2017-12-12 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                               12 DECEMBER 2017


2                        REGISTER OF PREQUALIFIED SUPPLIERS FOR THE SUPPLY OF TRADE SERVICES
                         AND GENERAL MAINTENANCE/ ASSISTANCE SERVICES - 1718T026
DOCUMENT INFORM AT ION




Author                              Procurement and Contracts Advisor, Leigh Mooney
                                    Corporate Services Department

Index                               ECM/44.09 Invitation to Tender

Attachments                         1.    1718T026 Tender Evaluation Matrixes
                                          (for recommended award categories only)



EXECUTIVE SUMMARY
Not applicable.

RECOMMENDATION
That Council note the report by the Procurement and Contracts Advisor to the Services &
Organisation Committee Meeting dated 12 December 2017 and:
A.                       Approve the establishment of Panel Arrangement 1718T026 - Register of Prequalified
                         Suppliers (RPQS) - Supply of Trade Services and General Maintenance/ Assistance
                         Services as noted in Tables 1 and 2 of the report for an initial period of one (1) year
                         commencing 22 January 2018; and
B.                       Authorise the Chief Executive Officer to approve three (3) optional periods of up to one (1)
                         year each; with discretion to exclude suppliers who have not satisfactorily provided
                         services in the preceding period, and with each new period to include the supplier’s
                         updated pricing.



REPORT
Council commits significant annual expenditure towards trade and reactive general maintenance
services through the engagement of multiple industry suppliers. At Council’s Ordinary Meeting in
September 2015, Council resolved to establish a Trade Services and General Maintenance panel
allowing staff to engage pre-qualified suppliers to undertake works in a timely manner without the
need for an extended quotation process. The establishment of panel arrangements is in
accordance with the Local Government Regulation 2012.

The current contract for Council’s Trade Services and General Maintenance panel included a one
year term and options to extend for three (3) terms of up to twelve (12) months each, for a
potential completion date of 24 September 2019. However, it has become evident this panel
arrangement is inefficient due to the limited number and availability of suppliers.

Given the current inefficiencies of the existing panel arrangement, Council invited tenders
through LG Tenderbox for the establishment of a new RPQS for Trade Services and General
Maintenance/ Assistance Services on 21 July 2017 and advertised in the Sunshine Coast Daily
and the Noosa News on 22 and 25 July 2017.




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