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I:\CPS\ADMIN SERVICES\COMMITTEES\DRAFT MINUTES\MKT130226MINS.DOC

MP CTE MINS 26 FEBRUARY 2013

MINUTES

MARKETING, SPONSORSHIP AND INTERNATIONAL RELATIONS

COMMITTEE

26 FEBRUARY 2013

THESE MINUTES ARE HEREBY CERTIFIED AS CONFIRMED

PRESIDING MEMBER’S

SIGNATURE

-----------------------------------

DATE:----------------------------


MARKETING, SPONSORSHIP AND INTERNATIONAL RELATIONS COMMITTEE

INDEX

Item Description Page

MP33/13 DECLARATION OF OPENING 1

MP34/13 APOLOGIES AND MEMBERS ON LEAVE OF ABSENCE 1

MP35/13 QUESTION TIME FOR THE PUBLIC 1

MP36/13 CONFIRMATION OF MINUTES 2

MP37/13 CORRESPONDENCE 2

MP38/13 DISCLOSURE OF MEMBERS’ INTERESTS 2

MP39/13 MATTERS FOR WHICH THE MEETING MAY BE CLOSED 2

MP40/13 EVENT AND CORPORATE SPONSORSHIP SUMMARY OF EXPENDITURE AS AT 18 FEBRUARY 2013 3

MP41/13 SUMMARY OF EXPENDITURE – DONATIONS AND SPONSORSHIP 2012/13 8

MP42/13 CORPORATE SPONSORSHIP – CULTURES OF CHINA, FESTIVAL OF SPRING 13

MP43/13 GRANT – THE AUSTRALIAN NATIONAL FLAG ASSOCIATION –WESTERN AUSTRALIA INC. 17

MP44/13 EVENT SPONSORSHIP (PARTNERSHIP) – ANZAC DAY COMMEMORATIONS 21

MP45/13 EVENT SPONSORSHIP (PARTNERSHIP) – MASTERCHEF DINING AND BAR 2013 25

MP46/13 CHRISTMAS DECORATIONS – LIGHTING PROJECTIONS 26

MP47/13 TENDER 027-12/13 – CITY FLAGS AND BANNERS 29

MP48/13 TENDER 074-12/13 – FABRICATION AND REPAIR OF CHRISTMAS DECORATIONS 34

MP49/13 MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN 37

MP50/13 GENERAL BUSINESS 37


26 FEBRUARY 2013

Item Description Page


MP51/13 ITEMS FOR CONSIDERATION AT A FUTURE MEETING 37

MP52/13 CLOSE OF MEETING 37


- 1 - 26 FEBRUARY 2013


Minutes of the meeting of the City of Perth Marketing, Sponsorship and International Relations Committee held in Committee Room 1, Ninth Floor, Council House, 27 St Georges Terrace, Perth on Tuesday, 26 February 2013.

MEMBERS IN ATTENDANCE

Cr Adamos Cr Chen

OFFICERS

Mr Stevenson - Chief Executive Officer Mr Forster - Director Business Units Mr Dunne - Director Service Units Ms Napier - Manager Community Services Ms Scott - Manager Marketing, Communications and

Events Ms Galloway - Sponsorship Administration Officer Ms Carlucci - Governance Officer

MP33/13 DECLARATION OF OPENING

In the absence of the Presiding Member, the Chief Executive Officer declared the meeting open at 4.04pm and in accordance with Section 5.14 of the Local Government Act 1995, sought nominations for one member to preside over the meeting. Cr Adamos nominated Cr Chen. Cr Chen accepted the nomination. There being no further nominations, Cr Chen was chosen to preside over the meeting. Cr Chen assumed the Chair.

MP34/13 APOLOGIES AND MEMBERS ON LEAVE OF ABSENCE

The Chief Executive Officer advised that Cr Evangel has previously been granted a leave of absence for the period 30 January to 26 March 2013, inclusive.

MP35/13 QUESTION TIME FOR THE PUBLIC

Nil


- 2 - 26 FEBRUARY 2013


MP36/13 CONFIRMATION OF MINUTES

Moved by Cr Adamos, seconded by Cr Chen That the minutes of the meeting of the Marketing, Sponsorship and International Relations Committee held on 5 February 2013 be confirmed as a true and correct record. The motion was put and carried The votes were recorded as follows: For: Crs Adamos and Chen Against: Nil

MP37/13 CORRESPONDENCE

Nil

MP38/13 DISCLOSURE OF MEMBERS’ INTERESTS

Nil

MP39/13 MATTERS FOR WHICH THE MEETING MAY BE CLOSED

The Chief Executive Officer noted that the meeting may be closed if members of the public are present when the following are discussed: Confidential Item 6 – Event Sponsorship (Partnership) – Masterchef Dining and

Bar 2013; Confidential Schedule 3 – Item 8 – Tender 027-12/13 – City Flags and Banners

(Assessment Matrix); and Confidential Schedule 5 – Item 9 – Tender 074-12/13 – Fabrication and Repair

of Christmas Decorations (Assessment Matrix).


