobile Data Anywhere Subscription	68
10	**Procurement: Cloud Infrastructure Hosting	72
11	Procurement: Contract 19504 AWS, VMC, VCDR Hybrid Cloud and Windows Server Licencing - Increase to Approved Contract Value	77
12	Procurement: Living in Ipswich Survey and Economic / Social Data Resources	81
13	Procurement: Optisigns Digital Signage - Hardware and Software as a Service	86
14	Procurement: Increased Spending on Electrical Trade Services Preferred Supplier Arrangement	91
15	Procurement: Consumer Behaviour and Visual Merchandising Consultant	96
	Notices of Motion
	Matters Arising

Governance and Transparency Committee NO. 9

12 October 2023

AGENDA

Welcome to Country or Acknowledgement of Country

DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA

BUSINESS OUTSTANDING

Confirmation of Minutes

1. Confirmation of Minutes of the Governance and Transparency Committee No. 2023(08) of 5 September 2023

Recommendation

That the Minutes of the Meeting held on 5 September 2023 be confirmed.

Officers’ Reports

2. **Disposal of Council Freehold Land located at 51 Swanbank Road, Swanbank

This is a report concerning the proposed disposal of land located at 51 Swanbank Road, Swanbank, more particularly described as Lot 1 on RP154795 owned in freehold by Ipswich City Council.

Recommendation

A. That Council declare the land located at 51 Swanbank Road, Swanbank, more particularly described as Lot 1 on RP154795 (the Land), surplus to Council requirements.

B. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception at section 236(1)(c)(iv) of the Regulation applies to the disposal of surplus land at 51 Swanbank Road, Swanbank, more particularly described as Lot 1 on RP154795 (Council file reference 5083), because the disposal will be to an adjoining land owner.

C. That Council enter into a contractual arrangement with CleanCo Queensland Ltd at an expected sale price of $5,000 excluding GST, payable to Council.

D. That pursuant to Section 257(1)(b) of the Local Government Act 2009, Council delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.

3. **Repeal of Previous Council Decision for the Surrender and Acquisiton of Drainage Easement at 22 Hume Drive, Bundamba

This is a report requesting the repeal of a decision made at the Governance and Transparency Committee, Item No. 9 on the 13 July 2023 and adopted at the Council Ordinary meeting of 27 July 2023. The decision was concerning the surrender and acquisition of drainage easements located at 22 Hume Drive, Bundamba.

Recommendation

A. That the previous decision of Council, as per Item No. 9 of the Governance and Transparency Committee on the 13 July 2023 and adopted at the Council Ordinary Meeting of 27 July 2023, be repealed.

B. That Council resolve to negotiate the terms for two (2) new easements over part of land located at 22 Hume Drive, Bundamba, described as Lot 540 on SP335462, for drainage purposes (Council File Reference 6023).

C. That in the first instance, the method of acquisition will be by agreement with the affected person/s pursuant to the Property Law Act 1974 and the Land Title Act 1994.

D. That should Council fail to negotiate the easement by agreement with the affected person/s, Council as “Constructing Authority” pursuant to Section 5(1)(b)(i) of the Acquisition of Land Act 1967, will proceed to acquire the easements over part of the land located at 22 Hume Drive, Bundamba, described as Lot 540 on SP335462.

4. **Procurement: On-demand Kerbside Large Item Collection Service

This is a report concerning the establishment of an on-demand kerbside large item collection service via a Preferred Supplier Arrangement with Handel Group Pty Ltd. This on-demand service delivery model will replace the current kerbside large items collection service: a biennial city-wide scheduled service that has been provided for at least 22 years.

Under the proposed Preferred Supplier Arrangement, Council’s approximate spend will be $17,000,000.00 excluding GST over the entire term, being an initial term of (5) years, with options for extension at the discretion of Council (as purchaser), of an additional two (2) X two (2) year terms and one (1) x one (1) year term.

Recommendation

A. That pursuant to Section 233 of the Local Government Regulation 2012 (Regulation), Council establish Preferred Supplier Arrangement 22084 for the provision of an on-demand kerbside large item collection service with Handel Group Pty Ltd (ACN: 625 084 077).

B. That pursuant to Section 233(8) of the Regulation, Council resolve that it is satisfied that a term of longer than two (2) years will result in better value for Council.

C. That under the Preferred Supplier Arrangement, Council’s approximate spend will be $17,000,000.00 excluding GST over the entire term, being an initial term of (5) years, with options for extension at the discretion of Council (as purchaser), of an additional two (2) X two (2) year terms and one (1) x one (1) year term.

D. That Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

5. **Procurement: Tender Consideration Plan 10590 Supply and Delivery of Light Vehicles (extension)

This is a report concerning the proposed extension of contract 10590 – for the Supply and Delivery of Light Vehicles, for a further one (1) year extension period, through the adoption of the attached Tender Consideration Plan (TCP).

Recommendation

A. That pursuant to Section 230(1)(a) of the Local Government Regulation 2012 (Regulation), Council resolve to prepare a Tender Consideration Plan number 10590 for the provision of the Supply and Delivery of Light Vehicles.

B. That pursuant to Section 230(1)(b) of the Local Government Regulation 2012 (Regulation), Council resolve to adopt the Tender Consideration Plan number 10590 that was prepared for the provision of the Supply and Delivery of Light Vehicles as detailed in the report by the Category Specialist dated 28 August 2023.

C. That in accordance with the Tender Consideration Plan, Council extend the current contractual arrangement with Q Automotive (Trading as Bremer Ford (ABN 47 010 489 460) and Ross Llewellyn Motors (ACN 010 428 841), at an approximate purchase price of $950,000.00 excluding GST over the entire term, being an additional term of one (1) year).

D. That pursuant to Section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.

6. **Procurement: Volvo Fleet Maintenance Services Agreement

This is a report concerning the Volvo Fleet Maintenance Services Agreement for the Volvo cab-chassis component of the new waste truck fleet (side-loader) Council has either recently accepted delivery of or currently has on order, with Volvo Group Australia Pty Ltd (Volvo). The agreement secures a long-term servicing solution for the cab-chassis component by the original equipment manufacturer, Volvo.

Recommendation

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised nature of the services that are sought and it would be impractical and disadvantageous to invite quotes or tenders for the provision of Volvo Fleet Maintenance Services Agreement.

B. That Council enter into a contractual arrangement (Council file reference number 22700) with Volvo Group Australia Pty Ltd, at an approximate purchase price of $9,300,000.00 excluding GST over the entire term, being a term of up to seven (7) years from the date of delivery of the last on-order waste truck, with no options for extension.
That pursuant to Section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.

7. Procurement: Increased Spending on Grounds Maintenance and Arbiculture Panel Arrangements

This is a report concerning the recommendation to approve an increase in spend for Contracts 13482 Grounds Maintenance and Associated Services and Contract 14985 Arboriculture Services.

Council’s original estimated expenditure for Grounds Maintenance and Associated Services to Council assets under this agreement was $8,293,230.82 excluding GST for the total contract period of three (3) years with the option to extend the contract by two (2) x one (1) year periods.

Council’s original estimated expenditure for Arboriculture Services to Council assets under this agreement was $5,079,604 excluding GST for the total contract period of three (3) years with the option to extend the contract by two (2) x further, one (1) year periods at the commencement of these contracts in 2021.

This increase is due to costs such as fuel, labour, equipment and CPI costs which have risen above the anticipated forecast expenditure figures with these suppliers and across the industry.

Recommendation

A. That Council approve an increase in expenditure for the provision of Grounds Maintenance and Associated Services with the suppliers listed below from $8,293,231.00 to $10,788,058.00 excluding GST for the contracted period up to January 2025. This constitutes an increase of $2,494,827.00 excluding GST.

Contract 13482 Grounds Maintenance and Associated Services

· River City Garden & Lawn Pty Ltd

· Savco Vegetation Services Pty Ltd

· Skyline Landscape Services (QLD) Pty Ltd

· Austspray Environmental Weed Control Pty Ltd

B. That Council approve an increase in expenditure for the provision of Arboriculture Services with the suppliers listed below from $5,079,604.00 to $7,510,000.00 excluding GST for the contracted period to January 2025. This constitutes an increase of $2,430,396.00 excluding GST.

Contract 14985 Arboriculture Services

· Active Tree Services Pty. Ltd.

· Bush Born Enterprises Pty Ltd as the trustee for The Bush Bourne Unit Trust trading as Australian Tree Services

· PowerClear Pty Ltd

· Heritage Tree Services Pty Ltd ATF Rowan Family Trust

· River City Garden & Lawn Pty Ltd

· Savco Vegetation Services Pty Ltd

· Benjamin Young Family Trust t/a Arbor Australis Consulting Pty. Ltd

C. That Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision in accordance with section 13(3) of the Local Government Act 2009.

8. Procurement: Contract 16168 Cemeteries Management System

This is a report seeking a resolution by Council to continue contract 16168 with the existing supplier GSS (NI) Ltd T/A Plotbox (Plotbox) for the remainder of the current contract for the provision of the cemeteries management system and related ancillary products and services in use for the Ipswich City Council cemeteries.

A Council resolution that the exception under section 235(a) of the Local Government Regulation 2012 applies to the cemeteries management system and related ancillary products and services used for the Ipswich City Council cemeteries, for the provision of services by Plotbox as the proprietary nature of the incumbent supplier’s products means that there is only one supplier who is reasonably available to continue providing this system. Further, as investment has only recently been made into the implementation and integration of this system, and the system is exceeding expectations, it would be more costly and disadvantageous to Council to tender for another cemeteries management system.

A resolution of Council is sought continue the current contract with Plotbox for the full contract term of three (3) years, with two (2) additional extension options of one (1) year each. This is an estimated total cost of approximately four hundred thousand dollars ($400,000.00) excluding GST for the term of the contract.

Recommendation

A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolves that the exception applies as it is satisfied that there is only one supplier who is reasonably available for the ongoing provision of cemeteries management system and related ancillary products and services in use for the Ipswich City Council cemeteries.

B. That the contractual arrangement 16168 with GSS (NI) Ltd T/A Plotbox (Supplier) for the provision of a cemeteries management system and related ancillary products and services used for the Ipswich City Council cemeteries be continued at an approximate purchase price of $400,000.00 excluding GST over the entire term of the contract (being an initial term of three (3) years, with options for extension at the discretion of Council (as purchaser), of an additional two (2) x one (1) year terms).

9. Procurement: 17297 Mobile Data Anywhere Subscription

This a report seeking a resolution by Council to continue contractual arrangement 17297 with Mobile Technologies Pty Ltd for the provision of the Mobile Data Anywhere product for up to two (2) years at an approximate purchase price of $310,000.00 excluding GST as it is operationally utilised as part of Council’s existing spatial and asset management services.

A Council resolution that the exception under section 235(a) of the Local Government Regulation 2012 applies as the proprietary nature of the incumbent supplier’s products means that there is only one (1) supplier who is reasonably available to provide the support and maintenance for the products. Further, due to the identified iVolve dependency of this product and the current implementation of an enterprise spatial solution by Council, it is more costly and disadvantageous to Council to tender for other software products when delivery of the final iVolve solution and enterprise spatial project will provide replacement solutions.

Recommendation

A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies as it is satisfied that there is only one supplier who is reasonably available for the provision of the Mobile Data Anywhere product subscription.

B. That the contractual arrangement 17297 with Mobile Technologies Pty Ltd for the annual subscription to the Mobile Data Anywhere product be continued as required for up to two (2) years at an approximate purchase price of $310,000.00 excluding GST.

10. **Procurement: Cloud Infrastructure Hosting

This is a report seeking financial approval to enter into a contractual arrangement under s235(f) of the Regulation (the contract is made with, or under an arrangement with, a government agency) for the provision of Cloud Infrastructure Hosting and ancillary arrangements as allowed by the government agency contractual arrangement.

The contractual arrangement will be for a period of up to four (4) years and five (5) months as required, with the Government Agency and Supplier identified in the attached confidential support documentation.

A resolution of Council is sought to approve an approximate cost of $7,500,000 excluding GST over the total contractual period.

Recommendation

A. That pursuant to Section 235(f) of the Local Government Regulation 2012 (Regulation), Council utilise the Government Agency contractual arrangement for the provision of Cloud Infrastructure Hosting with the Supplier who is party to the government agency contractual arrangement, as detailed in confidential Attachment 1 of this report.

B. That under the government agency contractual arrangement, Council’s approximate spend will be $7,500,000 excluding GST over the anticipated term which shall not exceed four (4) years and five (5) months.

C. That Council may enter into ancillary contractual arrangements with the Supplier, as allowed by the government agency contractual arrangement.

