Tender Review Committee - City of Swan › files › 9fc3d624-821f... · 8/26/2015 · 6.1...

CITY of SWAN

A G E N D A

TENDERS REVIEW COMMITTEE MEETING

26 AUGUST 2015

HELD AT MIDLAND TOWN HALL COUNCIL CHAMBERS AT 5.00PM

Tenders Review Committee 26 August 2015

TABLE OF CONTENTS

1. OPENING 3

2. ATTENDANCE AND APOLOGIES 3

3. DECLARATIONS OF FINANCIAL INTERESTS AND INTERESTS AFFECTING

IMPARTIALITY 3

4. PUBLIC QUESTION TIME 3

5. CONFIRMATION OF PREVIOUS MINUTES 3

6. CONFIDENTIAL ITEMS 4

6.1 RFT15IL13-SOR - SUPPLY OF STREET TREE PRUNING SERVICES 5

6.2 RFT15IL22-SOR - SUPPLY AND DELIVERY OF CONCRETE 30

6.3 2014/2015 LIGHT FLEET REPORT TO TENDER REVIEW COMMITTEE 49

7. MOTION TO ADOPT THOSE ITEMS NOT WITHDRAWN 57

8. OTHER BUSINESS 57

9. MEETING CLOSE 57


1. OPENING

2. ATTENDANCE AND APOLOGIES

Councillors:

Cr Bailey North Ward (Presiding Member)

Cr Congerton Ballajura Ward

Cr McDonnell Ellenbrook Ward

Cr Williams Ellenbrook Ward

Cr Trease Swan Valley/Gidgegannup Ward

Cr Haynes Ballajura Ward (Deputy Member)

Cr Cheung Ellenbrook Ward (Deputy Member)

Cr Elliott Midland/Guildford Ward (Deputy Member)

Cr Zannino Swan Valley/Gidgegannup Ward (Deputy Member)

Staff (Observers):

Ms A Arapovic A/Executive Manager Corporate

Mr J Coten Executive Manager Operations

Mr J Blanchard Manager Governance

Mr I Lynch Manager Construction and Maintenance

Mr C Pumphrey Manager Fleet and Waste

Ms C Donegan Contracts and Procurement Manager

Mr J Sweetman Coordinator Parks Maintenance

Mr M O'Driscoll Coordinator Engineering Maintenance

Ms M Dwyer Governance Support Officer (Minutes)

Apologies:

Leave of Absence:

Cr Wainwright Altone Ward

3. DECLARATIONS OF FINANCIAL INTERESTS AND INTERESTS AFFECTING IMPARTIALITY

4. PUBLIC QUESTION TIME

5. CONFIRMATION OF PREVIOUS MINUTES

Confirmation of the minutes of the Tenders Review Committee held on 29 July 2015.


6. CONFIDENTIAL ITEMS

The following report(s) are CONFIDENTIAL in accordance with section 5.23(2)

of the Local Government Act 1995 which permits the meeting to be closed to the

public for business relating to the following:

(e) a matter that if disclosed, would reveal -

(i) a trade secret;

(ii) information that has a commercial value to a person; or

(iii) information about the business, professional, commercial or

financial affairs of a person

where the trade secret or information is held by, or is about, a person

other than the local government.


6.1 RFT15IL13-SOR - SUPPLY OF STREET TREE PRUNING SERVICES

Originating Officer - Jim Sweetman, Coordinator - Parks Maintenance, Construction and

Maintenance

Reviewed for Compliance - Lucy Kitching, Contracts and Procurement Specialist,

Contracts and Procurement

EVALUATION SUMMARY

ITEM RESPONSE

Business Unit/Customer: Construction and Maintenance

Scope: The Principal sought tenders from qualified and

experienced contractors for the supply of street tree

pruning within City of Swan.

Contract Term: Initial: The Contract shall be in force for the period

from the date of award to 30 June 2018.

Extension options: The Principal reserves the right

to extend the period of the Contract by a further

twenty four (24) months at the end of the initial

period.

Recommended Tenderer: Radiant Nominees Pty Ltd T/A Trees Need Tree

Surgeons

Total Contract Value:

Pre-Tender Estimate:

$1,460,625 (3 years)

Based on an anticipated annual cost of $486,875.00

$1,350,000 (3 years)

Based on an anticipated annual cost of $450,000.00

The G1F6 approval form listed a value of $110,000

per annum as the pre tender estimate. The figure

was incorrect. The correct pre tender estimate is

$450,000 per annum; the updated figure reflects

the anticipated cost for all tree pruning services.