- 3 - 26 FEBRUARY 2013


MP40/13 EVENT AND CORPORATE SPONSORSHIP SUMMARY OF EXPENDITURE AS AT 18 FEBRUARY 2013

BACKGROUND:

FILE REFERENCE: P1010627-24 REPORTING OFFICER: Peta Galloway, Sponsorship Administration Officer RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 18 February 2013 MAP / SCHEDULE: N/A

SPONSORSHIP SUMMARY FOR 2012/13

EVENT AND CORPORATE SPONSORSHIP – 2012/13

Event Total Value

Funds Remaining

Total Funds CL1423 1000 (Event and Corporate Sponsorship) $300,000East Perth Twilight Picnic in the Park $20,000 $280,000Miss Universe Registration Day $20,000 $260,000Open House Perth $10,000 $250,000PolArt $10,000 $240,000Rotary Ramble $25,000 $215,000Swan Festival of Lights $10,000 $205,000WALGA Banners in the Terrace $4,022 $200,977Hyundai Hopman Cup $100,000 $100,977V8 Supercars CBD activation $6,000 $94,977Butchers Picnic 2013 $12,000 $82,977Oz Concert 2013 $30,000 $52,977Elements $14,340 $38,637Claisebrook Carnivale and Duck Derby 2013 $20,000 $18,637Perth International Jazz Festival $15,000 $3,637Cultures of China, Festival of Spring* $7,500 ($3,863)Masterchef* $48,000 ($51,863)TOTAL $351,862 ($51,863)*Note funds will be moved from sport and partnership budget to allow these new events to be supported.


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SPORT SPONSORSHIP – 2012/13

Event Total Value Funds Remaining

Total Funds CL 1474 5000 (Sport Sponsorship) $300,000Australia Cup (Cancelled) $0 $300,000City to Surf $25,000 $275,000HBF Fitness Program $2,245 $272,755QUIT Targa West Tarmac Rally $53,000 $219,755Ride to Conquer Cancer (Cancelled) $0 $219,755Ride to Work $6,000 $213,755

Santos Great Bike Ride $21,000 $192,755

Weet-bix Kids TRYathlon 2013 $12,000 $180,755

Asics Bridges Fun Run 2013 $6,500 $174,255

State Tee Ball Championships 2013 $5,000 $169,255

UWCT Perth 2013 $20,000 $149,255

Freeway Bike Hike 2013 $30,000 $119,255

BHP Billiton Aquatic Superswim 2013 $30,000 $89,255

HBF Run for a Reason $25,000 $25,000

TOTAL $235,745 $64,255

PARTNERSHIP – 2012/13

Event Total Value Funds Remaining

Total Funds CL 1486 5000 (Partnership) $300,000Pride Festival Fairday and Parade $45,000 $255,000IGA Carols by Candlelight $33,000 $222,000RAC Channel Seven Christmas Pageant with the City of Perth

$140,000 $82,000

ANZAC Day Commemorations $44,940 $37,059TOTAL $262,941 $37,059

OTHER SPONSORSHIP – FUNDED FROM OTHER BUDGETS – 2012/13

Event Total Value Perth Education City $10,000Perth Fashion Festival 2012 & WA Fashion Awards $295,000Perth Convention Bureau $242,000Perth Convention Bureau Scholarship $20,00040 Under 40 Awards $20,000Perth Start Up Weekend 2012 $5,000Business Foundations Creative Industries Workshops $3,500AOG $50,000Local Chambers $8,000


- 5 - 26 FEBRUARY 2013



Chinese New Year Fair 2013 $50,000Perth Start-Up Weekend 2013 $5,000The Founder Institute $12,000Australasian Gas Technology Conference and Exhibition $10,000TOTAL $730,500 SPONSORSHIP SUMMARY 2012/13 Total Value Budget Funds

Remaining Event and Corporate Sponsorship $296,362.73 $300,000 $3,637Sport Sponsorship $235,745 $300,000 $64,255Partnership $262,941 $300,000 $37,059SUBTOTAL $795,049 $900,000 $104,951Other Sponsorship $730,500 N/A N/ACEO Delegation $7,000 N/A N/ATOTAL $1,487,607.73 N/A N/A