11. Procurement: Contract 19504 AWS, VMC, VCDR Hybrid Cloud and Windows Server Licencing - Increase to Approved Contract Value

This is a report seeking financial approval to increase the approved contract value of existing contractual arrangement 19504 for the provision of AWS, VMC, VCDR Hybrid Cloud and Windows Server Licencing (AWS Cloud Services and ancillary services) in anticipation of contract spend exceeding $2,000,000 excluding GST prior to the end of contract term.

Recommendation

A. That the expected value of contractual arrangement 19504 with Telstra Limited, for AWS Cloud Services and ancillary services be varied to amend the expected value from approximately $1,900,000 excluding GST to approximately $2,850,000 excluding GST over the entire term.

B. That pursuant to Section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Local Government Regulation 2012, in order to implement Council’s decision.

12. Procurement: Living in Ipswich Survey and Economic / Social Data Resources

This a report seeking a resolution by Council to enter into a contractual arrangement with ID Consulting Pty Ltd (ID Consulting) for the provision of the Living in Ipswich Survey and the economic / social data platform that is utilised both operationally within Council and also provides public-facing statistics and facts via the Ipswich City Council website at an approximate purchase price of $350,000.00 excluding GST over the entire term, being an initial term of two (2) years, with options for extension at the discretion of Council (as purchaser), of an additional three (3) X one (1) year terms.

A Council resolution that the exception under section 235(b) of the Local Government Regulation 2012 applies as the proprietary nature of the incumbent supplier’s products means that there is only one (1) supplier who is reasonably available to provide the integrated service in its current format and long-standing historical data.

Recommendation

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised nature of the services that are sought and it would be impractical and disadvantageous to invite tenders for the provision of Living in Ipswich Survey and Demographic digital platform.

B. That Council enter into a contractual arrangement (Council file reference number 22769) with ID Consulting Pty Ltd, at an approximate purchase price of $350,000.00 excluding GST over the entire term, being an initial term of two (2) years, with options for extension at the discretion of Council (as purchaser), of an additional three (3) X one (1) year terms.

13. Procurement: Optisigns Digital Signage - Hardware and Software as a Service

This a report seeking a resolution by Council to continue contractual arrangement 19544 with OptiSigns Inc. (Optisigns) for the provision of the Digital Signage product that is operational across Council Libraries, 1 Nicholas Street Precinct and is to be extended into the Civic Centre. This solution is a software application with cloud-based access for content management.

A Council resolution that the exception under section 235(a) of the Local Government Regulation 2012 applies as the existing implementation and use of the incumbent supplier’s products means that there is a seamless activity to extend the use of the product to other areas of Council with similar requirements thus consolidating to one supplier who is able to provide the support and maintenance for the products across multiple sites. Further, it is more timely and better value for money to extend the current contract to address the immediate need at the Civic Centre for replacement of a winding-down legacy system with a known solution than for Council to tender for other products.

Recommendation

A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies as it is satisfied that there is only one (1) supplier who is reasonably available for the ongoing provision of the.

B. That the contractual arrangement 19544 with OptiSigns Inc. (Supplier) for the Digital Signage Solution used across Libraries and to be extended to the Civic Centre be continued as required for up to a further three (3) years at an approximate value of $60,000.00 + GST over the entire term of the contract if the subscription is continued for all three (3) additional years.

14. Procurement: Increased Sprending on Electrical Trade Services Preferred Supplier Arrangement

This is a report concerning the recommendation to approve the spend increase for contract 13437 Electrical Trade Services preferred supplier arrangement. The original estimated expenditure in October 2020 for the Electrical Trade Services preferred supplier arrangement was $6,607,208.35 excluding GST inclusive of all extensions.

This report seeks approval to increase the estimated contract spend by $1,700,000.00, from $6,607,208.35 to $8,307,208.35 excluding GST.

Recommendation

A. That Council approve the estimated increase contract spend for the Electrical Trade Services preferred supplier arrangement, for the suppliers listed below. The estimated increased contract spend amount is $1,700,000.00 excluding GST.

1. Primary Supplier – Stowe Australia Pty Ltd (ACN 002 556 603)

2. Secondary Supplier – J & P Richardson Industries Pty Ltd (ACN 001 952 325)

3. Secondary Supplier – Arcos Investments Pty Ltd (ACN 100 475 812).

B. The total estimated contract value for this arrangement to increase from $6,607,208.35 to a total cost of $8,307,208.35 excluding GST and including the final one (1) year extension period for the contract.

15. Procurement: Consumer Behaviour and Visual Merchandising Consultant

This is a report concerning the implementation of a Revitalising Ipswich Central Plan and City of Ipswich Economic Development Strategy activity referred to as the Customer Behaviour and Visual Merchandising Project.

The project involves the procurement of a consultant with expertise in consumer behaviour research, visitor economy and retail and visual merchandising to assist with a pilot program for local businesses without first inviting written quotes or tenders. Section 235(b) of the Local Government Regulation 2012 allows a local government to enter into medium or large sized contractual arrangement, if the local government resolves that the services provided are of a specialised nature.

Recommendation

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised nature of the services that are sought and it would be impractical to invite quotes for the provision of a consultant with expertise in consumer behaviour research, visitor economy retail and visual merchandising.

B. B. That Council enter into a contractual arrangement (Council file reference number 22801) with Shopology at an approximate purchase price of $39,600 excluding GST over the term, being an initial term of one (1) year, with options for extension at the discretion of Council (as purchaser), of an additional two (2) X one (1) year extension options at a total cost of $118,000 over the entire potential term.

NOTICES OF MOTION

MATTERS ARISING

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Governance and Transparency Committee NO. 2023(08)

5 September 2023

Minutes

COUNCILLORS’ ATTENDANCE: Councillor Jacob Madsen (Chairperson); Councillors Deputy Mayor Russell Milligan (Deputy Chairperson), Mayor Teresa Harding, Marnie Doyle and Kate Kunzelmann

COUNCILLOR’S APOLOGIES: Nil

OFFICERS’ ATTENDANCE: Chief Executive Officer (Sonia Cooper), General Manager Corporate Services (Matt Smith), General Manager Community, Cultural and Economic Development (Ben Pole), General Manager Planning and Regulatory Services (Brett Davey), General Manager Environment and Sustainability (Kaye Cavanagh), General Manager Asset and Infrastructure Services (Matt Anderson), Chief Financial Officer (Jeff Keech), Principal Financial Accountant (Barbara Watson), Manager Procurement (Richard White), Resource Recovery Manager (David McAlister), Chief of Staff – Office of the Mayor (Melissa Fitzgerald), Manager Media, Communications and Engagement (Mark Strong), Business Applications Transformation Specialist (Shane Andrews), Manager People and Culture (Talia Love-Linay), Senior Media Officer (Darrell Giles), Senior Media Officer (Lucy Stone), Senior Communications and Policy Officer (Jodie Richter) and Theatre Technician (Harrison Cate)

Welcome to Country or Acknowledgement of Country

Councillor Jacob Madsen (Chairperson) delivered the Acknowledgement of Country

DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA

Nil

BUSINESS OUTSTANDING

Nil

Confirmation of Minutes

1. Confirmation of Minutes of the Governance and Transparency Committee No. 2023(07) of 10 August 2023

RECOMMENDATION

Moved by Deputy Mayor Russell Milligan:

Seconded by Councillor Kate Kunzelmann:

That the Minutes of the Governance and Transparency Committee held on 10 August 2023 be confirmed.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

Officers’ Reports

2. Procurement Update - Spend on Voluntary Home Buy Back (VHBB) Program

This is a report concerning an update on the spend to date across the Register of Pre-qualified suppliers arrangement for the Voluntary Home Buy Back (VHBB) program as part of the Flood Recovery Program.

This report is for information.

RECOMMENDATION

Moved by Councillor Marnie Doyle:

Seconded by Deputy Mayor Russell Milligan:

A. That Council note the spend provided within this report on panel arrangement 19684, Provision of Demolition Services (Register of Pre-qualified Suppliers Arrangement)

B. That Council note the above panel was established on 1 February 2023, pursuant to Section 232 of the Local Government Regulation 2012.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

3. Procurement: Residential Kerbside Recycling Contract Extension

This is a report concerning the extension of the current contract, (Council contract reference 17351) for Residential Glass and Kerbside Recycling Services with Visy Paper Pty Ltd (Visy). Extension of the current contract will ensure continuity of these essential services throughout the Ipswich City Council Local Government Area.

RECOMMENDATION

Moved by Councillor Marnie Doyle:

Seconded by Deputy Mayor Russell Milligan:

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception continues to apply, because of the specialised nature of the services that are sought, it would be impractical to invite tenders for the provision of Residential Glass and Kerbside Recycling Services.

B. That the contractual arrangement (Council contract 17351) with Visy Paper Pty Ltd (Supplier) for Residential Glass and Kerbside Recycling Services be varied as follows:

(i) to amend the purchase price from $3,500,000.00 excluding GST to approximately $7,000,000.00 excluding GST over the entire term;

(ii) to amend the entire term from an initial term of two (2) years, with no options for extension; to an initial term of three (3) years, with options for extension by mutual agreement of the parties, of an additional one (1) X one (1) year term, or part thereof.

C. That Council enter into a deed of variation with the Supplier to appropriately amend the existing contractual arrangement.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

4. Procurement: 21665 Manufacture and Supply of Asphaltic Concrete

This is a report concerning the manufacture and supply of asphaltic concrete from the Brisbane City Council Riverview Plant to support the delivery of Council’s Road Rehabilitation and Maintenance Program using the Government Entity exemption in the Local Government Regulation 2012 (Chapter 6 Section 235 (f)) at an approximate purchase price of $20,000,000.00 excluding GST over the entire term, being an initial term of five (5) years, with no options for extension.

“The attachment/s to this report are confidential in accordance with section 254J(3)(g) of the Local Government Regulation 2012.”

RECOMMENDATION

Moved by Councillor Marnie Doyle:

Seconded by Deputy Mayor Russell Milligan:

A. That pursuant to Section 235(f) of the Local Government Regulation 2012 (Regulation), Council utilise government agency exception for the manufacture and supply of asphaltic concrete to complete Council’s Road Rehabilitation and Maintenance Program.

B. That Council enter into a contractual arrangement (A9312766) with Brisbane City Council at an approximate purchase price of $20,000,000.00 excluding GST over the entire term, being an initial term of five (5) years, with no options for extension.

C. That Council may enter into ancillary contractual arrangements with the supplier, as allowed by the government agency contractual arrangement.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

5. Procurement: Expression of Interest for Voice of Customer Platform - CX Program

This is a report concerning the Voice of the Customer (VOC) procurement activity seeking resolution to undertake an Expression of Interest (EOI) to open market as the first part of the staged procurement process for the delivery of a VOC platform for Council. An EOI process will gather market knowledge and provide Council with the opportunity to seek a best fit for purpose solution/s to fulfill the needs of this crucial part of the Customer Experience (CX) Program. A summary report and further procurement pathway will be developed based on the EOI outcomes.

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Kate Kunzelmann:

A. That pursuant to Section 228(3)(a) of the Local Government Regulation 2012 (Regulation), Council resolve that it would be in the public interest to invite expressions of interest before inviting written tenders for the provision of components required to deliver the Voice of the Customer Project and provide Council with an informed solution.

B. That pursuant to Section 228(3)(b) of the Regulation, Council’s reasons for making such resolution are that:

(i) it will allow Council to canvas the market for information to guide the project;

(ii) it will allow Council to identify parties with serious interest and ability, without putting all parties to the expense of submitting full tender responses at this early stage of the project;

(iii) it will save Council the expense of running a request for tender and evaluating it at this early stage of the project;

(iv) it will allow Council to evaluate the financial impact of the requirement.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

6. Procurement: Beanstack Application 3 year Premium Licence, Support & Maintenance

This is a report seeking a resolution by Council to enter into a contract with Zoobean Inc (Zoobean) for the provision of the Beanstack application subscription for premium licence, support and maintenance. Zoobean Inc offers an application that creates personalized reading challenges, reading tracking, and literacy resources for readers.

This matter is required as officers seek Council resolution that the exception under section 235(b) of the Local Government Regulation 2012 applies to the specialised services provided by these community service products. The integration of the subscription product and the specialised support provided by the incumbent supplier means that there is only one supplier who is reasonably available to provide the continued subscription and support of this product.

A resolution of Council is sought to enter into a contract with Zoobean for a term of three (3) years for the licence, support and maintenance of the Beanstack application. This is an estimated total cost of approximately thirty thousand dollars ($30,000.00) excluding GST for the term of the contract

RECOMMENDATION

Moved by Councillor Marnie Doyle:

Seconded by Mayor Teresa Harding:

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolves that the exception applies because of the specialised nature of the services that are sought and it would be impractical and disadvantageous to invite additional quotes for the provision of Beanstack Premium Licence, Maintenance and Support.

