758 Adopted Report Events, Tourism & Governance

758
         Adopted Report
                 of the

Events, Tourism & Governance
     Committee Meeting
                 held

       Thursday 26 July 2018
                  at

                 2pm

  City of Gold Coast Council Chambers
            135 Bundall Road
             Surfers Paradise
758th Council Meeting 31 July 2018                                                                2
Events, Tourism & Governance Committee Meeting 26 July 2018                           Adopted Report


                                                 Index
                                         Adopted Report
                  Events, Tourism & Governance Committee Meeting
                                      Thursday 26 July 2018

Item    Direct.                File               Page                      Subject

                                            Presentation

                                                          Overview Of The LGP Customer Facing
                                                          Functions (Demonstration)

                                           Open Session

  1    OCOO        LG115/1355/01/2018(P1)          5      Events Tourism And Governance
                                                          Committee Action List And Forward
                                                          Planning Schedule

  2    OS          HR829/02(P1)                    6      Travel And Travel Related Expenses -
                                                          Councillors And Staff 1 January –
                                                          31 March 2018

  3    OS          LG314/-/-(P5)                  12      City Contracting Plan 2018-19

                                          Closed Session

  4    OCOO        CS105/274/-(P54)               48      Standardisation Of Event Economic Impact
                                                          Assessment

  5    OCOO        CS105/274/870/2018(P1)         65      2018 And 2019 Hockey Australia Events




KEY:
OCEO   - Office of the Chief Executive Officer           OCOO       Office of the Chief Operating Officer
EPE    - Economy, Planning and Environment               OS     -   Organisational Services
LC     - Lifestyle and Community                         TI     -   Transport and Infrastructure
                                                         WW     -   Water and Waste
758th Council Meeting 31 July 2018                                                       3
Events, Tourism & Governance Committee Meeting 26 July 2018                  Adopted Report

ADOPTED BY COUNCIL 31 JULY 2018

RESOLUTION          G18.0731.020           moved Cr La Castra       seconded Cr PC Young

That the Report of the Events, Tourism and Governance Committee Recommendations
of Thursday, 26 July 2018, numbered ETG18.0726.001 to ETG18.0726.005, be adopted
with the exception of Recommendation Number ETG18.0726.003 which was specifically
resolved.
                                                          CARRIED UNANIMOUSLY


ATTENDANCE

Cr R La Castra             (Chairperson)
Cr P C Young
Cr W M A Owen-Jones
Cr K L Boulton
Cr P A Taylor
Cr D I McDonald
Cr G M O'Neill




Mr A J McCabe              Acting Chief Executive Officer
Mr G Potter                Director Organisational Services
Ms C Drinkwater            LGP Implementation Manager (part)
Mr P Morichovitis          Chief Procurement Officer (part)
Mr S Brook                 Coordinator City Events (part)




APOLOGY / LEAVE OF ABSENCE


PROCEDURAL MOTION
moved Cr PC Young                          seconded Cr Owen-Jones

The apology of Cr D Gates be noted

                                                                                 CARRIED



PRESENTATIONS

2pm        Overview Of The LGP Customer Facing Functions              Ms Cath Drinkwater
           (Demonstration)                                            LGP Implementation
                                                                      Manager
758th Council Meeting 31 July 2018                                                          4
Events, Tourism & Governance Committee Meeting 26 July 2018                     Adopted Report

The information below is extracted from the Procurement Policy and Contract Manual.
Refer to the Procurement Policy and Contract Manual for complete details.
Applying the Local Business Pricing Advantage
If the best value pricing offer is from a Category A, B or C business (refer Table 1 below)
then this offer is regarded as the most advantageous.

For contracts where quotations are sought (generally with an expected worth less than
$250,000), if the best value pricing offer is from a Category D, E, F or G business, but a
pricing offer from a Category A or B business is within:

•   30 per cent of the best value pricing offer for contracts less than $50,000
•   25 per cent of the best value pricing offer for contracts between $50,000 and $100,000
•   20 per cent of the best value pricing offer for contracts between $100,000 and $250,000.

then the offer from the Category A or B business will be regarded as the most advantageous.

Invitations to offer (tenders) are generally utilised for contract greater than $250,000. For
contracts where invitations to offer are utilised with an expected worth less than $1,000,000
per annum; if the best value pricing offer is from a Category D, E, F or G business, but a
pricing offer from a Category A or B business is within 15 per cent of the best value pricing
offer, then the offer from the Category A or B business will be regarded as the most
advantageous.

Applying the Local Business Weightings
Local Content Scoring
A 15 per cent weighting related to the business locality will be included in Council’s capability
scoring evaluation criteria, allocated as shown in Table 1 following.

Table 1
 Category      Score     Description
    A           15%      Developing or established Gold Coast business
    B                    Branch office on the Gold Coast directly employing a minimum of 10
                12%
                         FTEs (not contractors)
     C                   Branch office on the Gold Coast, established for a minimum of six
                9%
                         months, directly employing less than 10 FTEs (not contractors)
     D                   Adjacent local government (Logan, Scenic Rim, Redland or Tweed
                4%
                         Shire) business
     E          2%       Queensland business
     F          1%       Interstate business
     G          0%       Overseas business

Gold Coast Awards Scoring
A two per cent weighting related to Gold Coast Awards will be included in Council’s capability
scoring evaluation criteria, allocated as shown in Table 2 following.

Table 2
  Score      Description
             A winner of the Gold Coast Business Excellence Award, Gold Coast Young
    2%       Entrepreneurs Award or Gold Coast Women in Business Award within the
             past 4 calendar years
             A winner of a monthly Gold Coast Business Award, or finalist in the Gold
    1%       Coast Young Entrepreneurs Awards or Gold Coast Women in Business
             Awards within the past 4 calendar years
    0%       All other businesses
758th Council Meeting 31 July 2018                                                                   5
Events, Tourism & Governance Committee Meeting 26 July 2018                              Adopted Report

ITEM 1                         OFFICE OF THE CHIEF OPERATING OFFICER
EVENTS TOURISM AND GOVERNANCE COMMITTEE ACTION LIST AND FORWARD
PLANNING SCHEDULE
LG115/1328/01/2018(P1)

 Item                                               Action Officer &/or              Action/Previous
                                                    Branch                           Resolution
 (759) Events, Tourism and Governance Committee 9 August 2018
 Audit Committee Meeting 23/7/2018                  Corporate Assurance
 Procurement and City Contracting Plan 2017-18
                                                    City Procurement
 Update
 2019 Cooly Classic                                 Corporate Communication
 Major Music Concert Acquisition                    Corporate Communication

 (761) Events, Tourism and Governance Committee 13 September 2018
 Audit Committee Meeting 3/9/2018                   Corporate Assurance
 Events Infrastructure                              Economic Development
 City’s Events Strategy and Related Functions       Office of the Chief Executive
                                                    Officer

 (763) Events, Tourism and Governance Committee 25 October 2018
 Audit Committee Meeting 8/10/2018                  Corporate Assurance
 Annual Report 2017-18                              Corporate Planning &
                                                    Performance
 Proposal to make Regulated Parking                 Health, Regulatory & Lifeguard
 (Amendment) Subordinate Local Law (No 1) 2018      Services

 (765) Events, Tourism and Governance Committee 22 November 2018
 Audit Committee Chair’s Report to Council          Corporate Assurance
 2017-18
 Gold Coast Arts Centre Pty Ltd – Biannual          Office of the Chief Executive
 Performance Review                                 Officer


RECOMMENDATION
It is recommended that Council resolves as follows:
That the list of proposed Agenda Items for the Events, Tourism and Governance Committee
be noted.
                                                       Authorised by:
                                                       Joe McCabe
TRACKS REF: # 54648256                                 Chief Operating Officer



COMMITTEE RECOMMENDATION                         ETG18.0726.001
moved Cr PC Young                                seconded Cr Taylor

That the list of proposed Agenda Items for the Events, Tourism and Governance
Committee be noted.

                                                                                              CARRIED
758th Council Meeting 31 July 2018                                                           6
Events, Tourism & Governance Committee Meeting 26 July 2018                      Adopted Report

ITEM 2                                      ORGANISATIONAL SERVICES
TRAVEL AND TRAVEL RELATED EXPENSES – COUNCILLORS AND STAFF
1 JANUARY – 31 MARCH 2018
HR829/02(P1)
Refer 2 Page Attachment A
Refer 1 Page Attachment B

1      BASIS FOR CONFIDENTIALITY

Not Applicable.

2      EXECUTIVE SUMMARY

Not Applicable.

3      PURPOSE OF REPORT

This report provides a summary of Council funded travel activities for Councillors and staff for
the period 1 January to 31 March 2018 and a comparison report summarising travel
expenditure for 1 January to 31 March 2017.

4      PREVIOUS RESOLUTIONS

Ex Council Minute No GF08.0611.007:
       “That a report be brought back to Council on all conferences paid for by Council,
       attended by staff, contractors or consultants, on a three monthly basis. The report to
       contain details of the dates, cost, the relevant budget numbers they were charged to,
       and whether the attendees were speakers at the conference or convention.”

5      DISCUSSION

A report of Council funded travel activities for Councillors and staff for the period 1 January to
31 March 2018 is provided as Attachment A.

