Administrative Centre

30 Frances St

Randwick 2031

Tel: 02 9399 0999

Fax 02 9319 1510

DX 4121 Maroubra Junction

general.manager@randwick.nsw.gov.au

INCORPORATED

AS A MUNICIPALITY

22 FEBRUARY 1859

PROCLAIMED AS

A CITY JULY 1990

 

 

8th February, 2002

 

EXTRAORDINARY COUNCIL MEETING

 

NOTICE IS HEREBY GIVEN THAT AN EXTRAORDINARY COUNCIL MEETING OF THE COUNCIL OF THE CITY OF RANDWICK WILL BE HELD IN THE COUNCIL CHAMBER, TOWN HALL, 90 AVOCA STREET, RANDWICK, ON TUESDAY, 12TH FEBRUARY, 2002 AT 6:00 PM.

 

 

1           Council Prayer

 

2           Apologies

 

3           Addresses to the Council by the Public

 

4           Mayoral Minutes

 

5           Director Assets & Infrastructure Services' Reports

 

5.1                        

DIRECTOR ASSET & INFRASTRUCTURE SERVICES' REPORT 11/2002 - EXPRESSION OF INTEREST - MANAGEMENT OF COUNCIL PROPERTY.

2

 

5.2                        

DIRECTOR ASSET & INFRASTRUCTURE SERVICES' REPORT 12/2002 - TENDER 13/01 - BROADARROW RESERVE, MAROUBRA  - CONSTRUCTION OF AMENITIES BUILDING.

5

 

 

6           Confidential Reports

 

7           Committee-of-the-Whole

 

8           Report of the Committee-of-the-Whole

 

9           Notice of Rescission Motions

 

 

 

 

 

……………………………….

GENERAL MANAGER


 

Director Asset & Infrastructure Services' Report 11/2002

 

 

SUBJECT:

EXPRESSION OF INTEREST - MANAGEMENT OF COUNCIL PROPERTY

 

 

DATE:

7 February, 2002

FILE NO:

98/S/4478

 

 

REPORT BY:            DIRECTOR ASSET & INFRASTRUCTURE SERVICES   

 

INTRODUCTION:

 

To seek Council’s approval to go to formal tender for Council’s Real Estate Agent. Selected applicants taken from an Expression of Interest are included in this report.

 

BACKGROUND:

 

The Property Management section of the Randwick Council deemed it necessary to commence the process towards appointing one managing agent for Randwick Council’s diverse property portfolio.

 

From probity point of view and management perspective it was decided to tender for one managing agent to assist Council to better manage its property portfolio. In addition, there is no formal deed of agreement with Council and a Managing Agent and no reviews of services as a result.

 

From a probity and property management perspective it is essential that Council take steps to formalise an agreement with one managing agent selected from a fair and unbiased tendering process according to a selected criteria.

 

On 9 January, 2002, approval was granted by the General Manager to call for Expressions of Interest for the provision of Real Estate services.  A document was prepared entitled Expression of Interest EO1 No.01/02 with the assistance of Council’s Contract Manager (see appendix 1 EO1 No.01/02)

 

It was decided on the basis of the Expression of Interest to choose suitable candidates to then enter into a formal tender situation.

 

As a result of an Expression of Interest was advertised in the local press, tenders.com and the “Sydney Morning Herald” on 14 January, 2002. In response 15 enquiries for Expression of Interest were received during a two-week period (see Appendix 2.)

 

By the close of the Expression of Interest on Tuesday 29 January, 2002, at 10am  (7) submission were received for Real Estate services.

