adopted report transport and infrastructure committee meeting · 02/08/2018 · 759th council...

759

Adopted Report of the

Transport and Infrastructure Committee Meeting

held

Thursday 2 August 2018

at

9am

City of Gold Coast Council Chambers 135 Bundall Road Surfers Paradise

759th Council Meeting 14 August 2018 2 Transport And Infrastructure Committee Meeting 2 August 2018 Adopted Report

Index 759

Adopted Report

Transport and Infrastructure Committee Meeting

Thursday 2 August 2018

9am

Item Direct. File Page Subject

1 TI LG115/1358/01/2018(P1) 5 Transport And Infrastructure Action List And Forward Planning Schedule

2 TI LG314/1211/18/079(P1) 12 Contract No. LG314/1211/18/079 Miscellaneous Concrete Works

3 TI CM787/790/05/16(P1) 21 2017-18 Local Area Works & Services Program Projects Approved Under Delegation 2074

4# TI CM787/790/05/14(P1) 30 Broadbeach Carousel Maintenance Review

5 TI CM787/790/05/14(P1) 43 Christmas On The Gold Coast

# Officer’s Recommendation changed by Council

KEY: OCEO - Office of the Chief Executive Officer OCOO Office of the Chief Operating Officer EPE - Economy, Planning and Environment OS - Organisational Services LC - Lifestyle and Community TI - Transport and Infrastructure WW - Water and Waste

759th Council Meeting 14 August 2018 3 Transport And Infrastructure Committee Meeting 2 August 2018 Adopted Report ADOPTION BY COUNCIL 14 AUGUST 2018 RESOLUTION G18.0814.009 moved Cr PC Young seconded Cr Taylor That the Report of the Transport and Infrastructure Committee Meeting of Thursday, 2 August 2018, covered by Recommendations numbered TI18.0802.001 to TI18.0802.005, be adopted with the exception of Recommendation Number TI18.0802.004 which was specifically resolved.

CARRIED UNANIMOUSLY

ATTENDANCE Cr P C Young (Chairperson) Cr P Taylor Cr D Gates Cr W Owen-Jones Cr C Caldwell Cr D Crichlow OAM Cr G Baildon AM Cr D McDonald Cr G O’Neill Visitor Mr A Twine Director Transport and Infrastructure Mr M Hulse Manager Infrastructure Delivery Mr M Ash Manager City Assets Mr M Tilly Manager Transport and Traffic Mr D Braby Executive Coordinator Asset Management APOLOGIES / LEAVE OF ABSENCE PROCEDURAL MOTION moved Cr Gates seconded Cr Caldwell That the apology of Cr Vorster be noted. CARRIED PROCEDURAL MOTION moved Cr Crichlow seconded Cr Owen-Jones That the apology of Cr PJ Young be noted.

CARRIED PRESENTATIONS Nil

759th Council Meeting 14 August 2018 4 Transport And Infrastructure Committee Meeting 2 August 2018 Adopted Report The information below is extracted from the Procurement Policy and Contract Manual. Refer to the Procurement Policy and Contract Manual for complete details.

Applying the Local Business Pricing Advantage

If the best value pricing offer is from a Category A, B or C business (refer Table 1 below) then this offer is regarded as the most advantageous. For contracts where quotations are sought (generally with an expected worth less than $250,000), if the best value pricing offer is from a Category D, E, F or G business, but a pricing offer from a Category A or B business is within: • 30 per cent of the best value pricing offer for contracts less than $50,000 • 25 per cent of the best value pricing offer for contracts between $50,000 and $100,000 • 20 per cent of the best value pricing offer for contracts between $100,000 and $250,000. then the offer from the Category A or B business will be regarded as the most advantageous. Invitations to offer (tenders) are generally utilised for contract greater than $250,000. For contracts where invitations to offer are utilised with an expected worth less than $1,000,000 per annum; if the best value pricing offer is from a Category D, E, F or G business, but a pricing offer from a Category A or B business is within 15 per cent of the best value pricing offer, then the offer from the Category A or B business will be regarded as the most advantageous. Applying the Local Business Weightings

Local Content Scoring

A 15 per cent weighting related to the business locality will be included in Council’s capability scoring evaluation criteria, allocated as shown in Table 1 following. Table 1 Category Score Description

A 15% Developing or established Gold Coast business B

12% Branch office on the Gold Coast directly employing a minimum of 10 FTEs (not contractors)

C 9%

Branch office on the Gold Coast, established for a minimum of six months, directly employing less than 10 FTEs (not contractors)

D 4%

Adjacent local government (Logan, Scenic Rim, Redland or Tweed Shire) business

E 2% Queensland business F 1% Interstate business G 0% Overseas business

Gold Coast Awards Scoring

A two per cent weighting related to Gold Coast Awards will be included in Council’s capability scoring evaluation criteria, allocated as shown in Table 2 following. Table 2

Score Description

2% A winner of the Gold Coast Business Excellence Award, Gold Coast Young Entrepreneurs Award or Gold Coast Women in Business Award within the past 4 calendar years

1% A winner of a monthly Gold Coast Business Award, or finalist in the Gold Coast Young Entrepreneurs Awards or Gold Coast Women in Business Awards within the past 4 calendar years

0% All other businesses


ITEM 1 TRANSPORT AND INFRASTRUCTURE TRANSPORT AND INFRASTRUCTURE ACTION LIST & FORWARD PLANNING SCHEDULE LG115/1358/01/2018(P1) TRANSPORT AND INFRASTRUCTURE COMMITTEE

Item Action Officer Action/Previous Resolution

Transport and Infrastructure Committee Meeting (all meetings)

Action List and Forward Planning Schedule A Twine – Director Transport and Infrastructure

Standing Item.

2017-18 Capital Works Program - Approvals M Hulse – Infrastructure Delivery Report as required.

2017-18 Local Area Works Program – Additions M Hulse – Infrastructure Delivery Report as required.

(760) Transport and Infrastructure Committee Meeting – 16 August 2018

Contract No. LG314/690/18/067 - Dredging Services M Walsh / D Clifton – City Assets Awarding of contract for dredging services Contract No. LG314/254/18/007 - Palm Beach Shoreline Project (Ex. G.16.0823.007)

S Hunt – City Assets Awarding of contract for delivery of a submerged control structure for the Palm Beach Shoreline Project

(761) Transport and Infrastructure Committee Meeting – 6 September 2018

Response To Petition: Objection To Concrete Path Along Tugun To Bilinga Oceanway

M Tilly – Transport and Traffic That the above petition be received and referred to the appropriate committee for consideration and report to Council.

Response To Petition: Traffic Congestion Ormeau (Ex G17.0530.009)

M Tilly – Transport & Traffic That Officers provide a Report to a future Transport & Infrastructure Committee meeting in response to community concern about traffic congestion in Ormeau and surrounds, as highlighted in the attached Non-conforming Petition to Council.


ITEM 1 (Continued) TRANSPORT AND INFRASTRUCTURE ACTION LIST AND FORWARD PLANNING SCHEDULE LG115/1358/01/2018(P1)

(762) Transport and Infrastructure Committee Meeting – 9 October 2018

ParkInCentre Scheme (PICS) (Ex. G16.1207.007)

M Shrimpton – Transport & Traffic 4 That due to delayed implementation of the 2nd round of parking changes the final review of both ParkInCentre Scheme (PICS) centres will be undertaken in August 2018.


Traffic Area and Parking Permit Scheme (TAPPS) Stage 2

M Shrimpton – Transport & Traffic EXG18.0131.022 That given that new traffic areas are being implemented throughout the city, a review of the city's parking permit scheme be undertaken as a priority following completion of GC2018 Commonwealth Games with an interim report to be presented to Council in July 2018. Ex G17.0613.005 2 That Transport & Traffic Branch Officers report back on Stage 2 parking changes to the TAPPS by late-2018 which is to include recommendations for a new parking permit scheme. TI18.0719.006 2 That the Traffic Area Parking Permit Scheme (TAPPS) Stage 2 matter be deferred until the Transport and Infrastructure committee meeting Round #762 9 October 2018.




Traffic Response Units On The City Arterial Road Network (Ex G17.0303.005)

G Smith – Transport & Traffic 4 That a report be brought back in 18 months (by October 2018) to the Transport & Infrastructure Committee.

HOTA Project Update Report Stage 1 T Windsor – Infrastructure Delivery 2 That the next stage 1 update report be brought back to Council in October 2018.