There were 27 travel requests processed within this period. The following table shows a
comparison with the same period last year.
                                             1 Jan – 31 Mar 2017        1 Jan – 31 Mar 2018
                                             No. of      Total          No. of      Total
                                             Travel      Expenditure    Travel      Expenditure
                                             Requests ($)               Requests ($)
 Commonwealth Games Related Travel                   6         54,042            1            304
 Conferences                                         7         13,918           15         36,632
 Business Meetings                                  17         23,612            8          8,350
 Trade Missions                                      1          4,617            0              0
 Site Inspections                                    3          2,532            2          2,271
 Trade Show                                          1          6,442            0              0
 Award Presentation                                  0              0            1            667
 Conference Speakers                                 3         10,652            0              0
 Total                                              38        115,815           27         48,224
758th Council Meeting 31 July 2018                                                         7
Events, Tourism & Governance Committee Meeting 26 July 2018                    Adopted Report

ITEM 2 (Continued)
TRAVEL AND TRAVEL RELATED EXPENSES – COUNCILLORS AND STAFF
1 JANUARY – 31 MARCH 2018
HR829/02(P1)

A comparison report by directorate for travel related expenditure for the period 1 January to
31 March 2018 and 1 January to 31 March 2017 is provided as Attachment B.

Also provided in Attachment B is a quarterly international travel comparison summary report.
This report summarises total international travel related expenditure for the periods 1
January to 31 March 2018 and 1 January to 31 March 2017.

The expenditure on travel and related activities from 1 January to 31 March 2018 of $48,224
represents 0.0029% of Council’s initial accrual budget of $1.640 billion for 2017-18.

6      ALIGNMENT TO THE CORPORATE PLAN, CORPORATE STRATEGIES AND
       OPERATIONAL PLAN

Not applicable.

7      FUNDING AND RESOURCING REQUIREMENTS

All travel costs are funded from individual directorate budgets.

8      RISK MANAGEMENT

Not applicable.

9      STATUTORY MATTERS

The Local Government Regulation 2012 requires disclosure of overseas travel in Council’s
Annual Report.

10     COUNCIL POLICIES

•     Corporate Travel and Accommodation Policy – Employees and Contractors.
•     Expenses Reimbursement and Provision of Facilities for Mayor and Councillors Policy.

11     DELEGATIONS

Not applicable.

12     COORDINATION & CONSULTATION

Not applicable.

13     STAKEHOLDER IMPACTS

Not applicable.

14     TIMING

This Report is for the period of 1 January to 31 March 2018.
758th Council Meeting 31 July 2018                                                          8
Events, Tourism & Governance Committee Meeting 26 July 2018                     Adopted Report

ITEM 2 (Continued)
TRAVEL AND TRAVEL RELATED EXPENSES – COUNCILLORS AND STAFF
1 JANUARY – 31 MARCH 2018
HR829/02(P1)

15        CONCLUSION

The attached summary of travel expenditure is submitted for the information of Council. The
report lists activities undertaken by Council that require either airfares or accommodation for
staff, contractors or Councillors to attend an event.

All travel is subject to a formal approval process. Furthermore, there is regular corporate
oversight through reports to the CEO and external disclosure via Council’s Annual Report.

Overall, Council’s travel costs continue to amount to a very small percentage of Council’s
overall annual budget i.e. 0.0029%.

16        RECOMMENDATION

It is recommended that Council resolves as follows:

That the information contained in the report be noted.


Author:                                          Authorised by:
Mark Farrell                                     Glen Potter
Corporate Travel and Administration Officer      Director Organisational Services
29 May 2018

Item: # 69763908
Attachment A: # 69751447
Attachment B: # 69762753




COMMITTEE RECOMMENDATION                  ETG18.0726.002
moved Cr PC Young                         seconded Cr Taylor

That the information contained in the report be noted.

                                                                                     CARRIED
758th Council Meeting 31 July 2018                                                                                                                                                                                                       9
Events, Tourism & Governance Committee Meeting 26 July 2018                                                                                                                                                                  Adopted Report

ITEM 2 (Continued)
TRAVEL AND TRAVEL RELATED EXPENSES – COUNCILLORS AND STAFF
1 JANUARY – 31 MARCH 2018
HR829/02(P1)

As at:        28 May 2018

                                                                                                                                                                                                                             Attachment A

                                                                                               Quarterly Travel Report
                                                                                             1 January to 31 March 2018

CEO Office
                                                                                                                                                                       Booking                                                           Total Gross
    From          To                     Position Title                              Description                                   Provider               Venue                         Reg Fee**   Travel       Accom        Other*
                                                                                                                                                                      Comment***                                                            Cost
                                                                  Business Meeting with CEO Sunshine Coast
 16/01/2018    17/01/2018 Chief Executive Officer                                                                      Sunshine Coast Regional Council Nambour      Approved by Mayor           0            0       143            78           221
                                                                  Regional Council
 25/02/2018    27/02/2018 Senior Project Officer Digital City     Gartner's 2018 APAC Data & Analytics Summit          Gartner Group                   Sydney       Approved by CEO         2,860        359         575           287          4,081
                                                                                                                                                                               Total:       2,860        359         719           365          4,302


Economy Planning & Environment
                                                                                                                                                                       Booking                                                           Total Gross
    From          To                     Position Title                              Description                                   Provider               Venue                         Reg Fee**   Travel       Accom        Other*
                                                                                                                                                                      Comment***                                                            Cost
                                                                  Business Meeting with Minister Angus Taylor -
 25/01/2018    25/01/2018 Chief Innovation and Economy Officer                                                         Parliament of Australia         Canberra                                 0        540         195           105           840
                                                                  Minister for Innovation
                                                                  Provision of high level strategic advice on the
 30/01/2018    7/02/2018    Strategic Advisor - Arts & Culture    GC2018 Commonwealth Games cultural legacy            City of Gold Coast              Gold Coast                               0        518       1,295           287          2,101
                                                                  strategy
 12/02/2018    13/02/2018 Coordinator Design                      MONA Gallery Inspection                              Museum of Old and New Art       Hobart       Approved by CEO            50        470         328           316          1,164
 12/02/2018    13/02/2018 Coordinator Project Development         MONA Gallery Inspection                              Museum of Old and New Art       Hobart       Approved by CEO            50        470         328           258          1,106
                          Executive Coordinator - Gc2018 City
  6/03/2018    6/03/2018                                          Media Engagement Sydney - Business Meetings          City of Gold Coast              Sydney                                   0        245             0          59           304
                          Media Operations
                                                                  Provision of high level strategic advice on the GC
 12/03/2018    21/03/2018 Strategic Advisor - Arts & Culture      2018 Commonwealth Games Cultural Legacy              City of Gold Coast              Gold Coast                               0        502       1,665           225          2,392
                                                                  strategy
 15/03/2018    16/03/2018 Executive Coordinator City Place Making Place Leaders Asia Pacific Awards                    Place Leaders Asia Pacific      Melbourne                                0       342          153           172           667

                          Program Specialist - Key Strategic
 19/03/2018    23/03/2018                                         UDIA National Congress                               UDIA                            Melbourne    Approved by CEO         3,349        400         750           381          4,881
                          Projects
 19/03/2018    23/03/2018 Senior Infrastructure Planner           UDIA National Congress                               UDIA                            Melbourne    Approved by CEO         3,349        343         750           347          4,790
                                                                                                                                                                               Total:       6,799      3,830       5,464         2,151         18,244


Lifestyle and Community
                                                                                                                                                                       Booking                                                           Total Gross
    From          To                     Position Title                              Description                                   Provider               Venue                         Reg Fee**   Travel       Accom        Other*
                                                                                                                                                                      Comment***                                                            Cost
                                                                                                                       VALA - Libraries, Technology and
 13/02/2018    15/02/2018 Corporate Librarian                     Vala 2018 Conference                                                                  Melbourne                           1,800        336         676           524          3,337
                                                                                                                       the Future Inc
                          Executive Coordinator Environmental
 13/02/2018    16/02/2018                                         AELERT Conference                                    AELERT                          Sydney                               1,025        232         544           330          2,131
                          Health Compliance
                                                                                                                                                                               Total:       2,825        568       1,220           854          5,467
758th Council Meeting 31 July 2018                                                                                                                                                                                                         10
Events, Tourism & Governance Committee Meeting 26 July 2018                                                                                                                                                                     Adopted Report

ITEM 2 (Continued)
TRAVEL AND TRAVEL RELATED EXPENSES – COUNCILLORS AND STAFF
1 JANUARY – 31 MARCH 2018
HR829/02(P1)

