2021-06-17 Ordinary Meeting Agenda

ORDINARY MEETING AGENDA                                                                  17 JUNE 2021


The diesel option provided in G.H. Varley Pty Ltd’s tender submission is most favourable based on
the tender demonstrating the following:
     Meeting the specification of a smaller, more versatile vehicle operating under the ‘light-rigid’
      license and weight requirements
     Design enables Library Module to operate under mains power or solar power – enabling the
      vehicle to use power at current stops and solar at new locations
     Solar panels support Council’s zero emissions’ goals and efforts to reduce greenhouse
      emissions
     Larger Library Module providing 20% more internal space for service provision
     Larger Library Module has ability to hold 500 additional library items
     Cabin walk-thru into Library Module providing greater weather protection and increased feeling
      of internal space
     Strong demonstrated history of constructing specialised builds on diesel powered vehicles
     Diesel option scored highest for non-price criteria and scored highest on combined non-price
      and price criteria

Refer Attachment 3 – T000039 Tender Evaluation Summary

The tender evaluation panel is supportive of Council’s goals to reduce greenhouse emissions and
spent considerable time tailoring the tender documents to reflect this. The tender documents
included the requirement for solar panels on the vehicle and provided response options for either
diesel or electric powered vehicles. The tender evaluation panel is disappointed to not be
recommending the electric option, however believe the risk is too high for Council to pursue the
electric option in this early stage of development for this type of vehicle.

The current Mobile Library service is a long-standing service, highly valued and regularly utilised by
the community. The new vehicle would be the ideal Council asset to provide high visibility to promote
Council’s vision to reduce emissions, however there is also the potential to promote a damaging
message about the future use of renewable energy powered vehicles if it fails. There is a significant
increase in cost for the electric vehicle option and failure could lead to major reductions in service
delivery.

4.    Project Delivery Plan

The tender submission has identified that the project timeline is much longer than expected, largely
due to the current global Covid pandemic delays in parts manufacturing for vehicles and other
products. If the tender process is finalised in July, the forecasted delivery date for the new vehicle is
now July/August 2022.


Previous Council Consideration
Ordinary Meeting Minutes, 18 February 2021, Item 6, Page 11
That Council note the report by the Acting Manager of Libraries and Galleries to the Services &
Organisation Committee Meeting dated 15 February 2021 and
A.    Endorse Option 3, the Community Outreach Library Service, as the replacement model for
      the current Mobile Library service;
B.    Request the CEO to undertake the necessary procurement processes to implement Option
      3 within the capital works budget allocation; and
C.    Refer the operating budget to the 2021/22 budget process.




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