B. That Council enter into a contractual arrangement (Council file reference number 22447) with Zoobean Inc, at an approximate purchase price of $30,000 excluding GST over the entire term, being a term of three (3) years, with no options for extension.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

7. Procurement: Oracle Service Cloud (RightNow) Licence and Support

This is a report seeking a resolution by Council to enter into a contract with Deloitte Consulting Pty Ltd for the provision of the Oracle Service Cloud (RightNow) customer service system subscription renewal, support and ancillary related items.

This matter is required as officers seek Council resolution that the exception under section 235(b) of the Local Government Regulation 2012 applies to the specialised services provided by these operationally necessary products. The integration of the subscription product and the specialised support provided by the incumbent supplier means that there is only one supplier who is reasonably available to provide the continued subscription and support of this product.

Further, due to the identified iVolve dependency of the customer service system, it is more costly and disadvantageous to Council to tender for a different system until iVolve is able to deliver a final solution.

A resolution of Council is sought to enter into a contract with Deloitte Consulting Pty Ltd for up to two (2) years for the subscription, support and ancillary related items of Council’s current customer service system. This is an estimated total cost of approximately one million, three hundred thousand dollars ($1,300,000.00) excluding GST for the full two (2) year period.

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Marnie Doyle:

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised nature of the services that are sought and it would be impractical and disadvantageous to invite quotes for the provision of the Oracle Service Cloud (RightNow) subscription renewal, support and ancillary related items.

B. That Council enter into a contractual arrangement with Deloitte Consulting Pty Ltd as required for up to the next two (2) years at an approximate purchase price of $1,300,000.00 excluding GST over two (2) year period.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

8. Procurement: Contract 14683 Kronos Software License and Services Agreement

This a report seeking a resolution by Council to vary contract 14683 with existing supplier Kronos Australia Pty Ltd (Kronos) to add further extension options for up to two (2) years and five (5) months to continue the uninterrupted provision and servicing of critical Council systems whilst awaiting an iVolve outcome to be determined and actioned. The contract is for the provision of licencing, support and maintenance and other related ancillary items for the timekeeping component of Council’s core operational Human Resources Information System (HRIS).

This matter is required as officers seek Council resolution that the exception under section 235(a) of the Local Government Regulation 2012 applies to the uninterrupted continuation of this key HRIS system and associated components for the operational functionality and compliance required. The complex integration of the solution provided by the incumbent supplier means that there is only one supplier who is reasonably available to continue providing the system. Further, due to the identified iVolve dependency of the Human Resources Information System, it is more costly and disadvantageous to Council to tender for a different system until iVolve is able to deliver a final solution.

Granting of the resolution sought will increase the total value of the contract to approximately three hundred and ninety-three thousand dollars ($393,000.00) excluding GST for the full 6 year and 9-month term of the contract if all extension options are exercised. The value of the proposed contract extension is determined based on previous maintenance and additional licencing spend.

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Deputy Mayor Russell Milligan:

B. That the contractual arrangement 14683 with Kronos Australia Pty Ltd (Supplier) for the Kronos software, maintenance and associated components be extended for up to two (2) years and five (5) months as required at an approximate value of $160,118.43 (excluding GST) over the additional term (increasing the approximated contract value to $393,000.00 (excluding GST) over the entire extended term of the contract if all options are utilised).

C. That Council vary the contract with the Supplier to appropriately amend the existing contractual arrangement.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

9. 2021-2022 Financial Statements for Controlled Entities

This is a report concerning the 2021-2022 Financial Statements for the following controlled entity of Ipswich City Council (Council):

• Ipswich Arts Foundation Trust.

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Marnie Doyle:

That the report titled 2021-2022 Financial Statement for Controlled Entities, be received and the contents noted.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

10. iVolve Progam Report September 2023

This is a report concerning the status of the iVolve Program and the Oracle Fusion project (the first project of the broader iVolve Program in the delivery phase).

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Marnie Doyle:

That the report be received and the contents noted.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

11. Strategic Advisor - iVolve Progam Report September 2023

The purpose of this report is to provide assurance to the Governance and Transparency Committee regarding the status of the iVolve program. The iVolve Strategic Advisor, provided this assurance report to the 23 August 2023 Audit and Risk Management Committee.

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Marnie Doyle:

That the report titled Strategic Advisor – iVolve Program Report September 2023 be received and the contents noted.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

12. Ipswich City Council - 2024 Council and Committee Meetings Calendar

This is a report concerning the proposed 2024 Ipswich City Council – Council and Committee Meetings schedule from January to March. It should be noted that the January 2024 meeting time and date was resolved at the Council Ordinary Meeting of 24 November 2022 and has been included here for completeness.

RECOMMENDATION

Moved by Deputy Mayor Russell Milligan:

Seconded by Councillor Marnie Doyle:

A. That the 2024 January to March (inclusive) Council and Committee Meeting dates and times be adopted as detailed in Attachment 1 and as outlined below:

COUNCIL/COMMITTEE	MEETING DAY AND TIME	MEETING DATES
Council Ordinary Meeting	Thursday 9.00 am	25 January 2024 15 February 2024
Council Ordinary Meeting	Friday 9.00 am	1 March 2024
Growth, Infrastructure and Waste	Thursday 9.00 am	1 February 2024 22 February 2024
Governance and Transparency	Thursday - 10 minutes after the conclusion of the Growth, Infrastructure and Waste Committee or such later time as determined by the preceding committee	1 February 2024 22 February 2024
Community, Culture, Arts and Sport	Thursday - 10 minutes after the conclusion of the Governance and Transparency Committee or such later time as determined by the preceding committee	1 February 2024 22 February 2024
Economic and Industry Development	Thursday - 10 minutes after the conclusion of the Community, Culture, Arts and Sport Committee or such later time as determined by the preceding committee	1 February 2024 22 February 2024
Environment and Sustainability	Thursday - 10 minutes after the conclusion of the Economic and Industry Development Committee or such later time as determined by the preceding committee	1 February 2024 22 February 2024
Ipswich Central Redevelopment Committee	Thursday - 10 minutes after the conclusion of the Environment and Sustainability Committee or such later time as determined by the preceding committee	1 February 2024 22 February 2024

B. That the Chief Executive Officer, in consultation with the Mayor and Deputy Mayor, be authorised to amend the council and committee meeting dates and times if required, with notification of any amendment in accordance with section 254B(4) of the Local Government Regulation 2012.

C. That the ten (10) minute break remain between each committee meeting or such later time as determined by the preceding Committee Meeting.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

13. CEO Performance Appraisal FY2023

This is a report concerning the appraisal of the Chief Executive Officer (CEO) performance for the period 1 July 2022 to 30 June 2023, and the associated remuneration review.

“The attachment/s to this report are confidential in accordance with section 254J(3)(a) of the Local Government Regulation 2012.”

RECOMMENDATION

Moved by Mayor Teresa Harding:

Seconded by Councillor Marnie Doyle:

A. That the CEO Performance Review Report FY2023 be noted.

B. That the CEO Annual Performance Agreement for FY2024 be noted.

***C. That Council endorse the variation to the CEO’s Employment Contract.

D. That the Mayor be authorised to execute the Employment Contract Variation Agreement on behalf of Council.

AFFIRMATIVE NEGATIVE

Councillors: Councillors:

Madsen Nil

Milligan

Harding

Doyle

Kunzelmann

The motion was put and carried.

NOTICES OF MOTION

Nil

MATTERS ARISING

Nil

PROCEDURAL MOTIONS AND FORMAL MATTERS

The meeting commenced at 9.31 am.

The meeting closed at 9.49 am.

*** Refer Council Ordinary Meeting Minutes of 14 September 2023 for amendment.

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A8225174

ITEM: 2

SUBJECT: Disposal of Council Freehold Land located at 51 Swanbank Road, Swanbank

AUTHOR: Senior Property Officer (Acquisitions and Disposals)

DATE: 9 August 2022

Executive Summary

This is a report concerning the proposed disposal of land located at 51 Swanbank Road, Swanbank, more particularly described as Lot 1 on RP154795 owned in freehold by Ipswich City Council.

Recommendation/s

A. That Council declare the land located at 51 Swanbank Road, Swanbank, more particularly described as Lot 1 on RP154795 (the Land), surplus to Council requirements.

B. That pursuant to section 236(2) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception at section 236(1)(c)(iv) of the Regulation applies to the disposal of surplus land at 51 Swanbank Road, Swanbank, more particularly described as Lot 1 on RP154795 (Council file reference 5083), because the disposal will be to an adjoining land owner.

C. That Council enter into a contractual arrangement with CleanCo Queensland Ltd at an expected sale price of $5,000 excluding GST, payable to Council.

RELATED PARTIES

CleanCo Queensland Limited

There was no declaration of any conflicts of interest

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

In July 2022 CleanCo Queensland Limited (CleanCo) expressed an interest with Ipswich City Council (Council) in the purchase of freehold land located at 51 Swanbank Road, Swanbank (the Land). The interest was prompted by their development of a master plan over the area.

The Land is land-locked by CleanCo owned land located at 55 Swanbank Coal Road, Swanbank, more particularly described as Lot 111 on SP138157 (Adjoining Land) and was once utilised by Urban Utilities (UU) as a pump station – the infrastructure for which remains abandoned on the Land.

Under the Local Government Regulation 2012 – section 236(1)(c)(iv), Council can dispose of land other than by tender or auction if the land is disposed of to an adjoining owner, if:

· the land is not suitable to be offered for disposal by tender due to the size of the land or the existence of particular infrastructure on the land; and

· there is no other adjoining landowner who wishes to acquire the land; and

· it is in the public interest to dispose of the land without a tender or auction; and

· the disposal is otherwise in accordance with sound contracting principles.

Aside from there being only the one (1) adjoining landowner, the Land is of no value to any other person or entity because its location means there is no physical access to the Land other than through the Adjoining Land.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

Planning Act 2016

Land Title Act 1994

Property Law Act 1974

policy implications

The matter of the report is consistent with Council’s approved Property Acquisition and Disposal Policy.

RISK MANAGEMENT IMPLICATIONS

There will be no impact to Council if the recommendations to dispose of the freehold land is not resolved.

The decommissioned and abandoned infrastructure on the land – historically used as a pump for the Swanbank Power Station – will become the responsibility of CleanCo under a condition of the contract of sale.

Financial/RESOURCE IMPLICATIONS

To determine the market value of the land, a valuation was undertaken by an independent registered valuer at five thousand dollars ($5,000).

CleanCo will cover costs associated with the transaction of sale, including registration and stamp duty.

COMMUNITY and OTHER CONSULTATION

Internal consultation and due diligence confirm that the land is void of cultural heritage and is neither on the Environmental Management Register or Contaminated Land Register.

Ongoing consultation with CleanCo has continued and an action is pending a Council decision for approval to dispose of the Land.

Consultation with UU has confirmed they no longer have use for the land or the abandoned infrastructure.

Conclusion

It is recommended that Council declare 51 Swanbank Road, Swanbank, more particularly described as Lot 1 on RP154795, surplus to Council requirements, and proceed with its disposal to the CleanCo at the market value of five thousand dollars ($5,000) plus associated costs.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Council to dispose of freehold land by way of a contract of sale.
(b) What human rights are affected?	No human rights are affected by this decision to support the sale of Council freehold land. Council has undertaken investigations and deems the land surplus to Council requirements.
(c) How are the human rights limited?	Not applicable
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

1.	Property Plan - 51 Swanbank Road and 55 Swanbank Coal Road, Swanbank ⇩
2.	Title Search - Lot 1 RP154795 - 51 Swanbank Road, Swanbank ⇩
3.	SP138157 ⇩

	CONFIDENTIAL
4.	Title Search - Lot 111 SP138157 - 55 Swanbank Coal Road, Swanbank

Bianca Gaudry

Senior Property Officer (Acquisitions and Disposals)

I concur with the recommendations contained in this report.

Alicia Rieck

Property Services Manager

I concur with the recommendations contained in this report.

Anthony Dunleavy

Manager, Legal and Governance (General Counsel)

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9274028

ITEM: 3

SUBJECT: Repeal of Previous Council Decision for the Surrender and Acquisiton of Drainage Easement at 22 Hume Drive, Bundamba

AUTHOR: Property Officer

DATE: 10 August 2023

Executive Summary

Recommendation/s

A. That the previous decision of Council, as per Item No. 9 of the Governance and Transparency Committee on the 13 July 2023 and adopted at the Council Ordinary Meeting of 27 July 2023, be repealed.

C. That in the first instance, the method of acquisition will be by agreement with the affected person/s pursuant to the Property Law Act 1974 and the Land Title Act 1994.

RELATED PARTIES

· GTP Platform Pty Ltd (Landowners)

· DTS Urban Planning, Surveying and Development (Applicant)

There was no declaration of conflicts of interest.

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

In the Officers Report (table Item No.9) to the Governance and Transparency Committee on 13 July 2023, Recommendation B and Recommendation C resolved to proceed with the acquisition of Easements under the Acquisition of Land Act 1967.

