Minutes of the ordinary Council meeting - 25 September 2012

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Environmental, Social, Policy or Statutory: Nil Economic (Financial): Bitumen sealing and asphalt paving works are funded in the Operating Plan. REPORT DETAILS Tenders were invited by “Open Tender” in accordance with s167 of the Local Government (General) Regulation 2005 for the provision of bitumen sealing and asphalt paving works for a period from 1 August 2012 to 30 June 2015. Tender documents, including a Specification for the services required to be provided, were downloaded by 13 persons or firms and tenders closed at 2.00pm on Tuesday 31 July 2012. The Tender included separable portions, Separable Portion A for Sprayed Bituminous Seals and Separable Portion B for Asphaltic Concrete Paving. At the close of tenders, six submissions had been received. One submission was for Separable Portion A only, three submissions were for Separable Portion B only, and two submissions were for both. The companies who submitted tenders were: Fishers Asphalt Boral Asphalt SRS Road Services RPQ Asphalt Pty. Ltd. Diveva Pty. Ltd. Tropic Asphalts A Tender Evaluation Panel (TEP) was formed which included the following staff: Manager Operations Director Corporate Management Technical Support Officer – Operations The tenders received were firstly considered by the TEP for conformance with the Conditions of Tendering and the Specification which formed part of the Tender Documents. One tender response was deemed non-conforming. The tender of Fishers Asphalt had changed the Schedule of Rates such that a comparison of tendered rates could not be properly made. All other tenders were evaluated against the assessment criteria nominated in the Tender Documents for each Separable Portion: Track record of Company (general reputation for work competence, delivery and service); Product Quality (quality standards, suitability) and/or Technical Expertise (credentials of key personnel, systems and techniques, depth and nature of support); Time Performance (ability to provide goods or services on time); Price; The ability of the contractors to demonstrate that they can comply with current Work Health and Safety, Workers Compensation and Environment legislation applicable to the contracted works; The ability of contractors to demonstrate that they can meet the provisions of Kempsey Shire Council‟s Contractor Safety Management Procedures OHSP0014. Evaluation and price analysis of the tenders received was undertaken by the TEP. The analysis is included in (Confidential Appendix A – Page IS1). For Separable Kempsey Shire Council FULL TEXT Minutes Ordinary Meeting 25 September 2012 Page 72
Portion A, the analysis of prices was performed by pricing a typical bitumen sealing program that would be carried out during one visit to the Kempsey Shire area. For Separable Portion B, the pricing analysis was performed by a summation of five different quantities of asphalt paving. Following the analysis for Separable Portion A (Sprayed Bituminous Seals), the evaluation panel recommends that the tender of SRS Roads Pty Ltd be accepted as “the tender that, having regard to all the circumstances, appears to it to be the most advantageous” in accordance with s178 of the Regulation. For Separable Portion B (Asphaltic Concrete Paving), the total quantity of asphalt used by Council in any one year is not sufficient that tenders need to be called but doing so allowed all interested suppliers and competitive pricing to be identified. Following analysis of the tenders received, and having regard to the expected quantities likely to be used, there was no clear preference for any tender and the evaluation panel believes a better outcome would likely result from calling for quotations for individual projects in accordance with Council‟s procurement policies. The panel, therefore, does not believe a tender should be accepted for Separable Portion B (Asphaltic Concrete Paving). GOAL 4: To Pursue Beneficial Relationships With Regional Neighbours and Other Levels of Government The following item was brought forward and dealt with prior to item 4.1. 5.3 Election of Deputy Mayor SUMMARY Reporting on the election of a Deputy Mayor. 2012. 295 RESOLVED: Moved: Cl. Campbell Seconded: Cl. Morris 1 That election of a Deputy Mayor be held. 2 That the term of the Deputy Mayor be 12 months. The General Manager as returning officer advised that two nominations had been received for Deputy Mayor being Councillors Patterson and Saul. An election by open voting resulted in the following; Councillor Patterson Campbell Green Gribbin Kesby Morris Abstained Patterson Saul Williams Councillor Saul Kempsey Shire Council FULL TEXT Minutes Ordinary Meeting 25 September 2012 Page 73
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MINUTES OF THE ORDINARY MEETING OF
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8 CONSIDERATION OF REPORTS RELATING
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i) Measures to prevent potential co
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AND iii) iv) Measures to address po
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course, associated infrastructure n
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c) Council‟s agreement to provide
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di) A Traffic Management Plan prepa
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12 The proponent shall be responsib
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RECOMMENDATION IMPLICATIONS Environ
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Minutes of the ordinary Council meeting - 25 September 2012

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