2022-11-08 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                           8 NOVEMBER 2022


•      TTF The Pump House Unit Trust t/as The Pump House
•      Irrigation Centre Pty Ltd t/as Think Water Noosa
•      Wagners CFT Manufacturing Pty Ltd
The evaluation concluded that one (1) supplier was not included to ROPS due to incomplete
tender response documentation.
Attachment 1 – Evaluation Workbook presents the evaluation outcome.

3.      Next Steps
Contract documents shall be issued to the suppliers recommended 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.

Suppliers shall be engaged under this ROPS applying the Panel Management Plan as a guide.
The Panel Management Plan is used by contract managers to document all key information
about how the ROPS will be utilised. The Panel Management Plan recommends the
engagement of local suppliers only for all procurements less than $200,000 where practical.
The Panel Management Plan recommends an evaluation criterion is included that supports the
local economy for all procurements greater than $200,000.

Previous Council Consideration
Nil.

Finance
Parks and landscaping services are engaged by seeking a lump sum quote for set pieces of
landscaping services for set durations or on an as needs basis under a schedule of rates,
utilising existing budget from capital and operational expenditure. Historical expenditure for
parks and landscaping services was between $228,000 and $722,000 per calendar year, and it
is anticipated that the expenditure on this ROPS will also be approximately $500,000 per year
as supply only suppliers have been removed from this ROPS.

Risks & Opportunities
The establishment of a ROPS reduces the risks associated with engaging these services
ensuring that approved suppliers have the appropriate insurances.

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.


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