2021-10-12 Services & Organisation Committee Meeting Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                 12 OCTOBER 2021


2    CONTRACT NO. T000047 PAVEMENT MARKING SERVICES - TENDER AWARD

Author           Acting Civil Operations Manager, Bryan O’Connor
                 Infrastructure Services Department

Index            ECM / Subject / Contracting / Road Construction
                 ECM / Project & Contract / T000047 Pavement marking Services / Reports to
                 Council

Attachments      1.    Evaluation Spreadsheet


EXECUTIVE SUMMARY
    This report provides a tender evaluation summary and recommendation for the tender award
     for the external supply of pavement marking services.
    Council outsources its pavement marking services for a set period.
    The current existing contract is due to expire on 30 October 2021.
    In accordance with Council procurement policy and procedure, a request for tender (RFT) was
     initiated and attracted 4 responses with all 4 considered compliant for further assessment.
    Following a detailed assessment by a selected panel it is proposed to award the contract for a
     2-year period (from 31 October 2021) with a potential further two (2) years, plus one (1) extra
     term of up to twelve (12) months subject to performance review.
    The tender evaluation panel completed the evaluation process and considered Cook Family
     Holdings Pty Ltd ATF The Cook Family Trust t/as Suncoast Roadmarking to be the most
     advantageous to Council, presenting the best value for money.

RECOMMENDATION
That Council note the report by the Acting Civil Operations Manager to the Services & Organisation
Committee Meeting dated 12 October 2021 and
A.   Award Contract No. T000047 for the provision of Pavement Marking Services to Cook Family
     Holdings Pty Ltd ATF The Cook Family Trust t/as Suncoast Roadmarking for a period of two
     (2) years commencing on 31 October 2021; and
B.   Subject to satisfactory performance by Cook Family Holdings Pty Ltd ATF The Cook Family
     Trust t/as Suncoast Roadmarking, authorise the CEO to approve the option to extend the
     contract at the expiry of the first two (2) year term for a further term of up to 12 months ending
     31 October 2024.

REPORT
1.       Background

Council’s historical expenditure for pavement marking services is as follows:

                        Calendar Year                 Total Expenditure (GST Incl)
                            2018                                       $ 333,456.87
                            2019                                       $ 301,779.92
                            2020                                       $ 163,226.44
                  2021 (YTD to 30 June 2021)                           $ 193,379.20


The current contract, Contract No. 1718T083 is with Cook Family Holdings Pty Ltd ATF The Cook
Family Trust t/as Suncoast Roadmarking which is scheduled to expire on 30 October 2021.

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