(764) Transport and Infrastructure Committee Meeting – 1 November 2018

Parking Asset Strategic Plan (PASP) M Shrimpton – Transport & Traffic To report on sustainable management of on and off street car parking within the City.

(765) Transport and Infrastructure Committee Meeting – 15 November 2018

Contract No. LG314/690/18/094 – Stormwater Network Rehabilitation Program

S Fong – City Assets Awarding of contract to Stormwater Network Rehabilitation Program. Pipe relining contract

(TBA) Transport and Infrastructure Committee Meeting

Surfers Paradise Sand Backpass Pipeline Project (Ex. G16.1207.007)

S Hunt – City Assets 3 The City explores options to formalise a partnership with the Gold Coast Waterways Authority to fund and deliver Surfers Paradise Sand Backpassing Pipeline infrastructure, with a report to be brought back to Committee seeking endorsement of a future operational model.




Left Turn on Red at Traffic Signals Comprehensive Trial (Ex G18.0529.010)

M Tilly – Transport & Traffic That Council reaffirm its support for a new and more comprehensive trial of left turn on red at traffic signals including on State controlled roads to support a future evidence based decision by the Department of Transport and Main Roads.

Northern Gold Coast Entry Statement (Ex G18.0430.021)

P Denison – Infrastructure Delivery That estimates be provided for the possible modification, relocation or removal of the Northern Gold Coast Entry Statement and a report be brought back to Council.

Traffic Management Christine Avenue and Bermuda Street (Ex G18.0430.021)

M Tilly – Transport and Traffic Given the documented signalisation issues, operational inefficiencies safety concerns at the intersection of Bermuda Street and Christine Avenue, city officers work with Department of Transport and Main Roads to bring forward a report to address these issues, including consideration of:- a Signal time changes; b Investigation of a second vehicular lane east bound on Christine Avenue to Whistler Drive (including impact on parking); c Improvements for pedestrians including pedestrian crossing and countdown timers; and d Any other measures which may ease congestion and improve safety.




Robina Central Planning Agreement (RCPA) (EX G18.0621.038)

M Shrimpton – Transport & Traffic That Council recognise the Transport Infrastructure deficit in the area covered by the Robina Central Planning Agreement (RCPA) and bring forward a report detailing the following prior to further progressing negotiations with developers (and landowners) to amend the prevailing State planning instruments: 1 The historic context and State legislation preventing Council from levying transport infrastructure fees in the RCPA area; 2 A comparison of the anticipated, present and projected traffic volumes in the RCPA area, particularly on major roads, around Robina Town Centre and from the Pacific Motorway; 3 An assessment of intersection performance and congestion against Council’s adopted standards in the Local Government Infrastructure Plan (LGIP); 4 Subject to the above, estimated costs and preferred design outcomes for intersection, road upgrades and new road connections to address congestion, safety risks, and pedestrian access now and to 2031; 5 Further estimated costs and preferred transport outcomes connected with the 2050 vision articulated by the Robina Business Alliance, whose members include local developers QIC and Robina Group; 6 Advice to Economy, Planning and Environment on an equitable, sustainable and just infrastructure arrangement to protect the lifestyle and prosperity of the RCPA area and the communities it services.




Pedestrian Countdown Timer Trial (Ex G17.0207.014

G Smith – Transport & Traffic 1. That a trial of pedestrian countdown timers be conducted over a twelve month period at the following City controlled traffic signals: a. Gold Coast Highway and Appel Park Pedestrian Signals, Surfers Paradise b. Gold Coast Highway and Nerang Street, Southport c. Robina Town Centre Drive Pedestrian Signals, Robina (near Australia Post) d. Old Burleigh Road Pedestrian Signals, Broadbeach (adjacent to the Broadbeach Mall) e. The Esplanade Pedestrian Signals, Surfers Paradise (adjacent to the Cavill Mall) 2. That a report and recommendations be provided to Council following the conclusion of the trial.

RECOMMENDATION It is recommended that Council resolves as follows: That the Transport and Infrastructure Directorate Action List and Forward Planning Schedule for the Transport and Infrastructure Committee be noted. Authorised by: Alton Twine

Director Transport and Infrastructure


ITEM 1 (Continued) TRANSPORT AND INFRASTRUCTURE ACTION LIST AND FORWARD PLANNING SCHEDULE LG115/1358/01/2018(P1) COMMITTEE RECOMMENDATION TI18.0802.001 moved Cr Taylor seconded Cr PC Young That the Transport and Infrastructure Directorate Action List and Forward Planning Schedule for the Transport and Infrastructure Committee be noted.

CARRIED


ITEM 2 CITY ASSETS CONTRACT NO. LG314/1211/18/079 – MISCELLANEOUS CONCRETE WORKS LG314/1211/18/079(P1) 1 BASIS FOR CONFIDENTIALITY Not applicable. 2 EXECUTIVE SUMMARY Not applicable. 3 PURPOSE OF REPORT This report seeks approval to establish preferred supplier arrangement LG314/1211/18/079 for miscellaneous concrete works for a period of two years with two by one year extension options. 4 PREVIOUS RESOLUTIONS EX Min. ETG18.0620.005 (in part)

“2. That Council adopts the City Contracting Plan 2018-19 (Attachment 1) with the following amendment:

a. That all contracts with a designated ‘Sourcing Method’ of ‘Sole source’

be amended to a ‘Sourcing Method’ of ‘Quotation process’ where the estimated value of the contract is equal to or less than $250,000 and a ‘Sourcing Method’ of ‘Public Invitation to Offer (ITO)’ where the estimated value of the contract is greater than $250,000.

3. That the contracts referred to in part a. of recommendation 2 above are further

investigated by officers and an amended City Contracting Plan 2018-19 be brought back to the next Events, Tourism and Governance Committee of 26 July 2018.

4. That a quarterly acquittal of the City Contracting Plan 2018-19 be submitted

via the Events, Tourism and Governance Committee.”

5 DISCUSSION The Council of the City of Gold Coast (Council) requires the services of suitably experienced and qualified companies to construct repair and maintain footpaths, shared paths, kerb ramps, driveways, bicycle rails, BBQ slabs, bus stop slabs, manholes, gullies,valves and shotcreting works for various branches within the Transport and Infrastructure Directorate. Council has an existing arrangement in place for miscellaneous concrete works with the following pre-qualified contractors, which expires 31 August 2018. Civil Services Pty Ltd. Civillay Pty Ltd. Budget Concreting.

Council has determined that the most advantageous and operationally suitable method of delivering the service is to establish a contractual arrangement with external suppliers.


ITEM 2 (Continued) CONTRACT NO. LG314/1211/18/079 – MISCELLANEOUS CONCRETE WORKS LG314/1211/18/079(P1) Public Invitations to Offer were invited by advertising in the Gold Coast Bulletin and Courier Mail, LG Tender Box and the City of Gold Coast websites on 5 May 2018. The offer period closed on 30 May 2018. The Invitation to Offer comprised two separable portions as follows. Separable Portion 1: Supply and construct footpaths, ramps, driveways, slabs,

manholes, gullies, valves, and traffic control. Separable Portion 2: Supply and replacement of shotcreting. The following offers were received.

Offerors Separable

Portion

1 Civillay Pty Ltd 1 & 2

2 Civil Services Pty Ltd 1

3 G & R Brown & Sons Pty Ltd 1 & 2

4 LJR Concreting Pty Ltd 1 & 2

5 Tapping Solutions Australia Pty Ltd 1 & 2

6 Budget Concreting Pty Ltd ATF D & S Family Trust trading as Budget Concreting

1

7 Morgan-Moore Constructions Pty Ltd 1 & 2

8 Akela Constructions Pty Ltd 1 & 2

9 JFM Civil Contracting Pty Ltd 1 & 2

The invitation to offer process was considered to be sufficiently extensive to have attracted competitive interest from the market. The offers were evaluated using a three gate evaluation process incorporating the evaluation criteria that formed part of the Invitation to Offer documents. Evaluations were undertaken by four officers of Council, Work Health and Safety technical advisor and the result was reviewed and verified independently by an officer from City Procurement. The names of the evaluation team and the scoring matrix with assigned weightings are on file for reference. The first gate of the evaluation process considered the evaluation of the following specific mandatory criteria. Demonstrated integration of Work Health and Safety (WHS) within the work practices

and demonstrated ability to manage construction hazards and high risk activities. Insurance. Licences - QBCC Licenced trade contractor for Concreters and/or Carpenters.