Organisational Services
                                                                                                                                                                           Booking                                                          Total Gross
    From             To                    Position Title                                   Description                              Provider                  Venue                        Reg Fee**   Travel       Accom       Other*
                                                                                                                                                                          Comment***                                                           Cost
                            Senior Business Partner - Workplace
  8/02/2018      9/02/2018                                              Local Government: In-house Counsel Forum 2018     McCullough Robertson              Brisbane    Approved by CEO             0            0       154          72            226
                            Relations
  8/02/2018      9/02/2018 Coordinator Workplace Relations              Local Government: In-house Counsel Forum 2018     McCullough Robertson              Brisbane    Approved by CEO             0         0          154          72             226
 26/02/2018      27/02/2018 Executive Coordinator Data Intelligence     Gartner Data & Analytics Summit 2018              Gartner Group                     Sydney                              2,778       293          456         314           3,841
 28/02/2018      2/03/2018 Coordinator Systems And Governance           2018 Frontier Software Client Conference          Frontier Software                 Melbourne   Approved by CEO         1,755       296          274         209           2,534
 28/02/2018      2/03/2018 Business Systems Analyst                     2018 Frontier Software Client Conference          Frontier Software                 Melbourne   Approved by CEO         1,755       296          274         175           2,500
                                                                                                                          Queensland Industrial Relations
 12/03/2018      13/03/2018 Coordinator Workplace Relations             QIRC business meeting                                                               Brisbane                                0            0       161         113            273
                                                                                                                          Commission
                                                                                                                                                                                   Total:       6,287       886         1,472        956           9,600

Transport & Infrastructure
                                                                                                                                                                           Booking                                                          Total Gross
    From             To                    Position Title                                   Description                              Provider                  Venue                        Reg Fee**   Travel       Accom       Other*
                                                                                                                                                                          Comment***                                                           Cost
                                                                                                                          Survey & Spatial Sciences
 14/02/2018      16/02/2018 Hydrographic Surveyor                       Hydrographic Seminar "Working with Nature"                                          Perth                                 125       580          123         384           1,212
                                                                                                                          Institute
                            Project Manager - Light Rail Project and Australian Railway Association Light Rail 2018
  1/03/2018      2/03/2018                                                                                                Australian Railway Association    Sydney                              2,305       149          357         309           3,119
                            Corridor Development                     Conference
 21/03/2018      23/03/2018 Executive Coordinator Survey Services    The National Surveying Congress 2018                 Consulting Surveyors National     Sydney                                780       212          474         215           1,681
                                                                                                                                                                                   Total:       3,210       940          953         908           6,011

Water and Waste
                                                                                                                                                                           Booking                                                          Total Gross
    From             To                    Position Title                                   Description                              Provider                  Venue                        Reg Fee**   Travel       Accom       Other*
                                                                                                                                                                          Comment***                                                           Cost
                                                                        Water Services Association of Australia (WSAA)    Water Services Association of
 12/02/2018      13/02/2018 Manager Network Reliability                                                                                                     Adelaide                                0       464          149         201            815
                                                                        Members Meeting                                   Australia
                                                                        Water Services Association of Australia (WSAA)    Water Services Association of
 18/02/2018      20/02/2018 Manager Business Performance                                                                                                    Sydney                                  0       211          493         197            901
                                                                        Business Meeting                                  Australia
                                                                                                                          Water Services Association of
 14/03/2018      16/03/2018 Manager Customer Engagement                 Customer Perceptions: Best Practices Workshop                                       Melbourne                             350       474          387         193           1,404
                                                                                                                          Australia
 26/03/2018      27/03/2018 Manager Business Performance                Infor Executive Briefing on Digital Disruption    Infor Global Solutions            Melbourne                               0       408          164         235            807
                                                                                                                          International Erosion Control
 26/03/2018      29/03/2018 Coordinator Catchment Compliance            Erosion Sediment Control Certified Professional                                     Brisbane                                0            0       461         211            672
                                                                                                                          Assoc (Australasia)
                                                                                                                                                                                   Total:         350      1,557        1,654       1,037          4,598

                                                                                                                                                                                                                                            Total Gross
                                                                                                                                                                                            Reg Fee**   Travel       Accom       Other*
                                                                                                                                                                                                                                               Cost

# This report provides information on attendance at business meetings, conferences, seminars and similar activities.                                                               Total:     $22,330     $8,141      $11,482      $6,271        $48,224
* Other - includes daily allowances, cab charges, car hire and other minor costs.
** Registration - Includes conference registration or other costs required to attend the event.
*** Booking Comments - Where applicable a comment is made to clarify the details of the event attendance.
758th Council Meeting 31 July 2018                                                                                                                                                                                      11
Events, Tourism & Governance Committee Meeting 26 July 2018                                                                                                                                                  Adopted Report

ITEM 2 (Continued)
TRAVEL AND TRAVEL RELATED EXPENSES – COUNCILLORS AND STAFF
1 JANUARY – 31 MARCH 2018
HR829/02(P1)

                                                                                                                                                                                                                 Attachment B
                                                        Quarterly Travel Comparison Summary Report
                                                  01 January - 31 March 2017 and 01 January - 31 March 2018
                                                  (This summary report provides information on attendance at business meetings, conferences, seminar and similar activities)
                                           No. of Attendees                 Registration                         Travel                            Accom                             Other                        Total
                                        01 Jan 17 - 01 Jan 18 - 01 Jan 17 -           01 Jan 18 -    01 Jan 17 - 01 Jan 18 - 31 01 Jan 17 - 31            01 Jan 18 -       01 Jan 17 -   01 Jan 18 - 01 Jan 17 - 31 01 Jan 18 - 31
                                         31 Mar 17 31 Mar 18 31 Mar 17                 31 Mar 18      31 Mar 17      Mar 18         Mar 17                 31 Mar 18         31 Mar 17     31 Mar 18      Mar 17         Mar 18
Transport & Infrastructure                    0             3                    $0        $3,210               $0             $940                  $0             $953             $0         $908             $0         $6,011
Lifestyle & Community                         3             2                $904          $2,825            $570              $568             $1,411             $1,220         $992          $854         $3,877         $5,467
Councillors                                   2             0                    $0             $0       $10,593                  $0            $3,666                $0          $366             $0       $14,625             $0
Economy Planning & Environment               18             9              $1,519          $6,799        $22,591             $3,830           $22,007              $5,464      $12,953        $2,151        $59,070       $18,244
Water & Waste                                 5             5              $1,100            $350          $2,243            $1,557             $1,633             $1,654       $1,253        $1,037         $6,228         $4,598
Office of the Chief Executive Officer         5             2              $3,170          $2,860        $14,151               $359             $4,574              $719        $2,394          $365        $24,289         $4,302
Organisational Services                       5             6              $2,800          $6,287          $1,938              $886             $1,755             $1,472       $1,232          $956         $7,725         $9,600
Total                                        38            27              $9,493        $22,330         $52,086             $8,141           $35,046         $11,482          $19,190        $6,271      $115,815        $48,224




                                                  Quarterly International Travel Comparison Summary Report
                                                  01 January - 31 March 2017 and 01 January - 31 March 2018
                                        (This summary report provides information on international travel, but excludes events that have been funded externally)


                                                                                                                                   Total
                                                                                                                     01 Jan 17 - 31 01 Jan 18 - 31
                                                                                                                         Mar 17         Mar 18
                                        Transport & Infrastructure                                                                $0                 $0
                                        Lifestyle & Community                                                                     $0                 $0
                                        Councillors                                                                        $13,687                   $0
                                        Economy Planning & Environment                                                     $41,345                   $0
                                        Water & Waste                                                                          $998                  $0
                                        Office of the Chief Executive Officer                                              $15,764                   $0
                                        Organisational Services                                                                   $0                 $0
                                        Total                                                                              $71,793                   $0
758th Council Meeting 31 July 2018                                                          12
Events, Tourism & Governance Committee Meeting 26 July 2018                      Adopted Report

ITEM 3                                                    ORGANISATIONAL SERVICES
CITY CONTRACTING PLAN 2018-19
LG314/-/-(P5)
Refer to Attachment 1: Amendments to the City Contracting Plan 2018-19

1      BASIS FOR CONFIDENTIALITY

1.1    I recommend that Attachment 1 be considered in Closed Session pursuant to section
       275 (1) of the Local Government Regulation 2012 for the reason that the matter
       involves:
       (e)     contracts proposed to be made by it;

1.2    I recommend that Attachment 1 be deemed non-confidential except for those parts
       deemed by the Chief Executive Officer to remain confidential in accordance with
       sections 171 (3) and 200 (5) of the Local Government Act 2009.

2      EXECUTIVE SUMMARY

Not applicable.

3      PURPOSE OF REPORT

This report seeks approval in accordance with section 220(7) of the Local Government
Regulation 2012 to adopt the amendments to the City Contracting Plan 2018-19 (Attachment
1).

4      PREVIOUS RESOLUTIONS

Ex Minute G18.0621.050/ETG18.0620.005 (in part):

      2. That Council adopts the City Contracting Plan 2018-19 (Attachment 1) with the
          following amendment:
           a. That all contracts with a designated ‘Sourcing Method’ of ‘Sole source’ be
               amended to a ‘Sourcing Method’ of ‘Quotation process’ where the
               estimated value of the contract is equal to or less than $250,000 and a
               ‘Sourcing Method’ of ‘Public Invitation to Offer (ITO)’ where the estimated
               value of the contract is greater than $250,000.

      3 That the contracts referred to in part a. of recommendation 2 above are further
         investigated by officers and an amended City Contracting Plan 2018-19 be brought
         back to the next Events, Tourism and Governance Committee of 26 July 2018.

      4. That a quarterly acquittal of the City Contracting Plan 2018-19 be submitted via the
         Events, Tourism and Governance Committee.

