Council Meeting Agenda 24 July 2013

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11.7 CONTRACT 2012/13-70 ANIMAL SHELTER/POUND SERVICES Division: City Infrastructure Director: Eric Braslis Author/Position: Joseph Spiteri - Manager Community Amenities

SUMMARY This report recommends that Council approves the awarding of a contract for the “Animal Shelter/Pound Services” to Victorian Animal Aid Trust. RECOMMENDATION Council resolves to: 1. Note, as per the Local Government Act 1989 section 77(2) in Report Item

17.2 on this matter is designated confidential information under section 89(2) as Contractual Matters and has been considered in making this recommendation.

2. Award Contract 2012/13-70 Animal Shelter/Pound Services to the Victorian Animal Aid Trust for a period of three years, in accordance with the schedule of rates.

RATIONALE Tenders Received An Expression of Interest (EOI) was advertised on 26 January 2013 which closed on 20 February 2013. Formal invitations to tender were sent to the RSPCA and Victorian Animal Aid Trust were sent out on 12 March 2013 and closed on 3 April 2013. Two tenderers submitted responses:

Victorian Animal Aid Trust (Conforming); and RSPCA (Non-Conforming) (see below). “RSPCA expressly states that its tender submission is non-conforming - please see 'Schedule F - Statement of Conformance' where RSPCA details the extent of its variance from the original tender documents.”

The tender submissions associated with this contract were evaluated on 3 June 2013 by the tender panel. In addition, a representative from Council’s solicitors was requested to review tender documentation and provide advice. The tender assessment process was undertaken using an evaluation matrix. The weighted evaluation score and the evaluation memo are a combined attachment to this report. The Ballarat Industry Participation Program was considered and there were no local providers for this service. The matter was then presented to Council’s Contract Committee on 17 July 2013 wherein after considering the matter and the Committee resolved to refer the matter to the full Council for consideration.

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Contract Details The contract is a three year contract which relates to the management of Council’s Animal Shelter/Pound Services.

LEGISLATION, COUNCIL PLAN, STRATEGY AND POLICY IMPLICATIONS City of Ballarat Procurement Policy City of Ballarat 2013/14 Operating Budget Department of Primary Industries Code of Practice for the Management of Dogs and Cats in Shelters and Pounds OPTIONS 1. That Council accepts the recommendation to award the contract “Animal

Shelter/Pound Services” to Victorian Animal Aid Trust. 2. That Council rejects the recommendation to award the contract “Animal

Shelter/Pound Contract” to Victorian Animal Aid Trust and that the tender be readvertised.

CONSULTATION Consultation has taken place internally with a number of key stakeholders including Finance, Property Services, and Facilities Management. OFFICERS’ DECLARATION OF INTERESTS Under section 80C of the Local Government Act 1989 officers providing advice to Council must disclose any interests, including the type of interest. General Manager – Eric Braslis In providing this advice as the General Manager, I have no disclosable interests in this report. Author – Joseph Spiteri In providing this advice as the Author, I have no disclosable interests in this report. REFERENCE DOCUMENTS

Department of Primary Industries Code of Practice for the Management of Dogs and Cats in Shelters and Pounds.

ATTACHMENTS There are no attachments for this report.