2021-03-15 General Committee Agenda

GENERAL COMMITTEE MEETING AGENDA                                                  15 MARCH 2021


   2.     Invitation to Tender
   In January 2021, Council issued invitations to tender for the management of the
   Campground.
   Consistent with Council’s tender processes, the following documents were available to
   respondents via the e-portal:
   •      Invitation to Tender – general information for respondents;
   •      Tender Response Form – enabled respondents to respond to evaluation criteria via
          response schedules;
   •      Management Agreement – identified management agreement conditions to perform
          the contract and specifically a five year contract commencing on 1 April 2021 with an
          option to extend for an additional 1 x 2 years at Council’s sole discretion;
   •      Conditions of Tender – Detailed acceptable conduct and obligations of respondents
          and Council and included further detailed information for respondents; and
   •      Proposed budget - enabled respondents to detail revenue and expense items to
          manage the Campground in accordance with the management agreement contract
   Prospective tenderers were invited to attend an industry briefing and site inspection on
   Monday 8 February 2021 at the Campground. They were given the opportunity to inspect the
   facilities, including the residence, amenity facilities and key infrastructure, in addition to
   asking questions and seeking clarification from Council representatives.
   Tenderers were required to submit a commission percentage (of the earned revenue of the
   caravan and camping sites) as the proposed variable annual management fee to supplement
   a fixed annual management fee. The intent of this approach is to allow tenderers to
   demonstrate their understanding of the site’s operational cost base, their expectations
   around earnings and to exhibit their business and financial acumen. The tender
   documentation noted that there is no applicable rise and fall provision for the variable
   management fee, with the commission percentage to remain fixed for the duration of the
   contract.
   The evaluation panel assessed the applications under probity and due diligence in
   accordance with the assessment criteria and its obligations under this tender process. The
   evaluation panel consisted of:
   •      Property Manager
   •      Property Advisor – Commercial Property
   •      Property Officer
   •      Economic Development Manager
    3.    Submissions
    The tender closed on 19 February 2021, with Council receiving two (2) conforming
    submissions as follows:
    1.   1 Eight Pty Ltd;
    2.   Belgravia PRO Pty Ltd

    4.    Evaluation
    The evaluation criteria established as part of the invitation to tender included:
    1.    Price
    2.    Capability & Resourcing;
    3.    Contract Experience & Capacity;
    4.    Methodology;
    5.    Quality;
    6.    Health & Safety;
    7.    Environment & Sustainability; and
    8.    Contribution to Local Economy.

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