ITEM 2 (Continued) CONTRACT NO. LG314/1211/18/079 – MISCELLANEOUS CONCRETE WORKS LG314/1211/18/079(P1) The first gate of the evaluation process found that the offer received from JFM Civil Contracting Pty Ltd should, in accordance with the conditions of offer, be ruled as non-conforming and was not further evaluated, as the company does not hold a QBCC Licenced trade contractor for Concreters and/or Carpenters. The remaining offers were found to be conforming to the requirements of Council’s Invitation to Offer documents. The second gate of the evaluation process considered the evaluation of the following capability scoring criteria and determined those suppliers capable of meeting Council’s requirements. Work Health and Safety (WHS) management systems and examples of Safe Work

Method Statements (SWMS). Capability and experience. Quality asssurance. Methodology. Environmental and Sustainability. Local Content. Gold Coast Awards. The resultant aggregated scores were as follows.

SELECT Capability Local

Content Gold Coast

Awards Evaluation

Score (out of 83%) (out of 15%) (out of 2%) (out of 100%)

1 Civillay Pty Ltd 57% 15% 0% 72%


54% 15% 0% 69%

3 Akela Constructions Pty Ltd 53% 15% 0% 68%

4 Tapping Solutions Australia 50% 15% 0% 65%

5 Civil Services Pty Ltd 49% 15% 0% 64%

6 G & R Brown & Sons Pty Ltd 46% 12% 0% 58%

7 Morgan-Moore Constructions Pty Ltd

40% 15% 0% 55%

8 LJR Concreting Pty Ltd 33% 15% 0% 48%

The first five offerors scored sufficiently in the evaluation of their capability and were determined as suppliers capable of meeting Council’s requirements. As a result, these offerors were moved through to the third evaluation gate. The third gate of the evaluation process considered the evaluation of the following value for money criteria in order to select the most advantageous offer. Total offered amount of the works and services. Total cost of ownership model assessment. Local business pricing advantage.


ITEM 2 (Continued) CONTRACT NO. LG314/1211/18/079 – MISCELLANEOUS CONCRETE WORKS LG314/1211/18/079(P1) The summated rates received for Separable Portion 1: Supply and construct footpaths, kerb ramps, driveways, bus stop slabs, manholes, gullies and valves are listed below.

Tenderers Local

Content % Gold Coast

Awards %

*Summated rates (excl GST) for 2

years 1 Civil Services Pty Ltd 15% $7,652,161


15%

$8,008,579

3 Akela Constructions Pty Ltd 15% $8,566,706

4 Civillay Pty Ltd 15% $9,026,436

5 Tapping Solutions Australia 15% $24,229,559

Council’s estimate was: $7,621,345

*Without rise and fall in initial two year period The summated rates received for Separable Portion 2: Supply and placement of shotcreting are listed below.

Tenderers Local

Content % Gold Coast

Awards %

*Summated rates (excl GST) for 2

years 1 Tapping Solutions Australia Pty Ltd 15% $97,374

2 Akela Constructions Pty Ltd 15% $132,310

3 Civillay Pty Ltd 15% $165,278

Council’s estimate was: $121,077

*Without rise and fall in initial two year period The four lowest priced offers for Separable Portion 1 and all offers for Separable Portion 2 are considered capable of undertaking the works and reflects the offers most advantageous to Council, as follows: Separable Portion 1: Civil Services Pty Ltd, Budget Concreting Pty Ltd ATF D & S

Family Trust trading as Budget Concreting, Akela Constructions Pty Ltd and Civillay Pty Ltd.

Separable Portion 2: Tapping Solutions Australia Pty Ltd, Akela Constructions Pty Ltd and Civillay Pty Ltd.

The above offers have satisfied the evaluation team of their clear understanding of the scope of work, that this is not at variance with the requirements of the Invitation to Offer document and have also satisfied the evaluation team as to their ability to complete this contract in addition to their current contractual commitments. This contract is a preferred supplier arrangement. As the need arises for the work, a contractor off the arrangement will be selected based on the capacity of the contractor and on the lowest rates submitted for the particular type of work. As and when the need arises for the work to be undertaken and if not included in the contract documentation, Council will prepare ‘project specific’ specifications and seek quotations from the contractors.


ITEM 2 (Continued) CONTRACT NO. LG314/1211/18/079 – MISCELLANEOUS CONCRETE WORKS LG314/1211/18/079(P1) It is estimated that the percentage split of the tendered amount to each contractor based on the aforementioned is as follows. Separable Portion 1: Supply and construct footpaths, kerb ramps, driveways, bus stop

slabs, manholes, gullies and valves. 30% to Civil Services Pty Ltd, 30% to Budget Concreting Pty Ltd ATF D & S Family Trust trading as Budget Concreting, 20% to Akela Constructions Pty Ltd and 20% to Civillay Pty Ltd.

Separable Portion 2: Supply and placement of shotcreting. 40% to Akela Constructions

Pty Ltd, 10% to Civillay Pty Ltd and 50% Tapping Solutions Australia Pty Ltd. 6 ALIGNMENT TO THE CORPORATE PLAN, CORPORATE STRATEGIES AND

OPERATIONAL PLAN This requirement was adopted by Council as a proposed contract under the City Contracting Plan 2018-19(EX Min. GA18.0621.050), as follows.

Ref. Purpose

Alignment to Corporate Strategies,

Operational and Corporate Plans

Sourcing Method

Contract Type*

Estimated Value of

Contract(s)

Capex/ Opex

Expected Contract

Duration + Extension Option(s)

Expected time to market

(financial year)

Budget Centre

Recommendation

00447 Miscellaneous concrete works

Transport Strategy 2031; Operational Plan

Public Invitation to Offer (ITO)

(iv) $5,199,071 C 2 years (2x 1year)

Q1 Recommendation to enter into the arrangement be brought back to Council for consideration

The estimated value of the contract requires an increase from $5,199,071 to and estimated amount of $7,742,422.00. This adjustment is due to increase in scope and volumes of work from the time of reporting in the City Contracting Plan to ensure adequate provision for unplanned and reactive maintenance and repairs and also reflects the revised contract scope that now includes new pay items for new activities including footpaths, shotcreting works and raising and lowering of manholes and valves. The estimate has been amended to reflect the future performance requirements. 7 FUNDING AND RESOURCING REQUIREMENTS Budget/Funding Considerations If the offers were to be accepted for this arrangement, the works off this arrangement form a component of the following budgets shown below, as adopted by Council on 21 June 2018 in the Operational Budget document (G18.0621.032) for the first financial year. Similar budgets will be submitted by the Asset Custodian to Council for approval, for each of the subsequent financial years as shown.


ITEM 2 (Continued) CONTRACT NO. LG314/1211/18/079 – MISCELLANEOUS CONCRETE WORKS LG314/1211/18/079(P1)

Responsibility Centre

Description Contract Estimate year

one Financial year

2018/19 (excl. GST) 10 months

Contract Estimate year

two Financial year


Contract Estimate year

three Financial year


CI3460 City Transport Planning $1,742,083 $ 2,090,500 $348,417

CI2580 Transport Asset Management

$645,167 $ 774,200 $129,033

CI3260 Project Management Unit

$322,667 $ 387,200 $64,533

CI2510 Foreshores Asset Creation

$225,833 $271,000 $45,167

CS4150 Parks Operations $129,166 $155,000 $25,833

CI2520 Drainage Asset Creation $161,093 $193,311 $32,219

Total Cost: $ 3,226,009 $ 3,871,211 $ 645,202

This arrangement is a Schedule of Rates contract for two years with two by one year extension options. Payments will be made to the Contractor based on the rates offered, multiplied by the actual quantum of work undertaken. For the purposes of obtaining competitive offers and evaluating these equitably, estimates were given of the volumes of work likely to be ordered over the period of the contract. People and Culture No extra staff will be required for this project. 8 RISK MANAGEMENT The project risks have been identified and relevant mitigation measures applied. The risk assessment is on file for reference. 9 STATUTORY MATTERS The invitation to offer process has been carried out in accordance with the Local Government Regulation 2012 which requires adherence to sound contracting principles. These principles are defined in Section 104(3) of the Local Government Act 2009 and are as follows. Value for money. Open and effective competition. The development of competitive local business and industry. Environmental protection. Ethical behaviour and fair dealing. These principles form part of the invitation to offer process and are reinforced within the evaluation criteria as appropriate. The invitation to offer process has been carried out in accordance with the requirements of Council’s Procurement Policy and Contract Manual.


