CITY OF STIRLING
POLICY, CORPORATE PLANNING, BUDGET AND FINANCE COMMITTEE MEETING
22 OCTOBER 2002
ITEM SUBJECT / LOCATION / NAME PAGE
HUMAN RESOURCES
Nil.
TENDERS
TE1* TENDER FOR THE PROVISION OF LEGAL SERVICES 1
FINANCE
F1 SUMMARISED FINANCIAL REPORT AS AT PERIOD 2 ENDING 27 AUGUST 2002 4
F2* AUTHORISATION OF EXPENDITURE FOR PERIOD ENDING 27 AUGUST 2002 5
F3 SUMMARISED FINANCIAL REPORT AS AT PERIOD 3 ENDING 24 SEPTEMBER 2002 6
F4* AUTHORISATION OF EXPENDITURE FOR PERIOD ENDING 24 SEPTEMBER 2002 7
F5 SALE OF LAND BY PRIVATE TREATY/LOT 3 HN 27 LINDISFARNE WAY, BALCATTA/JELASKA 8
F6 SALE OF LAND/LOT 302 HN 73 AMELIA STREET, BALCATTA/WROBLEWSKI 9
F7 SALE OF LAND BY PRIVATE TREATY/LOT 84 HN 4 ISABELLA COURT, STIRLING/FIGLIOMENI 11
F8# SALE OF LAND BY PRIVATE TREATY/LOT 87 HN 421 MORLEY DRIVE, DIANELLA/GOUGH/DINH 12
F9 IT MANAGER'S UPDATE - OCTOBER 2002 15
F10 REPORT ON COSINF SITE VISITS - SEPTEMBER 2002 16
F11# SALE OF LAND - TRIGG/LOTS 15 AND 16 HN 7 & 5 PARK STREET AND LOT 17
HN 11 OZONE PARADE, TRIGG/KILLINEY PTY LTD/MAPIGAN PTY LTD 19
ITEM SUBJECT/LOCATION/NAME PAGE
COMMUNITY SERVICES
CS1 AWARD FOR NEW FLOODLIGHTING POLICY - HEART FOUNDATION KELLOGG
LOCAL GOVERNMENT AWARDS 23
CS2* ADDITIONS TO POLICY H312001 - FINANCIAL ASSISTANCE TO SPORTING AND COMMUNITY ORGANISATIONS 24
CS3* APPLICATIONS FOR FUNDING - COMMUNITY SPORTING AND RECREATION
FACILITES FUND/COMMUNITY SPORTING AND RECREATION FACILITIES
FUND - CSRFF 26
CS4 MARJORIE MANN LAWLEY DAY CARE CENTRE - LEASE/CLIFTON CRESCENT,
MT LAWLEY 34
CS5 CURRENT FUNDING GIVEN TO SCARBORO SURF LIFE SAVING CLUB/
SCARBOROUGH BEACH 35
LIBRARIES, ARTS AND CULTURE
LAC1 ATTENDANCE AT THE INFORMATION ONLINE 2003 CONFERENCE, SYDNEY,
21 - 23 JANUARY 2003, MANAGER LIBRARIES, ARTS AND CULTURE. 38
ADMINISTRATION
A1 2002 RECORDS MANAGEMENT ASSOCIATION OF AUSTRALIA NATIONAL CONVENTION/ADELAIDE CONVENTION CENTRE - SOUTH AUSTRALIA 40
A2 QUARTERLY DONATION REQUESTS -WASTE SERVICE DONATIONS 43
A3*# PROPOSED PARKING LOCAL LAWS 45
A4 QUARTERLY DONATION REQUESTS 46
A5# AMENDMENT TO POLICY A001302 - PETITIONS AND LETTERS PRESENTED BY COUNCILLORS 48
A6 WA BALI CASUALTIES LORD MAYORS APPEAL 50
CALL FOR REPORTS
CFR1 REQUIREMENTS OF DOGS ON LEASHES IN PARKLAND 51
CFR2 CREDIT CARD PAYMENT AVAILABILITY 51
* - Indicates Separate Attachments submitted with Agenda.
# - Item requiring special Council attention.
@ - Indicates Councillor Interest.
MINUTES OF THE POLICY, CORPORATE PLANNING, BUDGET AND FINANCE COMMITTEE HELD IN THE COUNCIL CHAMBERS, CIVIC PLACE, STIRLING ON TUESDAY 22 OCTOBER 2002
Present: |
Chairman |
Councillor D Boothman |
Members |
Councillors T W Clarey, B R Ham, S Popovski, R M Willox JP, A A Spagnolo JP (Deputy for Councillor D C Vallelonga JP) and T J Tyzack | |
Observers |
Councillors J M Camilleri OAM JP, R J Daniel, and P L Rose JP | |
Staff |
Chief Executive Officer - L Delahaunty, Deputy Chief Executive Officer - R A Constantine, Executive Manager Community Development - T Holland, Executive Manager Corporate & Customer Services - C Watts, Manager Libraries, Arts and Culture - V Barton, Manager Information Technology - G Jamison, Manager Community Safety - L Crouch, Manager Client Services - D Simmons, Acting Manager Recreation Services - J McNeilly, Beach Services Co-ordinator - J Snook and Corporate Support Officer - N Robinson | |
Public |
1 | |
Press |
Nil |
Due to adverse environmental conditions in the Parmelia Room, the Committee agreed to move the meeting to the Council Chambers.
DECLARATION OF OPENING OF MEETING
The Chairman declared the Policy, Corporate Planning, Budget and Finance Committee of 22 October 2002 open at 7.00pm.