5      DISCUSSION

The Procurement Policy and Contract Manual (section 4.2.14 Exceptions to seeking
competitive offers) provides that Council may enter into a contract without first inviting
competitive offers for particular situations or categories of spend where it is impractical or
disadvantageous to undertake a competitive process as follows:

     Procuring under a government arrangement (e.g. Federal government, state
      government or another local government) or an LGAQ arrangement (e.g. Local Buy).
     The contract is made with a sole sourced supplier as the supply market is restricted
      making it disadvantageous or impractical to seek competitive offers, as follows:
758th Council Meeting 31 July 2018                                                        13
Events, Tourism & Governance Committee Meeting 26 July 2018                    Adopted Report

ITEM 3 (Continued)
CITY CONTRACTING PLAN 2018-19
LG314/-/-(P5)

      • the unique or propriety nature of the goods or services being sought has no suitable
        alternatives available
      • statement of licence, legislated requirements, third part ownership of assets or
        industry regulated standards
      • the compatibility of the goods or services matches an existing system, or equipment,
        or is a proprietary item/brand
      • memberships/subscriptions/conferences (e.g. professional associations, industry
        bodies, institutes)
      • training to organisations/bodies where alternatives do not practically exist (e.g.
        professional associations, industry bodies, institutes)
      • ongoing licencing for existing systems
      • support and maintenance to existing systems.

     Where Council resolves it is satisfied to single source as follows:

      • where continuity of a previous/current engagement is required to maintain the
        continuity of expert advice, making it disadvantageous or impractical to undertake a
        competitive process
      • where only one supplier is reasonably available to provide the goods and/or services
      • it is in the public interest to single source for a program or service category
        (particularly in relation to innovative procurement and social procurement)
      • where the specialised nature of the services that are sought, makes it
        disadvantageous or impractical to undertake a competitive process
      • where the confidential nature of the services that are sought, makes it
        disadvantageous or impractical to undertake a competitive process.

Contracts in the City Contracting Plan 2018-19 with a proposed designated “Sourcing
Method’ of ‘Sole source’ have been investigated by officers.

The contracting activities that are deemed to fit within the aformentioned exceptions to
seeking competitive offers, contained within section 4.2.14 of the Procurement Policy and
Contract Manual, have been amended from ‘Quotation Process’ where the estimated value
of the contract is equal to or less than $250,000 and ‘Public Invitation to Offer (ITO)’ where
the estimated value of the contract is greater than $250,000 to Sole Source or Single Source.
The relevant details for the proposed sole/single source arrangements (including the name of
the proposed organisation) are shown in Attachment 1.

It is important to note the following regarding the composition of the City Contracting Plan
2018-19.

   The City Contracting Plan identifies programs of work which can be viewed strategically
    from a procurement perspective.
   The City Contracting Plan is a living document and Council may, by resolution, amend
    the Contracting Plan at any time before the end of the financial year to which the Plan
    relates. It is proposed that the City Contracting Plan come back to Council on a
    quarterly basis for any required amendments, as well as an acquittal of the previous
    quarter’s activities.
   Contract lengths proposed in the City Contracting Plan for respective contracts
    (including proposed extension options) have been selected as advantageous based on
    market assessment, potential savings, and the utilisation of internal resourcing.
   27 proposed contracts have been removed from the City Contracting Plan as they are no
    longer required.
   45 proposed sole source contracts have been added to the City Contracting Plan.
758th Council Meeting 31 July 2018                                                        14
Events, Tourism & Governance Committee Meeting 26 July 2018                    Adopted Report

ITEM 3 (Continued)
CITY CONTRACTING PLAN 2018-19
LG314/-/-(P5)

   3 proposed social procurement contracts have been added to the City Contracting Plan,
    one of which is a proposed single source contract.
   Proposed contracts identified as “(i) Low Value, Routine”, “(ii) Low Value, Non-Routine”
    and “(iii) High Value, Routine” in the City Contracting Plan 2018-19 in accordance with
    Figure 1 below, are recommended to be awarded under delegation. Proposed contracts
    identified as “(iv) High Value, Non-Routine” are recommended to come back to Council
    for the award of the contract.

                                          Figure 1:




The suppliers identified in Attachment 1 will still be required to demonstrate value for money
and agree to appropriate contractual terms with Council prior to the supply of any goods or
services.

Approval is sought to adopt the amendments to the City Contracting Plan 2018-19 as
detailed in Attachment 1.

6      ALIGNMENT TO THE CORPORATE PLAN, CORPORATE STRATEGIES AND
       OPERATIONAL PLAN

This project is aligned with the following themes, outcomes and signature actions of the City
Vision and Gold Coast 2022.

The City Contracting Plan 2018-19 provides Council with direct alignment of procurement,
contracting and disposal activities with the Corporate Plan and corporate strategies.
758th Council Meeting 31 July 2018                                                         15
Events, Tourism & Governance Committee Meeting 26 July 2018                     Adopted Report

ITEM 3 (Continued)
CITY CONTRACTING PLAN 2018-19
LG314/-/-(P5)

Supporting the Delivery of Gold Coast 2022
A. We plan for the future of the city.
   We make good choices that create a better future for the Gold Coast community
   Manage the maintenance, renewal and delivery of infrastructure for the city through the
   Total Asset Management Plan and the forward Capital Works Program.
   We manage the city responsibly.
   Our stewardship of the city provides value for money to ratepayers
    Deliver a wide range of high quality services to the Gold Coast community (as identified
    in the annual Operational Plan).

7      FUNDING AND RESOURCING REQUIREMENTS

Budget/Funding Considerations

The City Contracting Plan provides the anticipated contracting activities in relation to
operational services that support the implementation of the activities and priorities of
Council’s Programs and Services as defined in the Operational Plan 2018-19.
People and Culture
Not applicable.

8      RISK MANAGEMENT

The Strategic Contracting Procedures will provide Council with greater flexibility to manage
risks related with procurement activities and contributes specifically to the management of
CO000379: Corporate Governance Compliance Framework and mitigation of Corporate Risk
CO000435: Failure to achieve a sustainable long-term financial position leading to negative
impacts on Council’s ability to deliver on its key focus area commitments.

9      STATUTORY MATTERS

The Strategic Contracting Procedures are found in Chapter 6, Part 2 of the Local
Government Regulation 2012.

Section 220 Contracting plans

(1) This section applies if a local government decides to apply this part to its contracts.
(2) Each financial year, the local government must make and adopt a contracting plan.
(3) A contracting plan is a document stating—
     (a) the types of contracts that the local government proposes to make in the financial
     year; and
     (b) the principles and strategies for performing the contracts; and
     (c) a policy about proposed delegations for the contracts; and
     (d) a market assessment for each type of contract; and
     (e) the contracts that the local government considers will be significant (a significant
     contract) having regard to the market assessment; and
     (f) a policy about the making of a significant contracting plan under section 221.
758th Council Meeting 31 July 2018                                                      16
Events, Tourism & Governance Committee Meeting 26 July 2018                  Adopted Report

ITEM 3 (Continued)
CITY CONTRACTING PLAN 2018-19
LG314/-/-(P5)

(4) A market assessment is an assessment of the relative cost and difficulty in securing
   supply under each type of contract.
(5) A contracting plan must be consistent with and support the achievement of the strategic
   directions stated in the local government’s 5-year corporate plan.
(6) The local government must not make the resolution to adopt a contracting plan before the
   local government adopts the annual budget for the financial year.
(7) The local government may, by resolution, amend a contracting plan at any time before
   the end of the financial year to which the plan relates.
(8) The local government must allow the public to inspect and buy copies of the contracting
   plan at the local government public office.

10     COUNCIL POLICIES

Procurement Policy and Contract Manual.

11     DELEGATIONS

The City Contracting Plan 2018-19 details which contracts are proposed to be awarded
under delegation versus which contracts are proposed to come back to Council for the award
of the contract.

Proposed contracts identified as “(i) Low Value, Routine”, “(ii) Low Value, Non-Routine” and
“(iii) High Value, Routine” in the City Contracting Plan 2018-19 in accordance with Figure 1
(above), are recommended to be awarded under delegation.

12     COORDINATION & CONSULTATION

Directors and branch managers (budget owners) were engaged in accordance with the
Corporate Budget and Planning Process to provide their contracting requirements for the City
Contracting Plan 2018-19.

Right to Information (RTI) and Information Privacy (IP) Legislation 2009

Not applicable.

13     STAKEHOLDER IMPACTS

External / community stakeholder Impacts

Section 220(8) of the Local Government Regulation 2012 requires Council to allow the public
to inspect and buy copies of the annual Contracting Plan at Council’s public office.

Internal (Organisational) Stakeholder Impacts

Not applicable.

14     TIMING

The amended City Contracting Plan 2018-19 is effective from date of Council adoption.
758th Council Meeting 31 July 2018                                                          17
Events, Tourism & Governance Committee Meeting 26 July 2018                      Adopted Report

ITEM 3 (Continued)
CITY CONTRACTING PLAN 2018-19
LG314/-/-(P5)

15         CONCLUSION

Sole/single sourcing enables Council an efficient and effective way to procure identified
goods/services that have a limited/restricted supply market or where it is impractical or
disadvantagous to undertake a competitive process. This reduces the administrative cost to
Council, as well as potential costs to suppliers who would be tendering/quoting needlessly.