This report requests the repeal of that decision and recommends that the method of acquisition be by voluntary agreement (in the first instance) under the Property Law Act 1974 and the Land Title Act 1994.

The Applicant has applied for the surrender of the existing drainage easements and the creation of two (2) new drainage easements to accommodate the construction of three (3) large warehouses on the land.

The easements to be surrendered are described as Easement CA and Easement CC on SP319612 located on the northern side of the property at 22 Hume Drive, Bundamba.

Planning Approval has been provided for this project under 19895/2021/MAMC/A to reconfigure the land into one parcel, the relocation of the Easement will provide the required drainage for the land.

Legal IMPLICATIONS

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

Local Government Act 2009

Land Title Act 1994

Property Law Act 1974

Acquisition of Land Act 1967

policy implications

This report and the recommendations contained within are consistent with the Property Acquisition and Disposal Policy.

RISK MANAGEMENT IMPLICATIONS

This request for the relocation of the Easements has been initiated by the Applicant, meaning that the risk to Council in not resolving to surrender Easement CA and Easement CC and acquire the new easements is minimal.

Financial/RESOURCE IMPLICATIONS

All associated works and expenses for the surrender and acquisition of the easements, including the registration of a new survey plan and easement documents with Titles Queensland, will be borne by the landowner.

Compensation will not be considered or sought by either party.

COMMUNITY and OTHER CONSULTATION

In May 2023, the applicant (on behalf of the landowner) requested consent from Council for the surrender of the existing easements and acquisition of two (2) new easements.

Internal consultation has occurred with members of the Open Space and Facilities, Road Corridor Management and Property Services Sections. Consultation occurred with the Planning and Regulatory Services Engineering Team to discuss the location and requirements of the easements.

The proposed location of the new easements has been supported by internal and external stakeholders. The finalised cadastral survey will be prepared by the Applicant and approved by Council prior to registration.

Conclusion

It is recommended that Council proceed with the surrender of Easement CA and Easement CC on SP319612 located at 22 Hume Drive, Bundamba, and acquisition of two (2) new easements in Lot 540 on SP335462 located at 22 Hume Drive, Bundamba.

Council will work with the Applicant to ensure all documentation for Titles Queensland meets both Council requirements and requirements under the Property Law Act 1974 and the Land Title Act 1994.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Surrender and acquisition of drainage easements over private property by way of negotiated acquisition under the Property Law Act 1974.
(b) What human rights are affected?	Section 24 – Property Rights
(c) How are the human rights limited?	Human Rights are not affected as the landowner is a business and only individuals have human rights. End of assessment.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	Title Search 540SP335462 - 22 Hume Drive, Bundamba
2.	Easement CA, CB and CC on SP319612 as lodged
3.	DA 19895-2021-MAMC-A - Approved Plans

Judi Howard

Property Officer

I concur with the recommendations contained in this report.

Alicia Rieck

Property Services Manager

I concur with the recommendations contained in this report.

Anthony Dunleavy

Manager, Legal and Governance (General Counsel)

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9419985

ITEM: 4

SUBJECT: Procurement: On-demand Kerbside Large Item Collection Service

AUTHOR: Category Specialist

DATE: 19 September 2023

Executive Summary

RECOMMENDATION

A. That pursuant to Section 233 of the Local Government Regulation 2012 (Regulation), Council establish Preferred Supplier Arrangement 22084 for the provision of an on-demand kerbside large item collection service with Handel Group Pty Ltd (ACN: 625 084 077).

B. That pursuant to Section 233(8) of the Regulation, Council resolve that it is satisfied that a term of longer than two (2) years will result in better value for Council.

C. That under the Preferred Supplier Arrangement, Council’s approximate spend will be $17,000,000.00 excluding GST over the entire term, being an initial term of (5) years, with options for extension at the discretion of Council (as purchaser), of an additional two (2) X two (2) year terms and one (1) x one (1) year term.

RELATED PARTIES

Handel Group Pty Ltd (ACN: 625 084 077) and Ipswich City Council. There were no declarations of conflicts of interest.

ifuture Theme

Natural and Sustainable

Purpose of Report/Background

Council resolved in May (originating from the Growth Infrastructure and Waste Committee, dated 11 MAY 2023 Item 5) to adopt and offer an on-demand, free containerised kerbside large item collection option to eligible Ipswich householders, to commence financial year 2023-2024. This service aligns with Councils Resource Recovery Strategy 2021-2031 (RRS).

As outlined in the above-mentioned Council Report, in the development of the Resource Recovery Strategy 2021-2031, Ipswich City Council has taken a proactive approach in reviewing key waste and recycling services to address these macro influences and align with the following goals:

• Reduce waste generation and disposal,

• Increase resource recovery and actively promote a circular economy,

• Provide customer service excellence, and

• Deliver effective and efficient waste management through people, processes and technology.

The proposed contract is intended to achieve these goals with respect to an on-demand service for eligible properties through the Ipswich local government area. Under this arrangement residents will be able to book the service online or via telephone, have delivered an appropriate waste type container / bag that would be collected from the kerb by the Supplier within a defined period of time. The collected material will be sorted with the aim of achieving an eighty percent (80%) or greater resource recovery rate. Reduced landfill volumes, increased resource recovery and diversion of 80% of materials collected under this contract will avoid Queensland waste levy fees, making this option the most cost-effective in the long-term.

The modelled cost over 10 years in the Council report (dated 11 May) was estimated at $13.3 million, indicating a potential savings of $4.5 million over that period as compared to the current biennial program. This was also based on a ‘free’ on-demand service being offered. The realisation of any savings will be dependent on the service participation rates, as well as resource recovery percentages.

Legal IMPLICATIONS

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

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

Item 5 of the Growth Infrastructure and Waste Committee, dated 11 MAY 2023, endorsed at the Ordinary Council Meeting dated 25 MAY 2023 provides a complete discussion pertaining to risk and the alternative options to an on-demand service delivery model. By not adopting the recommendations in this report there is risk that the social, environmental, and economic aspects are not taken into consideration in terms of sustainable waste management solution moving forward for a growing city.

Financial/RESOURCE IMPLICATIONS

The financial implications are set out above within the recommendations. This spend is based on eligible property participation rates, growth and submitted pricing. It is estimated that, long term, this on-demand model will deliver a saving to Council as opposed to retaining the business-as-usual model (BAU current biennial arrangement).

Budget has been allocated within the 2023-2024 operational budget at $1,300,000 – for a full year service. As the service will commence around January 2024, it is anticipated that the service will be well within this budget allocation.

COMMUNITY and OTHER CONSULTATION

The following internal stakeholders have been consulted at various stages throughout the procurement activity:

· General Manager, Environment and Sustainability Department

· Manager, Resource Recovery, Environment and Sustainability Department

· Strategy and Business Planning Coordinator, Environment and Sustainability Department

· Senior Strategy Officer, Environment and Sustainability Department

· Resource Recovery Operations Coordinator, Environment and Sustainability Department

· Manager, Procurement, Corporate Services Department

· Workplace Safety and Wellbeing Partner / Associate, Corporate Services Department

· Systems Engineer Security, Corporate Services Department.

Conclusion

It is recommended Council enter into a contractual arrangement Handel Group Pty Ltd (ACN: 625 084 077), pursuant to Section 233 of the Local Government Regulation 2012 (Qld), for the provision of an on-demand kerbside large item collection service. The term of the proposed contract will be for an initial period of five (5) years, with options for extension at the discretion of Council (as purchaser), of an additional two (2) X two (2) year terms and one (1) x one (1) year term. Financial terms, inclusive of all extensions if exercised, and risks associated with the recommendations are set out above and in the attached recommendation to award.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendation to enter into a contract with Handel Group Pty Ltd (ACN: 625 084 077).
(b) What human rights are affected?	Not Applicable.
(c) How are the human rights limited?	Not Applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not Applicable.
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	22084 - Recommendation to Award

Mark Benson

Category Specialist

I concur with the recommendations contained in this report.

Juliana Jarvis

Goods and Services Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

David McAlister

Manager, Resource Recovery

I concur with the recommendations contained in this report.

Kaye Cavanagh

General Manager (Environment and Sustainability)

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9360567

ITEM: 5

SUBJECT: Procurement: Tender Consideration Plan 10590 Supply and Delivery of Light Vehicles (extension)

AUTHOR: Category Specialist

DATE: 4 September 2023

Executive Summary

RECOMMENDATION

A. That pursuant to Section 230(1)(a) of the Local Government Regulation 2012 (Regulation), Council resolve to prepare a Tender Consideration Plan number 10590 for the provision of the Supply and Delivery of Light Vehicles.

C. That in accordance with the Tender Consideration Plan, Council extend the current contractual arrangement with Q Automotive (Trading as Bremer Ford (ABN 47 010 489 460) and Ross Llewellyn Motors (ACN 010 428 841), at an approximate purchase price of $950,000.00 excluding GST over the entire term, being an additional term of one (1) year).

RELATED PARTIES

1. Q Automotive – Trading as Bremer Ford, and

2. Ross Llewellyn Motors.

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

Contract 10590 commenced on 1 January 2018 and was put in place for a period of four (4) years (initial term of two (2) years with two (2) one (1) year extension options). The contract was extended a further two (2) year period via a previous Tender Consideration Plan adopted by Council via resolution November 2021. The contract is now due to expire
8 March 2024.

Contract 10590 resulted from an open tender in compliance with the Local Government Regulation 2012 (Qld). The current parties to the contract are local businesses located within the Ipswich Local Government Area (LGA).

The extension is recommended due to the work that is ongoing based on recommendations within the LEV (Low Emission Vehicle) Transition Plan (strategically linked and is a deliverable in Council’s Sustainability Strategy 2021-2026, to reduce organisational carbon emissions by 50% by 2026). An LEV / EV (electric Vehicle) transition working group of Council Officers has recently been established to develop the implementation plan for the LEV fleet transition which will consider a number of interrelated factors including fleet policy, vehicles garaged at home, fleet rationalization, infrastructure requirements, financial planning for replacing vehicles & infrastructure and people & impacts on the workforce.

It would be disadvantageous for Council to return to market at this stage due to Council having a predominately standardized light vehicle fleet. Extending for a further one (1) year period provides Council the opportunity to develop a long-term strategy and model for light fleet vehicles aided by the recommendations within the LEV Transition Plan and transition working group. The extension period, strategy and model for LEV / EV transition will also inform the future procurement for the Supply and Delivery of Light Vehicles that will be put to the market.

Legal IMPLICATIONS

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

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

Risk Management Implications have been considered via a risk analysis and are noted in the attached TCP.

Financial/RESOURCE IMPLICATIONS

There is an approved Capital Replacement Program/Budget for light fleet vehicles. Approximate spend over the proposed twelve (12) month extension period is $950,000.00, excluding GST.

COMMUNITY and OTHER CONSULTATION

The following Council Officers were consulted in the preparation of this report. There was no community consultation required.

Consulted Officers:

· Manager, Procurement, Corporate Services Department.

· Goods and Services Category Manager, Corporate Services Department.

· Manager, Works and Field Services, Asset and Infrastructure Services Department.

· A/Fleet and Fabrication Manager, Works and Field Services Branch, Asset and Infrastructure Services Department.

· Fleet Procurement and Asset Officer, Works and Field Services Branch, Asset and Infrastructure Services Department.

· Program Coordinator (Workshop Operations), Works and Field Services Branch, Asset and Infrastructure Services Department.

· Sustainability Coordinator, Office of the General Manager, (Environment and Sustainability Department).

Conclusion

Due to the work currently underway with the Low Emission Vehicle Transition Plan this Tender Consideration Plan has been prepared for its adoption under s230 of the Local Government Regulation 2012. This Tender Consideration Plan recommends the extension of contract 10590 – Supply and Delivery of Light Vehicles for a further 1-year term.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	The recommendation states that Council extend the current contract.
(b) What human rights are affected?	No human rights are affected by this decision. This is because the intended contract is with a company and only individuals have human rights. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	TCP - Fleet - 10590 Supply of Light Vehicles Extension via TCP

Mark Benson

Category Specialist

I concur with the recommendations contained in this report.

Juliana Jarvis

Goods and Services Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Matt Anderson

General Manager, Asset and Infrastructure Services

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9426021

ITEM: 6

SUBJECT: Procurement: Volvo Fleet Maintenance Services Agreement

AUTHOR: Category Specialist

DATE: 20 September 2023

Executive Summary

RECOMMENDATION

B. That Council enter into a contractual arrangement (Council file reference number 22700) with Volvo Group Australia Pty Ltd, at an approximate purchase price of $9,300,000.00 excluding GST over the entire term, being a term of up to seven (7) years from the date of delivery of the last on-order waste truck, with no options for extension.
That pursuant to Section 257(1)(b) of the Local Government Act 2009, Council resolve to delegate to the Chief Executive Officer the power to take “contractual action” pursuant to section 238 of the Regulation, in order to implement Council’s decision.