Councillor D C Vallelonga JP.
Councillor T E Pickard.
Councillor W M Stewart.
Councillor J Copley JP.
MINUTES
Moved Councillor Willox, seconded Councillor Popovski
That the Minutes of the Meeting of 24 September 2002 be confirmed, and signed by the Chairman as a true and correct record of proceedings.
The motion was put and declared CARRIED.
ITEMS BEHIND CLOSED DOORS
Nil.
DISCLOSURE OF INTERESTS
Nil.
Item TE1 was discussed after Item F11 and then normal agenda order resumed.
At 7.23pm the Manager Community Safety returned to the meeting during consideration of Item TE1.
REPORT Executive Manager Corporate and Customer Services - 15 October 2002
Moved Councillor Spagnolo, seconded Councillor Willox that
THE COMMITTEE RECOMMENDS TO COUNCIL
That the tender from McLeods Barristers and Solicitors, Minter Ellison Lawyers, Kott Gunning Lawyers, Corrs, Chambers Westgarth Lawyers and Mony De Kerloy Barristers and Solicitors for the Provision Legal Services be ACCEPTED:
at the tendered rates as detailed in Appendix A;
on a non-retainer basis; and
for a period of three (3) years commencing from date of signing of the Agreement, with the option to extend for a further three (3) year period subject to satisfactory performance reviews.
The motion was put and declared CARRIED.
RECOMMENDATION TO COMMITTEE
That the tender from McLeods Barristers and Solicitors, Minter Ellison Lawyers, Kott Gunning Lawyers, Corrs, Chambers Westgarth Lawyers and Mony De Kerloy Barristers and Solicitors for the Provision Legal Services be ACCEPTED:
· at the tendered rates as detailed in Appendix A;
· on a non-retainer basis; and
· for a period of three (3) years commencing from date of signing of the Agreement, with the option to extend for a further three (3) year period subject to satisfactory performance reviews.
REPORT PURPOSE
To report on the results from public invitation to tender and the evaluation of tenders submitted for the Provision of Legal Services for a period of 3 years with the option to extend for a further three (3) year period subject to satisfactory performance reviews for the City of Stirling Tender Schedule No. 2.7.1.06.2002/03 - Local Government (Functions and General) Regulations Part 4 (18).
RELEVANT DOCUMENTS
Attachment 1: Appendix A: Schedule of tenders received
Attachment 2: Appendix B: Evaluation Matrix PF_2002_1022_AT_TE1.pdf
BACKGROUND
Council resolved on 3 September 2002 (Item 11.2/TE1):
"That the Item concerning the tender for the provision of legal services be HELD OVER to the Policy, Corporate Planning, Budget and Finance Committee meeting to be held on 24 September 2002, for further consideration"
Details
The Contracts and Purchasing Officer authorised tenders to be invited on 6 June 2002 for the Provision of Legal Services for a period of 3 years with a three (3) year extension option.
That expenditures be debited to end use Activity and account numbers at the time an order is placed.
Tenders were advertised inviting offers from the public on: Saturday 8 June 2002
Tenders closed at 11.00am on: Tuesday 2 July 2002
· Employees present were: M Bingham, N Robinson and A Stagg
· Number of tenders received: 8 (eight)
Contract Details:
· Commencement Date of signing the agreement
· Completion Three (3) Years from
commencement with an
option for a further three (3)
· Estimated Value of the Contract $600,000.00
· Price Variable - as per tendered rates.
Evaluation of Tenders
The objectives of the Evaluation Panel are to:
· establish a panel of suitably qualified and experienced contractors for the Provision of Legal Services for a period of 3 years with the option to extend for a further three (3) year period subject to satisfactory performance reviews; and
· establish the conformity with the Conditions for Tendering of the eight (8) tenders listed in Appendix A.
Tender Evaluation Panel
The tender evaluation panel comprised of:
· Executive Manager Corporate and Customer Services: Mr Craig Watts;
· Executive Manager Planning and Development: Mr Stuart Johnson.
· Manager Client Services; Mr Darren Simmons; and,
Evaluation Process
The eight (8) tender submissions received were deemed to be conforming to the conditions of tendering.
Tenders received were assessed for awarding contracts for a period of three (3) years with an option to renew for a further three (3) year period, subject to satisfactory performance reviews. Each of the eight (8) tender submissions was graded using the criteria detailed in the evaluation matrix (Appendix B) against each element of the selection criteria to determine the tenderers to be recommended
COMMENT
In order to assist Council's further consideration of the legal services tender submissions, the City has undertaken an internal review of the previous tender evaluation process.
Arising from this review, it is recommended that the top four highest scoring tenderers, in accordance with the Evaluation Matrix (Appendix B), being McLeods Barristers and Solicitors, Minter Ellison Lawyers, Kott Gunning Lawyers, and Corrs, Chambers Westgarth Lawyers be accepted as members of a legal service provider panel.
It is also recommended that Mony De Kerloy Barristers and Solicitors be accepted as a panel member due to their extensive experience with the City's Atlas contract and Mindarie Regional Council operations.
The recommended tenderers are generally known to the City as having the capacity to provide the level of service described in the Specification.
In summary, it is recommended that Contracts for the provision of legal services for a period of three (3) years with the option to extend for a further three (3) year period subject to satisfactory performance reviews, be awarded to:
· McLeods Barristers and Solicitors;
· Minter Ellison Lawyers;
· Kott Gunning Lawyers;
· Corrs, Chambers Westgarth Lawyers; and
· Mony De Kerloy Barristers and Solicitors.
Items F1 to F4 were moved `en bloc'.