ITEM 2 (Continued) CONTRACT NO. LG314/1211/18/079 – MISCELLANEOUS CONCRETE WORKS LG314/1211/18/079(P1) 10 COUNCIL POLICIES 11 DELEGATIONS Not applicable. 12 COORDINATION & CONSULTATION The following internal and external stakeholders have been involved / participated in the proposal to date. Name and/or Title of the Stakeholder Consulted

Directorate or Organisation

Is the Stakeholder Satisfied With Content of Report and Recommendations (Yes/No)

Acting Manager City Assets Shannon Hunt

Transport and Infrastructure Yes

Acting Executive Coordinator Construction Tim Rowland


Executive Coordinator Transport Assets


Acting Chief Procurement Officer, City Procurement Jackie Thompson

Organisational Services Yes

Executive Coordinator Category and Relationship Management, City Procurement


Coordinator Category and Relationship Management, City Procurement Aurora Scarborough


Right to Information (RTI) and Information Privacy (IP) Legislation 2009 The RTI/IP considerations are as follows: Naming External Stakeholders (Personal Information):

Not applicable.

Naming Internal Stakeholders (Routine Personal Work Information):

Not applicable.

13 STAKEHOLDER IMPACTS External / community stakeholder Impacts No adverse impacts are expected to be experienced by external / community stakeholders during the undertaking of this work. Benefits include Council land, parks and open green spaces are connected, safe and accessible for all members of the community.


ITEM 2 (Continued) CONTRACT NO. LG314/1211/18/079 – MISCELLANEOUS CONCRETE WORKS LG314/1211/18/079(P1) Internal (Organisational) Stakeholder Impacts Not applicable. 14 TIMING The anticipated contract commencement date is 1 September 2018. 15 CONCLUSION The recommended offerors are experienced in the type of work to be undertaken. The evaluation of the offers received indicates that the offers submitted by Civil Services Pty Ltd, Budget Concreting Pty Ltd ATF D & S Family Trust trading as Budget Concreting, Akela Constructions Pty Ltd and Civillay Pty Ltd for Separable Portion 1 and Tapping Solutions Australia Pty Ltd, Akela Constructions Pty Ltd and Civillay Pty Ltd for Separable Portion 2 are most advantageous to Council and should be recommended for acceptance for each separable portion for a period of two years with two by one year extension options. 16 RECOMMENDATION It is recommended that Council resolves as follows: 1 That Council accepts the Schedule of Rates (excl GST) offers submitted, to establish

a preferred supplier arrangement LG314/1211/18/079, Miscellaneous Concrete Works, for a period of two years (with no rise and fall) and two by one year extension options (with rise and fall), as follows:

Separable Portion 1

Supply and construct footpaths, kerb ramps, driveways, bus stop slabs, manholes, gullies and valves

Civil Services Pty Ltd Budget Concreting Pty Ltd ATF D & S

Family Trust trading as Budget Concreting

Akela Constructions Pty Ltd Civillay Pty Ltd

Separable Portion 2

Supply and placement of shotcreting

Tapping Solutions Australia Pty Ltd Akela Constructions Pty Ltd Civillay Pty Ltd

2 That it be noted that the arrangement will require funding over three financial years. A

budget has been approved for the current financial year and funds are available in the following budget centres CI3460, CI2580, CI3260, CI2510, CS4150 and CI2520. Similar budgets will be submitted by the Asset Custodian for approval for the 2019-20 and 2020-21 subsequent financial years. The total expenditure required to service the commitment the contract gives rise to is anticipated to be $7,742,422.

Author:

Authorised by:

Andrew Costin Matthew Hulse Assets Officer City Assets 6 July 2018

Acting Director Transport and Infrastructure

iSPOT # 70016212


ITEM 2 (Continued) CONTRACT NO. LG314/1211/18/079 – MISCELLANEOUS CONCRETE WORKS LG314/1211/18/079(P1) COMMITTEE RECOMMENDATION TI18.0802.002 moved Cr Gates seconded Cr Caldwell 1 That Council accepts the Schedule of Rates (excl GST) offers submitted, to

establish a preferred supplier arrangement LG314/1211/18/079, Miscellaneous Concrete Works, for a period of two years (with no rise and fall) and two by one year extension options (with rise and fall), as follows:

Separable Portion 1

Supply and construct footpaths, kerb ramps, driveways, bus stop slabs, manholes, gullies and valves

Civil Services Pty Ltd Budget Concreting Pty Ltd ATF D &

S Family Trust trading as Budget Concreting

Akela Constructions Pty Ltd Civillay Pty Ltd

Separable Portion 2

Supply and placement of shotcreting

Tapping Solutions Australia Pty Ltd Akela Constructions Pty Ltd Civillay Pty Ltd

2 That it be noted that the arrangement will require funding over three financial

years. A budget has been approved for the current financial year and funds are available in the following budget centres CI3460, CI2580, CI3260, CI2510, CS4150 and CI2520. Similar budgets will be submitted by the Asset Custodian for approval for the 2019-20 and 2020-21 subsequent financial years. The total expenditure required to service the commitment the contract gives rise to is anticipated to be $7,742,422.

CARRIED


ITEM 3 INFRASTRUCTURE DELIVERY 2017-18 LOCAL AREA WORKS & SERVICES PROGRAM PROJECTS APPROVED UNDER DELEGATION 2074 FN334/375/01(P15) Refer 6 page attachment 1 BASIS FOR CONFIDENTIALITY Not Applicable. 2 EXECUTIVE SUMMARY Not Applicable. 3 PURPOSE OF REPORT To advise Council of Local Area Works & Services (LAW&S) projects that have been approved under Delegation 2074 during the 2017-18 financial year. 4 PREVIOUS RESOLUTIONS Not Applicable. 5 DISCUSSION Attachment 3.1 lists the project number, project name, system status and inception to date budget of LAW&S projects approved under Delegation 2074 in the 2017-18 financial year for Council notation as per the LAW&S Program Policy requirements. 6 ALIGNMENT TO THE CORPORATE PLAN, CORPORATE STRATEGIES AND

OPERATIONAL PLAN These projects satisfy the following: 1.0 The best place to live and visit

1.4 We have fast, frequent and reliable public transport. We can get around the city easily and cheaply.

2.0 Prosperity built on a strong diverse economy

2.3 We have infrastructure that supports productivity and growth. We have connected and vibrant economic precincts.

3.0 People contribute to a strong community spirit

3.6 We are an active community. We enjoy the city and its enviable climate.

7 FUNDING AND RESOURCING REQUIREMENTS All funds were available within the relevant Divisional entitlements. 8 RISK MANAGEMENT Transport and Infrastructure’s risk in terms of project development and delivery is mitigated by the risk management procedure 6-3 which is aligned with the Risk Management Standards AS/NZS 31000:2009.


ITEM 3 (Continued) 2017-18 LOCAL AREA WORKS & SERVICES PROGRAM PROJECTS APPROVED UNDER DELEGATION 2074 FN334/375/01(P15) Lifestyle and Community’s risk in terms of project development and delivery is mitigated by undertaking risk assessments (including consequence and likelihood assessment and mitigation actions) as part of project planning and execution. 9 STATUTORY MATTERS Not Applicable. 10 COUNCIL POLICIES Local Area Works & Services Program Policy (#22891397) 11 DELEGATIONS Delegation 2074 – To approve individual projects with an estimated cost up to and including $20,000 in accordance with the LAW&S Program Policy, with projects ultimately costed at more than $20,000 to be reported to Council on a three monthly basis. 12 COORDINATION & CONSULTATION Name and Title of the Stakeholder Consulted


Is the Stakeholder Satisfied With Content of Report and Recommendations (Yes/No) (comment as appropriate)

Jeremy Wagner, A/ Manager Infrastructure Delivery

Transport and Infrastructure

Yes

13 STAKEHOLDER IMPACTS The community, ratepayers and visitors to the Gold Coast have benefited from the new and improved facilities or services funded from the Local Area Works projects listed in Attachment 3.1. 14 TIMING Projects listed in Attachment 3.1 were in general terms, issued for delivery within one week of the Customer Request being assessed as suitable to proceed under Delegation. 15 CONCLUSION Not Applicable.


ITEM 3 (Continued) 2017-18 LOCAL AREA WORKS & SERVICES PROGRAM PROJECTS APPROVED UNDER DELEGATION 2074 FN334/375/01(P15) 16 RECOMMENDATION It is recommended that Council resolves as follows: That Council notes the Local Area Works & Services projects listed in Attachment 3.1 that have been approved under Delegation 2074 during the 2017-18 financial year. Author: Authorised by: Garry Ellis Matthew Hulse Program Coordinator Project Management Unit

A/ Director Transport and Infrastructure

10 July 2018 iSPOT# 70003484 & Attach(s): #70668459 COMMITTEE RECOMMENDATION TI18.0802.003 moved Cr Taylor seconded Cr PC Young That Council notes the Local Area Works & Services projects listed in Attachment 3.1 that have been approved under Delegation 2074 during the 2017-18 financial year.

