​​FIRETECH SERVICE PROVIDER PANEL (ROPS) REFRESH​​ · Report

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GENERAL COMMITTEE MEETING                                                       13 NOVEMBER 2023


       and suppliers who have already been selected as a pre-qualified supplier under T000078 do
       not need to re-submit a tender in response to this invitation unless the supplier wishes to
       change some aspect of their offering.
   •   The existing twelve (12) suppliers were invited to extend.
   •   Three (3) new suppliers responded to Council’s ITT refresh.
   •   The report provides a tender evaluation summary of the new suppliers and recommendation
       to award the contract to two (2) additional suppliers for inclusion to the Register of Pre-
       qualified Suppliers (ROPS) for Provision of Firetech Services.
   •   The ROPS is a register of suppliers that are pre-qualified and capable of responding to the
       Council’s requirements in a timely manner; and where the Council can either:
           o   directly engage a supplier from the ROPS on an as required basis utilising the rates
               provided within the Schedule of Pricing or on other rates as agreed; or
           o   request quote(s) from one or more suppliers on the ROPS on an as required basis
               for fixed term services utilising the rates provided within the Schedule of Pricing or on
               other rates or lump sum price as agreed.
   •   Inclusion onto this ROPS does not provide a guarantee of work during the term of this
       Contract.
   •   The ROPS is to be awarded to the suppliers listed for an initial term of twelve (12) months
       plus three (3) further term extensions of up to twelve (12) months subject to satisfactory
       performance.
   •   Council will also have the option to refresh the ROPS again at each term extension to allow
       additional suppliers to be included.
RECOMMENDATION
That Council note the report by the Director Digital Hub and Innovation to the General Committee
date 13 November 2023 and
A. Award Contract No. T000078 for a Register of Pre-qualified Suppliers for the Provision of Firetech
Services to the following two new suppliers as a result of a ROPS refresh for a period until August
2024:
   •   BIA5 Pty Ltd; and
   •   Geoneon Pty Ltd
B. Subject to satisfactory performance of the suppliers, authorise the CEO to approve the option to
extend the contract at the expiry of first extension term for a further three (3) terms of up to twelve
(12) months each ending on 31 July 2027.


REPORT
1. Background
nitially Noosa Council invited tenders on 3 June 2022 from suitably qualified contractors/consultants
for appointment to a Register of Pre-qualified Suppliers (ROPS) for Provision of Firetech Services to
support the delivery of programs and projects across the Noosa Shire Council local government
area.
On 5 July 2023 Noosa Council again invited tenders as part of a ROPS refresh. Suppliers were
advised that this invitation for tender was a refresh of arrangement T000078, and that arrangement
T00078 will continue, and suppliers who have already been selected as a pre-qualified supplier
under T000078 do not need to submit a tender in response to this invitation unless the supplier
wishes to change some aspect of their offering.

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GENERAL COMMITTEE MEETING                                                      13 NOVEMBER 2023


The categories of services sought were:
   •   Category 01 – Bushfire Prediction
   •   Category 02 – Bushfire Detection
   •   Category 03 – Aerial Operations
   •   Category 04 – Uncrewed Firefighting Solutions Firetech Connect is a Noosa Council initiative
       to help speed up the adoption of innovative technology solutions for building bushfire
       resilience in regional communities.
Disaster management is a high risk sector where the protection of lives and property are at stake.
New technology solutions therefore face a significant burden of proof to establish that they are safe
and effective, before they can be widely adopted.
The efficacy of new solutions can best be assessed through deployments in real-world conditions.
However, most of the organisations responsible for building bushfire resilience lack the full
capabilities to conduct these trials: they may lack of access to tech solutions, have budget
constraints, or a lack of trial facilities. As a result, adoption of new innovation is often stifled.
To help overcome these barriers, Council’s Firetech Connect program has developed an innovation
platform that it will offer to Emergency Services, LGAs and Enterprises.
That platform consists of a global network of solution providers, a Living Lab in which solutions can
be deployed, and seed-funding via federal grant support and Council capabilities to operationalise
those solutions.
The intention of the establishment of this ROPS involves deploying solutions in and around the
Noosa Council local government area.
2. Invitation to Tender
In accordance with Part 3 of the Local Government Regulations and Council Procurement Policy,
Council invited written tenders as part of the refresh for the provision of firetech services across a
range of categories. The ITT was issued as a schedule of rates contract for al contract term of twelve
(12) months, plus the remaining (3) further terms of up to twelve (12) months each at Council’s sole
discretion, and subject to satisfactory performance.
Council invited written tenders via the Council VendorPanel e-portal on 5 July 2023 and advertised
the tender within the Noosa Today publication on 7 July 2023, with responses closing on 26 July
2023.
Over 60 suppliers read the ITT in VendorPanel. Three (3) responses were received within the
VendorPanel e-portal from the following suppliers in alphabetical order:
   •   TTF Ironbark Trust t/as Ag Spray Drones;
   •   BIA5 Pty Ltd; and
   •   Geoneon Pty Ltd
3. Tender Evaluation
The conforming tenderers were then evaluated against the following evaluation criteria:

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GENERAL COMMITTEE MEETING                                                   13 NOVEMBER 2023




The evaluation was conducted by the Evaluation Panel consisting of the following members of staff:
   •   Director Peregian Digital Hub (Contract Administrator)
   •   Disaster Management Officer; and
   •   External Consultant from BeachCity Group Pty Ltd.
Each member of the Evaluation Panel read and declared that they understood and accepted the
probity requirements, which includes a declaration of conflicts of interest and confidentiality.
The tender evaluation panel completed the evaluation process and considered the following two (2)
suppliers as suitable additions to the ROPS.
   •   BIA5 Pty Ltd; and
   •   Geoneon Pty Ltd
The category split of suppliers on the ROPS is as per the table below.