Financial Implications:

Budget Item Description: Street Tree Maintenance

Budget Account / Job No: 71813

Budget Item Amount: $525,000

Total Expenditure To Date: $25,608

Available Balance: $499,392

Budget Allocated to this

request:

$450,000.00


Price Basis: Schedule of Rates - Variable Price(s)

Lowest Priced Conforming

Offer?

Yes

Anticipated Contract

Commencement Date:

On Award

Issues to be Resolved? No

PROCUREMENT DEVELOPMENT

ITEM RESPONSE

City Approval to Proceed to

Request:

Name: Jim Coten

Title: Executive Manager Operations

Advertising: City of Swan website: Yes

Newspaper: The West Australian, Saturday 30 may

2015

Request Closing Date: 17 June 2015

Offer Validity Expiry Date: 15 September 2015

THE EVALUATION

EVALUATION PANEL PARTICIPANTS

Name Business Unit Job Title

Voting/Non

Voting Member

Keith Wragg Construction and

Maintenance

Supervisor – Parks

City Wide

Voting Member

Jim Sweetman Construction and

Maintenance

Co-ordinator Parks

Maintenance

Voting Member

Liam Smart Asset Management Acting Co-ordinator

Assets (Parks and

Land)

Voting Member

Refer to Attachment B for a copy of the Evaluation Rating Scale(s) used in the evaluation

process


TENDERS RECEIVED

Tenders were received from the following organisations:

a) D&TL Barker Nominees Pty Ltd T/A WA TreeWorks, Martin WA;

b) Geoff's Tree Service Pty Ltd, Nowergup WA;

c) Cosmag Pty Ltd T/A Kennedy's Tree Service, Orange Grove WA;

d) MPK Tree Management Pty Ltd, High Wycombe WA;

e) Trees Need Tree Surgeons T/A Radiant Nominees Pty Ltd, Willetton WA; and

f) Ibrox WA Pty Ltd T/A Total Tree Service, Wanneroo WA.

PRELIMINARY ASSESSMENT (Compliance Assessment)

Part A (Contracts and Procurement)

Description of Compliance Criteria

Compliance with the Conditions of Tendering contained in the Request

Compliance with the Delivery Date/Time of lodging the Tender

Compliance with and completion of the Price Schedule in the requested format

Part B (Assessment Panel)


Compliance with the Requirements contained in the Request

All Tenderers were deemed to be compliant and therefore passed through to Qualitative

Assessment.


QUALITATIVE SCORE AND PRICE SUMMARY TABLE

Entries must be in ascending order with lowest priced Tenderer first and highest

Tenderer last.

Tenderer Price Ranking Price Qualitative

Ranking

Marginal

Cost

Benefit

Ranking

Trees Need Tree

Surgeons

1 $486,875 5 1

Kennedy's Tree

Service

2 $581,100 1 2

WA TreeWorks 3 $661,110 4 4

Geoff's Tree Service

Pty Ltd

4 $672,530 2 3

MPK Tree

Management Pty Ltd

5 $710,410 3 5

Total Tree Service 6 $2,108,200 6 6

Alternative Offers: Not applicable

Refer to Attachment I for a detailed “Marginal Cost-Benefit Analysis” and Attachment C

for the “Comparative Statements”.

BASIS

Trees Need Tree Surgeons is the Evaluation Panel’s recommended Tenderer.

The basis for this decision is as follows:

Organisation's Experience

Trees Need Tree Surgeons have been servicing Local Governments and the Botanic

Gardens and Parks Authority (Kings Park and Bold Park) for over 22 years. Within the

submission Trees Need Tree Surgeons provided evidence that previous works had been

checked by an independent arborist where it was found all works met the requirements

as set by AS4373.2007 Pruning Standards for Amenity Trees. The submission

demonstrated that the Contractor has the capacity and the experience to undertake the

works and meet the requirements of the Contract


Key Personnel

Trees Need Tree Surgeons submission detailed the key personnel’s experience,

competencies, training and formal qualifications. All key personnel are certified to work

under Western Power High Voltage (HV) and Low Voltage (LV) power lines, elevated

work platforms, are qualified first aiders and hold white cards. The key personnel’s

experience working in tree pruning industry ranges from 2 to 22 years.

Methodology

Trees Need Tree Surgeons operate under a quality assurance system which captures all

procedural processes from engagement of the contract through to completion of works.