RELATED PARTIES

Volvo Group Australia Pty Ltd (ACN: 000 761 259 and ABN: 27 000 761 259) and Ipswich City Council.

In relation to conflicts of interest – there were no declarations of conflicts of interest.

ifuture Theme

Natural and Sustainable

Purpose of Report/Background

In October 2021 Council awarded contract number 16421 to Volvo Group Australia Pty Ltd for the Supply and Delivery of 18 side lift waste collection and compaction trucks (“trucks”). This procurement intended to replace the majority of the fleet which totalled 24 trucks at that time. To ensure standardisation of the new fleet and leveraging the significant evaluation undertaken for contract 16421, Council ordered an additional 14 trucks of the same type / manufacturer, to account for future growth of the city and the future roll-out of the city-wide Food Organics Garden Organics (FOGO) collection service.

By July 2024 Council will have replaced all current waste truck assets and purchased additional units to account for growth in services. The new fleet of side-lift waste collection and compaction trucks will total 38. This new standardised fleet consists of Volvo FE cab-chassis trucks with Superior Pak (side-lift) waste collection and compaction bodies, supplied by Volvo Group Australia Pty Ltd as specified by Council to meet Council requirements. At the time of writing, Council has received 24 trucks with another four (4) soon to be delivered and an additional 10 on order. The first of this new fleet was put into service approximately August 2022.

Councils Fleet Services, Assets and Infrastructure Services Department (AIS) currently maintain the fleet of side-lift waste collection and compaction trucks, that includes the older Dennis Eagle waste trucks, yet to be disposed at auction, and those newly delivered Volvo trucks. Maintenance is primarily categorised as maintenance of the cab-chassis component and / or maintenance of the compaction body component. The Volvo Fleet Maintenance Services Agreement, noted in the recommendations, is for the maintenance of the cab-chassis component only.

The Procurement Branch were initially approached in February 2023 by Fleet Services, AIS seeking assistance in relation to an approach to the market / external options for the potential engagement of external servicing of trucks (not just waste trucks but all heavy vehicles within the fleet) due to critical qualified mechanical labour (diesel mechanics) staff shortage within Fleet Services. Limited external servicing arrangements commenced both from a light vehicle and heavy vehicle perspective to support Fleet Services. The shortage of qualified diesel mechanical staff continues within Council and generally across all external service providers and organisations. Council previously rostered a morning mechanical staff shift and an afternoon shift. Currently, due to staff vacancies, there is only capacity to roster a morning / day shift.

Service / maintenance options were provided by Volvo Group Australia Pty Ltd in their original submission for the request for quotation (16421) noted above, but not considered further at that time. Council Officers from Fleet Services and the Procurement Branch initially met representatives of Volvo Group Australia to commence dialogue of external servicing support due the shortage of qualified diesel mechanics at this time (early-mid 2023). Resulting from these negotiations is the Volvo Fleet Maintenance Services Agreement for the entire fleet.

The agreement encompasses all preventative routine scheduled maintenance (parts, consumables and labour) and additionally provides significant coverage of major mechanical components over the lifecycle of the asset (contract duration). This can be viewed as an extended warranty to each truck during the contract. Further, the agreement essentially extends the warrantable period of major components, provides coverage for normal wear and tear repairs and replacements and 24-hour roadside breakdown support. All scheduled servicing requirements will be undertaking at the Riverview Depot, minimising disruption to core business and Council staff, by avoiding the delivery of trucks to an alternate service location.

It would be disadvantageous to Council to approach an open market for these specialised services as Volvo Group Australia Pty Ltd, (Volvo) are the original equipment manufacturer (OEM) of the cab chassis component. Engagement of another supplier may void current warranties of units delivered or on order, and alternate servicing agents other than Volvo, will most likely not have the purchasing power of Volvo for OEM parts, nor the supply chain arrangements in place for parts availability and Volvo cab-chassis product knowledge.

Legal IMPLICATIONS

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

Local Government Regulation 2012

Local Government Act 2009

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

Risk Management implications are primarily focused on vehicle uptime (utilisation availability) to ensure an essential service delivery is maintained. Optimum vehicle availability / uptime and utilisation reduces:

· The reputational risk for Council if services are impacted.

· The potential impacts to domestic waste collection services or increased missed

bin service rates.

· The inability of Council to fulfill, in full, its legal requirements to collect and manage waste.

By not adopting the recommendations there is an increased potential for the above-mentioned identified risks to present.

Volvo Group Australia Pty Ltd have advised that as the delivered fleet trucks age, there will be a point in time where coverage to those trucks first delivered to Council over twelve (12) months ago will be unable to be included in a service agreement. This has initially been flagged as (12) twelve months.

By adopting the recommendations in this report, it will secure the entire fleet of 38 side-lift waste collection and compaction trucks maintenance requirements for the cab-chassis component over the asset’s lifecycle.

Financial/RESOURCE IMPLICATIONS

The financial implications are set out at within Recommendation B: being an approximate cost of $9,300,000.00 excluding GST over the entire agreement. Available funding has been confirmed by endorsement of the Procurement Evaluation Plan for contract 22700.

As noted in the report/background information, coverage of individual vehicles under the contract varies from 70 months to 84 months, dependent on the point in time in which Council has taken delivery of the vehicle or is yet to take delivery of the vehicle (those on order). The costs are inclusive of all 38 side load waste collection and compaction trucks (cab-chassis component only) until each truck reaches seven (7) years of operational age.

The services proposed under the contract are to be delivered by Volvo Group Australia Pty Ltd personnel at the Riverview Depot at a time convenient to Council (i.e., morning or afternoon shift) and poses no significant resource implications.

COMMUNITY and OTHER CONSULTATION

The utilisation of these waste truck assets is undertaken by Council (Ipswich Waste Services) employees and as such no external community consultation has been completed. Significant internal stakeholder consultation has been undertaken over a period of time (since March 2023). The following internal stakeholders have been consulted at various stages throughout the procurement activity:

· General Manager, Assets and Infrastructure Services Department

· General Manager, Corporate Services Department

· Manager, Procurement, Corporate Services Department

· Goods and Services Category Manager, Corporate Services Department

· Manager Resource Recovery, Environment and Sustainability Department

· Resource Recovery Operations Coordinator, Environment and Sustainability Department

· A/Fleet and Fabrication Manager, Assets and Infrastructure Services Department

· Program Coordinator (Workshop Operations), Asset and Infrastructure Services Department

· Manager, Works and Field Services, Asset and Infrastructure Services Department

· Field Services Manager, Assets and Infrastructure Services Department

Conclusion

It is recommended that Council enter into a contractual arrangement, pursuant to Section 235(b) of the Local Government Regulation 2012 (Qld), with Volvo Group Australia Pty Ltd for the Volvo Fleet Maintenance Services Agreement for the cab-chassis component of the waste trucks (side-loaders) either delivered or currently on order. The term of the proposed contract will be up to a maximum term of seven (7) years from the date of the delivery of the last truck on order. Financial terms, benefits and risks associated with the recommendations are set out above.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Entering into a contract with Volvo Group Australia Pty Ltd.
(b) What human rights are affected?	Not applicable.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	22700 - Procurement Evaluation Plan - Volvo Maintenance Agreement (A9411408)

Mark Benson

Category Specialist

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Matt Anderson

General Manager, Asset and Infrastructure Services

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9390886

ITEM: 7

SUBJECT: Procurement: Increased Spending on Grounds Maintenance and Arbiculture Panel Arrangements

AUTHOR: Contracts Officer

DATE: 11 September 2023

Executive Summary

This is a report concerning the recommendation to approve an increase in spend for Contracts 13482 Grounds Maintenance and Associated Services and Contract 14985 Arboriculture Services.

This increase is due to costs such as fuel, labour, equipment and CPI costs which have risen above the anticipated forecast expenditure figures with these suppliers and across the industry.

Recommendation/s

Contract 13482 Grounds Maintenance and Associated Services

· River City Garden & Lawn Pty Ltd

· Savco Vegetation Services Pty Ltd

· Skyline Landscape Services (QLD) Pty Ltd

· Austspray Environmental Weed Control Pty Ltd

Contract 14985 Arboriculture Services

· Active Tree Services Pty. Ltd.

· Bush Born Enterprises Pty Ltd as the trustee for The Bush Bourne Unit Trust trading as Australian Tree Services

· PowerClear Pty Ltd

· Heritage Tree Services Pty Ltd ATF Rowan Family Trust

· River City Garden & Lawn Pty Ltd

· Savco Vegetation Services Pty Ltd

· Benjamin Young Family Trust t/a Arbor Australis Consulting Pty. Ltd

RELATED PARTIES

Ipswich City Council

Contract 13482 Grounds Maintenance and Associated Services

· River City Garden & Lawn Pty Ltd

· Savco Vegetation Services Pty Ltd

· Skyline Landscape Services (QLD) Pty Ltd

· Austspray Environmental Weed Control Pty Ltd

Contract 14985 Arboriculture Services

· Active Tree Services Pty. Ltd.

· Bush Born Enterprises Pty Ltd as the trustee for The Bush Bourne Unit Trust trading as Australian Tree Services

· PowerClear Pty Ltd

· Heritage Tree Services Pty Ltd ATF Rowan Family Trust

· River City Garden & Lawn Pty Ltd

· Savco Vegetation Services Pty Ltd

· Benjamin Young Family Trust t/a Arbor Australis Consulting Pty. Ltd

There are no discernible conflicts of interest and none have been declared.

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

13482 Grounds Maintenance and Associated Service

This report recommends the approval to increase spend for 13482 Grounds Maintenance and Associated Services with the following suppliers:

· River City Garden & Lawn Pty Ltd

· Savco Vegetation Services Pty Ltd

· Skyline Landscape Services (QLD) Pty Ltd

· Austspray Environmental Weed Control Pty Ltd

Council’s original estimated expenditure for Grounds Maintenance and Associated Services to Council assets under this agreement was estimated to cost $8,293,230.82 (ex GST) for the total contract period of three (3) years with the option to extend the Contract by two (2) x further, one (1) year periods at the start of these contracts in 2021. Expenditure with each supplier will not be distributed evenly, with total expenditure with some suppliers likely to exceed $2,000,000 ex GST. Due to increasing costs such as fuel, plant and equipment, labour costs arising from recent award wage adjustments and high CPI figures, the expenditure with these suppliers has risen above the anticipated forecast figures. This is consistent with the Council Resolution below.

GOVERNANCE AND TRANSPARENCY COMMITTEE NO. 2020(04) 19 NOVEMBER 2020

RECOMMENDATION

A. That in accordance with s233 of the Local Government Regulation 2012, Council approves a Preferred Supplier Arrangement for the supply of Grounds Maintenance and Associated Services.

B. That Council enter into a contract for the provision of Grounds Maintenance and Associated Services with the suppliers listed below for a period of three (3) years with the option to extend the contract by two (2) x further, one (1) year periods, for the estimated sum of eight million, two hundred and ninety-three thousand, two hundred and thirty dollars and eighty-two cents excluding GST ($8,293,230.82) (total cost if all extensions are executed):

(a) River City Garden & Lawn Pty Ltd

(b) Savco Vegetation Services Pty Ltd

(d) GLG GreenLife Group Pty Ltd ATF GLG GreenLife Group Unit Trust

(e) Skyline Landscape Services (QLD) Pty Ltd

(f) Austspray Environmental Weed Control Pty Ltd

C. That the Chief Executive Officer be authorised to negotiate and finalise the term of the contract 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.

14985 Arboriculture Services

This report recommends the approval to increase spend for 14985 Arboriculture Services with the following suppliers:

· Active Tree Services Pty. Ltd.

· Bush Born Enterprises Pty Ltd as the trustee for The Bush Bourne Unit Trust trading as Australian Tree Services

· PowerClear Pty Ltd

· Heritage Tree Services Pty Ltd ATF Rowan Family Trust

· River City Garden & Lawn Pty Ltd

· Savco Vegetation Services Pty Ltd

· Benjamin Young Family Trust t/a Arbor Australis Consulting Pty. Ltd

Council’s original estimated expenditure for Arboriculture Services to Council assets under this agreement is estimated to cost $5,079,604 (ex GST) for the total contract period of three (3) years with the option to extend the contract by two (2) x further, one (1) year periods. Expenditure with each supplier will not be distributed evenly, with total expenditure with some suppliers likely to exceed $2,000,000 ex GST. Due to increasing costs such as fuel, plant and equipment, labour costs arising from recent award wage adjustments and high CPI figures, the expenditure with these suppliers has risen above the anticipated forecast figures.

This is consistent with the Council Decision below.