The contracting activities that are deemed to fit within the exceptions to seeking competitive
offers contained within section 4.2.14 of the Procurement Policy and Contract Manual have
been amended from ‘Quotation Process’ where the estimated value of the contract is equal
to or less than $250,000 and ‘Public Invitation to Offer (ITO)’ where the estimated value of
the contract is greater than $250,000 to Sole Source or Single Source. The relevant details
for the proposed sole/single source arrangements (including the name of the proposed
organisation) are shown in Attachment 1.

Approval is sought in accordance with section 220(7) of the Local Government Regulation
2012 to adopt the amendments to the City Contracting Plan 2018-19 (Attachment 1).

16         RECOMMENDATION

It is recommended that Council resolves as follows:

1         That Attachment 1 be deemed non-confidential except for those parts deemed by the
          Chief Executive Officer to remain confidential in accordance with sections 171(3) and
          200(5) of the Local Government Act 2009.

2         That Council adopts the amendments to the City Contracting Plan 2018-19
          (Attachment 1).

Author:                                            Authorised by:
Shane Duran                                        Glen Potter
Senior Business Partner Procurement                Director Organisational Services
10 July 2018
ispot # 70666207, # 70061215
758th Council Meeting 31 July 2018                                                         18
Events, Tourism & Governance Committee Meeting 26 July 2018                     Adopted Report

ITEM 3 (Continued)
CITY CONTRACTING PLAN 2018-19
LG314/-/-(P5)

Conflict of Interest - Cr Owen-Jones:-
Pursuant to section 175E(2) of the Local Government Act 2009, I would like to inform the
meeting that I have a personal interest in this matter, which I recognise may be a real or
perceived conflict of interest the particulars of which are as follows:

The name of the person or entity is:                        Optus
The nature of the relationship is:                          Hospitality received during the
                                                            GC2018 Commonwealth Games
The value of the gift or benefit is:                        more than $500 on 10 April 2018
The nature of the other person’s interest in the matter is: contracts with the City of Gold
                                                            Coast

However I have considered my position and my interest in this matter as just described, and
am firmly of the view that I may participate in the meeting and vote in respect of this matter in
the public interest for the reason that I was attending the event as part of my duty as a
Councillor.

PROCEDURAL MOTION                         moved Cr O’Neill           seconded Cr PC Young
Pursuant to section 175E(4) of the Local Government Act 2009, Council resolves that:
Cr Owen-Jones has a real or perceived conflict of interest and may participate in the
meeting and vote on the matter for the reason that he was attending the event in his
duties as a Councillor
                                                                                      CARRIED


In accordance with Section 175E(4) of the Local Government Act 2009, Cr Owen-Jones did
not vote

    COMMITTEE RECOMMENDATION ADOPTED AS PRINTED COUNCIL MEETING
                           31 JULY 2018

COMMITTEE RECOMMENDATION                  ETG18.0726.003
moved Cr O’Neill                          seconded Cr Taylor

1     That Attachment 1 be deemed non-confidential except for those parts deemed by
      the Chief Executive Officer to remain confidential in accordance with sections
      171(3) and 200(5) of the Local Government Act 2009.

2     That Council adopts the amendments to the City Contracting Plan 2018-19
      (Attachment 1).

                                                                                      CARRIED



Cr Owen-Jones voted in the positive
758th Council Meeting 31 July 2018                                                 19
Events, Tourism & Governance Committee Meeting 26 July 2018             Adopted Report

ITEM 3 (Continued)
CITY CONTRACTING PLAN 2018-19
LG314/-/-(P5)

               ADOPTED AS PRINTED COUNCIL MEETING 31 JULY 2018


RESOLUTION       G18.0731.019         moved Cr La Castra       seconded Cr Tozer
That Committee Recommendation ETG18.0726.003 be adopted as printed which reads
as follows:-

1    That Attachment 1 be deemed non-confidential except for those parts deemed by
     the Chief Executive Officer to remain confidential in accordance with sections
     171(3) and 200(5) of the Local Government Act 2009.

2    That Council adopts the amendments to the City Contracting Plan 2018-19
     (Attachment 1).

                                                              CARRIED UNANIMOUSLY



Cr Owen-Jones voted in the positive
758th Council Meeting 31 July 2018                                                                                                                                                                                                                                                                    Page 20
Events, Tourism & Governance Meeting 26 July 2018                                                                                                                                                                                                                                               Adopted Report
ITEM 3 CITY CONTRACTING PLAN 2018-19 (Continued)
ATTACHMENT 1: AMENDMENTS TO THE CITY CONTRACTING PLAN 2018-19                                                                                                                                                                                   Amended from Quotation/Invitation to Offer to Sole Source
                                                                                                                                        *Contract Type: S-Significant; D-Disposal; R-Revenue                                                    Amended from Quotation/Invitation to Offer to Single Source
                                                                                                                                        **Estimated Value of Contracts excludes extension option(s) value                                       New Sole Source Activity

                                                                                                                                                                                                                                                New social procurement limited market approach (includes a Single Source)
Ref.    Purpose                                          Alignment to      Sourcing Method                     Contract   **Estimated   Capex/   Expected      Expected Recommendation                       Contract Sole / Single        Supplier name                          Supplier is    Amendment Description
                                                         Corporate                                              Type*       Value of     Opex     Contract       time to                                     award to source justification (Single and Sole sourcing)             not local in
                                                         Strategies,                                                      Contract(s)            Duration +      market                                     be referred                                                           accordance
                                                         Operational and                                                                         Extension     (financial                                     back to                                                             with Council's
                                                         Corporate Plans                                                                         Option(s)        year)                                      Council                                                              Policy

A - Contracts identified on the City Contracting Plan which were amended
00002   UDIA 2018 Industry Leaders Research (not-for-                      Sole source:                           (i)      $14,273         C       1 year         Q1      Contract(s) be awarded under                 UDIA Is The Peak         UDIA Queensland                                Amended from Quotation process to

                                                                                                                                                                                                                                                                                       *
        profit industry body representing the property                     Memberships/subscriptions/trainin                                                              delegation                                   Body Representing                                                       Sole source
        development industry throughout Australia)                         g where alternatives do not                                                                                                                 The Property
                                                                           practically exist                                                                                                                           Development
                                                                                                                                                                                                                       Industry throughout
00003   Corporate Membership to Planning Institute of                      Sole source:                           (i)      $11,000         C       1 year         Q1      Contract(s) be awarded under                 Planning Institute of    Planning Institute Of Aust. Ltd                Amended from Quotation process to
        Australia (PIA)                                                    Memberships/subscriptions/trainin                                                              delegation                                   Australia (PIA) is the                                                  Sole source

                                                                                                                                                                                                                                                                                       *
                                                                           g where alternatives do not                                                                                                                 national body
                                                                           practically exist                                                                                                                           representing
                                                                                                                                                                                                                       planning and the
                                                                                                                                                                                                                       planning profession.
                                                                                                                                                                                                                       Through education
00004   Intersection Analysis Software                                     Sole source: Ongoing licencing,        (i)       $9,800         C       1 year         Q1      Contract(s) be awarded under                 Sole supplier of         Sidra Solutions                                Amended from Quotation process to

                                                                                                                                                                                                                                                                                       *
                                                                           support and maintenance to                                                                     delegation                                   licensing for this                                                      Sole source
                                                                           existing systems making it                                                                                                                  product, used To
                                                                           disadvantageous or impractical to                                                                                                           Analyse Intersection
                                                                           invite tenders/quotes                                                                                                                       Capacity, Level Of
00005   Provision of Licensing Fees for E-Water Music                      Sole source: Ongoing licencing,        (i)       $2,484         C       1 year         Q1      Contract(s) be awarded under                 Sole supplier Of         eWater Ltd                                     Amended from Quotation process to

                                                                                                                                                                                                                                                                                       *
        Software                                                           support and maintenance to                                                                     delegation                                   Ewater Music                                                            Sole source
                                                                           existing systems making it                                                                                                                  Software Licensing,
                                                                           disadvantageous or impractical to                                                                                                           Maintenance And
                                                                           invite tenders/quotes                                                                                                                       Support
00010   Licensing and Maintenance of Software by                           Sole source: Ongoing licencing,        (i)      $40,891         C       1 year         Q1      Contract(s) be awarded under                 Planning and             Technology One Limited                         Amended from Quotation process to
        Technology One Limited                                             support and maintenance to                                                                     delegation                                   Environment has a                                                       Sole source
                                                                           existing systems making it                                                                                                                  requirement for
                                                                           disadvantageous or impractical to                                                                                                           Technology One
                                                                           invite tenders/quotes                                                                                                                       Limited to provide
                                                                                                                                                                                                                       ongoing licencing,
                                                                                                                                                                                                                       hosting,                                                        *
                                                                                                                                                                                                                       maintenance and
                                                                                                                                                                                                                       support for City Plan
                                                                                                                                                                                                                       (planning scheme),
                                                                                                                                                                                                                       currently displayed
                                                                                                                                                                                                                       electronically in line
00040   Corporate Membership: UDIA (not-for-profit                         Sole source:                           (i)      $36,321         C       1 year         Q1      Contract(s) be awarded under                 Supplier of specific     12d Solutions Pty ltd                          Amended from Quotation process to