The system outlines the entire Contractor’s occupational health and safety requirements

for the works. The submission included information on all the plant and equipment

available and an estimated number of trees that can be completed per week.

Price

Trees Need Tree Surgeons submitted the lowest priced conforming offer.

In summary, Trees Need Tree Surgeons is best suited to meet the Request requirements

at a competitive price, is the recommended Tenderer in the marginal cost benefit

analysis and therefore, represents best value for money.

Occupational Safety and Health

Trees Need Tree Surgeons provided information on the occupational safety and health

processes and procedures. The occupational health and safety procedures include JSA’s,

accident/incident reporting, training register for all staff, plant/vehicle inspections and

site safety inspections.

REFEREE REPORTS

As part of the evaluation process, a number of referees were contacted. The following

table provides a summary of the referees contacted and their comments in relation to

the recommended Tenderer.

Referee Contact Comments

John Thomas

Botanic Gardens

Trees Need Tree Surgeons have held contracts with

the Botanic Gardens for over 10 years. All work

requests have been completed effectively without

any issues. Trees Need Trees Surgeons

communicate adequately to keep the client

informed of the stage of works. Trees Need Trees

Surgeons provide a good service at competitive

rates.


John Murray

City of South Perth

Trees Need Tree Surgeons overall provide a good

quality service; the contractor has the resources

required to complete the works and communicates

well. Trees Need Trees Surgeons made changes to

their accounting system which caused an issue with

invoices initially but the issue was resolved. Overall

their performance was good and in accordance with

the contract.

ENDORSEMENT BY EVALUATION PANEL

NAME: Keith Wragg DATE: 14/07/2015

NAME: Jim Sweetman DATE: 6/07/2015

NAME: Liam Smart DATE: 8/07/2015


RECOMMENDATION

It is recommended that the Tenders Review Committee resolve to:

1) Award the Contract for the Supply of Street Tree Pruning Services - RFT15IL13-

SOR to Radiant Nominees Pty Ltd T/A Trees Need Tree Surgeons for the initial

period from the date of award to 30 June 2018 for the schedule of rates with the

anticipated Contract value being one million four hundred and sixty thousand, six

hundred and twenty five dollars ($1,460,625) excluding GST;

2) Allow the option to extend the Contract by a further twenty four (24) months;

and

3) Advise all Tenderers accordingly.


ATTACHMENTS

ATTACHMENT A – SELECTION REQUIREMENTS

The pre-qualification requirements for this request were:

Not applicable

COMPLIANCE AND DISCLOSURE REQUIREMENTS

The compliance and disclosure requirements for this request were:

a) Compliance with the Requirements contained in the Request;

b) Compliance with the Conditions of Tendering contained in the Request;

c) Compliance with the Delivery Date/Time of lodging the Tender; and

d) Compliance with and completion of the Price Schedule.

The qualitative requirements for this request were:

a) Demonstrate your organisations experience in supplying similar works and

services (30%);

b) Demonstrate the skills and experience of key personnel to be used in this project

(30%); and

c) Provide an outline of the methodology to be used in supplying the requirements

(40%).


ATTACHMENT B – EVALUATION RATING SCALE

A rating of 1-5 was used for evaluating each tender submission. Panel members were

required to score each Tenderer’s response to the qualitative requirements. The rating

scale and a description for the range of scores is shown in the table below. ‘In between’

scores such as half scores only are also acceptable.

SCORE DESCRIPTION

1 The response does not address the qualitative requirement

OR

The Evaluation Panel is not confident that the Tenderer:

Has demonstrated an understanding of the contract requirements

covered by this qualitative requirement; and / or

Has demonstrated an ability to satisfactorily meet the qualitative

requirement(s)

2 The Evaluation Panel has some reservations whether the Tenderer:



Has demonstrated an ability to satisfactorily complete the contract

requirements covered by this qualitative requirement.

If Minor concern: rate higher (2 or 3).

If Major concern: rate lower (1).

3 The Evaluation Panel is reasonably confident that the Tenderer




requirements covered by this qualitative requirement to a reasonable

standard.

4 The Evaluation Panel is confident that the Tenderer:




requirements covered by this qualitative requirement to a high standard.

5 The Evaluation Panel is completely confident that the Tenderer:




requirements covered by this qualitative requirement to a very high

standard.


