2020-08-11 Services & Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                 11 AUGUST 2020


The minimum requirement for the accommodation includes:
   2/3 bedrooms including 1 of the bedrooms to be a ‘safe-room’
   2 access points (front door and back door)– with ‘Crim-Safe’ security screens
   Covered outdoor area
   1 Full Bathroom
   Drive way access
   Under Dwelling security

While it has been concluded that a public request-for-tender process is not appropriate for this
project, Council must continue to ensure that it procures services in a manner that meets
legislative requirements and results in value for money.

As such, Council officers reviewed two options provided in the Local Government Regulation
2012 to meet these requirements as follows:.
1.   Section 235 - Council could consider applying an exception under section 235 of the
     Regulation, due to the confidential nature of the engagement as follows:
     (b)   the local government resolves that, because of the specialised or confidential nature
           of the services that are sought, it would be impractical or disadvantageous for the
           local government to invite quotes or tenders;
2.   Section 230 - Council could also resolve to use a Tender Consideration Plan under section
     230 of the Regulation.

Council officers have determined that the Tender Consideration Plan (Section 230) is a more
robust approach to adopt. It provides more detail in regard to the proposed process and a greater
focus on competitive procurement while still maintain confidentiality over the sensitive aspects of
the project.
3.   Tender Consideration Plan
Division 3 – Exceptions for medium sized and large sized contractual arrangements of the Local
Government Regulation 2012 allows for a local government to enter into a large size (>$200,000
GST Inc.) contractual arrangement, without first inviting Tenders. Specifically, section 230 of the
Regulation enables Council to resolve to prepare a tender consideration plan that addresses the
following:
(a) the objectives of the plan; and
(b) how the objectives are to be achieved; and
(c) how the achievement of the objectives will be measured; and
(d) any alternative ways of achieving the objectives, and why the alternative ways were not
      adopted; and
(e) the proposed terms of the contract for the goods or services; and
(f)   a risk analysis of the market from which the goods or services are to be obtained

Once prepared, it allows for Council to undertake a procurement approach aligned with the
objectives outlined in the plan.

The objective of the Tender Consideration Plan is to enter into a contract with a suitable, selected
contractor to design and construct the accommodation facility which achieves value for money for
Council whilst maintaining confidentiality over the project. The Tender Consideration Plan will be
developed by mid-September and reviewed and approved by the Chief Executive Officer prior to
the procumement process commencing.


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