                                                                                                                                                                                                                                                                                       *
        industry body representing the property                            Memberships/subscriptions/trainin                                                              delegation                                   Licences,                                                               Sole source
        development industry throughout Australia)                         g where alternatives do not                                                                                                                 Maintenance and
                                                                           practically exist                                                                                                                           support for existing
                                                                                                                                                                                                                       solution required by
00041   QELA Sponsorship Gold (not-for-profit industry                     Sole source:                           (i)      $15,000         C       1 year         Q1      Contract(s) be awarded under                 Queensland               Qld Environmental Law Assoc                    Amended from Quotation process to


                                                                                                                                                                                                                                                                                       *
        body representing the property development                         Memberships/subscriptions/trainin                                                              delegation                                   Environmental Law        Inc.                                           Sole source
        industry throughout Australia)                                     g where alternatives do not                                                                                                                 Association provides
                                                                           practically exist                                                                                                                           access to unique
                                                                                                                                                                                                                       electronic resources
00042   Provision of Support, Maintenance, Licensing                       Sole source: Ongoing licencing,        (i)      $55,846         C       1 year         Q1      Contract(s) be awarded under                 Supplier of Licences,    12d Solutions Pty ltd                          Amended from Quotation process to
        and Services for the 12D Stormwater Modelling                      support and maintenance to                                                                     delegation                                   Maintenance and                                                         Sole source

                                                                                                                                                                                                                                                                                       *
        Software                                                           existing systems making it                                                                                                                  support for existing
                                                                           disadvantageous or impractical to                                                                                                           software required by
                                                                           invite tenders/quotes                                                                                                                       the business. Only
                                                                                                                                                                                                                       available from the
                                                                                                                                                                                                                       software licensor
00043   Licensing and Maintenance of Software By Don                       Sole source: Ongoing licencing,        (i)      $60,000         C       1 year         Q1      Contract(s) be awarded under                 Provides Access to       Don Carroll Project Mgt Pty Ltd                Amended from Quotation process to
        Carroll Project Mgt Pty Ltd (DCPM)                                 support and maintenance to                                                                     delegation                                   Electronic                                                              Sole source
                                                                           existing systems making it
                                                                           disadvantageous or impractical to
                                                                           invite tenders/quotes
                                                                                                                                                                                                                       Resources for library
                                                                                                                                                                                                                       customers. Content
                                                                                                                                                                                                                       generally not found
                                                                                                                                                                                                                                                                                       *
                                                                                                                                                                                                                       in other resources
00046   Continuity of the Council Endorsed Masterplan                      Sole source: Goods/serv​ices          (iii)    $1,000,000       C       1 year         Q1      Contract(s) be awarded under                 Engage Arm               Arm Architecture                               Amended from Public Invitation to
        for the Gold Coast Cultural Precinct                               matches the existing                                                                           delegation                                   Architecture to                                                         Offer (ITO) to Sole source

                                                                                                                                                                                                                                                                                       *
                                                                           system/equ​ipment/prop​rietary                                                                                                              Ensure Continuity Of
                                                                           item/brand                                                                                                                                  The Council
                                                                                                                                                                                                                       Endorsed
                                                                                                                                                                                                                       Masterplan For The
                                                                                                                                                                                                                       New Art Gallery
758th Council Meeting 31 July 2018                                                                                                                                                                                                                                                                         Page 21
Events, Tourism & Governance Meeting 26 July 2018                                                                                                                                                                                                                                                    Adopted Report
ITEM 3 CITY CONTRACTING PLAN 2018-19 (Continued)
ATTACHMENT 1: AMENDMENTS TO THE CITY CONTRACTING PLAN 2018-19                                                                                                                                                                                         Amended from Quotation/Invitation to Offer to Sole Source
                                                                                                                                              *Contract Type: S-Significant; D-Disposal; R-Revenue                                                    Amended from Quotation/Invitation to Offer to Single Source
                                                                                                                                              **Estimated Value of Contracts excludes extension option(s) value                                       New Sole Source Activity

                                                                                                                                                                                                                                                      New social procurement limited market approach (includes a Single Source)
Ref.    Purpose                                            Alignment to       Sourcing Method                        Contract   **Estimated   Capex/   Expected       Expected Recommendation                      Contract Sole / Single        Supplier name                         Supplier is    Amendment Description
                                                           Corporate                                                  Type*       Value of     Opex     Contract        time to                                    award to source justification (Single and Sole sourcing)            not local in
                                                           Strategies,                                                          Contract(s)            Duration +       market                                    be referred                                                          accordance
                                                           Operational and                                                                             Extension      (financial                                    back to                                                            with Council's
                                                           Corporate Plans                                                                             Option(s)         year)                                     Council                                                             Policy

00050   Provision of Service and Maintenance to                               Sole source: Goods/serv​ices             (iv)      $28,000         C     5 years (2 x     Q1      Recommendation to enter                      Designa Sabar            Designa Australia Pty Ltd                     1- Amended from Quotation
        Designa Sabar Hardware and Software at the                            matches the existing                                                       1 year)                into the arrangement be                      hardware and                                                           process to Sole source
        Bruce Bishop Car Park                                                 system/equ​ipment/prop​rietary                                                                    brought back to Council for                  software for Car                                                       2- Due to contract being over 3
                                                                              item/brand                                                                                        consideration                                Park traffic control                                                   years, the contract type changed

                                                                                                                                                                                                                      *      and parking
                                                                                                                                                                                                                             payment technology                                             *       from (i) to (iv) and
                                                                                                                                                                                                                                                                                                    Recommendation to be brought
                                                                                                                                                                                                                             is utilised in the                                                     back to Council.
                                                                                                                                                                                                                             Bruce Bishop Car
                                                                                                                                                                                                                             Park, the goods and
                                                                                                                                                                                                                             services match the
00051   Provision of ESRI Professional Interfaced                             Sole source: Ongoing licencing,           (i)      $670,000        C       1 year         Q1      Contract(s) be awarded under                 The procurement of       ESRI Australia Pty Ltd                        Amended from Public Invitation to
        Solutions                                                             support and maintenance to                                                                        delegation                                   ESRI professional                                                      Offer (ITO) to Sole source
                                                                              existing systems making it
                                                                              disadvantageous or impractical to
                                                                              invite tenders/quotes
                                                                                                                                                                                                                             services
                                                                                                                                                                                                                             (design/consult/confi
                                                                                                                                                                                                                             gure/implement) to
                                                                                                                                                                                                                                                                                            *
                                                                                                                                                                                                                             integrate into the
00052   Works Associated with Gas Pipelines - Allgas                          Sole source: Statement of licence,        (i)      $59,100         C       1 year         Q1      Contract(s) be awarded under                 Allgas Are The           Allgas                                        Amended from Quotation process to
                                                                              legislated requirements, third party                                                              delegation                                   Managers Of The                                                        Sole source
                                                                              ownership of assets or industry                                                                                                                Networks Pipeline
                                                                              regulated standards making it                                                                                                                  And Are The Only
                                                                              impractical to invite quotes/tenders                                                                                                           Authorised Entity To
                                                                                                                                                                                                                             Manage The Works
00054   Third party asphalt supplier audits and            City Operational   Sole source: Goods/serv​ices              (i)      $122,985        C     1 year (2 x      Q1      Contract(s) be awarded under                 A       i t d With Th
                                                                                                                                                                                                                             Sole source:             Department of Transport and                   Amended from Quotation process to

                                                                                                                                                                                                                                                                                            *
        surveillance                                       Plan               matches the existing                                                       1 year)                delegation                                   Goods/serv​ices          Main Roads                                    Sole source
                                                                              system/equ​ipment/prop​rietary                                                                                                                 matches the existing
                                                                              item/brand                                                                                                                                     system/equ​ipment/pr
                                                                                                                                                                                                                             op​rietary item/brand
00056   Provide an Online PBS Route Assessment                                Sole source: Goods/serv​ices              (i)      $37,962         C       1 year         Q1      Contract(s) be awarded under                 The NHRV engaged         ARRB Group Ltd                                Amended from Quotation process to
        Tool                                                                  matches the existing                                                                              delegation                                   ARRB Group Ltd in                                                      Sole source
                                                                              system/equ​ipment/prop​rietary
                                                                              item/brand
                                                                                                                                                                                                                             2013 to develop an
                                                                                                                                                                                                                             online PBS Route
                                                                                                                                                                                                                             assessment tool.
                                                                                                                                                                                                                                                                                            *
                                                                                                                                                                                                                             This Is The
00063   Relocation Alternation of Telstra Infrastructure                      Sole source: Statement of licence,        (i)      $300,000        C       3 years        Q1      Contract(s) be awarded under                 Agreed SOR fixed         Telstra Corporation                           Amended from Public Invitation to
        for Footpath Works                                                    legislated requirements, third party                                                              delegation                                   for three years for                                                    Offer (ITO) to Sole source
                                                                              ownership of assets or industry                                                                                                                specialised Telstra
                                                                              regulated standards making it                                                                                                                  services relocation
                                                                              impractical to invite quotes/tenders                                                                                                           when required for
                                                                                                                                                                                                                             footpaths works. The
00070   Optus Networks - manages its own                   City Operational   Sole source: Statement of licence,        (i)      $446,095        C       1 year         Q1      Contract(s) be awarded under                 SOR
                                                                                                                                                                                                                             Optus owns and d         Optus Billing Services Pty Ltd                Amended from Public Invitation to
        Infrastructure, Provision of Connection,           Plan               legislated requirements, third party                                                              delegation                                   operates its own                                                       Offer (ITO) to Sole source
        Relocations and Removal                                               ownership of assets or industry                                                                                                                communication
                                                                              regulated standards making it                                                                                                                  infrastructure and
                                                                              impractical to invite quotes/tenders                                                                                                           network systems.
                                                                                                                                                                                                                              Optus
00071   Licensing and Maintenance of Software by           City Operational   Sole source: Ongoing licencing,           (i)      $200,000        C       1 year         Q3      Contract(s) be awarded under                 Global Intergrated       Global Integrated Solutions                   Amended from Quotation process to