SPONSORSHIP SUMMARY FOR 2011/12

EVENT, CORPORATE, PARTNERSHIP AND SPORT SPONSORSHIP

Event Cash In-Kind Total Value

Perth Sailing 2011 (part payment) $60,000 $0 $60,000Rotary Ramble 2011 $20,000 $0 $20,000QUIT Targa West Tarmac Rally 2011 $51,300 $0 $51,300Langley Park Fly-In $20,000 $0 $20,000WALGA Banners in the Terrace $2,781 $0 $2,781Miss Universe Registration Day $25,000 $0 $25,000Apex Teenage Fashion Awards $5,000 $0 $5,000Australian Tourism Exchange 2012 $30,000 $0 $30,000Swan Festival of Lights $9,990 $0 $9,990Thrill the World $5,196 $0 $5,196Hyundai Hopman Cup $50,000 $0 $50,000Perth's Biggest Office Party $4,909 $0 $4,909Lord Mayor's Cup $5,000 $0 $5,000FE-FC Holden Nationals $5,000 $0 $5,000Inter Dominion $14,750 $0 $14,750Chevron City to Surf for Activ 2011 $25,000 $0 $25,000Weet-Bix Kids TRYathlon $10,670 $0 $10,670Santos Great Bike Ride $20,930 $0 $20,930UWCT Cycling Event $20,000 $0 $20,000Ride to Work Day Breakfast $5,000 $0 $5,000City of Perth Triathlon $26,676 $0 $26,676


- 6 - 26 FEBRUARY 2013


EVENT, CORPORATE, PARTNERSHIP AND SPORT SPONSORSHIP


Nissan Corporate Triathlon $9,070 $0 $9,0702012 City of Perth International Squash Challenge

$5,130 $0 $5130

Asics Bridges Fun Run $6,500 $0 $6,500State Tee-Ball WA $5,000 $0 $5,000HBF Run for a Reason $9,990 $0 $9,990Freeway Bike Hike $20,000 $0 $20,000RAC Channel Seven Christmas Pageant with the City of Perth

$140,000 $0 $140,000

First Night Free Family New Years Eve Concert

$0 $0 $0

Pride Festival Fairday and Parade $45,900 $0 $45,900IGA Carols By Candlelight $29,303 $0 $29,303Oz Concert $30,000 $0 $30,000Perth Sailing 2011 (final payment) $20,000 $0 $20,000Claisebrook Carnivale $20,000 $0 $20,000Butchers Picnic $12,500 $0 $12,500V8 Supercars $5,751 $0 $5,751Anzac Day Commemorations $37,629 $0 $37,629TOTAL $733,975 $0 $733,975



Australia Business Arts Foundation Awards 2011

$30,000 $0 $30,000

Australian Foreign Partners Conference 2011 $3,000 $0 $3,000Third International Conference of Fashion Incubators 2011

$2,500 $0 $2,500

40 Under 40 Awards $20,000 $0 $20,000Perth Fashion Festival 2011 $275,500 $0 $275,500East Perth Twilight Picnic in the Park $18,890 $1,041 $19,931Perth Convention Bureau Annual Grant $235,000 $0 $235,000Support for Fashion Industry Events $4,500 $0 $4,500Australasian Oil and Gas Conference 2012 $50,000 $0 $50,000Perth Convention Bureau Scholarship Program

$20,000 $0 $20,000

Seed funding for “Creative Perth” Website $5,800 $0 $5,800

2012 Perth Chinese New Year Fair $40,000 $0 $40,000

XML 2012 $50,000 $0 $50,000


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Retail Traders Association $10,000 $0 $10,000

Local Chambers Business Dinner $8,000 $0 $8,000

Australian Institute of Landscape Architects Award

$6,000 $0 $6,000

SIIWA Co-working, Collaboration and Innovation hub

$40,000 $0 $40,000

Australian Hotel Association WA Awards for Excellence 2011

$5,455 $0 $5,455

Tourism Council of WA $20,000 $0 $20,000

TOTAL $844,645 $1,041 $845,686

COMMENTS:

It is recommended that the Marketing, Sponsorship and International Relations Committee receive the information on the Summary of Event, Corporate and Sport Sponsorship. The following events received sponsorship in Round 1 but have now been cancelled: Ride to Conquer Cancer.

Australia Cup. New sponsorships which have received funding this year are: Open House Perth.

PolArt.

Ride to Conquer Cancer (now cancelled).

Elements.

BHP Billiton Aquatic Superswim 2013. Moved by Cr Adamos, seconded by Cr Chen That the report titled ‘Event and Corporate Sponsorship Summary of Expenditure as at 18 February 2013’, be received. The motion was put and carried


- 8 - 26 FEBRUARY 2013


The votes were recorded as follows: For: Crs Adamos and Chen Against: Nil

MP41/13 SUMMARY OF EXPENDITURE – DONATIONS AND SPONSORSHIP 2012/13

BACKGROUND:

FILE REFERENCE: P1010627-24 REPORTING OFFICER: Elizabeth Napier, Manager Community Services RESPONSIBLE DIRECTOR: Dennis Stevens, Acting Director Service Units DATE: 13 February 2013 MAP / SCHEDULE: N/A The City of Perth commenced providing donations, grants and subsidies to community service organisations in 1985. The Donations Policy was established to provide financial support to a variety of community, charitable or not-for-profit groups and organisations including seniors’ facilities providing a range of services within the municipality.