GROWTH INFRASTRUCTURE AND WASTE COMMITTEE NO. 2020(05) 3 DECEMBER 2020

DECISION

A. That in accordance with s233 of the Local Government Regulation 2012, Council approves a Preferred Supplier Arrangement for the supply of Arboriculture Services.

B. That Council resolve under s233(7) of the Local Government Regulation 2012, it is satisfied that it will obtain better value for money by entering into a Preferred Supplier Arrangement for a term of more than two (2) years.

C. That Council enter into a contract for the provision of Arboriculture Services with the suppliers listed below for a period of three (3) years with the option to extend the contract by two (2) x further, one (1) year periods, for the estimated sum of five million, seventy-nine thousand, six hundred and four dollars ($5,079,604) (total cost if all extensions are executed):

· Active Tree Services Pty. Ltd.

· Bush Born Enterprises Pty Ltd as the trustee for The Bush Bourne Unit Trust trading as Australian Tree Services

· PowerClear Pty Ltd

· Heritage Tree Services Pty Ltd ATF Rowan Family Trust

· River City Garden & Lawn Pty Ltd

· Savco Vegetation Services Pty Ltd

· Benjamin Young Family Trust t/a Arbor Australis Consulting Pty. Ltd

D. That the Chief Executive Officer be authorised to negotiate and finalise the term of the contract 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.

KEY ISSUES

13482 Grounds Maintenance and Associated Services

· Original estimated total contract spend over entire term, including extension if exercised was $8,293,231.00

· Based on the current spend report $7,484,482.00 has been committed.

· Total spend increased from $8,293,231.00 to $10,788,058.00 (ex GST) for the 12-month extension of the contract.

14985 Arboriculture Services

· Original estimated total contract spend over entire term, including extension if exercised was $5,079,604.00

· Based on the current spend report $5626601.00 has been committed.

Total spend increased from $5,079,604.00 to $7,510,000.00 (ex GST) for the 12-month extension of the contract

Legal IMPLICATIONS

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

Local Government Regulation 2012

policy implications

There are no Policy issues with this report

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this briefing note is not approved is the delay in maintenance activities for Council’s Open Spaces, Gardens and Arboriculture maintenance.

Financial/RESOURCE IMPLICATIONS

Funding is available from within existing budget area.

COMMUNITY and OTHER CONSULTATION

Consultation has taken place with the Works and Field Services Branch.

Conclusion

Council to approve the increase as listed above for Contract 13482 Grounds Maintenance and Associated Services, and Contract 13485 Arboriculture Services.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommend the Spend Increase to the approved spend of the 2 Contracts- 13482 Grounds Maintenance and Associated Services and 14985 Arboriculture Services
(b) What human rights are affected?	Not applicable
(c) How are the human rights limited?	Not applicable
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	The decision is consistent with human rights.
(e) Conclusion	The decision is consistent with human rights.

John O'Donnell

Contracts Officer

I concur with the recommendations contained in this report.

Juliana Jarvis

Goods and Services Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

I concur with the recommendations contained in this report.

Matt Anderson

General Manager, Asset and Infrastructure Services

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9438553

ITEM: 8

SUBJECT: Procurement: Contract 16168 Cemeteries Management System

AUTHOR: Category Specialist

DATE: 22 September 2023

Executive Summary

RECOMMENDATION

A. That pursuant to Section 235(a) of the Local Government Regulation 2012 (Regulation), Council resolves that the exception applies as it is satisfied that there is only one supplier who is reasonably available for the ongoing provision of cemeteries management system and related ancillary products and services in use for the Ipswich City Council cemeteries.

B. That the contractual arrangement 16168 with GSS (NI) Ltd T/A Plotbox (Supplier) for the provision of a cemeteries management system and related ancillary products and services used for the Ipswich City Council cemeteries be continued at an approximate purchase price of $400,000.00 excluding GST over the entire term of the contract (being an initial term of three (3) years, with options for extension at the discretion of Council (as purchaser), of an additional two (2) x one (1) year terms).

RELATED PARTIES

GSS (NI) Ltd T/A Plotbox

Ipswich City Council

There are no conflicts of interest identified and declared in relation to the contents of this report.

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

In 2021, Council went to market for provision of a cemeteries management system by means of a Request for Quote (RFQ) approach to 9 prospective suppliers in accordance with s225 of the Regulation, in anticipation of a contractual arrangement with value not exceeding $199,000 + GST.

Following evaluation, GSS (NI) Ltd T/A Plotbox (Plotbox) was selected as the successful supplier, and 18 June 2021, Council commenced contract 16168 with Plotbox for the provision of a cemeteries management system and related ancillary products and services. Plotbox is an Irish-based developer of deathcare management technologies, specialising in cemetery, crematory, and funeral home operations technology systems with geo-rectified mapping integration, and has an Australian office located in Sydney.

The contract is for an initial term of three (3) years with a further two (2) x one (1) year extension options, and was for an estimated purchase price of $86,800 + GST.

Following a successful implementation, further works, integrations and add-ons to expand the capability and public offerings provided by the system have been carried out, and further functionality to meet the requirements of a growing, modern Ipswich population are required to ensure an efficient and scalable contemporary cemeteries management system that meets expectations and current standards.

These works and capability expansion in conjunction with the ongoing subscription for the system are now set to cause the total value of the contractual arrangement to exceed $200,000.00 + GST. This takes the contractual arrangement over the threshold that would ordinarily require the approach to market to have been made by open tender (rather than by limited approach to a restricted number of vendors) or alternately, the application of an exception under the Regulation if open tender was determined to not be a suitable approach.

As the system selected and implemented by Council under the RFQ is exceeding expectation and is now successfully integrated with other Council systems, the most prudent and cost-effective solution would be to continue with contract with the awarded Supplier. To that end, a resolution under s235(a) of the Regulation is sought in order to continue the arrangement without first inviting written tenders.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that Council will not be able to continue receiving the provision of the cemeteries management system that is currently in use by Council, nor receive the necessary system enhancements and works necessary to support and expand Council’s cemeteries capabilities and public offerings.

The PlotBox product has not been identified as being addressed by Council’s iVolve Project.
Accordingly, the risk of investing in this software at this time is low and can be addressed (if required) by a yearly review as the iVolve Project progresses.

Application	iVolve Scope Alignment	iVolve Impact Rating	Impact Treatment
PlotBox	Low – not likely to be part of core systems	Low	Not identified as being in the Core system, or in the initial 5-year roadmap

Financial/RESOURCE IMPLICATIONS

There are no new resourcing or budgeting implications, as the cemeteries management system and related ancillary products and services is budgeted as an operational expense within the Planning and Regulatory Services Compliance Branch.

The total value of the contractual arrangement will increase to approximately $400,000.00 excluding GST over the entire term of the contract if all if all extension options are exercised. There are no additional financial implications.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with Planning and Regulatory Services Compliance Branch who support the recommendations of this report. This report does not require community consultation.

Conclusion

In order for Council to receive continued provision of the cemeteries management system and related ancillary products and services for management and public facing services of Council’s cemeteries, it is recommended that Council provide the requested approval to continue the current arrangement for the term as contracted with Supplier.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations A and B state that Council continue the existing contractual arrangement with Plotbox for the term of contract 16168 for the continued provision of cemeteries management system and related ancillary products and services.
(b) What human rights are affected?	No human rights are affected by this decision as the contracts will be with a Company. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Amanda Cowen

Category Specialist

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Fiona Bristow

Acting Chief Information Officer

I concur with the recommendations contained in this report.

Alisha Connaughton

Manager, Compliance

I concur with the recommendations contained in this report.

Brett Davey

General Manager Planning and Regulatory Services

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9405411

ITEM: 9

SUBJECT: Procurement: 17297 Mobile Data Anywhere Subscription

AUTHOR: Category Specialist

DATE: 13 September 2023

Executive Summary

RECOMMENDATION

B. That the contractual arrangement 17297 with Mobile Technologies Pty Ltd for the annual subscription to the Mobile Data Anywhere product be continued as required for up to two (2) years at an approximate purchase price of $310,000.00 excluding GST.

RELATED PARTIES

Mobile Technologies Pty Ltd

Ipswich City Council

There are no conflicts of interest identified and declared in relation to the contents of this report.

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

Mobile Technologies Pty Ltd (Mobile Technologies) is a Logan-based mobile data technology solution provider, providing a fully managed hosted solution that allows data collection applications to be developed and deployed to mobile devices in the field. The Mobile Data Anywhere product subscribed by Council is utilised to enable Field workers and Asset Management and Maintenance Teams to relay information remotely from the field back to Council base systems.

The supplier’s proprietary Mobile Data Anywhere product has been in use at Council as part of Council’s spatial services and asset management tool suite since 2013, and the continued use of the current Mobile Data Anywhere product is required whilst awaiting implementation and rollout of the new iVolve and enterprise spatial solutions by Council.

As such, it would be counterproductive, costly, and untimely to source and implement a new product when it is already intended that the current product be superseded by the solutions. This renders Mobile Technologies the only supplier reasonably available for the provision of the proprietary Mobile Data Anywhere product currently in use by Council whilst awaiting final delivery of these solutions.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that Council will not be able to continue receiving the operational benefit of the Mobile Data Anywhere product currently in use by Council for Field work until such time as the iVolve and enterprise spatial solutions are implemented.

The Mobile Data Anywhere system is likely to be part of core systems being addressed by both Council’s iVolve Project and the replacement enterprise GIS system. The risk of investing in this software for the proposed period is low and can be addressed by annual review as the iVolve Project progresses.

Application	iVolve Scope Alignment	iVolve Impact Rating	Impact Treatment
Mobile Data Anywhere	High – is part of core systems	High	Identified as being in the initial 5-year roadmap

Financial/RESOURCE IMPLICATIONS

There are no new resourcing or budgeting implications, as the annual Mobile Data Anywhere cost is budgeted as an operational expense within the Asset Services Branch Budgets.

The total value of the 17297 contractual arrangements will increase by an estimated $310,000 to approximately $580,000.00 + GST if both additional years are subscribed. There are no additional financial implications.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with the Asset Services Branch and the ICT Branch who support the recommendations of this report. This report does not require community consultation.

Conclusion

In order for Council to receive continued provision of the functions performed by the Mobile Data Anywhere product as part of Council’s current spatial and asset management implementations, it is recommended that Council provide the requested approval to continue the current contractual arrangement with Mobile Technologies for up to two (2) further years.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations A and B state that Council continue the existing contractual arrangement with Mobile Technologies for up to two (2) years for the continued provision of the Mobile Data Anywhere product subscription.
(b) What human rights are affected?	No human rights are affected by this decision as the contracts will be with a Company. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Amanda Cowen

Category Specialist

I concur with the recommendations contained in this report.

Jacquie Whitham

ICT Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Fiona Bristow

Acting Chief Information Officer

I concur with the recommendations contained in this report.

Raees Rasool

Acting Manager, Asset Services

I concur with the recommendations contained in this report.

Matt Anderson

General Manager, Asset and Infrastructure Services

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9413065

ITEM: 10

SUBJECT: Procurement: Cloud Infrastructure Hosting

AUTHOR: Category Specialist

DATE: 15 September 2023

Executive Summary

A resolution of Council is sought to approve an approximate cost of $7,500,000 excluding GST over the total contractual period.

RECOMMENDATION

A. That pursuant to Section 235(f) of the Local Government Regulation 2012 (Regulation), Council utilise the Government Agency contractual arrangement for the provision of Cloud Infrastructure Hosting with the Supplier who is party to the government agency contractual arrangement, as detailed in confidential Attachment 1 of this report.

C. That Council may enter into ancillary contractual arrangements with the Supplier, as allowed by the government agency contractual arrangement.

RELATED PARTIES

The “Government Agency” (identified in confidential Attachment 1).

The “Supplier” under the arrangement (identified in confidential Attachment 1).

“Ipswich City Council”.

There are no conflicts of interest identified and declared in relation to the contents of this report.

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

This report is seeking financial approval from Council in relation to entering into a contractual arrangement exceeding $2 million under s235(f) of the Regulation for the provision of Cloud Infrastructure Hosting and ancillary arrangements as allowed by the government agency contractual arrangement (CI Hosting).

The CI Hosting is the underpinning platform on which all of Council’s data storage and compute is performed and hosted.

Council’s current contractual arrangement for the provision of CI Hosting is due to expire on 30 November 2023. To date, the arrangement has been with a supplier that is a large private organisation acting in a reseller capacity, and Council is now seeking the ability to self-manage, or in the alternate to have flexibility of choice in the ongoing management and support of this CI Hosting.

To that end, Council is seeking to enter into the next contractual arrangement by leveraging an existing, pre-negotiated arrangement that is in place between the CI Hosting Supplier and a large Government Agency as identified in the attached confidential supporting document. To leverage the contractual arrangement Council needs to become an “Affiliate” of the primary Government Agency customer, however under the contractual arrangement obligations will flow between the Council and the Supplier. The demand aggregation of the arrangement indicates a favourable contractual outcome for Council. In order to access the arrangement, Council has been required to enter into a Non-Disclosure Agreement with the parties.