                                                                                                                                                                                                                                                                                            *
        Global Integrated Solutions Limited                Plan               support and maintenance to                                                                        delegation                                   Solutions Limited        Limited                                       Sole source
                                                                              existing systems making it                                                                                                                     provides services
                                                                              disadvantageous or impractical to                                                                                                              relating to the City's
                                                                              invite tenders/quotes                                                                                                                          Parking Technology.
00073   Licensing and Maintenance of Software by           City Operational   Sole source: Ongoing licencing,           (i)      $66,384         O       1 year         Q2      Contract(s) be awarded under                 Challenge For            Challenge for Change Ltd                      Amended from Quotation process to
        Challenge for Change                               Plan               support and maintenance to                                                                        delegation                                   Change Provides a                                                      Sole source
                                                                              existing systems making it
                                                                              disadvantageous or impractical to
                                                                              invite tenders/quotes
                                                                                                                                                                                                                             Unique Online
                                                                                                                                                                                                                             Platform for the
                                                                                                                                                                                                                             delivery of
                                                                                                                                                                                                                                                                                            *
                                                                                                                                                                                                                             community and
00074   Licensing and Maintenance of Software By           Transport Strategy Sole source: Ongoing licencing,           (i)       $4,550         O       1 year         Q2      Contract(s) be awarded under                 Supplier Of Auto         Transoft Solutions                            Amended from Quotation process to
        Transoft Solutions                                 2031               support and maintenance to                                                                        delegation                                   Turn And Guiding                                                       Sole source
                                                                              existing systems making it
                                                                              disadvantageous or impractical to
                                                                              invite tenders/quotes
                                                                                                                                                                                                                             Software. Software
                                                                                                                                                                                                                             Used For Vehicle
                                                                                                                                                                                                                             Path Analysis And
                                                                                                                                                                                                                                                                                            *
                                                                                                                                                                                                                             Testing Within
758th Council Meeting 31 July 2018                                                                                                                                                                                                                                                                    Page 22
Events, Tourism & Governance Meeting 26 July 2018                                                                                                                                                                                                                                               Adopted Report
ITEM 3 CITY CONTRACTING PLAN 2018-19 (Continued)
ATTACHMENT 1: AMENDMENTS TO THE CITY CONTRACTING PLAN 2018-19                                                                                                                                                                                     Amended from Quotation/Invitation to Offer to Sole Source
                                                                                                                                           *Contract Type: S-Significant; D-Disposal; R-Revenue                                                   Amended from Quotation/Invitation to Offer to Single Source
                                                                                                                                           **Estimated Value of Contracts excludes extension option(s) value                                      New Sole Source Activity

                                                                                                                                                                                                                                                  New social procurement limited market approach (includes a Single Source)
Ref.    Purpose                                        Alignment to        Sourcing Method                        Contract   **Estimated   Capex/   Expected      Expected Recommendation                       Contract Sole / Single        Supplier name                       Supplier is    Amendment Description
                                                       Corporate                                                   Type*       Value of     Opex     Contract       time to                                     award to source justification (Single and Sole sourcing)          not local in
                                                       Strategies,                                                           Contract(s)            Duration +      market                                     be referred                                                        accordance
                                                       Operational and                                                                              Extension     (financial                                     back to                                                          with Council's
                                                       Corporate Plans                                                                              Option(s)        year)                                      Council                                                           Policy

00075   Power Link Queensland - Provision of           City Operational    Sole source: The unique or                (i)       $5,611         C       1 year         Q1      Contract(s) be awarded under                 Powerlink               Powerlink Queensland                         Amended from Quotation process to
        Connection, Relocations and Removal            Plan                proprietary nature of the goods or                                                                delegation                                   Queensland Owns                                                      Sole source
                                                                           services being sought has no
                                                                           suitable alternatives available
                                                                                                                                                                                                                          And Manages Its
                                                                                                                                                                                                                          Own Infrastructure
                                                                                                                                                                                                                          And Distribution
                                                                                                                                                                                                                                                                                       *
                                                                                                                                                                                                                          Systems For
00076   Licensing and Maintenance of Software          City Operational    Sole source: Ongoing licencing,           (i)      $15,000         O       1 year         Q1      Contract(s) be awarded under                 Aimsun is traffic       Legion Limited                               Amended from Quotation process to
                                                       Plan                support and maintenance to                                                                        delegation                                   modelling software                                                   Sole source
                                                                           existing systems making it
                                                                           disadvantageous or impractical to
                                                                           invite tenders/quotes
                                                                                                                                                                                                                          that allows you to
                                                                                                                                                                                                                          model anything from
                                                                                                                                                                                                                          a single bus lane to
                                                                                                                                                                                                                                                                                       *
                                                                                                                                                                                                                          an entire region.
00077   UECOMM Network and Services Agreement          City Operational    Sole source: Ongoing licencing,           (i)      $100,000        C       1 year         Q1      Contract(s) be awarded under                 Works or Services       Uecomm Operations Pty Ltd                    Amended from Quotation process to
                                                       Plan                support and maintenance to                                                                        delegation                                   on Uecomm                                                            Sole source
                                                                           existing systems making it                                                                                                                     communication
                                                                           disadvantageous or impractical to                                                                                                              infrastructure and
                                                                           invite tenders/quotes                                                                                                                          network systems
                                                                                                                                                                                                                          including
                                                                                                                                                                                                                          connections
00078   Production of the City's 'Walk and Cycle Maps" Transport Strategy Sole source: The unique or                 (i)      $12,563         O       1 year         Q2      Contract(s) be awarded under                 No other supplier       Z Card Pocket Media Solutions                Amended from Quotation process to
                                                       2031               proprietary nature of the goods or                                                                 delegation                                   can produce these                                                    Sole source
                                                                          services being sought has no
                                                                          suitable alternatives available
                                                                                                                                                                                                                          as Z-Card, currently
                                                                                                                                                                                                                          has a patent on the
                                                                                                                                                                                                                          Walk and Cycle
                                                                                                                                                                                                                                                                                       *
                                                                                                                                                                                                                          Maps
00079   Upgrades, Replacement and Maintenance of       City Operational    Sole source: Goods/serv​ices              (i)      $166,725        O       3 years        Q3      Contract(s) be awarded under                 Replacement of          Jenoptik Pty Ltd                             Amended from Quotation process to
        Speed Awareness Devices (SAD) and              Plan                matches the existing                                                                              delegation                                   damaged / stolen                                                     Sole source
        Subscription                                                       system/equ​ipment/prop​rietary                                                                                                                 units;

                                                                                                                                                                                                                                                                                       *
                                                                           item/brand                                                                                                                                      Subscription
                                                                                                                                                                                                                          for devices (GR.net
                                                                                                                                                                                                                          licence, 3 years);
                                                                                                                                                                                                                          Allowance for
                                                                                                                                                                                                                          purchase of units for
                                                                                                                                                                                                                          Councillors;
00085   National Broadband Network and Services        City Operational    Sole source: Statement of licence,        (i)      $150,000        O       1 year         Q3      Contract(s) be awarded under                 Third party owned       NBN Co Ltd                                   Amended from Quotation process to