Service Categories

All organisations applying to the City for financial support in excess of $1,000 are required to complete an application inclusive of the following information: 1. Details of the organisation. 2. Purpose of financial assistance (not available for salary purposes). 3. Aims and objectives of the organisation. 4. Services provided and locality covered by service. 5. Level of coordination with organisations providing similar service. 6. Number of City of Perth residents assisted. 7. Ways in which City of Perth residents benefit from the service. 8. Management committee and staffing structure details. 9. Financial information (including sources of income). 10. Value of rates exemption (if relevant). 11. Previous financial assistance provided by the City of Perth. 12. Audited financial statements for requests over $1,000. 13. Other funding sources approached. 14. Acknowledgement of the City’s contribution for sponsorship assistance.


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LEGISLATION / STRATEGIC PLAN / POLICY:

Strategic Plan Community Services Facilitate community development processes and

initiatives at the local and regional level.

Policy Policy No and Name: 18.8 – Provision of Sponsorship and Donations

DETAILS:

2012/13 Budget Allocation

Category Budgeted Amount

Families and Children $12,500

Aged and Disabled $12,500

Other Unclassified including disability, information, financial, emergency, youth, recreation, and court welfare services; environment groups promoting the development of the community; safety and security; historical societies; and community support groups

$54,000

Other Welfare: community service organisations not within the above categories

$ 5,000

Community Safety Committees $9,170

Telethon $20,000

TOTAL $113,170

Current – Approved / Proposed Donations – 2012/13

Organisation

Donation

Cumulative

Total

Balance

WA Special Needs Christmas Party (DA) $330 $330 $112,840

Juvenile Diabetes Research Foundation (DA) $418 $748 $112,422

John Hughes BIG WALK (DA) $180 $928 $112,242

Uthando Project (DA) $1,000 $1,928 $111,242

Mercedes College (DA) $2,000 $3,928 $109,242

Cancer Council of WA (DA) $921 $4,849 $108,321


- 10 - 26 FEBRUARY 2013


Organisation

Donation

Cumulative

Total

Balance

PCYC Circus Quirkus (DA) $500 $5,349 $107,821

Mission Australia (DA) $2,500 $7,849 $105,321

The Big Issue (DA) $950 $8,799 $104,371

Perth Dinghy Sailing Club (DA) $2,000 $10,799 $102,371

Westcare Inc. (DA) $2,000 $12,799 $100,371

Royal WA Historical Society (DA) $460 $13,259 $99,911

Association for Citroen Enthusiasts – French Car Festival (DA)

$660 $13,919 $99,251

Variety Basher’s Club of WA Inc. (DA) $161 $14,080 $99,090

Hellenic Community of WA $12,00

0 $26,080 $87,090

Women in Super Mother’s Day Classic $12,00

0 $38,080 $75,090

Catch Music Inc. (DA) $400 $38,480 $74,690

Rotary Club of West Perth (DA) $1,000 $39,480 $73,690

St George’s Cathedral $3,000 $42,480 $70,690

Uniting Care (Pancake Day) $195 $42,675 $70,495

Centre for Cerebral Palsy (DA) $2,000 $44,675 $68,495

East Perth Rotary Club (DA) $149 $44,824 $68,346

Volunteering WA $5,000 $49,824 $63,346

East Perth Community Safety Group $8,700 $58,524 $54,646

Perth Dinghy Sailing Club (DA) $2,000 $60,524 $52,646

Hellenic Women’s Association Inc. (DA) $1,500 $62,024 $51,146

Western Australian Band Association Inc. (DA)

$2,000 $64,024 $49,146

Proposed

National Flag Association WA Inc. $5,563 $69,587 $43,583


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Corporate Sponsorship 2012/13 Perth Town Hall Budget Allocation $10,500

Organisation

Amount

Cumulative

Total

Balance

Australian Broadcasting Commission (DA) $1,841 $1,841 $8,659

Australian Youth Climate Coalition (DA) $1,747 $3,588 $6,912

PolArt (DA) $1,698 $5,286 $5,214

Great Southern Tourism Events $1,186 $6,472 $4,028

Historical – Donations – 2011/12($112,720)

