2021-02-04 Special Meeting Agenda

SPECIAL MEETING AGENDA                                                           4 FEBRUARY 2021


2.    Early Contractor Involvement (ECI) process
Whilst the above process is broadly familiar under current Council procurement procedures, the
ECI process is relatively new. It was added as an additional step for contractually allowing formal
negotiations to occur with a preferred tenderer, in the event the initial pricing exceeded the budget.
The process adopts an open-book approach, with all elements of the design, scope and pricing up
for review. The intent is to seek, prior to awarding the construction contract, a level of contractor
involvement such that they work closely with Council and the lead design consultants in order to
finalise a scope of works that suits the available budget, still meets Council’s intentions for the
project, and leverages the preferred contractor’s expertise and experience on projects of this
nature. There is an added advantage in building an ongoing relationship with the contractor and
agreeing on key elements for the project delivery prior to construction award, helping to promote a
deeper understanding of the delivery requirements from all contractual parties.

It is important to note that no commitment is made on either party for awarding the subsequent
construction contract, and that the process may end at any stage without prejudice and cost or
damages claims if negotiations cannot be finalised. Also, by adding responsibility for design
completion into the follow-up contract, it commits the contractor into documenting the final scope
of works for the revised price.

3.    Select Design, Construction and Maintenance (DCM) Tender
A select list of six (6) tenderers were invited to submit tenders for the DCM, following an Expression
of Interest process that received nine (9) submissions. The invitation to tender was released via
VendorPanel on 21 February 2020. The tender closed on 15 April 2020 which was an extension to
the original closing date - this was granted by Council following feedback that tenderers were
struggling to compile timely submissions due to operational impacts from the initial lockdown of
COVID-19. Three (3) conforming tenders were received.

The tender evaluation panel undertook an assessment of the tender submissions from the following
respondents, which are listed in alphabetical order:
1)    Aspect Contractors;
2)    Naturform Pty Ltd;
3)    Eureka Landscapes Pty Ltd.

The tenders were evaluated using the following criteria:
•     Design and Construct Capabilities and Experience;
•     Stakeholder Engagement;
•     Quality Management Systems;
•     Workplace Health and Safety Systems;
•     Local Economy, and;
•     Price.

The three selected DCM tender prices initially submitted were $5,349,313.11 (Aspect Contractors),
$6,004,397.38 (Naturform Pty Ltd) and $6,516,795.26 (Eureka Landscapes Pty Ltd) excluding
GST.




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