ATTACHMENT C – COMPARATIVE STATEMENT

COMPARATIVE STATEMENT – QUALITATIVE REQUIREMENTS AND PRICE

A summary statement for each Tenderer is provided below:

The summaries have been prepared for the purposes of providing feedback to Tenderers

and as a brief overview of how the Evaluation Panel reached a decision on the preferred

Tenderer. Although the summaries are not meant to cover all criteria and issues

discussed by the Evaluation Panel the comments must reflect the scores given.

1) Kennedy's Tree Service

Total qualitative score 381.7 – ranking 1/6

Total price $581,100 – ranking 2/6

Kennedy’s Tree Services have been in operation for 25 years and have been contracted

to undertake similar works with the Department of Finance, Programmed Facility

Maintenance, City of Canning and the City of Gosnells. Kennedy’s Tree Services have

also completed works for the City of Swan. The submission detailed the contractor’s

current contracted works and information on the equipment and machinery available to

complete the works required.

Kennedy’s Tree Services provided information on the key personnel; detailing the years

of experience, qualifications and the competencies and training undertaken.

Kennedy’s Tree Services methodology was detailed and included flow charts on the

processes in place for all street tree pruning works. The methodology incorporated the

scope of works from receiving work requests through to the completion and clean-up of

the site. Kennedy’s Tree Services detailed the communication processes to be followed

for notifying the Principal and residence of planned tree pruning works.

2) WA TreeWorks



WA TreeWorks have been operating since 2000 providing tree pruning, fire mitigation,

tree thinning and mulching services to Local Government and corporate clients. WA

TreeWorks are also contracted by the City of Swan for road side vegetation removal/

pruning in rural locations.

WA TreeWorks’ key personnel are qualified arborists and are certified for vegetative

management for pruning trees under HV and LV power lines. WA TreeWorks are licenced

for high risk work and certified by Western Power. The key personnel undertaking the

works 10 to 15 years’ experience within the industry

WA TreeWorks methodology was detailed and outlined how the works would be managed

and provided details on the plant and equipment available.


3) Geoff's Tree Service Pty Ltd



Geoff’s Tree Service Pty Ltd has been providing street tree maintenance for Local

Governments since 1992 including works for the City of Swan. Information within the

submission demonstrated that Geoff’s Tree Service Pty Ltd is suitably resourced and

experienced in completing similar works.

Geoff’s Tree Service Pty Ltd has an arborist delegated to each crew. All crews have the

necessary licences and certifications for pruning for Western Power HV and LV

clearances. The personnel are also certified in the operation of elevated work platforms

and are qualified first aiders.

Geoff’s Tree Service Pty Ltd’s submission demonstrated an understanding of the

requirements. A list of plant and equipment/resources available was provided and details

of the innovative equipment that would be used to undertake pruning to trees under

power lines. The submission included full details on the contractors occupational safety

and health management plans.

4) Total Tree Service


Total price $2,108,200 – ranking 6/6

Total Tree Service has been in operation for 30 years and has a staff of 10 with 2 crews

and all plant and equipment. The submission referenced works completed for the

Department of Housing North and South, City of Bayswater, Shire of Bassendean, City of

Nedlands, City of Joondalup and City of Wanneroo. However the information was basic

and didn’t detail the scope of works for each client.

The submission included information on the key personnel within the organisation, the

information included roles, years of experience and qualifications. The submission did

not include information on the crews undertaking tree pruning works.

Total Tree Services provided some information on the resources available to undertake

the works and a safety management plan. However the methodology did not effectively

outline how Total Tree Services would complete the works.


5) MPK Tree Management Pty Ltd



MPK Tree Management Pty Ltd have completed similar works for the Shire of Mundaring,

Shire of Kalamunda, Department of Finance and other local and state government bodies

since 1997. MPK Tree Management Pty Ltd have also completed works for the City of

Swan.

Curricula vitae’s were provided for the key personnel together with relevant licences and

accreditations. All personnel nominated to undertake the works have the necessary skills

and training required.

MPK Tree Management Pty Ltd provided a comprehensive overview of how the works

would be completed. A complete list of plant and equipment was submitted and the

submission also included details of the contractors occupational health and safety

management plan.