Organisation

Donation

Cumulative

Total

Balance

Trinity College (DA) $1,000 $1,000 $111,720

WA Special Needs Christmas Party (DA) $295 $1,295 $111,425

Homeless Persons Week 2011 (DA) $2,000 $3,295 $109,425

WA Aids Council (DA) $1,000 $4,295 $108,425

John Hughes BIG WALK (DA) $135 $4,430 $108,290

PCYC Circus Quirkus (DA) $500 $4,930 $107,790

Mercedes College Awards (DA) $2,000 $6,930 $105,790

Mission Australia $2,395 $9,325 $103,395

Women in Super Mother’s Day Classic $10,000 $19,325 $93,395

National Dental Foundation (DA) $352 $19,677 $93,043

Cancer Council of WA (DA) $917 $20,594 $92,126

Royal WA Historical Society (DA) $450 $21,044 $91,676

Juvenile Diabetes Research Foundation (DA) $296 $21,340 $91,380

Women’s Council For Domestic & Family Violence Services (WA) (DA)

$2,000 $23,340 $89,380

East Perth Cricket Club $12,500 $35,840 $76,880

Centre for Cerebral Palsy (DA) $2,000 $37,840 $74,880

Hellenic Community of WA Inc. $10,000 $47,840 $64,880

Animals Australia Inc. (DA) $1,387 $49,227 $63,493

Rotary Club of West Perth (DA) $1,000 $50,227 $62,493


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Organisation

Donation

Cumulative

Total

Balance

East Perth Community Safety Group Inc. $8,860 $59,087 $53,633

Uniting Church Pancake Day (DA) $211 $59,298 $53,422

Anglican Church, Diocese of Perth $2,000 $61,298 $51,422

BOQ Corporate Challenge $2,000 $63,298 $49,422

National Flag Association WA Inc. $5,296 $68,594 $44,126

City of Perth Band Inc. $20,000 $88,594 $24,126

Royal WA Historical Society Inc. (DA) $300 $88,894 $23,826

Court Welfare Service Inc. (DA) $2,000 $90,894 $21,826

Lions Club 2011 (DA) $250 $91,144 $21,576

Ryan Marron Foundation (DA) $597 $91,741 $20,979

Sorry Day and Reconciliation Week $5,200 $96,941 $15,779

Australian Society for Medical Research (DA) $1,500 $98,441 $14,279

Nth American Veterans’ Unit (DA) $550 $98,991 $13,729

Abruzzi Emigrant Assoc. of Australia (DA) $861 $99,852 $12,868

SlutWalk Perth (DA) $121 $99,973 $12,747

Local Gov’t Community Development Conference

$550 $100,523 $12,197

Corporate Sponsorship 2011/12 Perth Town Hall Budget Allocation $12,000

Organisation

Amount

Cumulative

Total

Balance

Australian Broadcasting Commission (DA) $835 $835 $11,165

Heritage Perth (DA) $742 $1,577 $10,423

Rotary Club of Heirisson (DA) $738 $2,315 $9,685

Australasian Specialty Coffee Association (DA)

$2,000 $4,315 $7,685

Breast Cancer Network (DA) $845 $5,160 $6,840


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Moved by Cr Chen, seconded by Cr Adamos That the report titled ‘Summary of Expenditure – Donations and Sponsorship 2012/13’, be received. The motion was put and carried The votes were recorded as follows: For: Crs Adamos and Chen Against: Nil Meeting Note: Cr Adamos requested that an alternative City of Perth contribution package for Telethon be investigated for 2013/14.

MP42/13 CORPORATE SPONSORSHIP – CULTURES OF CHINA, FESTIVAL OF SPRING

BACKGROUND:

FILE REFERENCE: P1010627-24 REPORTING OFFICER: Peta Galloway, Sponsorship Administration Officer RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 19 February 2013 MAP / SCHEDULE: N/A The WA Fujian Association is one of the largest Chinese associations in Western Australia with over 4,000 members. The Association has previously worked with the Chung Wah Association to present Chinese cultural events. Summary of Event: The WA Fujian Association is presenting Cultures of China, Festival of Spring at the Perth Convention and Exhibition Centre on 3 March 2013 from 7.00pm until 9.30pm. The event aims to introduce Chinese culture internationally. The event has previously seen 27 national artistic groups perform in 66 cities in 28 countries around the world.