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GENERAL COMMITTEE MEETING                                                     13 NOVEMBER 2023




4. Next Steps
Contract documents shall be issued to the suppliers recommended and approved for inclusion to the
ROPS, and all suppliers will be required to register and maintain their details in the VendorPanel e-
portal to ensure licences and other qualifications are maintained.
The ROPS is a register of suppliers that are pre-qualified and capable of responding to the Council’s
requirements in a timely manner; and where the Council can either:
   •   directly engage a supplier from the ROPS on an as required basis utilising the rates provided
       within the Schedule of Pricing or on other rates as agreed; or
   •   request quote(s) from one or more suppliers on the ROPS on an as required basis for fixed
       term services utilising the rates provided within the Schedule of Pricing or on other rates or
       lump sum price as agreed.
Inclusion onto this ROPS does not provide a guarantee of work to suppliers during the term of this
Contract.

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GENERAL COMMITTEE MEETING                                                           13 NOVEMBER 2023


Suppliers shall be engaged under this ROPS applying the Panel Management Plan as a guide. The
Panel Management Plan is used by contract managers/ administrators to document all key
information about how the ROPS will be utilised.
Where suppliers are invited to participate in specific works under this ROPS, the Panel Management
Plan will require contract managers/administrators to seek from suppliers their commitment to the
local economy, environmental management systems, environmental sustainability initiatives and
workplace health and safety management systems as may be applicable.
Link to Corporate Plan
Theme No. 4. - Future

This theme is focused on our future, strengthening our relationship with First Nations peoples and to
ensure our community is prepared and resilient to change. A focus on youth, climate resilience and
adaptation, sense of place and destination management.

Objective 4.8 - Deliver best practice approaches to combat and plan for natural disasters and climate
change including supporting safety, preparedness, resilience and recovery capacity.

Key actions - Deliver best practice approaches to combat and plan for natural disasters and climate
change including supporting safety, preparedness, resilience and recovery capacity.


Previous Council Consideration
Ordinary Meeting Minutes dated 21 July 2022
That Council note the report by the Peregian Digital Hub Director to the General Committee Meeting
dated 18 July 2022 and;
A. Award Contract No. T000078 for a Register of Pre-qualified Suppliers for the Provision of Firetech
Services for a period of twelve (12) months commencing on 1 August 2022 to the following suppliers:
    •   3FB Aerworx Pty Ltd
    •   Meshed Pty Ltd
    •   Fireball International Pty Ltd t/as EXCI.AI
    •   Bredon Kynnie McAtee t/as Image Knowledge (Mayday.ai GmbH)
    •   Mirragin RAS Consulting Pty Ltd t/as Mirragin Consulting
    •   N5 Sensors, Inc.
    •   Ninox Robotics Pty Ltd t/as Ninox Robotics
    •   OroraTech GmbH
    •   Arvind Satyam (Pano AI)
    •   Redeye Apps Pty Ltd t/as RedEye
    •   Ripper Corporation Pty Ltd
    •   Skybase Limited t/as Skybase
B. Subject to satisfactory performance of the suppliers, authorise the CEO (or delegate) to approve
the option to extend the contract at the expiry of initial term for a further four (4) terms of up to twelve
(12) months each ending on 31 July 2027.

Finance
Firetech services are engaged on an as needs basis under a schedule of rates or a negotiated lump
sum price in accordance with the Panel Management Plan utilising existing budget from capital and

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GENERAL COMMITTEE MEETING                                                        13 NOVEMBER 2023


operational expenditure, most of which is likely to be grant funded. It is anticipated that the
expenditure on this ROPS will be approximately $100k to $400k per year.
Risk & Opportunities
The establishment of a ROPS reduces the risks associated with engaging these services ensuring
Council complies with the Local Government Act 2009 and Local Government Regulation 2012.
The ROPS also is an effective way to reduce the workload on both Council and contractors to
undertake work in a timely manner, while still ensuring compliance with Council’s Procurement
Policy.
The development of a Panel Management Plan will provide internal staff guidance in relation to the
selection of contractors from the panel and assessment of contractor performance.




Consultation
External Consultation - Community & Stakeholder
The ROPs was advertised publicly.
Internal Consultation
Departments consulted:

     Office of the CEO, Mayor &         Community Services               Corporate Services
             Councillors
        Mayor & Councillors             Director                         Director
        Chief Executive Officer         Community Development            Financial Services
        Executive Officers              Sport & Active Lifestyles        Fleet
        Community Engagement            Arts & Culture                   Revenue Services
        People & Culture                Community Connection             ICT
        Governance                      Customer Experience         x    Procurement

                                                                         Commercial Property

      Strategy & Environment          Development & Regulation          Infrastructure Services
 x      Director                        Director                         Director
        Strategic Land Use Planning     Development Assessment           Infrastructure      Planning,
                                                                         Design and Delivery
        Economic Development &          Local Laws                       Civil and Asset operations
        Destination Management
        Environmental Services          Environmental Health             Waste
        Innovation & Digital Hub        Building & Plumbing              Building & Facilities
                                        Property / Permits               Disaster Management