Council has examined the arrangement and has determined that engaging under this particular contractual arrangement is the most suitable path forward to meet Council’s organisational goals whilst obtaining value for money.

The new contractual arrangement will be for a period not exceeding four (4) years and five (5) months as required, at an approximate purchase price of $7,500,000 excluding GST. As this value exceeds the Chief Executive Officer’s delegated financial authority, financial approval is sought from Council in accordance with Council’s Delegations Administrative Directive.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that Council will be required to seek alternate commercial arrangements with large private organisations for the provision of both the core Cloud Infrastructure Hosting and associated support services, thereby binding Council to the selected private organisation and hindering its independence of choice in support provider, as well as not being able to guarantee passthrough of any favourable pricing discounts that may be obtained via the Government Agency arrangement.

The Cloud Infrastructure Hosting has not been identified as being addressed by Council’s iVolve Project. Accordingly, the risk of investing in supporting this platform at this time is low and can be addressed (if required) by a yearly review as the iVolve Project progresses.

Application	iVolve Scope Alignment	iVolve Impact Rating	Impact Treatment
Cloud Infrastructure Hosting	Low – not likely to be part of core systems	Low	Not identified as being in the Core system, or in the initial 5-year roadmap

Financial/RESOURCE IMPLICATIONS

There are no new resourcing or budgeting implications, as the Cloud Infrastructure Hosting is budgeted as an operational expense within the ICT Branch Budget. There are no additional financial implications.

This report seeks financial approval from Council for an approximate total cost of $7,500,000 million excluding GST for the contractual arrangement(s) as required for a period of up to four (4) years and five (5) months.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with the ICT Branch who support the recommendations of this report. This report does not require community consultation.

Conclusion

In order for Council to receive best value for money for the critical underpinning Cloud Infrastructure Services, and flexibility in selecting private organisation support services thereto, it is recommended that Council provide approval to enter into the Government Agency contractual arrangement, and any ancillary contractual arrangements with the Supplier identified in the attached confidential support documentation pursuant to section 235(f) of the Regulation.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations A, B and C state that Council enter into a Government Agency contractual arrangement and ancillary contractual arrangements with the Supplier for a period not exceeding 4 years and 5 months as required for the provision of Cloud Infrastructure Hosting.
(b) What human rights are affected?	No human rights are affected by this decision as the contracts will be with a Government Agency and a Company. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Attachments and Confidential Background Papers

	CONFIDENTIAL
1.	Cloud Infrastructure Hosting - Confidential Support Document

Amanda Cowen

Category Specialist

I concur with the recommendations contained in this report.

Jacquie Whitham

ICT Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Fiona Bristow

Acting Chief Information Officer

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9430041

ITEM: 11

SUBJECT: Procurement: Contract 19504 AWS, VMC, VCDR Hybrid Cloud and Windows Server Licencing - Increase to Approved Contract Value

AUTHOR: Category Specialist

DATE: 21 September 2023

Executive Summary

Recommendation/s

A. That the expected value of contractual arrangement 19504 with Telstra Limited, for AWS Cloud Services and ancillary services be varied to amend the expected value from approximately $1,900,000 excluding GST to approximately $2,850,000 excluding GST over the entire term.

RELATED PARTIES

Telstra Limited

Ipswich City Council

There are no conflicts of interest identified and declared in relation to the contents of this report.

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

In November 2022, Council entered into a contractual arrangement (contract reference 19504) with supplier Telstra Limited (Telstra) for the provision of AWS, VMC, VCDR Hybrid Cloud and Windows Server Licencing (AWS Cloud Services and ancillary services) under s234 of the Regulation utilising Local Buy arrangement NPN1.18 (Telecommunications Services).

The contract is for a term of one (1) year and was approved for an estimated purchase price of $1,900,000 + GST. Several components of the contract are purchased on a consumption basis, and the core items on-charged through Telstra are originally billed by AWS in US dollars and are therefore subject to exchange rate fluctuations.

Since entering the arrangement with Telstra, significant and sustained volatility has been experienced in the AUD/USD foreign exchange market, with ongoing unfavourable currency conversions resulting in increased AUD billing costs for Council.

Further, substantially increased cloud workloads and storage relating to the delivery of the iVolve Fusion project, enhancements to the Pathway Local Government platform and decommissioning of Council’s legacy Enterprise Content Management system have concurrently contributed to significantly increased consumption that was not foreseen in the original financial forecasts for approximate contract value.

An increase to the approved contractual arrangement is required to increase from $1,900,000 + GST to an approximate purchase price of $2,850,000 + GST in order to accommodate the increased spend incurred on the contract.

As this value exceeds the Chief Executive Officer’s delegated financial authority, financial approval is sought from Council in accordance with Council’s Delegations Administrative Directive.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that Council will not be compliant with Council’s Financial Delegation resolution of 28 July 2020 when spend obligations for this contract exceed $2 million.

The AWS Cloud Services and ancillary services have not been identified as being addressed by Council’s iVolve Project. Accordingly, the risk of investing in supporting this platform at this time is low and can be addressed (if required) by a yearly review as the iVolve Project progresses.

Application	iVolve Scope Alignment	iVolve Impact Rating	Impact Treatment
AWS Cloud Services and ancillary services	Low – not likely to be part of core systems	Low	Not identified as being in the Core system, or in the initial 5-year roadmap

Financial/RESOURCE IMPLICATIONS

There are no new resourcing or budgeting implications, as the AWS Cloud Services cost is budgeted as an operational expense within the ICT Branch Budgets.

The total value of the 19504 contractual arrangement will increase by an estimated $950,000 to approximately $2,850,000 + GST. There are no additional financial implications.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with the ICT Branch who support the recommendations of this report. This report does not require community consultation.

Conclusion

In order for Council to maintain compliance with its own financial delegations resolution, it is recommended that Council approve the requested increase to the approved contract value.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations A, B state that Council approve an increase to the approved total value of existing contractual arrangement 19504 with Telstra for the term of the contract.
(b) What human rights are affected?	No human rights are affected by this decision as the contract is with a Company. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not applicable.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable.
(e) Conclusion	The decision is consistent with human rights.

Amanda Cowen

Category Specialist

I concur with the recommendations contained in this report.

Jacquie Whitham

ICT Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Fiona Bristow

Acting Chief Information Officer

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9405717

ITEM: 12

SUBJECT: Procurement: Living in Ipswich Survey and Economic / Social Data Resources

AUTHOR: ICT Category Manager

DATE: 13 September 2023

Executive Summary

This a report seeking a resolution by Council to enter into a contractual arrangement with ID Consulting Pty Ltd (ID Consulting) for the provision of the Living in Ipswich Survey and the economic / social data platform that is utilised both operationally within Council and also provides public-facing statistics and facts via the Ipswich City Council website at an approximate purchase price of $350,000.00 excluding GST over the entire term, being an initial term of two (2) years, with options for extension at the discretion of Council (as purchaser), of an additional three (3) X one (1) year terms.

RECOMMENDATION

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised nature of the services that are sought and it would be impractical and disadvantageous to invite tenders for the provision of Living in Ipswich Survey and Demographic digital platform.

B. That Council enter into a contractual arrangement (Council file reference number 22769) with ID Consulting Pty Ltd, at an approximate purchase price of $350,000.00 excluding GST over the entire term, being an initial term of two (2) years, with options for extension at the discretion of Council (as purchaser), of an additional three (3) X one (1) year terms.

RELATED PARTIES

ID Consulting Pty Ltd

Ipswich City Council

There are no conflicts of interest identified and declared in relation to the contents of this report.

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

ID Consulting Pty Ltd (ID Consulting) is a Melbourne based company providing a digital information platform that gives access to demographic information ranging from economic profiles to population forecasts. Their proprietary platform is used by over 300 Local Governments and has been supporting Ipswich City Council for over 6 years.

Currently the Ipswich City Council public facing website holds a link to the ID Consulting platform to supply enquirers statistics and facts. Council also utilises the information internally for the purposes of future planning.

In addition to the economic / social data platform, the Living in Ipswich survey is conducted by ID Consultants as an independent research tool which informs Council’s strategic and community planning through an objective and targeted gathering of baseline ‘lived experience’ data.

It would be both practical and advantageous to Council to continue the use of this platform in order to ensure seamless continuity of necessary planning and public-facing local demographic information.

	Cost	GST	TOTAL
Living in Ipswich Survey	$11,700	$1,170	$12,870
Economy ID	$15,000	$1,500	$16,500
Community ID	$5,500	$550	$6,050
Atlas ID	$2,000	$200	$2,200
TOTAL	$34,200	$3,420	$37,620

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that Council will not be able to continue using historic and current economic / social information that is used for research and planning purposes.

The ID Consulting demographic information software has not been identified as being addressed by Council’s iVolve Project.

Application	iVolve Scope Alignment	iVolve Impact Rating	Impact Treatment
ID Consulting demographic information software	Low – not likely to be part of core systems	Low	Not identified as being in the Core system, or in the initial 5-year roadmap

Financial/RESOURCE IMPLICATIONS

There are no new resourcing or budgeting implications, as the annual ID Consulting cost is budgeted across two (2) areas, that being ICT Branch and the Strategy and Performance Branch.

The total value of the proposed contractual arrangement will be an estimated $350,000 + GST if all optional extensions are utilised. There are no additional financial implications.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with Strategy and Performance, Community, Cultural and Economic Development and the ICT Branch who support the recommendations of this report. This report does not require community consultation.

Conclusion

In order for Council and the public to receive continued provision of the services provided by ID Consulting, it is recommended that Council provide the requested approval to renew the contractual arrangement with ID Consulting for a period of up to five (5) years.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations state that Council enter into a contract with ID Consulting for the provision of a Demographic solution for Council.
(b) What human rights are affected?	No human rights are affected by this decision as the contracts will be with a Company. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not Applicable
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not Applicable
(e) Conclusion	The decision is consistent with human rights.

Jacquie Whitham

ICT Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Fiona Bristow

Acting Chief Information Officer

I concur with the recommendations contained in this report.

Dan Heenan

Coordinator - Major Projects and Advocacy

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”

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9406116

ITEM: 13

SUBJECT: Procurement: Optisigns Digital Signage - Hardware and Software as a Service

AUTHOR: ICT Category Manager

DATE: 13 September 2023

Executive Summary

This a report seeking a resolution by Council to continue contractual arrangement 19544 with OptiSigns Inc. (Optisigns) for the provision of the Digital Signage product that is operational across Council Libraries, 1 Nicholas Street Precinct and is to be extended into the Civic Centre. This solution is a software application with cloud-based access for content management.

RECOMMENDATION

B. That the contractual arrangement 19544 with OptiSigns Inc. (Supplier) for the Digital Signage Solution used across Libraries and to be extended to the Civic Centre be continued as required for up to a further three (3) years at an approximate value of $60,000.00 + GST over the entire term of the contract if the subscription is continued for all three (3) additional years.

RELATED PARTIES

OptiSigns Inc.

Ipswich City Council

There are no conflicts of interest identified and declared in relation to the contents of this report.

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

In 2020 Council undertook a Request for Quote process to three (3) vendors for the provision of a Digital Signage Solution for the Council Libraries. Optisigns, a Texas-based company providing a cloud-based digital signage solution that allows organisations to easily create and manage dynamic content for the business on display screens, was selected as a supplier to Council and a two (2) year contract was entered into.

Upon expiry of the original contract, Council entered into a new contractual arrangement with Optisigns (Contract 19544) for the continued use of the Digital Signage Solution, for a period of two (2) years commencing 18 November 2022. The initial subscription was for a cost of $9,720 USD (approximately $14,500 AUD) for the term of the contract. With the extension of the solution to the Civic Centre, and a requirement to provide the option to increase the contract period for another three (3) years past the expiry of 17 November 2024, it will cause the total value of the contractual arrangement to exceed $15,000.00 + GST, a resolution under s235(a) of the Regulation is sought in order to continue the arrangement without first inviting written quotes or tenders.

As the current digital signage solution utilised in the Civic Centre is failing, Council officers have undertaken a market scan of solutions and found that while there are Australian providers of Digital Signage solutions available, these are sold as a hardware and software package with the software component often being that which is supplied by Optisign. The Civic Centre already owns the hardware. The Civic Centre notes that both the Council Libraries and 1 Nicholas St Precinct currently use the Optisign software. The option to extend the service to Civic Centre is a cost effective and timely way to extend an existing contractual arrangement.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

The risk to Council if the recommendation within this report is not approved is that the Civic Centre will be required to undertake a Procurement process which will delay the implementation of a working solution to replace their current failing one.

The Optisigns Digital Signage Solution used across Council has not been identified as being addressed by Council’s iVolve Project.