6) Trees Need Tree Surgeons



Trees Need Tree Surgeons have been servicing local governments and the Botanic

Gardens and Parks Authority (Kings Park and Bold Park) for over 22 years. Within the

submission Trees Need Tree Surgeons provided evidence that previous works had been

checked by an independent arborist where it was found all works met the requirements

as set by AS4373.2007 Pruning Standards for Amenity Trees. The submission

demonstrated that the contractor has the capacity and the experience to undertake the

works and meet the requirements of the contract

Trees Need Tree Surgeons submission detailed the key personnel’s experience,

competencies, training and formal qualifications. All key personnel are certified to under

Western Power High Voltage (HV) and Low Voltage (LV) power lines, elevated work

platforms, are qualified first aiders and hold white cards. The key personnel’s experience

working in tree pruning industry ranges from 2 to 22 years.

Trees Need Tree Surgeons operate under a quality assurance system which captures all

procedural processes from engagement of the contract through to completion of works.

The system outlines all the contractor’s occupational health and safety requirements for

the works. The submission included information on all the plant and equipment available

and an estimated number of trees that can be completed per week.


ATTACHMENT D – PRICING SCHEDULE ARITHMETIC CHECK


ATTACHMENT E – TENDER/QUOTATION INFORMATION


ATTACHMENT F – COMPLIANCE CRITERIA


ATTACHMENT G – SIGNED EVALUATION SHEETS


ATTACHMENT H – EVALUATION SUMMARY FORM


ATTACHMENT I – MARGINAL COST BENEFIT ANALYSIS


ATTACHMENT J – DECLARATIONS OF CONFIDENTIALITY AND CONFLICT OF INTEREST


ATTACHMENT K – MANAGER APPROVAL FORM


ATTACHMENT L – ORGANISATIONAL PROFILE

Trees Need Tree Surgeons

Gary Anderson, Owner/Managing Director


6.2 RFT15IL22-SOR - SUPPLY AND DELIVERY OF CONCRETE

Originating Officer - Maurice O'Driscoll, Coordinator - Engineering Maintenance,

Construction and Maintenance

Reviewed for Compliance - Klara Vincent, Contracts and Procurement Officer, Contracts

and Procurement

EVALUATION SUMMARY

ITEM RESPONSE

Business Unit/Customer: Construction and Maintenance

Scope: The Principal sought tenders from experienced

contractors for the supply and delivery of plant mixed

concrete for use on footpaths, crossovers, kerbing

and any other associated works.

Contract Term: Initial: The Contract shall be in force for the period

from the date of award until 30 June 2018.

Extension options: The Principal reserves the right to

extend the period of the Contract by a further twenty

four (24) months at the end of the initial period.

Recommended Tenderers: Higgo Nominees Pty Ltd T/A Midland Minicrete

Mundaring Concrete

Total Contract Value:

Pre-Tender Estimate:

$414,773.40 (3 years)

Based on an annual anticipated value of $138,257.80

$495,000.00 (3 years)

Based on an annual anticipated value of

$165,000.00

Financial Implications:

Budget Item Description: Various

Budget Account / Job No: Various

Budget Item Amount: Various

Total Expenditure To Date: Various

Available Balance: Various

Budget Allocated to this

request:

$165,000


Price Basis: Schedule of Rates - Variable Price(s)

Lowest Priced Conforming

Offer?

Panel of Contractors

Anticipated Contract

Commencement Date:

On Award

Issues to be Resolved? No

PROCUREMENT DEVELOPMENT

ITEM RESPONSE

City Approval to Proceed to

Request:

Name: Jim Coten

Title: Executive Manager - Operations

Advertising: City of Swan website: Yes

Newspaper: The West Australian Saturday 13 June

2015

Request Closing Date: 8 July 2015

Offer Validity Expiry Date: 6 October 2015

THE EVALUATION

EVALUATION PANEL PARTICIPANTS

Name Business Unit Job Title

Voting/Non-

Voting Member

Jonathan Ersan Construction and

Maintenance

Engineer Voting Member

Ron Ferguson Construction and

Maintenance

Engineering

Supervisor –

Maintenance West

Voting Member

Steven Middleton Asset Management Engineer Voting Member

TENDERS RECEIVED

Tenders were received from the following organisations:

a) Boral Resources WA Pty Ltd, Belmont, WA;

b) Mundaring Concrete, Mundaring, WA; and

c) Higgo nominees Pty Ltd T/A Midland Minicrete, Midvale, WA.


PRELIMINARY ASSESSMENT (Compliance Assessment)

Part A (Contracts and Procurement)


Compliance with the Conditions of Tendering contained in the Request

Compliance with the Delivery Date/Time of lodging the Tender

Compliance with and completion of the Price Schedule in the requested format

Part B (Assessment Panel)


Compliance with the Requirements contained in the Request

Boral Resources WA Pty Ltd withdrew their submission as they were unable to complete

Price Schedule B in the requested format.

