2020-06-09 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                     9 JUNE 2020


REPORT
The previous 1516T002 Register of Pre-Qualified Suppliers for Tree Goods and Services expired
on 28 May 2020 with no further options for annual extension and as such, a new arrangement for
tree management and maintenance is required to continue the required work. Due to the amount
of work that is available, it was found that the size (number of suppliers) of the previous panel
arrangement exceeded Council’s needs. As such, this new tender sought to establish a suitably
sized panel to be able to respond to the expected workload.

1.   Tender Process

Council invited tenders for the establishment of a new PSA for Tree Maintenance and
Management Services on 21 February 2020, which was advertised in the Sunshine Coast Daily
on 22 February 2020 and the Noosa News on 25 February 2020.

Required services were grouped into the following four (4) categories with specifications for each:
   Category 1 – Tree Planting and Establishment
   Category 2 – Tree Services (i) Major and (ii) Minor
   Category 3 – Specialised Tree Works
   Category 4 – Tree Assessment and Consultancy

The specifications set standards including:
   Outlining the type of work and relevant specifications for each category;
   Qualifications and experience of staff undertaking the work, both supervisors and
     operators;
   Best practice techniques, methodologies and relevant Workplace Health & Safety
     requirements (i.e. signage);
   Types of plant, equipment and materials for supply.

An evaluation panel reviewed twenty-five (25) conforming submissions in accordance with the
following non-price evaluation criteria:
    Capability & Resourcing
    Contract Experience & Capacity
    Methodology
    Quality
    Health & Safety
    Environment & Sustainability
    Contribution to Local Economy

As the tender sought a schedule of rates response, categories 1, 2 and 4 applied a scenario
based price evaluation; however, due to the varied nature of Specialised Tree Work, it was
considered that it would be impractical to consider price as a criteria fairly. As a result, the
pricing submitted for each supplier was given a $1 pricing value due to the varying types of work.
The tendered rates can be used to assess and determine pricing based upon the services being
offered when work is required. Any specialised services above $10,000 will be subject to an
Invitation to Quote process in accordance with the Panel Management Plan.

The number of suppliers required for each category has been based on the expected workload
for each category. Categories 2(i) and (ii) and Category 4 have resulted in (10) suppliers each;
and Categories 1 and 3 have resulted in three (3) suppliers each based upon a lower workload
for these types of work.

                                                                                     Page 4 of 26