 

Prior to the completion of the EO1 document No. 01/02 an estimated criteria for the Expression of Interest was agreed upon by Manager Assets with the assistance of the Contracts Manager. The basis for choosing a successful candidate to go to tender was based purely on the information supplied in the returned Expression of Interest document and supporting evidence of skills, experience and the ability to support Council in its property portfolio management

 

Five (5) sets of criteria were chosen and given a value as follows:-

 

·          The completion of the document requirements

 

·          Property Management experience a outlined by in the submission Body Corporate services as available as found in the submission

 

·          Body Corporate requirements

 

·          Reporting requirements

 

·          Market Valuation advice

 

Seven (7) Expressions of Interest out of fifteen enquiries were received and graded as follows:-

 

1.         Preston Rowe 80%

2.         Richard Wills 75%

3.         Laing & Simmons 69%

4.         James & Fear 64%

5.         Carl Wilson 63%

6.         Raine & Horne 61%

7.         Professionals 42%

 

CONCLUSION:

 

Based on the selected criteria the following selected candidates are now provided for your information and approval:-

 

1.         Preston Rowe Level 2, 12-14 O’Connell Street, Sydney NSW 2000

2.         Richard Wills Suite 12c, 79 Oxford Street, Bondi Junction NSW 2000

3.         Laing & Simmons, 6/9 Castlereagh Street, Sydney NSW 2000

4.         James & Fear, 43 Belmore Road, Randwick NSW 2031

5.         Carl Wilson, 7 Havelock Avenue, Coogee NSW 2034

6.         Raine & Horne, 822 Anzac Parade, Maroubra NSW 2035

 

RECOMMENDATION:

 

That Council invite:-

1.         Preston Rowe

2.         Richard Wills

3.         Laing & Simmons

4.         James & Fear

5.         Carl Wilson

6.         Raine & Horne

 

to submit tenders for the provision of Real Estate agency services

 

ATTACHMENT/S:

 

1. Appendix 1 - EO1 Number 01-02

2. Appendix 2 - Expressions of Interest

3. Appendix 3 - Score Results

ALL UNDER SEPARATE COVER 

 

 

 

 

 

………………………………

………………………………

MICK SAVAGE

STEPHEN DAWE

DIRECTOR ASSET & INFRASTRUCTURE SERVICES

PROPERTY MANAGER

 

 

 

 

 

 


 

Director Asset & Infrastructure Services' Report 12/2002

 

 

SUBJECT:

TENDER 13/01 - BROADARROW RESERVE, MAROUBRA  - CONSTRUCTION OF AMENITIES BUILDING.

 

Attachment A - Plan of Amenities Building

Attachment B - Assessment Matrix

DATE:

7 February, 2002

FILE NO:

98/S/4304

 

 

 

REPORT BY:            DIRECTOR ASSET & INFRASTRUCTURE SERVICES   

 

INTRODUCTION:

 

In October 2001 Council called for a Registration of Interest to form a selected list of Tenderers for this project. The Registration of Interest process was in accordance with the Local Government (Tendering) Regulation (1993) and allowed for an expedient tender phase. After assessment the following contractors were included on the preselection list:

 

1.         Barbo Pty Ltd

2.         CBG Pty Ltd

3.         Winterton Constructions Pty Ltd

4.         Seven Ways Construction Pty

5.         Safin Pty Ltd

6.         Newington Constructions Pty

7.         Eastpark Constructions

8.         Bowen Geissler Pty Ltd.

 

In December 2001, Lump Sum tenders were invited from the prequalified experienced contractors to construct the Amenities Building at Broadarrow Reserve, Maroubra. The scope of works for the proposed building includes site preparation, connection to services, construction of a rendered and painted brick veneer building with colourbond roof on a concrete slab and external site works.  The building itself has a floor area of approximately 103 m2 and will house a garage/storeroom, lunchroom, office and toilet/shower facilities. A plan showing the layout for the amenities building is shown at Attachment A.

 

The tender closed on  Tuesday 29th January 2002. At the close of tenders, eight (8) tenders had been received, consisting of all the preselected tenderers. 

 

ISSUES

 

Tender Assessment

 

The selection criteria for this project was based on the following criteria:

 

a) The quality of the Tender Submission

b) Ability to meet construction programme

c) OHS and Management and Quality systems

d) Contractor’s Ability             

e) Value for money and commercial compliance

 

The tender assessment matrix is contained at the end of this report as Attachment B.