- 14 - 26 FEBRUARY 2013


The event is a performance event presenting Chinese cultural art overseas. Its held annually in many cities around the world. In 2013, 11 Cultures of China, Festival of Spring performing groups will travel abroad to stage an estimated 61 shows. The event will include many artistic groups that hold an extremely high profile in China including: Zongzheng Song and Dance Troupe;

Central Nationalities Song and Dance Ensemble;

Song ZuYing; and

Yan Weiwen. Cultures of China, Festival of Spring has been held in various cities around Australia and 2013 is the first time that the event will come to Perth. Organisers expect that the event will increase understanding between Australia and China. The event will feature over 2,500 participants and is expected to attract an audience of 2,000. It is a high profile event for the Australian Chinese Community and is supported through donations from members of the WA Fujian Association, The Bank of China, the Australian China Business Council, and the Chinese Government. The total cost of the event is $137,500. Organisers have requested cash sponsorship of $7,500 (5%). The event was not budgeted in the 2012/13 financial year. It is proposed that funds remaining in the Event Sponsorship Budget be directed towards this event. The organisers have not previously received sponsorship from the City of Perth.


Strategic Plan City Vibrancy Support tourism, the retail trade and entertainment through

a vibrant program of campaign advertising, sponsorship and promotions and encourage and support initiatives, festivals and events which showcase the diversity of people and lifestyles in Perth.



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DETAILS:

Eligibility for Sponsorship:

Criterion Satisfied Support for activities which award endeavour in community service.

Yes

Support for the activities of organisations or individual which provide positive positioning for the City of Perth.

Yes

Markets / audiences who will be exposed to sponsorship information: The event audience will largely consist of the Chinese Community and is a paid ticketed event. Organisers, however, are committed to provide up to 200 event tickets to the community free of charge. The event will promote Perth to the local and international Chinese community. Promotion of City of Perth to Markets / audiences: The City of Perth will be promoted as detailed in the benefits listed in the recommendation section of this report. Assessment of Application (Corporate): 1. The opportunity the sponsorship provides to enhance the image of the

City of Perth.

The event is a high profile event for the Chinese Community. Perth has strong links with China through the Sister Cities program. The event is supported by the Chinese Government and the City’s support will help to strengthen the City’s relationship with China, as well as with the local Chinese community. Event organisers advise that the event will receive media coverage on China Central Television.

2. The value of the increased good will from markets / audiences exposed to

the sponsorship by the City of Perth. As detailed above, the event will increase goodwill with the local and international Chinese community. 3. Contributes towards the achievement of one or more of the City’s

marketing objectives. to position the city as a city of regional and international significance; to increase visitation to the city; to increase economic investment in the city; to create a vibrant, energetic 24 hour city.


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The event is a high profile Chinese event with the support of the Chinese government. It will position the city as a city of regional and international significance and will help to strengthen the City’s relationship with China. It will increase visitation to the city with a large international delegation visiting the city. The event will increase economic investment in the city.

4. Benefits to be provided to the City. The benefits provided to the City are detailed in the recommendation section of this report.

FINANCIAL IMPLICATIONS:

ACCOUNT NO: CL 1423 1000 7901 BUDGET ITEM: Recreation and Culture – Other Culture – Other

Cultural Activities BUDGET PAGE NUMBER: 11 PROPOSED COST: $7,500 All figures quoted in this report are exclusive of GST.

COMMENTS:

The event will promote Perth to the local and international Chinese community. The event will increase visitation in the city and increase economic investment in the city. It is recommended that the Marketing, Sponsorship and International Relations Committee approves sponsorship of $7,500 (excluding GST). Moved by Cr Adamos, seconded by Cr Chen That the Marketing, Sponsorship and International Relations Committee: 1. approves cash sponsorship of $7,500 (excluding GST) to The WA

Fujian Association to present Cultures of China, Festival of Spring on 3 March 2013 at Perth Convention and Exhibition Centre;

2. notes that the event organisers will provide the following

sponsorship benefits to the City:

2.1 the City of Perth crest to be included on all newspaper advertising for the event;

(Cont’d)


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2.2 the City of Perth to be verbally acknowledged throughout the course of the event;

2.3 the Lord Mayor, or representative, to be invited to speak at

the welcome reception on 2 March 2013 at the Pan Pacific Hotel;

2.4 18 invitations for Elected members and guests to attend the

event as VIP’s. The motion was put and carried The votes were recorded as follows: For: Crs Adamos and Chen Against: Nil

MP43/13 GRANT – THE AUSTRALIAN NATIONAL FLAG ASSOCIATION –WESTERN AUSTRALIA INC.

BACKGROUND:

FILE REFERENCE: P1010627-24 REPORTING OFFICER: Elizabeth Napier, Manager Community Services RESPONSIBLE DIRECTOR: Dennis Stevens, Acting Director Service Units DATE: 13 February 2013 MAP / SCHEDULE: N/A The Australian National Flag Association – WA Inc. (Flag Association) has requested financial assistance of $5,563 from the City to meet costs associated with the hire of 43 flag poles in the City in 2013 on Australia Day, ANZAC Day and National Flag Day. The organisation has also requested a contribution towards the cost, maintenance and replacement of the flags. The fee is raised by the City and covers the cost of the service provided by the City for raising and lowering the flags on the specified days. The Association believes the flying of the flags on days of national significance enhances the City’s contribution to its cultural environment and encourages participation in activities that celebrate Australia as a nation.


