2022-01-17 General Committee Meeting Agenda

GENERAL COMMITTEE MEETING AGENDA                                                    17 JANUARY 2022


6       REPORTS DIRECT TO GENERAL COMMITTEE


1.      CONTRACT NO. T000056 – CLEANING NSC BUILDINGS AND FACILITIES - TENDER
        AWARD

Author               Buildings and Facilities Coordinator, Chris Steel
                     Infrastructure Services Department

Index                ECM / Subject / Contracting / Council Properties
                     ECM / Project & Contract / T000056 Cleaning NSC Buildings & Facilities /
                     Reports to Council

Attachments          1.   Separable Portion 1 Evaluation
                     2.   Separable Portion 2 Evaluation
                     3.   Separable Portion 3 Evaluation

EXECUTIVE SUMMARY
This report provides a tender evaluation summary and recommendation for the tender award for
the external supply of cleaning services to Noosa Shire Council (NSC) Buildings and Facilities.
Council outsources cleaning services for its buildings and facilities. The current contract expired
on 19 June 2021; however, a rolling 30-day extension was granted while Council went to market
(tender) for a new agreement.
In accordance with Council’s procurement policy and procedure, an Invitation to Tender (tender)
was undertaken and attracted eighteen conforming (18) responses. Following a detailed
assessment by the evaluation panel it is proposed to award the contract for a one (1) year period,
from 31 January 2022, with a potential further three (3) terms of 12 months each, subject to the
contractor’s satisfactory performance.
The tender evaluation panel completed the evaluation process and consider Ecovia (R&R
McKindlay Trust) to be the most advantageous to Council, presenting the best value for money.

RECOMMENDATION
That Council note the report by the Buildings and Facilities Coordinator to the General Committee
Meeting dated 17 January 2022 and
A.      Award Contract T000056 Separable Portions 1, 2 and 3 for the provision of Cleaning NSC
        Buildings and Facilities to Ecovia (R&R McKindlay Trust) for a period of one (1) year
        commencing 31 January 2022; and
B.      Subject to satisfactory performance by Ecovia (R&R McKindlay Trust), authorise the CEO to
        approve each option to extend the contract upon expiry, with the availability of a total of three
        (3) extension options of up to 12 months each.

REPORT
1.      Background
Council’s historical expenditure for cleaning services is as follows:
     Calendar Year          Total Expenditure(excluding GST)
     2017/18                                       $ 127,241.50
     2018/19                                       $ 141,806.00
     2019/20                                       $ 162,490.00
     2020/21                                       $ 178,876.76

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