Accordingly, the risk of investing in this software at this time is low and can be addressed (if required) by a yearly review as the iVolve Project progresses.

Application	iVolve Scope Alignment	iVolve Impact Rating	Impact Treatment
Optisigns Digital Signage SaaS	Low – not likely to be part of core systems	Low	Not identified as being in the Core system, or in the initial 5-year roadmap

Financial/RESOURCE IMPLICATIONS

There are no new resourcing or budgeting implications, as the current subscription under contract with Optisigns is budgeted as an operational expense by the ICT Branch.

The Civic Centre will provide funding for their usage from the operational budget also.

The total value of the contractual arrangement will increase to approximately $60,000 AUD excluding GST (foreign exchange rate – dependent) over the entire term of the contract if the subscription is continued for all three (3) additional years.

There are no additional financial implications.

COMMUNITY and OTHER CONSULTATION

The Procurement Branch has consulted with the ICT Branch and the Civic Centre who support the recommendations of this report. This report does not require community consultation.

Conclusion

In order for Council to continue to provide adequate Digital Signage information to visitors to our sites, as well as the ability to optimise preferential pricing and consolidate suppliers, it is recommended that Council provide the requested approval to continue current contractual arrangement with Optisigns for up to an additional three (3) years.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Recommendations state that Council extend a contract with Optisigns Inc. for the provision of a Digital Signage solution for Council.
(b) What human rights are affected?	No human rights are affected by this decision as the contracts will be with a Company. Further, the subject matter of the contract will not impact on the human rights of any third parties.
(c) How are the human rights limited?	Not Applicable
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not Applicable
(e) Conclusion	The decision is consistent with human rights.

Jacquie Whitham

ICT Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Fiona Bristow

Acting Chief Information Officer

I concur with the recommendations contained in this report.

Don Stewart

Manager, Community and Cultural Services

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”

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9416495

ITEM: 14

SUBJECT: Procurement: Increased Sprending on Electrical Trade Services Preferred Supplier Arrangement

AUTHOR: Category Specialist

DATE: 18 September 2023

Executive Summary

This report seeks approval to increase the estimated contract spend by $1,700,000.00, from $6,607,208.35 to $8,307,208.35 excluding GST.

Recommendation/s

1. Primary Supplier – Stowe Australia Pty Ltd (ACN 002 556 603)

2. Secondary Supplier – J & P Richardson Industries Pty Ltd (ACN 001 952 325)

3. Secondary Supplier – Arcos Investments Pty Ltd (ACN 100 475 812).

B. The total estimated contract value for this arrangement to increase from $6,607,208.35 to a total cost of $8,307,208.35 excluding GST and including the final one (1) year extension period for the contract.

RELATED PARTIES

Ipswich City Council

Contract 13437 Electrical Trade Services

1. Primary Supplier – Stowe Australia Pty Ltd (ACN 002 556 603)

2. Secondary Supplier – J & P Richardson Industries Pty Ltd (ACN 001 952 325)

3. Secondary Supplier – Arcos Investments Pty Ltd (ACN 100 475 812)

ifuture Theme

Vibrant and Growing

Purpose of Report/Background

This report is concerning the recommendation to approve the increase in spend for contract 13437 Electrical Trade Services.

On the 8 October 2020 the Growth Infrastructure and Waste Committee approved the recommendation to enter, into a preferred supplier arrangement with three (3) suppliers as listed below, for the provision of Electrical Trade Services under a schedule of rates arrangement.

1. Primary Supplier – Stowe Australia Pty Ltd (Business with a branch office located in Ipswich)

2. Secondary Supplier – J & P Richardson Industries Pty Ltd (Business with an office in an adjacent local government area)

3. Secondary Supplier – Arcos Investments Pty Ltd (Name change from T2 Electrical and Data Pty Ltd) (Business with an office in an adjacent local government area)

The original estimated expenditure for the arrangement was estimated to cost $6,607,208.35 excluding GST, for a total contract period of two (2) years with the option to extend the contract by a further two (2), one (1) year periods. Due to increase costs of labour, materials, high CPI costs and additional of new Council assets, the expenditure with the suppliers listed above is anticipated to increase above the original estimated contract spend.

Expenditure with each supplier is not distributed evenly, with the primary supplier undertaking most of Council’s work.

KEY ISSUES

The original estimated total contract spend inclusive of all extensions was $6,607,208.35 excluding GST.

Base on the current spend report $5,593,681.59 has been committed at September 2023.

The total estimated increased contract costs from $6,607,208.35 to $8,307,208.35 excluding GST includes the final one (1) year extension period.

This report is consistent with the Council Decision below.

GROWTH INFRASTRUCTURE AND WASTE COMMITTEE NO. 2020(03) 8 OCTBER 2020

DECISION

RECOMMENDATION

A. That in accordance with s233 of the Local Government Regulation 2012, Council approve a Preferred Supplier Arrangement with three (3) Suppliers for the supply of Electrical Trade Services.

C. That Council enter into a Preferred Supplier Arrangement with three (3) suppliers as listed below, for the provision of Electrical Trade Services under a Schedule of Rates agreement to the estimated sum of six million, six hundred and seven thousand, two hundred and eight dollars and thirty five cents excluding GST ($6,607,208.35) (total cost if all extensions are executed), for a period of two (2) years with the option to extend the contract by two (2) x further, one (1) year periods.

1. Primary Supplier – Stowe Australia

2. Secondary Supplier – T2 Electrical & Data Pty Ltd

3. Secondary Supplier – J & P Richardson Industries Pty Ltd

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

Funding is available from within existing budget areas.

RISK MANAGEMENT IMPLICATIONS

The current arrangement will expire on 3 November 2023, with one (1) year extension period remaining. The extension is required to be in place prior to the expiry of the current arrangement to ensure continuity of services.

Financial/RESOURCE IMPLICATIONS

Budget implications are funded within ongoing operational budgets and the recommendation can be implemented without further funding

The increase in contract spend is estimated at $1,700,000.00 excluding GST is inclusive of the final contract extension period.

COMMUNITY and OTHER CONSULTATION

The Asset and Infrastructure Services Department’s key stakeholders, and relevant contract owner, were consulted.

Conclusion

Council to approve to increase estimated spend as listed above for contract 13437 Electrical Trade Services.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	Approval of the recommended estimated increase spend for Contract – 13437 Electrical Trade Services
(b) What human rights are affected?	Not Applicable
(c) How are the human rights limited?	Not Applicable
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	The decision is consistent with human rights
(e) Conclusion	The decision is consistent with human rights.

Carlo Sorbello

Category Specialist

I concur with the recommendations contained in this report.

Wayne Bichel

Building Construction and Maintenance Category Manager

I concur with the recommendations contained in this report.

Richard White

Manager, Procurement

I concur with the recommendations contained in this report.

Matt Smith

General Manager Corporate Services

I concur with the recommendations contained in this report.

Cameron Hoger

Works Manager

I concur with the recommendations contained in this report.

Matt Anderson

General Manager, Asset and Infrastructure Services

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

Governance and Transparency Committee

Meeting Agenda

12 October

2023

Doc ID No: A9419888

ITEM: 15

SUBJECT: Procurement: Consumer Behaviour and Visual Merchandising Consultant

AUTHOR: Place Manager - Ipswich Central

DATE: 19 September 2023

Executive Summary

RECOMMENDATION

A. That pursuant to Section 235(b) of the Local Government Regulation 2012 (Regulation), Council resolve that the exception applies because of the specialised nature of the services that are sought and it would be impractical to invite quotes for the provision of a consultant with expertise in consumer behaviour research, visitor economy retail and visual merchandising.

B. B. That Council enter into a contractual arrangement (Council file reference number 22801) with Shopology at an approximate purchase price of $39,600 excluding GST over the term, being an initial term of one (1) year, with options for extension at the discretion of Council (as purchaser), of an additional two (2) X one (1) year extension options at a total cost of $118,000 over the entire potential term.

RELATED PARTIES

Ipswich City Council

Shopology (ABN 27 687 523 611)

ifuture Theme

A Trusted and Leading Organisation

Purpose of Report/Background

The Customer Behaviour and Visual Merchandising Project is a direct outcome and delivery action of the Revitalising Ipswich Central Plan:

Principle 5 – Prosperous

· Create a prosperous place of business activity within the historic fabric of the city

· Create opportunities for local business and trade to occupy the centre and nurture small business ventures

· Make business and employment opportunities in the centre vital, vibrant and visible

Principle 2 – Alive

· Create great street and public spaces that prioritise the needs of pedestrians and cyclists

· Create places and support activities that develop a strong culture of street life day and night

The Customer Behaviour and Visual Merchandising project is also a delivery action of the City of Ipswich Economic Development Strategy:

Pillar 3 – Prosperity

· Develop local business capacity through education, resilience and mentoring to drive business success and growth

In May 2023 Council embarked on an event with Mainstreet Australia – the Ipswich StreetShow, a four-hour interactive program, which included a live panel discussion, workshop and dinner and included experts who analysed and reviewed the local area and provide tips and advice to the business community.

Following the event, a report was issued by Mainstreet Australia summarising key themes, outcomes, next steps and recommendations based on feedback from businesses. The report identified one of the key themes that emerged was businesses needing assistance with customer experience and visual merchandising.

In recognition of the current economic challenges, rising inflation and cost of living pressures, it is understood that consumer habits have changed. Dr Louise Grimmer from Shopology is one of Australia’s leading retail researchers, focusing on small stores, local shopping, consumer behaviour and the visitor economy. Her research on consumer behaviour, retailing and how retailers can respond to changes in shopping behaviour is published internationally and she is Associate Editor for two leading international retail and consumer journals.

Whilst there are a number of reputable visual merchandising contractors potentially available across Australia that can provide some practical advice, Dr Louise Grimmer from Shopology is able to provide her specialised services based on her own international research and evaluation to assist Ipswich businesses. She has highly specialised knowledge and experience that would be of great benefit to the community.

By engaging directly for these specialised services, it will assist Ipswich businesses to:

· Be informed of industry and market trends using current data and research

· Build capacity and educate

· Inform businesses on how to capitalise their square meterage to maximise return on investment

· Share retail knowledge and expertise to boost main street shopping

If the first implementation of the Customer Behaviour and Visual Merchandising Project is assessed to be a success in Ipswich Central, it can be considered to be expanded to other areas of the city as a broader economic development initiative.

Legal IMPLICATIONS

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

Local Government Act 2009

Local Government Regulation 2012

policy implications

The matter of this report is consistent with the Procurement Policy. No other policies have been identified that would be impacted.

RISK MANAGEMENT IMPLICATIONS

There are no discernible risk management implications associated with this report or its recommendations.

Financial/RESOURCE IMPLICATIONS

An indicative quote of $39,600.00 (ex GST) has been obtained from Shopology for the pilot program to be run in Ipswich Central and there is allocation within the 2023/2024 financial year Economic Development Section operating budget.

Should Council wish to extend the engagement beyond the first year and exercise the two (2) x one (1) year extension options, the estimated total cost of the full arrangement is $118,800.00 excluding GST and this would factor into future years budget build.

COMMUNITY and OTHER CONSULTATION

Following the Ipswich StreetShow, a report was issued by Mainstreet Australia summarising key themes, outcomes, next steps and recommendations based on feedback from local businesses.

The report identified one of the key themes that emerged was businesses needing assistance with customer experience and visual merchandising.

To build capacity, educate and share knowledge a pilot program was designed to fill this gap for the businesses.

Conclusion

A direct engagement with Shopology for the pilot program will ensure a high level of expertise combined with the research data that supports the local businesses and visitor economy in Ipswich.

It is recommended council resolve that it is impractical and disadvantageous for quotes to be invited for the provision of and enter into a contractual arrangement direct with Shopology for a up to a three (3) year period.

HUMAN RIGHTS IMPLICATIONS

HUMAN RIGHTS IMPACTS
OTHER DECISION

(a) What is the Act/Decision being made?	That Council resolve that it is impractical and disadvantageous for quotes to be invited for the provision of consumer behaviour research, visitor economy and retail and visual merchandising. Recommendation B states that Council enter into a contractual arrangement (Council file reference number 22801) with Dr Louise Grimmer, Shopology at an approximate purchase price of $40,000 excluding GST over the entire term, being an initial term of one (1) year, with options for extension at the discretion of Council (as purchaser), of an additional two (2) X one (1) year terms.
(b) What human rights are affected?	No human rights are affected by this decision. This is because both parties are corporate entities and only individuals have human rights.
(c) How are the human rights limited?	Not applicable No Human Rights are limited by the offer of this engagement.
(d) Is there a good reason for limiting the relevant rights? Is the limitation fair and reasonable?	Not applicable
(e) Conclusion	The decision is consistent with human rights.

Erin Marchant

Place Manager - Ipswich Central

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

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