- 18 - 26 FEBRUARY 2013


Each year the Flag Association assumes responsibility for flying the national flag at numerous sites in the city and regards its activities as performing an important civic function on behalf of the City. This practise is now a tradition and the Flag Association is seeking continued support to maintain it. The Flag Association provides and maintains the flags which measure 3.66 metres by 1.8 metres, at no cost to the City. Previous financial support from the City to cover the cost of raising and lowering 43 Australian flags on days of national significance is as follows:

Year Amount Provided Year Amount Provided 1996/97 $1,000 2005/06 $5,062 1997/98 $2,000 2006/07 $5,062 1999/00 $1,695 2007/08 $4,943 2000/01 $2,903 2008/09 $5,080 2001/02 $3,100 2009/10 $5,080 2002/03 $3,173 2010/11 $5,203 2003/04 $4,060 2011/12 $5,296 2004/05 $4,944 2012/13 $5,563


Strategic Plan Community Services Facilitate community development processes and

initiatives at a local and regional level.


DETAILS:

The Flag Association was established 26 years ago and is a non-political organisation that relies entirely on volunteers to oversee organisational activities. Although the Flag Association’s services extend to the entire State, the flying of the Australian flag is restricted to within the City’s boundaries. The aims and objectives of the Flag Association are to: 1. Communicate positively to all Australians the importance and significance of the

chief national symbol, the Australian flag.

2. Provide promotional and educational material concerning the Australian National Flag.


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3. Promote the Australian identity overseas by the use of the Australian National Flag.

4. Support existing “fly the flag” programs and encourage support from recognised service organisations.

5. Encourage personal identity with the Australian National Flag at all levels within the community.

6. Promote the correct flying of the Australian National Flag in accordance with the Australian National Flag Official Guide.

7. Work to ensure that the Australian National Flag not be changed unless it is by the will of the people expressed in a constitutional referendum.

The dates and locations for flying the Australian National flag in 2013 are:

Day of National Significance

Dates Locations / No. of Flags

Australia Day 13/1/13 until 27/1/13 Kings Park Road (14 flags) Mounts Bay Road (14 flags) The Causeway (7 flags) Barrack Square (8 flags)

ANZAC Day 14/4/13 until 28/4/13 (As Above) Australian National Flag Day 25/8/13 until 8/9/13 (As Above) The organisation’s audited financial statement for the year ended 30 June 2012 states that income derived from membership fees, sundry donations and sales of merchandise amount to $60,255, and expenditure to $52,319. Accumulated funds amount to $185,683.


ACCOUNT NO: 29B26000 BUDGET ITEM: Other Property and Services – Unclassified –

Other Unclassified BUDGET PAGE NUMBER: 15 BUDGETED AMOUNT: $54,000 AMOUNT SPENT TO DATE: $38,378 PROPOSED COST: $ 5,563 BALANCE: $10,059 All figures quoted in this report are exclusive of GST.


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COMMENTS:

The Australian National Flag Association – WA Inc. considers it has a civic and community responsibility to fly the Australian National Flag within the boundaries of the City on significant occasions. On each occasion, Australia Day, ANZAC Day and National Flag Day, 43 flags are flown in Kings Park Road, Mounts Bay Road, The Causeway and Barrack Square. Moved by Cr Adamos, seconded by Cr Chen That the Marketing, Sponsorship and International Relations Committee approves a grant of $5,563 (excluding GST) to the Australian National Flag Association – Western Australia Inc. to assist with hire fee costs associated with using City flag pole facilities on days of national significance ($4,563), and the cost of maintenance and flag replacement ($1,000). The motion was put and carried The votes were recorded as follows: For: Crs Adamos and Chen Against: Nil Meeting Note: Cr Adamos queried which other organisations provide funding or financial assistance to the Australian National Flag Association. The Director Service Units advised that the matter would be investigated and a response would be provided to Committee members via email. The Manager Community Services departed the meeting at 4.22pm and did not return.