 

Tenders were received from the following companies (in apparent order of price):

 

Tenders

Tenderers Lump Sum Amounts (excl.GST), in apparent order of price are as follows:

 

CONTRACTORS

LUMP SUM AMOUNT

1. Eastpark Constructions

$ 234 157

2. Safin Pty Ltd

$ 253 302

3. Winterton Constructions Pty Ltd

$ 258 900

4. Seven Ways Construction Pty

$ 274 360

5. Bowen Geissler Pty Ltd.

$ 275 462.25

6. Barbo Pty Ltd

$ 276 229

7. Newington Constructions Pty

$ 355 241

8. CBG Pty Ltd

$ 448 032.60

 

Selection Committee

The selection committee for the evaluation of the lump sum tenders was composed as follows:

 

Mr John Calvani - Parks & Recreation Co-coordinator

Ms Kerry Colquhoun – Project Officer, Asssets & Infrastructure

Mr. Don Mann – Supply Coordinator, Contracts and Purchasing

Mr. Simon Batt - Independent Assessor, Patterson & Britton & Partners Pty Ltd, Consulting Engineers

 

Discussion of Tenders

The pre-tender estimate for the project was in the range of $250,000 to $280,000.  The two most expensive Tenderers (CBG Pty Ltd and Newington Constructions) were substantially above the estimate and were not assessed further. The least expensive tender was Eastpark Constructions ($234 157).

 

The Selection Committee independently scored the Tenders for each category based on the scoring guideline provided by Manager, Contracts and Purchasing.

 

The Tender scores were as follows:

 

CONTRACTORS

ACCUMULATED SCORES

1. Safin Pty Ltd

80.1

2. Eastpark Constructions

31.9

3. Seven Ways Construction Pty

52

4. Winterton Constructions Pty Ltd

72.2

5. Bowen Geissler Pty Ltd.

69.9

6. Barbo Pty Ltd

55.5

 

Eastpark Constructions were the least expensive lump sum provided; they do not however have any recognized OH&S systems or quality systems in place and did not provide information on insurances. Therefore they scored very low in the assessment. Under current Council policy all Contractors must have in place minimal OH&S systems.

 

The Selection Committee deemed Safin Pty Ltd to be the lowest evaluated tender. This company scored the highest in the assessment and provided the second lowest lump sum  ($253 302). Safin Pty Ltd proposes a construction phase of 12 weeks, which fits suitably into the program required by Council.

 

Winterton Constructions submitted a competitive bid however they scored slightly less than Safin Pty LTD and were marginally more expensive. They also had a longer construction program than Safin for completion.

 

Other Tenders

The other tender for this project need not be further considered.

 

Project Funding

The works fall within the scope of the Maroubra Beach Plan of Management Works for which Council has allocated funds in the 2001-2002 budget together with financial assistance from the Department of Land & Water Conservation through its accelerated grants program.

 

CONCLUSION:

 

Evaluation of Tenderers against the specified evaluation criteria indicates that Safin Pty Ltd have submitted the best tender representing the best value to Council for this project.

 

Safin Pty Ltd have demonstrated extensive experience in this building construction and has good references, they are best positioned to deliver a quality result for this project.

 

RECOMMENDATION:

 

That

 

1.                  Council accept the tender submitted by Safin Pty Ltd of 123 Pyrmont St. Pyrmont 2009 for the Amenities Building, Broadarrow Reserve Maroubra Beach works, for the Lump Sum amount of $ $253 302 excluding GST, subject to the concurrence of the Department of Land & Water Conservation

2.                   

2.         The unsuccessful tenderers be notified of the tender result.

 

3.         The Mayor and General Manager be authorised to sign as necessary, contract and other documents pertaining to the scope of works and that Council’s Seal be affixed as required.

 

ATTACHMENT/S:

 

Attachment A – Plan of Amenities Building

Attachment B - Assessment Matrix

 

 

 

 

………………………………

………………………………

MICK SAVAGE

JOHN CALVANI

DIRECTOR ASSET & INFRASTRUCTURE SERVICES

COORDINATOR PARKS AND RECREATION