All other Tenderers were deemed to be compliant.

PRICE SUMMARY TABLE

Entries must be in ascending order with lowest priced Tenderer first and highest

Tenderer last.

Tenderer Price Ranking Price

Midland Minicrete 1 $138,257.80

Mundaring Concrete 2 $158,905.00

The above pricing was calculated by applying the estimated quantity of concrete per

annum to the schedule of rates and using a price scenario to determine the estimated

cost to deliver the concrete per annum within the City of Swan.

The Contract value is the anticipated cost over the initial period.

Alternative Offers: Not applicable


BASIS

Midland Minicrete and Mundaring Concrete are the Evaluation Panel’s recommended

Tenderer.

The basis for this decision is as follows:

Midland Minicrete and Mundaring Concrete submitted the lowest priced conforming

offers. Both Tenderers will be on a panel for works required.

In summary, a panel consisting of Midland Minicrete and Mundaring Concrete is best

suited to meet the Request requirements at competitive prices, and therefore,

represents best value for money.


Midland Minicrete has an occupational health and safety policy manual which has been

aligned with AS/NSZ 4801, OHSAS 18001, and work Health and Safety Act and

Regulations 2011. Midland Minicrete has different sub-policies within their occupational

safety and health framework such as work and health safety policy, first aid policy, and

risk management policy.

REFEREE REPORTS





Nathan Briggs

Kamilaroi Transport

Midland Minicrete is a good contractor and the

referee has not experienced any issues. All works

have been completed in accordance with required

the delivery date.

Wayne Reid

Department of Housing

Midland Minicrete is a good company that are easy

to work with and complete the required works well.

Midland Minicrete has always invoiced the jobs

correctly, provide good communication and the

work supervisor and office is always contactable.



Mundaring Concrete has an occupational safety and health policy statement and each

employee is to comply with occupational health and safety procedures throughout the

workplaces. Employees and the employer have different commitments and duty of care

in the statement.

REFEREE REPORTS





Gavin Maturo

Parkerville Concrete

Mundaring Concrete is generally good to work with.

If there was a delay in the delivery, the client was

always advised. The quality of the concrete

produced is good and the referee has had no

problems with communication.

Phil Walker

GTR Concrete

The quality of goods and services provided by

Mundaring Concrete is great and Mundaring

Concrete communicates well. The referee has been

working with Mundaring Concrete for a long time

and has a good working relationship.

ENDORSEMENT BY EVALUATION PANEL

NAME: Jonathan Ersan DATE: 5/08/2015

NAME: Ron Ferguson DATE: 5/08/2015

NAME: Steven Middleton DATE: 6/08/2015


RECOMMENDATION

It is recommended that the Tenders Review Committee resolve to:

1) Award the Contracts for the Supply and Delivery of Concrete - RFT15IL22-SOR

to a panel comprising of Higgo nominees Pty Ltd T/A Midland Minicrete and

Mundaring Concrete for the initial period from the date of award until 30 June

2018 for the schedule of rates as per the Tender Offer with the anticipated value

of the Contracts being four hundred, fourteen thousand, seven hundred and

seventy three dollars and forty cents ($414,773.40) excluding GST;

2) Allow the option to extend the Contracts for a further twenty four (24) months;

and

3) Advise all Tenderers accordingly.


ATTACHMENTS

ATTACHMENT A – SELECTION REQUIREMENTS

The pre-qualification requirements for this request were:

Not applicable

COMPLIANCE AND DISCLOSURE REQUIREMENTS

The compliance and disclosure requirements for this request were:

a) Compliance with the Requirements contained in the Request;

b) Compliance with the Conditions of Tendering contained in the Request;

c) Compliance with the Delivery Date/Time of lodging the Tender; and

d) Compliance with and completion of the Price Schedule.

The assessment requirement for this request was:

a) Price (100%).