CARRIED


Attachment 3.1

759th Council Meeting 14 August 2018 Adopted Report Transport And Infrastructure Committee Meeting 2 August 2018 30

ITEM 4 CITY ASSETS BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) 1 BASIS FOR CONFIDENTIALITY

1.1 I recommend that this report be considered in Closed Session pursuant to section 275 (1) of the Local Government Regulation 2012 for the reason that the matter involves contracts proposed to be made by it.

1.2 I recommend that the report be deemed non-confidential except for those parts deemed by the Chief Executive Officer to remain confidential in accordance with sections 171 (3) and 200 (5) of the Local Government Act 2009.

2 EXECUTIVE SUMMARY Not Applicable. 3 PURPOSE OF REPORT The purpose of this report is to provide Council with a long term management plan for the Broadbeach Carousel, including:

a) Assessment of renewal options and operational costs

b) Development of a new agreement for operation that includes a funding stream for maintenance and renewal including advice on the process of awarding the operator agreement

c) Consideration of location options

4 PREVIOUS RESOLUTIONS Ex Minute Council Meeting G09.0903.001 “That $155,000 be provided from the Division 10 budget and a further $25,000 be allocated from Division 10 Tables and Chairs revenue for the refurbishment of the Broadbeach Mall carousel.” Ex Minute Council Meeting G17.1128.007 Committee Recommendation CI17.1116.004 (in part)

3 That a further report be brought to Committee after the GC2018 Commonwealth Games

for Council to consider the future of the carousel 4 That Council adopts Option 2 – Remove carousel from the Broadbeach Mall before the

GC2018 Commonwealth games and investigate the future viability of the carousel. 5 That the works will be funded from savings that will be identified in the March Budget

Review. 6 That a further report be brought to committee for Council to consider the outcomes of

the safety assessment and options including rehabilitation or replacement of the carousel.


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) Ex Minute Council Meeting G18.0213.006 Committee Recommendation TI18.0201.003 (in part)

2 That Council sets aside the previous resolution on this matter (CI17.1116.004) “to

remove the carousel from the Broadbeach Mall before CG2018 commonwealth Games and investigate the future viability of the carousel”, and proceeds with the repair in place to operationalise the carousel prior to the 2018 Commonwealth Games

3 The cost to operationalise the carousel before the 2018 Commonwealth Games will be funded from Operational Budget CI26000O001

4 That a report be brought to council in July 2018 to develop a long term management plan for this asset, including: assessment of renewal costs, development of a new Agreement for operation that includes a funding stream for maintenance; and consideration of location options.

5 DISCUSSION 5.1 Background The carousel is an antique amusement ride with many parts in excess of 120 years old. It was installed in its current location in the Broadbeach Mall in 1990. Prior to 2009, the carousel was operated by casual City of Gold Coast (City) employees and thereafter, by a commercial contractor under the oversight of Broadbeach Alliance Ltd. In 2009 the City embarked on an Expression of Interest (EOI) process for the charitable operation of the carousel with local service organisations who possessed suitable skills and experience, particularly Work Health and Safety (WHS), risk management and amusement ride operation. The City received a single application from Rotary Club of Southport Inc. (RCS) who has operated the carousel for almost 9 years. Under the current agreement, the City funds maintenance, renewal, certification and amusement ride registration. RCS provides trained volunteers to operate the carousel up to 72 hours per week. RCS estimates that approximately $120,000 is raised per annum and distributed to local charities. The agreement is scheduled to expire on 31 October 2018. A new agreement is currently under development. A major refurbishment of the carousel was undertaken in 2009 at a cost of $180,000. This refurbishment ensured that the historic charm of the carousel was retained, and ensured public safety. The works were funded from a combination of the Division 10 Local Area Works and “Tables and Chairs” budgets. A maintenance contribution was provided from Division 10 Local Area Works funding between 2009 and 2017-18 financial year. In recent years the contribution was $10,000 per annum. In February 2017 the City’s Fleet Branch undertook a safety audit of the carousel. It was decided to engage the services of specialists to update inspection requirements for the ride.


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) As part of the inspection report the specialist provided a forward non-destructive testing (NDT) schedule. The City then sought additional specialist services, to undertake the first scheduled NDT inspection from a mechanical engineering consultant. This specialist provided a detailed scope of renewal works required to ensure that the mechanical and structural components of the carousel comply with the relevant Australian Standard AS3533.3-2003 Amusement rides and devices. In November 2017 a report detailing options for the renewal and management of the Carousel was submitted to Council. At this meeting Council resolved to remove the carousel from the Broadbeach Mall before the GC2018 Commonwealth Games and investigate the future viability of the carousel. A subsequent report was presented to Council in February 2018. This report sought Councils endorsement to repair and retain the carousel in the Broadbeach Mall for operation during the GC2018 Commonwealth Games. Council resolved to set aside the previous resolution and undertake works to ensure the ride was safe and operational, with a view to bring back a report in July 2018 to develop a long term management plan for this asset. Works were undertaken between February and March 2018, to ensure the carousel was operational during the GC2018 Commonwealth Games period. These works did not address the full scope of renewal requirements that were identified in previous assessments, however, enabled the ride to be safe and operational during the GC2018 Commonwealth Games. The works undertaken were limited to replacement of the motor and gearbox, electrical improvements, safety equipment upgrades and certification. 5.2 Risk management The City has a duty of care to ensure that the carousel is operated in accordance with Australian Standard AS3533.3-2003 Amusement rides and devices and meets the City’s risk management requirements. City officers undertake regular audits to ensure that operational processes are followed, adequate records are kept and the City is notified of any incidents, accidents, near misses or malfunctions as soon as practically possible. 5.3 Current condition The overall condition of the ride is considered fair and it has met its safety certification requirements each year since the process of annual certification commenced. Some high risk components such as electrical control systems and drive components have been replaced recently, however further renewal works are required in order to maintain the ride in a safe and serviceable condition. These works also include cosmetic and decorative upgrade to ensure the carousel remains attractive and continues to be a positive promotional asset for the Broadbeach precinct.


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) 5.4 Renewal Needs In November 2017 a certified mechanical engineer was engaged to undertake condition assessment of the carousel to identify the scope of works required to ensure compliance with AS3533.3-2003 Amusement rides and devices. At its meeting of 1 February 2018 Council resolved to undertake a portion of the works to ensure the carousel was safe and operational for the GC2018 Commonwealth Games (TI18.0201.003). The carousel was certified in March 2018 by a Registered Professional Engineer of Queensland ‘that the device had been correctly maintained; required testing was satisfactorily completed and was free of visible defects that could affect the safety of the device’. Future renewal works are still required to ensure the ongoing reliability of the ride. These works include renewal of all critical ride components such as fixtures and fixings, sweep arms, crank arms and tension rods. The identified repairs will ensure the structural components of the carousel comply with Australian Standard AS3533.3-2003 Amusement rides and devices. It is recommended that the renewal works are undertaken as a one-off project in 2019-20 to ensure ongoing safety and reliability of the carousel. 5.5 Future Options Option 1 - Retain carousel in current location This option includes conducting immediate comprehensive non-destructive testing (NDT) of carousel components. The NDT will require an estimated one (1) month shutdown of the carousel. A full scope of renewal works will be developed from the results of the NDT to ensure that the ride is renewed to comply with AS3533.3-2003 Amusement rides and devices. Funding for the NDT will be sourced from current 2018-19 operational budgets at an estimated cost of $60,000. A further budget submission will be made in the 2019-20 financial year to address renewal works, based on the results of the NDT findings. Table 1 identifies a current estimate of $360,000 for renewal works. This estimate has been informed by visual inspections of the carousel by industry specialists and will be adjusted upon finalising the NDT. Should any immediate required works be identified whilst completing the NDT, a budget request will be made through the budget review process. Future condition assessments undertaken on the carousel may identify the need to adjust the renewal funding required to ensure ongoing annual plant registration and certification. As such future budget submissions may periodically include requests for one off allocations of renewal funds to comply with the needs of plant registration and certification.