                                                                                                                                                                                                                                                                                       *
        Agreement                                      Plan                legislated requirements, third party                                                              delegation                                                                                                        Sole source
                                                                           ownership of assets or industry
                                                                           regulated standards making it
                                                                           impractical to invite quotes/tenders
00147   Supply of Composite Fibre Technologies                             Sole source: Goods/serv​ices              (i)      $11,000         C       1 year         Q1      Contract(s) be awarded under                 Wagner’s Composite      Wagners CFT Manufacturing                    Amended from Quotation process to
                                                                           matches the existing                                                                              delegation                                   Fibre Technologies      Pty Ltd                                      Sole source
                                                                           system/equ​ipment/prop​rietary                                                                                                                 Pty Ltd an industry
                                                                           item/brand                                                                                                                                     specialist in a
                                                                                                                                                                                                                          specific field to
                                                                                                                                                                                                                          provide a proprietary
                                                                                                                                                                                                                                                                                       *
                                                                                                                                                                                                                          composite fibre mix
                                                                                                                                                                                                                          to meet the
00173   Consumables and services for the                                   Sole source:                              (i)      $15,993         C       1 year         Q1      Contract(s) be awarded under                 Provider of             Colleagues Print Solution                    Amended from Quotation process to
        tickets/ticketing of the City's parking                            Memberships/subscriptions/trainin                                                                 delegation                                   consumables and                                                      Sole source
        technology.                                                        g where alternatives do not
                                                                           practically exist
                                                                                                                                                                                                                          services for the
                                                                                                                                                                                                                          tickets/ticketing of
                                                                                                                                                                                                                          the City's parking
                                                                                                                                                                                                                                                                                       *
                                                                                                                                                                                                                          technology
00191   Membership of the Mosquito and Arbovirus                           Sole source:                              (i)      $20,500         C       1 year         Q1      Contract(s) be awarded under                 The procurement of      Mosquito & Arbovirus                         Amended from Quotation process to
        Research Committee (MARC)                                          Memberships/subscriptions/trainin                                                                 delegation                                   a full membership of    Research                                     Sole source
                                                                           g where alternatives do not
                                                                           practically exist
                                                                                                                                                                                                                          the Mosquito and
                                                                                                                                                                                                                          Arbovirus Research                                           *
                                                                                                                                                                                                                          Committee (MARC)
                                                                                                                                                                                                                          enables Council to
758th Council Meeting 31 July 2018                                                                                                                                                                                                                                                                Page 23
Events, Tourism & Governance Meeting 26 July 2018                                                                                                                                                                                                                                           Adopted Report
ITEM 3 CITY CONTRACTING PLAN 2018-19 (Continued)
ATTACHMENT 1: AMENDMENTS TO THE CITY CONTRACTING PLAN 2018-19                                                                                                                                                                                 Amended from Quotation/Invitation to Offer to Sole Source
                                                                                                                                        *Contract Type: S-Significant; D-Disposal; R-Revenue                                                  Amended from Quotation/Invitation to Offer to Single Source
                                                                                                                                        **Estimated Value of Contracts excludes extension option(s) value                                     New Sole Source Activity

                                                                                                                                                                                                                                              New social procurement limited market approach (includes a Single Source)
Ref.    Purpose                                         Alignment to       Sourcing Method                     Contract   **Estimated   Capex/   Expected      Expected Recommendation                       Contract Sole / Single        Supplier name                    Supplier is    Amendment Description
                                                        Corporate                                               Type*       Value of     Opex     Contract       time to                                     award to source justification (Single and Sole sourcing)       not local in
                                                        Strategies,                                                       Contract(s)            Duration +      market                                     be referred                                                     accordance
                                                        Operational and                                                                          Extension     (financial                                     back to                                                       with Council's
                                                        Corporate Plans                                                                          Option(s)        year)                                      Council                                                        Policy

00193   Provision, Maintenance, Support and Training                       Sole source: Ongoing licencing,        (i)      $22,700         C       1 year         Q1      Contract(s) be awarded under                 Provision,           I D Consulting Pty Ltd                         Amended from Quotation process to
        for Online Community and Economic Profiling                        support and maintenance to                                                                     delegation                                   Maintenance,                                                        Sole source
        and Mapping Tools                                                  existing systems making it                                                                                                                  Support and Training
                                                                           disadvantageous or impractical to
                                                                           invite tenders/quotes
                                                                                                                                                                                                                       for Online
                                                                                                                                                                                                                       Community and
                                                                                                                                                                                                                       Economic Profiling
                                                                                                                                                                                                                                                                                  *
                                                                                                                                                                                                                       and Mapping Tools

00219   Matevents Pty Ltd Hold the Master Licence for Commonwealth         Sole source: Ongoing licencing,        (i)      $20,000         C       1 year         Q1      Contract(s) be awarded under                 Matevents Pty Ltd      Matevents Pty Ltd                            Amended from Quotation process to

                                                                                                                                                                                                                                                                                  *
        All GC2018 Merchandise                        Games GC2018         support and maintenance to                                                                     delegation                                   Hold the Master                                                     Sole source
                                                                           existing systems making it                                                                                                                  Licence for All
                                                                           disadvantageous or impractical to                                                                                                           GC2018
                                                                           invite tenders/quotes                                                                                                                       Merchandise
00224   Provide a specialist and tailored web based                        Utilise a government/LGAQ              (i)      $250,000        C       1 year         Q1      Contract(s) be awarded under                 Sole source:           Aconex                                       Amended from Quotation process to
        project management tool for large scale                            arrangement                                                                                    delegation                                   Ongoing licencing,                                                  Utilise a government/LGAQ
        infrastructure projects                                                                                                                                                                                        support and
                                                                                                                                                                                                                       maintenance to                                             *        arrangement

                                                                                                                                                                                                                       existing systems
00226   Licensing Software by Our Community Pty Ltd                        Sole source: Ongoing licencing,        (i)      $22,727         C       1 year         Q1      Contract(s) be awarded under                 Supplier specialises Our Community Pty Ltd                          Amended from Quotation process to
                                                                           support and maintenance to                                                                     delegation                                   in the development                                                  Sole source
                                                                           existing systems making it                                                                                                                  and supply of best
                                                                           disadvantageous or impractical to
                                                                           invite tenders/quotes
                                                                                                                                                                                                                       practice Online
                                                                                                                                                                                                                       Grants
                                                                                                                                                                                                                                                                                  *
                                                                                                                                                                                                                       Administration Tool
                                                                                                                                                                                                                       to Government
00228   Online booking system for library events -      City Operational   Sole source: Ongoing licencing,        (i)       $5,500         C       1 year         Q1      Contract(s) be awarded under                 Provides access for Evanced Solutions                               Amended from Quotation process to

                                                                                                                                                                                                                                                                                  *
        Envisionware - Evanced Solutions (product)      Plan               support and maintenance to                                                                     delegation                                   staff and the                                                       Sole source
                                                                           existing systems making it                                                                                                                  community to book
                                                                           disadvantageous or impractical to                                                                                                           online for library
                                                                           invite tenders/quotes                                                                                                                       events.
00229   Record databases and resources in Australian City Operational      Sole source:                           (i)      $42,000         C       1 year         Q1      Contract(s) be awarded under                 Provides access to National Library of Australia                    Amended from Quotation process to
        Library Collections and inter-library loans  Plan                  Memberships/subscriptions/trainin                                                              delegation                                   shared databases                                                    Sole source
        service. National Library of Australia.                            g where alternatives do not
                                                                           practically exist
                                                                                                                                                                                                                       containing records
                                                                                                                                                                                                                       describing resources                                       *
                                                                                                                                                                                                                       in Australia Library
00230   Access to the Pharos System used in Branch                         Sole source: Ongoing licencing,        (i)       $9,803         C       1 year         Q1      Contract(s) be awarded under                 Provides Access to     EEMS Technologies Pty Ltd                    Amended from Quotation process to

                                                                                                                                                                                                                                                                                  *
        Libraries                                                          support and maintenance to                                                                     delegation                                   the Pharos System                                                   Sole source
                                                                           existing systems making it                                                                                                                  used in Branch
                                                                           disadvantageous or impractical to                                                                                                           Libraries.
                                                                           invite tenders/quotes
00231   The Australian Early Development Index                             Sole source:                           (i)      $75,000         C       1 year         Q1      Contract(s) be awarded under                 Funding Under The      The Benevolent Society                       Amended from Quotation process to
        (AEDI) Volunteer Reading Project 'Read to Me'                      Memberships/subscriptions/trainin                                                              delegation                                   Umbrella Of Best                                                    Sole source

                                                                                                                                                                                                                                                                                  *
                                                                           g where alternatives do not                                                                                                                 Start Initiative Has
                                                                           practically exist                                                                                                                           Been Pledged By
                                                                                                                                                                                                                       The Queensland
                                                                                                                                                                                                                       State Government
                                                                                                                                                                                                                       To Allow The City To
00232   Macquarie Dictionary Publishers - Provides                         Sole source:                           (i)       $3,125         C       1 year         Q1      Contract(s) be awarded under                 Sole source:           Macquarie Dictionary                         Amended from Quotation process to
        access to information resources for Council                        Memberships/subscriptions/trainin                                                              delegation                                   Memberships/subscr     Publishers                                   Sole source
        officers.                                                          g where alternatives do not
                                                                           practically exist
                                                                                                                                                                                                                       iptions/training
                                                                                                                                                                                                                       where alternatives
                                                                                                                                                                                                                       do not practically
                                                                                                                                                                                                                                                                                  *
                                                                                                                                                                                                                       exist
00233   Micrographic Applications - Provision of                           Sole source:                           (i)      $10,000         C       1 year         Q1      Contract(s) be awarded under                 Sole source:           Micrographic Applications                    Amended from Quotation process to
        Historical Information for Library Customers.                      Memberships/subscriptions/trainin                                                              delegation                                   Memberships/subscr                                                  Sole source
                                                                           g where alternatives do not
                                                                           practically exist
                                                                                                                                                                                                                       iptions/training
                                                                                                                                                                                                                       where alternatives
                                                                                                                                                                                                                       do not practically
                                                                                                                                                                                                                                                                                  *
                                                                                                                                                                                                                       exist
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