ATTACHMENT B – PRICING SCHEDULE ARITHMETIC CHECK


ATTACHMENT C – TENDER/QUOTATION INFORMATION


ATTACHMENT D – SIGNED COMPLIANCE CRITERIA


ATTACHMENT E – DECLARATIONS OF CONFIDENTIALITY AND CONFLICT OF INTEREST


ATTACHMENT F – MANAGER APPROVAL FORM


ATTACHMENT G – ORGANISATIONAL PROFILE

Midland Concrete

Shaun Higgins – Director

Sharon Higgins – Director

Mundaring Concrete

Leslie John Woods - Sole Director


6.3 2014/2015 LIGHT FLEET REPORT TO TENDER REVIEW COMMITTEE

Originating Officer – Colin Pumphrey, Manager, Fleet and Waste Services

Reviewed By Compliance – Lucy Kitching, Contracts and Procurement Specialist,

Contracts and Procurement

INTRODUCTION

Key Issues and Recommendations

Report on the status of the light fleet purchases and sales for quarter 2 and 3 of the 2014/2015 financial year.

Background

At the Ordinary Council Meeting held on 10 December 2003, it was resolved that a report be prepared and presented to the Tender Review Committee on a six

monthly basis on the purchases and sales of vehicles in the City's light motor vehicle fleet. The last report to the Tender Review Committee on the Light Fleet was in 21 January 2015, which reported on the purchase and sales for quarter 1

and 2 of 2014/15.

Report

The light fleet replacement program for 2014/15 consists of 38 sedans and wagons plus 16 utilities and vans to be replaced. This includes 3 additional utilities, 1 additional sedan, 1 additional bus and 5 additional wagons purchased

after executive approval as part of the 2014/15 Capital Budget.

Of the 54 vehicles, 54 have been ordered of which 50 have been received.

The City has purchased wagons to replace 7 utilities. In discussion with the vehicle custodians, utilities were no longer required and were replaced with wagons at a purchase cost saving of $10,891.92 over the 7 vehicles, with the

added benefits of lower fuel and maintenance costs over the whole of life.

A summary of the 2 sedans, 9 wagons and 1 utility from this program ordered in

Q3 and Q4 is detailed below, plus the 8 vehicles auctioned during the same period.

All sedans and wagons purchased have the maximum 5 star safety rating and

the light commercial vehicles have the highest available safety ratings, many of which are now also 5 star safety rated. Vehicles were selected on their safety,

"fit for purpose", fuel efficiency and whole of life costing.All vehicles were purchased utilising the Council Purchasing Services of the Western Australian

Local Government Association, which in turn uses the State Government Motor Vehicles Pricing Contract and all were purchased in line with the City's Vehicle Policy POL-M-115.

Pickles Auctions and Manheim are the WALGA preferred auction houses and regular reserve price quotations are obtained from both companies.


(Tender LFOR14) A Toyota Hilux SR 4x2 extra cab (SW14902) was purchased for the Construction

and Maintenance Irrigation Technician. The Toyota Hilux had the best whole of life cost due to a high resale value, lower service and maintenance costs, and a

fuel economy of 8.1L/100km.

(Tender LFOR15) A Nissan Qashqai petrol wagon has been selected as the best vehicle for the

Facility Services Coordinator. The Nissan Qashqai has a fuel economy of 6.9L/100km and Co2 emissions of 159grams of carbon produced for each

kilometre travelled. This is an improvement over the old vehicle which was a Ford Focus which had a fuel economy of 8.2L/100Km and Co2 of 187.8 grams of carbon produced for each kilometre travelled. The Nissan Qashqai is under the

budgeted price and has a 5 star safety rating.

(Tender LFOR16)

A Toyota Hiace 12 seater bus was purchased for Community Care Services. As Community Care relies on volunteers to drive vehicles, driver familiarity has been taken into account when selecting the vehicle type. The Toyota Hiace

provides a large storage area suitable for wheel chairs and walker frames which is a requirement of the vehicle.

(Tender LFOR17) A Ford Focus petrol was purchased for the Manager of Contracts and

Procurement. The Ford Focus has a 5 star safety rating as required by the City of Swan Motor Vehicle Policy. The Ford Focus provides good whole of life cost for the City and has an above average resale price compared with other vehicles

within its price range.

(Tender LFOR18)

A Nissan Qashqai diesel wagon has been selected as the best vehicle for the Manager of Council Support. The Nissan Qashqai was selected as the best option due to whole of life, fuel economy of 4.9L/100km and 5 star safety rating. The

car will be retained for two (2) years, during the time the lower fuel economy will provide a cost saving and make up the difference in the additional purchase

price. In addition the City anticipates that the vehicle will have a good resale value. The additional purchase price cost of $968.45 will be met from the fleet replacement program.


(Tender LFOR19) A Nissan Qashqai diesel wagon was been selected as the best vehicle for the

Centre Manager – Leisure services. The Nissan Qashqai was selected as the best option due to whole of life, fuel economy of 4.9L/100km and 5 star safety rating.