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) Should the carousel be retained within Broadbeach Mall, any future redevelopment or refurbishment of the mall should consider if the carousel be relocated to an alternate location. In addition to the testing and renewal works, a new operator agreement as outlined in section 5.6 of this report is required. Option 2 - Relocate carousel to new City managed location

This option includes removal of the existing carousel, rehabilitation of the Broadbeach Mall site and installation in a new City managed location. Should the carousel be relocated to an alternate City managed site an operator agreement will still be required as outlined in section 5.6 of this report. Option 3 - Remove from service and donate carousel

This option includes decommissioning and removal of the carousel from the Broadbeach Mall. The carousel could then be donated to an appropriate charity, not for profit organisation or museum. The EOI will include provisions that that the carousel remains on the Gold Coast, that the proceeds are utilised for community benefit and that the carousel is maintained by an organisation that has the capability to ensure the ongoing viability of the ride. This option would reduce the City’s cost burden for maintenance and renewal of the carousel and the City’s risk related to operation of an aging amusement ride. Council may consider the provision of funding to ensure the renewal of the carousel is undertaken as part of the process of donating the carousel to a new owner. Option 4 - New carousel in current location

This option includes removal of the existing carousel, installation of a new carousel in the existing location and any required modifications to the Broadbeach Mall site. Should a new carousel be placed in the Broadbeach Mall an operator agreement will still be required as outlined in section 5.6 of this report. Option 5 - New carousel in new City managed location

This option includes removal of the existing carousel, rehabilitation of the Broadbeach Mall site and installation of a new carousel in a new City location. Should a new carousel be placed in an alternate City managed site an operator agreement will still be required as outlined in section 5.6 of this report. Option 6 - Remove carousel from service

This option includes decommissioning and removal of the carousel from the Broadbeach Mall. The City’s cost burden for maintenance and renewal of the carousel and the City’s risk related to operation of an aging amusement ride would be reduced under this option.


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) The following table provide a summary of capital costs for different options.

Option Renewal or new capital

cost estimate

Site cost estimate

Removal cost estimate

Indicative 2019-20

Capital Budget Allocation

Estimated Ongoing costs

per annum (operational and capital)

10 year total cost

1. Retain carousel – current location $360,000 NIL NIL $360,000 $11,500 $475,000

2. Relocate carousel – new City managed location $360,000 $715,000

new site costs + BBM refurbishment

$30,000 $1,105,000 $11,500 $1,220,000

3. Remove from service and donate carousel $360,000. $100,000

BBM refurbishment $30,000 $490,000+. NIL $490,000.

4. New carousel – current location $485,000 $300,000

BBM modifications $30,000 $815,000 $11,500 $930,000

5. New carousel – new City managed location $485,000 $715,000

new site costs + BBM refurbishment

$30,000 $1,230,000 $11,500 $1,345,000

6. Remove from service NIL $100,000

BBM refurbishment $30,000 $130,000 NIL $130,000

Table 1: Summary of costs related to location options. Table 1 Notes

New carousel – based on the purchase price for a similar carousel installed in the Hunter Valley (includes costs for installation, specification, project management, and procurement )

Per annum (p.a.) is an indicative cost that may vary from year to year depending on reliability and certification requirements.

BBM – Broadbeach Mall


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) 5.6 New Operator Agreement RCS has an existing agreement with the City to operate the carousel until 31 October 2018. The current agreement allows RCS to collect and distribute revenue to local charities with responsibilities limited to operation of the carousel. This agreement excludes responsibility for maintenance, renewal, certification and registration which is currently funded by a combination of Local Area Works (LAW) funding and whole of City Funding. The new operator agreement will be delivered by an EOI with a scope that allows for alternative operating models that take into consideration provision of funding from Council and the new operator, potential relocation to other sites that provide a community benefit, or revised custodianship or ownership. Should the carousel continue to be operated in a similar manner to the current agreement the new agreement will include a requirement for the operator to fund the annual maintenance and renewal from collected revenue. As owner of the ride, the City would continue to coordinate maintenance, renewal and upkeep including weekly inspections, annual inspections, certification, and registration using an external contractor competent with amusement rides. As stated, the costs for these actions would be funded from the revenue collected by the operator. The new agreement must be considered in light of the City’s Community Grants Policy. Council must ensure that there is equitable opportunity for community organisations, that there is transparency in administration of financial assistance programs and that the funds are accounted for and used in accordance with the policy. An EOI process is proposed to be undertaken to select an operational model for the carousel consistent with the Local Government Act and the Community Grants Policy. This process will require a revised operator agreement to be developed with advice from the City’s Legal Services Branch. 5.7 Interim Arrangement Development of a new agreement will not be complete before the expiration of the current agreement with RCS in October 2018. It is recommended the current agreement with RCS be extended, on a month by month basis, until the new agreement is developed and awarded. 6 ALIGNMENT TO THE CORPORATE PLAN, CORPORATE STRATEGIES AND

OPERATIONAL PLAN 3.1 - Our city is safe

We feel safe and secure in our communities.

Implement an ongoing program of community engagement that builds interest in the city and empowers residents to get involved in future planning.


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) 7 FUNDING AND RESOURCING REQUIREMENTS An allocation of $60,000 from City Assets operational budget for Street Furniture Maintenance is required to undertake comprehensive non-destructive testing in the current financial year. The completion of this non-destructive testing will inform the scope of further renewal works. A budget submission will be made in the 2019-20 financial year to address renewal works, based on the results of the NDT findings. Table 1 identifies a current estimate of $360,000 for renewal works. Should any works be required immediately whilst completing the NDT, a budget request will be made through the budget review process. 8 PEOPLE AND CULTURE Not applicable. 9 RISK MANAGEMENT Risk No. CO000519

A Work Health and Safety (WHS) incident that results in an injury and leads to the identification of a significant gap in Council’s WHS Management System resulting in WHS prosecution.

Control No. CN000534 Maintenance of Plant and Equipment Mitigation No. CM000690

Implementation of the WHS Management System across all Directorates, supported by initiatives identified within target zero.

The carousel has many parts in excess of 120 years old. The reliability and safety of the carousel rests on a long history of modifications and repairs over the life of the ride. Much of the history of the carousel is unknown to the City. The materials used and workmanship over the long life of the carousel as well as the current condition of components all contribute to risk of breakages and breakdown. While the ride is currently certified there have been breakages and breakdowns that reiterate the risk of operating a machine of this age. Should Council resolve to renew the carousel and continue with various operational models, the safety of all ride users is paramount. Undertaking the proposed renewal work will reduce the risk of unforeseen breakdown and improve the reliability and safety of the ride. By retaining maintenance, renewal, annual certification, and registration in house, City staff can closely monitor and manage risk and mitigation. Consideration was given to including this in the operator’s agreement however the responsibility and issues with not-for- profit organisations having the skill sets and ability to manage risk and compliance was considered too onerous and likely default to Council in the event of an incident or accident.


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) 10 STATUTORY MATTERS

Local Government Act 2009 AS 3533 – 2009 Amusement rides and devices Community Grants Policy Procurement Policy and Contract Manual 11 COUNCIL POLICIES Asset Management Policy Budget Review Policy Procurement Policy and Standards 12 DELEGATIONS Not applicable. 13 COORDINATION & CONSULTATION Councillor Paul Taylor was consulted during the preparation of this report.

Name and/or Title of the Stakeholder Consulted



Shannon Hunt, Acting Manager City Assets


Yes

Darrin McNeilage, Executive Coordinator Transport Assets


Yes

Stephen Bowden, Coordinator Controlled Entities Community Grants

Office of the CEO Yes

Grant Wilson, Executive Coordinator Legal Services

Office of the Chief Operating Officer

Yes

Alex Rummery, Executive Coordinator TI Directorate Finance

Corporate Finance

Yes


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) 14 STAKEHOLDER IMPACTS External / community stakeholder Impacts

Rotary Club of Southport Inc. – revenue for community programs and management of the carousel including maintenance

Broadbeach Alliance – utilisation of the Mall for events.

Internal (Organisational) Stakeholder Impacts

Council – considerable savings made

Office of the CEO – administer agreement with RCS.

Planning and Environment, City Place Making – responsible for planning and place making in urban precincts.

Organisational Services, Fleet – no longer involved with carousel

15 TIMING Quarter 1 of 2018-19 financial year:

EOI process would commence, pending a Council resolution regarding a preferred option for the carousel.

Undertake non-destructive tests as outlined in Option 1.

Budget submission for 2019-20:

Submit proposal for renewal funding.

2019-20 financial year:

Renewal works as outlined in Option 1.

