Council Minutes - Town of Cambridge

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COUNCIL MINUTES TUESDAY 28 AUGUST 2012 works. Analysis showed that the pre tender estimate was consistently below every tender price for preliminaries, electrical works and structural works. These are major components of the project. In essence, insufficient allowance was made for these aspects of the project. The Administration has reviewed the project scope and tenders to determine what, if any, savings can be made. Approximately $20,000 of the tender price includes temporary facilities to be used (primarily as temporary toilets and change rooms) during the construction period for the cricket club needs. Approximately $ 20,000 has been tendered for external paving including car park. Any further savings would require significant reduction in scope by scaling back the size of the building extension. These costs have not been removed from the revised budget at this stage. The original project budget was $920,000 inclusive of construction, rise and fall, fees and contingencies. The revised project budget is now: Construction budget $1,070,230 Fees $47,125 Sub Total $1,117,355 Contingency (approx 5% of construction) $52,645 Total Budget $1,170,000 West Coast Sporting Association agreed to contribute $83,000 towards the initial project budget of $920,000 (ie 9% of budget). During tender analysis, discussions were held with West Coast Sporting Association as to the matter of budget shortfall. They have considered this matter, and offered to increase their total contribution to the project to $99,000 in recognition of increased building costs to maintain scope. This equates to 8.5% of budget. It is recommended that West Coast Sporting Association be required to fund 9% of the construction and fees budget which would be $ 100,000, with the Town retaining the Contingency budget. The Club has asked for consideration of a suitable payment schedule recognising the limitations of sporting clubs to raise large one off payments. It is proposed that West Coast Sporting Association agree to fund $40,000 once site works commence; $43,000 prior to practical completion of the works and the remaining $17,000 as two equal annual payments in subsequent financial years. The project still holds a contingency. This will be used if necessary for issues arising during construction against the current scope. If West Coast Sporting Association request additional works to be undertaken during the construction these will need to be fully funded by West Coast Sporting Association. Once the project is complete, any remaining contingency will be retained by the Town as project savings as this amount is being fully funded by the Town. POLICY/STATUTORY IMPLICATIONS: In line with Council Policy, Council approval is necessary for the award of tenders greater than $100,000 unless the decision is delegated to the Chief Executive Officer. FINANCIAL IMPLICATIONS: The forecast cost for this project will require an increase in budget funding by $250,000. It is proposed that Council approve by an absolute majority, an increase of funding of $233,000 to be sourced from the Endowment Lands Account and that $17,000 be sought from West Coast Sporting Association. H:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\AUGUST 2012\C CR.DOCX 155
COUNCIL MINUTES TUESDAY 28 AUGUST 2012 STRATEGIC DIRECTION: The eventual development of this land for sporting purposes is consistent with the Town's strategic plan of creating communities of choice. COMMUNITY CONSULTATION: Award of these contracts has been assessed in terms of the Town's Community Consultation Policy 1.2.11 as not requiring community consultation as the matter is purely administrative in nature with no external impacts envisaged. ATTACHMENTS: 1. Executive Summary - Tender Recommendation Report (Confidential) COUNCIL DECISION: (COMMITTEE AND ADMINISTRATION RECOMMENDATION) Moved by Cr Langer, seconded by Cr Walker That:- (i) (ii) (iii) (iv) (v) (vi) Tender T01-12 be awarded to Robinson Build Tech at a contract cost of $1,070,230 for the refurbishment and redevelopment of City Beach Oval Pavilion; approval be given to increasing the project budget $250,000 with funding as detailed in (iii) and (iv) below; an amount of $233,000 for the refurbishment and expansion of City Beach Oval Pavilion be authorised by an ABSOLUTE MAJORITY as unbudgeted expenditure in accordance with s6.8 of the Local Government Act 1995 (to be funded from the Endowment Lands Account); an additional $17,000 of funding from West Coast Sporting Association be sought as an increase from their existing commitment of $83,000 to bring their contribution to a total of $100,000; West Coast Sporting Association to provide an initial payment of $40,000 once site works commence, $43,000 once the project has reached practical completion; and $8,500 in each subsequent financial year; and any saving in the contingency funds be retained by the Town. Carried by an ABSOLUTE MAJORITY 9/0 H:\CEO\GOV\COUNCIL MINUTES\12 MINUTES\AUGUST 2012\C CR.DOCX 156
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Council Minutes - Town of Cambridge

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