The car will be retained for two (2) years, during the time the lower fuel economy will provide a cost saving and make up the difference in the additional purchase price. In addition the City anticipates that the vehicle will have a good

resale value. The additional purchase price cost of $968.45 will be met from the fleet replacement program.

(Tender LFOR20) A Toyota Corolla petrol sedan was been selected as the best vehicle for the Occupational Safety, Health Advisor-Human Resources. The Toyota Corolla has a

fuel economy of 5.4L/100Km and Co2 emission of 142 grams of carbon produced for each kilometre travelled. The Toyota Corolla is under the budgeted allowance

and has a 5 star safety rating.

(Tender LFOR21) A Nissan Qashqai diesel wagon has been selected as the best vehicle for the

Coordinator-Economic Development. The Nissan Qashqai was selected as the best option due to whole of life, fuel economy of 4.9L/100km and 5 star safety

rating. The car will be retained for two (2) years, during the time the lower fuel economy will provide a cost saving and make up the difference in the additional

purchase price. In addition the City anticipates that the vehicle will have a good resale value. The additional purchase price cost of $968.45 will be met from the fleet replacement program.

(Tender LFOR22) Three Ford Mondeo diesel wagons were purchased for Community Care Services.

As community care relies on volunteers to drive vehicles, driver familiarity has been taken into account when selecting the vehicle type. The Ford Mondeo wagon provides a large storage area suitable for wheel chairs and walker frames

which is a requirement of the vehicle. Accessibility into and from the vehicle is critical for the elderly residents that use the service. The Mondeo scores highly in

this area. The Mondeo has a fuel economy of 5.3 L/100km making it one of the most fuel efficient wagons available.

(Tender LFOR23)

A Honda Odyssey petrol wagon has been selected as the best vehicle for the Manager-Information Services. The Honda Odyssey offers greater storage than

the previous vehicle and offers better safety than other vehicles within its class. The Honda Odyssey also offers a lower entry height, large entry room and flat floor boot area, providing better comfort, ergonomics and practicality. The fuel

efficiency of 7L/100km which is within the City requirements.


(Tender LFOR24) A Toyota Kluger Grande petrol wagon was selected as the best option vehicle for

the Executive Manager-Stakeholder relations. This vehicle meets all the safety requirements, is a good fit for purpose for the Manager and is predicted to have

a high resale value. The exceeded amount of $746.38 will be invoiced to the Executive Manager-Stakeholder Relations.

VEHICLES HELD OVER / NOT DELIVERED Four vehicles have been temporarily held over for operational use, a Ford

Territory for the Coordinator of Fleet Assets in Fleet and Waste Services, a Hyundai Elantra for the Coordinator- Local Area Planning and Policy (Acting), a Hyundai IX35 for the Coordinator- Business Improvement & Administration

(Construction and Maintenance) and a Mitsubishi Triton for Customer Service Advocates. These will all be auctioned in Quarters 1 and 2 2015/16.

VEHICLES PURCHASED – COST SUMMARY

Of the 13 vehicles ordered, 9 vehicles were received between December 2014

and June 2015. The 13 vehicles show a total of $10,999.00 under budget for Q3 and Q4.

VEHICLE SALES – COST SUMMARY

A total of 12 sedans and wagons and 18 utilities were sold by auction sales between January 2015 and June 2015.

The total sales from auction are $13,753.00 above the budgeted amount, with four vehicles to the value of $68,000.00 temporarily held over for operational

requirements and still to go to auction. There has been a significant drop in the used vehicle market since the 2014/15 budget was established. This will need to be closely managed over the next 6 months as most vehicles are sent to

auction.

A detailed summary for the vehicles purchased and sold from December 2014 to

June 2015 covered in this report is provided in Appendices 1 and 2. Appendices

1. Light fleet report - Purchased vehicles (2014-15)

2. Light fleet report – Sold vehicles (2014-15) 3. Light Fleet Depreciation Summary.

Statutory Environment N/A

Strategic Implication N/A

Financial Implications

Nil


RECOMMENDATION

1) It is Recommended that the Report titled 2014/2015 Light Fleet

Report to Tender Review Committee be received

.


7. MOTION TO ADOPT THOSE ITEMS NOT WITHDRAWN

8. OTHER BUSINESS

9. MEETING CLOSE

Tender Review Committee - City of Swan › files › 9fc3d624-821f... · 8/26/2015 · 6.1...

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