16 CONCLUSION The carousel was installed in its current location in Broadbeach Mall in 1990. Rotary Club of Southport Inc. (RCS) operates the ride and utilise the proceeds to support local charities and community projects. Currently, all maintenance and renewal costs are the responsibility of the City. The preferred operating model is to undertaken non-destructive testing in the current financial year. The completion of this non-destructive testing will inform the scope of further renewal works. A budget submission will be made in the 2019-20 financial year to address future renewal works, based on the results of the non-destructive test findings. Table 1 identifies a current estimate of $360,000 for renewal works. Should any works be required immediately whilst completing the non-destructive tests, a budget request will be made through the budget review process.


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1)

The current agreement with Rotary Club of Southport Inc. expires in October 2018. It is proposed to extend the current agreement on a month by month basis until the award of a new agreement.

An expression of interest process is proposed to be undertaken to select an operational model for the carousel consistent with the Local Government Act and the Community Grants Policy. This process will require a revised operator agreement to be developed with advice from the City’s Legal Services Branch.

17 RECOMMENDATION It is recommended that Council resolves as follows: 1. That the report be deemed non-confidential except for those parts deemed by the Chief

Executive Officer to remain confidential in accordance with sections 171 (3) and 200 (5) of the Local Government Act 2009.

2. That a future report be presented to Council following the completion of the non-destructive testing of the carousel, and completion of the expression of interest process to better inform future management options and associated costs.

3. That Council adopt Option 1 as described in this report, to retain the carousel in the current location, pending future Council consideration of the outcomes of the non-destructive tests and expression of interest process.

4. That funding be prioritised within Budget Centre CI260O001 Urban Precinct Asset Maintenance and undertake non-destructive tests in the 2018-19 financial year to inform the scope of required renewal works.

5. That an expression of interest process be undertaken to better inform options for the future operation of the carousel consistent with the Local Government Act and the Community Grants Policy.

6. That the current operator agreement with Rotary Club of Southport Inc. be extended, on a month by month basis, until the award of a new agreement is made, following the expression of interest process.

Author: Authorised by: Clayton Berg Matthew Hulse Coordinator Road Reserve Assets Acting Director Transport and Infrastructure 11 July 2018


ITEM 4 (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) Conflict of Interest –Cr Gates:- Pursuant to section 175E(2) of the Local Government Act 2009, I would like to inform the meeting that I have a personal interest in this matter, which I recognise may be a real or perceived conflict of interest the particulars of which are as follows: The name of the person or entity is: Rotary Club of Coomera The nature of the relationship is: Honorary membership since 2009 and a

recipient of the Paul Harris Medal The value of the gift or benefit received is: Nil The nature of the other person’s interest in the matter is: Beneficiary of funds from Council I will leave and stay away from the meeting so that the matter may be discussed and voted on in my absence. Conflict of Interest - Cr Taylor:- Pursuant to section 175E(2) of the Local Government Act 2009, I would like to inform the meeting that I have a personal interest in this matter, which I recognise may be a real or perceived conflict of interest the particulars of which are as follows: The name of the person or entity is: Rotary Club of Broadbeach The nature of the relationship is: Honorary membership and a recipient of the

Paul Harris Medal The value of the gift or benefit is: Nil The nature of the other person’s interest in the matter is: Beneficiary of funds from Council However I have considered my position and my interest in this matter as just described, and am firmly of the view that I may participate in the meeting and vote in respect of this matter in the public interest for the reason that I was attending the event as part of my duty as a Councillor. PROCEDURAL MOTION moved Cr Owen-Jones seconded Cr Caldwell

Pursuant to section 175E(4) of the Local Government Act 2009, Council resolves that: Cr Taylor has a real or perceived conflict of interest in this matter; however Cr Taylor may participate in the meeting and vote on the matter for the reason he is a Rotary member of the Rotary Club of Broadbeach not the Rotary Club of Southport.

CARRIED In accordance with Section 175E(4) of the Local Government Act 2009, Cr Taylor did not vote.


ITEM 4 # (Continued) BROADBEACH CAROUSEL MAINTENANCE REVIEW CM787/790/05/14(P1) COMMITTEE RECOMMENDATION TI18.0802.004 moved Cr Crichlow seconded Cr McDonald 1 That the report be deemed non-confidential except for those parts deemed by the Chief

Executive Officer to remain confidential in accordance with sections 171 (3) and 200 (5) of the Local Government Act 2009.

2 That a future report be presented to Council following the completion of the non-destructive testing of the carousel, and completion of the expression of interest process to better inform future management options and associated costs.

3 That Council adopt Option 1 as described in this report, to retain the carousel in the current location, pending future Council consideration of the outcomes of the non-destructive tests and expression of interest process.

4 That funding be prioritised within Budget Centre CI260O001 Urban Precinct Asset Maintenance and undertake non-destructive tests in the 2018-19 financial year to inform the scope of required renewal works.

5 That an expression of interest process be undertaken to better inform options for the future operation of the carousel consistent with the Local Government Act and the Community Grants Policy.

6 That the current operator agreement with Rotary Club of Southport Inc. be extended, on a month by month basis, until the award of a new agreement is made, following the expression of interest process.

CARRIED Cr Gates returned to the room.

Committee Recommendation Changed at Council 14 August 2018 RESOLUTION G18.0814.008 moved Cr Gates seconded Cr PC Young

1 That the Broadbeach Carousel be decommissioned and removed from the

Broadbeach Mall.

2 That an expression of interest process be undertaken in relation to the carousel, with expressions of interest to be considered by Council officers and a report be submitted to Council for consideration.

3 That the existing carousel site at Broadbeach be converted into a suitable children’s play area and potentially a new carousel, with consultation with the Mayor and local area Councillor.

A division was called. For 12 Cr Tozer, Cr Owen-Jones, Cr Caldwell, Cr Vorster, Cr Baildon,

Cr O’Neill, Cr La Castra, Cr Boulton, Cr Gates, Cr PC Young, Cr Taylor, Cr Tate

Against 3 Cr PJ Young, Cr Crichlow, Cr McDonald Abstained 0 Absent 0 Did Not Vote 0

CARRIED


ITEM 5 CITY ASSETS CHRISTMAS ON THE GOLD COAST CM787/790/05/14(P1) Refer 3 page attachment 1 BASIS FOR CONFIDENTIALITY 1.1 I recommend that this report/attachment be considered in Closed Session pursuant to

section 275 (1) of the Local Government Regulation 2012 for the reason that the matter involves other business for which a public discussion would be likely to prejudice the interests of the local government or someone else, or enable a person to gain a financial advantage.

1.2 I recommend that the report/attachment be deemed non-confidential except for those parts deemed by the Chief Executive Officer to remain confidential in accordance with sections 171 (3) and 200 (5) of the Local Government Act 2009.

2 EXECUTIVE SUMMARY Not Applicable. 3 PURPOSE OF REPORT The purpose of this report is to provide Council with an update on the progress of the City’s Christmas deliverables for 2018 and to present additional installations endorsed by the Mayor as a trial for the 2018 Christmas season. 4 PREVIOUS RESOLUTIONS Ex Minute Council Meeting G17.0915.035 (in part) 2. That Council approves a plan to enhance and complement the City’s festive lights

and deliver a package of traditional day time Christmas installations in strategic locations for Christmas 2017.

Ex Minute Council Meeting ED17.0419.002 1. That Council approves the short-term plan to enhance and compliment the City’s

festive lights through collaborating with the local creative industry to pilot a modest package of day time Christmas installations in strategic neighbourhood locations for Christmas 2017.

2. That Council approves the Festive lights activation schedule for 2017 and 2018 as

outlined in Attachment B. 3. That Council notes a report be brought back to Council outlining the long-term plan.


ITEM 5 (Continued) CHRISTMAS ON THE GOLD COAST CM787/790/05/14(P1) Ex Minute Council Meeting GA12.0911.005 1. That Council accepts the Lump Sum tenders submitted by the following for the total

amounts (excl GST) without rise and fall in respect of Contract LG314/254/12/058, Supply, Installation and Maintenance of Christmas Decorations, Decorative Banners and Other Decorations for a period of two years with a two year extension option.

2. That it be noted that the contract will require funding over two financial years and that

similar budgets to that approved for the 2012-13 financial year will be submitted for approval by the Asset Custodian for the financial year 2013-14. The total expenditure over the contract period is anticipated to be $739,475. Funding will be allocated from individual projects within Responsibility Centre CG6360, Budget Centre CG6360004.

