CITY of SWAN

MINUTES

TENDERS REVIEW COMMITTEE MEETING

10 OCTOBER 2012

HELD AT MIDLAND TOWN HALL COUNCIL CHAMBERS AT 5.00PM

ATTENTION These minutes are subject to confirmation. Prior to acting on any resolution of the Council contained in these minutes, a check should be made of the minutes of the following Ordinary Meeting of Council to ensure that there has not been a correction made to the resolution.

TABLE OF CONTENTS

1. 2. 3. 4. 5. 6. 7.

OPENING ATTENDANCE AND APOLOGIES DECLARATIONS OF FINANCIAL INTERESTS AND INTERESTS AFFECTING IMPARTIALITY PUBLIC QUESTION TIME CONFIRMATION OF PREVIOUS MINUTES ITEMS OF BUSINESS CONFIDENTIAL ITEMS 7.1 7.2 RFT12AK225 - PROVISION FOR THE SUPPLY AND INSTALLATION OF SPORTS FLOODLIGHTING AT SWAN VIEW OVAL, MORRISON ROAD, SWAN VIEW W12AK37 - TRAFFIC SIGNALS, GNANGARA ROAD ELLENBROOK

2 2 2 2 3 3 3 3 4 4 5

10. 11.

OTHER BUSINESS MEETING CLOSE

OPENING PROCEDURES
1. OPENING

Meeting declared open at 5.00pm by Chairperson Cr Bailey.

2.

ATTENDANCE AND APOLOGIES

Councillors: Cr Cr Cr Cr Cr Cr Cr Cr K Bailey M Congerton D Frdig M Wainwright T Williams M Haynes (Deputy) J Marino (Deputy) C Zannino (Deputy) North Ward Ballajura Ward Altone Ward Altone Ward Guildford Ward Ballajura Ward Midland Ward Swan Valley/Gidgegannup Ward

Staff (Observers): Mr C Cameron Mr I Denny Mr B Byrne Mr D Bruce Mr A Kartawijaya Ms T Reilly Ms M Dwyer Executive Manager Corporate Services Acting Executive Manager Operations Contract and Procurement Manager Manager Project Management Project Manager Project Management Executive Assistant Governance Officer

Apologies:

Cr D Trease Swan Valley/Gidgegannup Ward Mr J Coten Executive Manager Operations

Leave of Absence:

Cr Cheung Ellenbrook Ward

3.

DECLARATIONS OF FINANCIAL AFFECTING IMPARTIALITY

INTERESTS

AND

INTERESTS

Nil

4.
Nil

PUBLIC QUESTION TIME

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5.

CONFIRMATION OF PREVIOUS MINUTES

RESOLVED UNANIMOUSLY to confirm Minutes of meeting held on 5 September 2012. (Cr T Williams - Cr Congerton)

6.
Nil

ITEMS OF BUSINESS

7.

CONFIDENTIAL ITEMS
The following report(s) are CONFIDENTIAL in accordance with Section 5.23(2) of the Local Government Act 1995 which permits the meeting to be closed to the public for business relating to the following: (a) a matter that if disclosed, would reveal (i) (ii) (iii) a trade secret; information that has a commercial value to a person; or information about the business, financial affairs of a person professional, commercial or

where the trade secret or information is held by, or is about, a person other than the local government. RESOLVED UNANIMOUSLY that the Committee meet behind closed doors, having regard to the provisions of s.5.23(e)(ii) and/or (iii) of the Local Government Act 1995. (Cr Wainwright - Cr Congerton)

RESOLVED UNANIMOUSLY to adopt the staff recommendations, as contained in the Tender Evaluation Reports, in accordance with the terms and conditions contained therein and therefore resolve to:

7.1

RFT12AK225 - PROVISION FOR THE SUPPLY AND INSTALLATION OF SPORTS FLOODLIGHTING AT SWAN VIEW OVAL, MORRISON ROAD, SWAN VIEW

Originating Officer - Arnan Kartawijaya, Graduate Engineer, Project Management Reviewed By Compliance - Contacts & Procurement Officer, Contracts & Procurement

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RECOMMENDATION

It is recommended that the Tenders Review Committee resolve to: 1) Award the Contract for the Provision for the Supply and Installation of Sports Floodlighting at Swan View Oval, Morrison Road, Swan View (RFT12AK225) to Hender Lee Electrical for the lump sum price of three hundred fifteen thousand, four hundred thirteen dollars and seventy-nine cents ($315,413.79) excluding GST which includes seven thousand and five hundred dollars ($7,500.00) for provisional sums; and

Advise all Tenderers/Respondents accordingly. (Cr Congerton - Cr Wainwright)

7.2

W12AK37 - TRAFFIC SIGNALS, GNANGARA ROAD ELLENBROOK

Originating Officer - Arnan Kartawijaya - Graduate Engineer, Project Management Reviewed for Compliance - Larry Miller - Contracts & Procurement Officer, Contracts & Procurement

RECOMMENDATION

It is recommended that the Tenders Review Committee resolve to: 1) Reject all Tenders; 2) Suspend operation of Clause 12 of the Standing Orders; 3) Advise all Tenderers accordingly; and 4) Instruct the Chief Executive Officer to enter into direct negotiations with organisation(s) to affect a compliant Contract.

(Cr Congerton - Cr Wainwright)

RESOLVED UNANIMOUSLY that the Committee no longer meet behind closed doors. (Cr Wainwright - Cr Congerton)

10.
Nil

OTHER BUSINESS

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11.

MEETING CLOSE
Meeting declared closed at 5.04pm by Chairperson Cr Bailey.

Confirmed as a true and accurate record of the Tender Review Committee meeting held on 10 October 2012.

________________________________________ Chairman of the Tender Review Committee

_________________ Signed Date

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