3. That the report provided to Council in 2011-12 in relation to a proposed Whole Of

City Christmas Decoration Plan be circulated to Councillors with a view to further consideration being given to the planning of the 2014 Christmas period onwards, with a report being presented to Council via the Engineering Services Committee.

5 DISCUSSION The annual City wide Christmas decoration program is currently in progress with key planning, stakeholder consultation (including divisional councillor consultation) and procurement activities currently being undertaken. The program is on track, all significant milestones and deliverables will be met within the required timeframes. The delivery of the 2018 program will consist of the 2017 program (i.e. the existing decorations returned to the same sites, Christmas light activation and banners) and the trial as described below.

759th Council Meeting 14 August 2018 CONFIDENTIAL Transport And Infrastructure Committee Meeting 2 August 2018 45 Adopted Report

UNAUTHORISED RELEASE OF CONFIDENTIAL REPORTS OR INFORMATION

may be an offence under the Local Government Act 2009 and other legislation and could result in disqualification from office and a penalty of up to 100 units.

CONFIDENTIAL

ITEM 5 (Continued) CHRISTMAS ON THE GOLD COAST CM787/790/05/14(P1) Inspection, testing and maintenance will be undertaken on all existing fixtures, fittings, power supply and lighting installations to ensure the installations are safe and functional. Feedback from the previous two Christmas programs indicated a desire for new traditional style decorations to augment the lighting and enhance both day and night activations. The following new installations were recommended and have been endorsed by the Mayor for inclusion in the 2018 program, as a trial at strategic locations: A new large Christmas tree with a digital ribbon and programmable messaging located

within the Home of the Arts (HOTA), Decoration of 23 high profile lifeguard towers along the length of the City’s Ocean

beaches. New Christmas tree The new Christmas tree installation will be approximately 10 metres in height, consisting of a two metre base, seven metre tree with high quality UV stabilised foliage, decorations and a one metre star. The tree is wrapped with digital ribbon that can be programmed with customised messaging. An image of the tree is presented as Attachment 5.1. The proposed location of the tree is within the HOTA precinct. The tree will be positioned in clear line of sight from Bundall Road in order to maximised exposure. REDACTEDXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Procurement activities are currently in progress to acquire the tree. Lifeguard towers During the 2017 Christmas season, two lifeguard towers on Surfers Paradise beach were decorated. This initiative was positively received and as such, it was determined that multiple tower could be decorated as part of the 2018 program. The decorations consist of high quality garland, baubles, starfish and solar lights. In consultation with the City’s Lifeguard Services, 23 towers in popular, high profile locations from Main Beach to Coolangatta were selected. An image of the decorated towers and proposed locations is presented as Attachment 5.2. A Map showing the proposed locations is presented as Attachment 5.3. REDACTED XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX X Procurement activities are currently in progress to acquire decorations for the Lifeguard Towers.




CONFIDENTIAL

ITEM 5 (Continued) CHRISTMAS ON THE GOLD COAST CM787/790/05/14(P1) Forward Plan The development of a long term plan will provide the framework for the appropriate installations of Christmas displays across the City. The plan will address the following:

Development of a consistent theme across the City

Better community engagement including local businesses

Identify opportunities to collaborate with a range of internal and external stakeholders

The plan is currently in development and will be presented for Councils consideration in February 2019 to allow for sufficient time to complete procurement activities. Initial consultation with Councillors has been undertaken with outcomes and feedback to be included in the plan. Further consultation will take place prior to the presentation. 6 ALIGNMENT TO THE CORPORATE PLAN, CORPORATE STRATEGIES AND

OPERATIONAL PLAN This proposal related to the following themes, outcomes and signature actions from the Corporate Plan:

PLACE: Our modern centres create vibrant communities – we can work, live and play in our local neighbourhoods.

PROSPERITY: We are a city with a strong and globally competitive business environment – our city is an exciting place to do business. We are a globally recognised tourism destination – our city attracts visitors from all over the world. We have a positive global reputation – we are an emerging world-class boutique city attracting trade and investment.

PEOPLE: We are proud of our city – we are engaged citizens who advocate for our city.

7 FUNDING AND RESOURCING REQUIREMENTS The 2018-19 Christmas decoration budget allocation is $472,885. REDACTED XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX xxxxxxxxxxx REDACTEDxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx The remainder of the Christmas decorations budget will be used to fund business as usual, whole of City decoration installations.


ITEM 5 (Continued) CHRISTMAS ON THE GOLD COAST CM787/790/05/14(P1) 8 RISK MANAGEMENT CO000427 - Failure to diversify the economy leading to an over reliance on the construction and tourism industries to generate economic growth and prosperity. CO000497 - Failure to maximise the legacy and community development opportunities withGC2018 leading to reputation damage. 9 STATUTORY MATTERS Not Applicable 10 COUNCIL POLICIES Asset Management Policy External Communication Policy

11 DELEGATIONS Not Applicable 12 COORDINATION & CONSULTATION

Name and/or Title of the Stakeholder Consulted



David Braby, Acting Manger City Assets

Transport & Infrastructure

Yes

Warren Young, Chief Lifeguard Lifestyle and Community

Yes – consulted on location of Lifeguard Tower decorations

Demetri Clifton, Senior Procurement Contracts Officer

Organisational Services Yes – consulted on procurement activities

Greg Peat, Senior Project Manager

Transport & Infrastructure

Yes – consulted on project deliver requirements

The Mayor and Divisional Councillors have been consulted about the proposed trial of the new Christmas tree and lifeguard tower decorations.




CONFIDENTIAL

ITEM 5 (Continued) CHRISTMAS ON THE GOLD COAST CM787/790/05/14(P1) 13 STAKEHOLDER IMPACTS External / Community stakeholder Impacts General Community will be impacted positively through the improvement of Christmas

decorations through the day and night General Community will be impacted positively through activation of festive light

decorations throughout the year Infrastructure available for external organisations to utilise to enhance the experience of

the City Internal (Organisational) Stakeholder Impacts Better long term procurement, operational or maintenance outcomes

15 TIMING The 2018 Christmas Decoration Program will be delivered as per the 2017 program with additional trial of the new 10 metre tree, digital ribbon and lifeguard tower decorations for day and night activation. A report will be brought back to Council outlining the long term plan pending success of the trial decorations. Timing of the long-term plan is anticipated to correlate with the 2019 Christmas season. 16 CONCLUSION The annual City wide Christmas Decoration Program is currently in progress with key planning, stakeholder consultation (including divisional councillor consultation) and procurement activities currently being undertaken. The program is on track, all significant milestones and deliverables will be met within the required timeframes. Feedback from the previous two Christmas programs indicated a desire for new traditional style decorations to augment the lighting and enhance both day and night activations. The following new installations were recommended and have been endorsed by the Mayor for inclusion in the 2018 program, as a trial at strategic locations. A new large (10 metre) Christmas tree with a digital ribbon and programmable messaging

to be located within the HOTA precinct Decoration of 23 high profile lifeguard towers along the length of the City’s ocean

beaches REDACTEDXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXX


ITEM 5 (Continued) CHRISTMAS ON THE GOLD COAST CM787/790/05/14(P1) 17 RECOMMENDATION It is recommended that Council resolves as follows: 1 That the report/attachment be deemed non-confidential except for those parts deemed

by the Chief Executive Officer to remain confidential in accordance with sections 171 (3) and 200 (5) of the Local Government Act 2009.

2 That Council note the content of this report.

3 That a report be brought back to Council in February 2019 to outline a long term approach.

Author: Authorised by: Darrin McNeilage Matthew Hulse Executive Coordinator Transport Assets Acting Director Transport and Infrastructure City Assets 21 July 2018 iSPOT: #71286694 Attach(s) #71298611, #71298622, #71298635 COMMITTEE RECOMMENDATION TI18.0802.005 moved Cr Crichlow seconded Cr Taylor 1 That the report/attachment be deemed non-confidential except for those parts

deemed by the Chief Executive Officer to remain confidential in accordance with sections 171 (3) and 200 (5) of the Local Government Act 2009.

2 That Council note the content of this report.

3 That a report be brought back to Council in February 2019 to outline a long term approach.

CARRIED

There being no further business the meeting closed at 9.39am.


Attachment 5.1 Example Christmas tree images


Attachment 5.2 Artist Impression, Decoration of Lifeguard Tower


Attachment 5.3 Lifeguard Tower decoration locations


These Pages

Numbered 1 to 53

Constitute The Adopted Report Of The Meeting

Of The Transport and Infrastructure Committee

Held Thursday 2 August 2018

adopted report transport and infrastructure committee meeting · 02/08/2018 · 759th council...

Documents