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MP44/13 EVENT SPONSORSHIP (PARTNERSHIP) – ANZAC DAY COMMEMORATIONS

BACKGROUND:

FILE REFERENCE: P1010627-23 REPORTING OFFICER: Peta Galloway, Sponsorship Administration Officer RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 15 February 2013 MAP / SCHEDULE: N/A The ANZAC Day Commemorations are organised by the Returned and Services League of Australia (RSL) Western Australia Branch on 25 April each year. The City of Perth has always made a substantial annual contribution to the staging of the event through the provision of City Services and associated costs. Until 2010 these costs were funded through the City’s Parades and Festivals operational budget. In 2012, Council formalised this contribution by approving cash and in-kind sponsorship of $31,505 (excluding GST) for the event and it was funded through the City’s Event Sponsorship for the first time. In 2012, the event was funded via the same budget line for the amount of $37,629 (excluding GST). Summary of Event: The ANZAC Day commemorations 2013 are to be held on Thursday, 25 April 2013. The event is organised by the RSL Branch and will include the following: The Dawn Service, Kings Park – The Dawn Service is held at the State War Memorial on Fraser Avenue in Kings Park. The event includes a two hour screen presentation of historical and educational material prior to the service commencing at 6.00am. The organisers estimate that more than 36,000 people attended the service in 2012. The Gunfire Breakfast, Stirling Gardens – The traditional Gunfire Breakfast is held in Stirling Gardens upon the conclusion of the Dawn Service from 7.00am until 9.00am. The breakfast is held for Veterans, their families and the community, and is organised by volunteers from Celebrate WA, Rotary, Lions, and Rovers. The ANZAC Day March in the City – The annual ANZAC Day march through the city of Perth and the associated ceremony has experienced significant growth in public attendance with an estimated audience of 80,000 in 2012. In 2013, with the commencement of works associated with Elizabeth Quay, the RSL will again realign the route taken by the march. Organisers are committed to work closely with the City to ensure a safe and successful march whilst maximising viewing opportunities for the public. The commemorative service will again be held in Supreme Court Gardens.


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As per previous years, the organisers have requested the City cover the cost of the services supplied for the event including: hire of Supreme Court Gardens ($1,538.18);

hire of Langley Park ($347.73);

hire of Stirling Gardens ($932.05);

bins and cleaning services on Irwin Street, Supreme Court Gardens and Stirling Gardens ($1,910.91);

administration fee for the above ($104.20);

banner hire along St Georges Terrace for two weeks ($4,869);

reservation of on-street parking bays ($5,650.91); and

traffic management costs – $19,588 (excluding GST). The above City fees and charges amount to $34,940.98 (excluding GST). Organisers have also requested a cash contribution of $15,000 to cover event infrastructure. In previous years organisers have requested a cash contribution of $5,000 to cover these costs. This equals a total requested sponsorship of $49,940.98. The amount budgeted for sponsorship of this event for 2013 is $38,607.35. Cash sponsorship of $44,940 is recommended. This covers all City fees and charges and allows for a cash contribution of $10,000 for infrastructure. Organisers advise that there will be no change to benefits provided for this level of sponsorship.


Strategic Plan City Vibrancy Support tourism, the retail trade and entertainment through

a vibrant program of campaign advertising, sponsorship and promotions and encourage and support initiatives, festivals and events which showcase the diversity of people and lifestyles in Perth.



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DETAILS:

Eligibility for Sponsorship:

Criterion Satisfied The total value of the event exceeds the sponsorship requested. Yes The event takes place within a public space in the City. Yes

Assessment of Application (Partnership): 1. Contribution of the event to the economy of the city. The ANZAC Day Services attract over 80,000 people to the city on a public holiday. 2. Has a significant national or international profile or the potential to

develop it. The ANZAC Day Services are significant events to all Western Australians. The event is the largest commemorative event held in Western Australia each year. 3. Contributes towards the achievement of one or more of the City’s

marketing objectives: to position the city as a city of regional and international significance; to increase visitation to the city; to increase economic investment in the city; to create a vibrant, energetic 24 hour city. The event increases visitation and adds vibrancy to the city. The event is of regional significance. 4. Preference will be given to events which provide free attendance. The event is free to attend. 5. Preference will be given to events which will be held exclusively in the

city. The event is held exclusively in the city and Kings Park. 6. Benefits to be provided to the City. The benefits include: the City of Perth crest to appear on all paid advertising and promotional material

for the ANZAC Day Commemorations, including:


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a double page feature in The West Australian;

a full page information advertisement in The West Australian;

a full page advertisement in Have a Go News;

a full page advertisement in WA Senior Magazine;

a full page advertisement in Xpress Magazine; and

a Gunfire Breakfast advertisement in The West Australian;

acknowledgement of the City’s support in 10,000 Order of Service programs;

the City of Perth crest to appear on the seven giant screens in Kings Park preceding and directly after the Dawn Service;

acknowledgement of the City’s support on the giant outdoor screen in Supreme Court Gardens;

the Lord Mayor, or representative, to be invited to lay a wreath at the memorial, and to attend the commemoration service.

Event Sponsorship Category: Major Civic Partnership – Three to five years funding commitment, $50,000,

plus CPI; State and National – Three years funding commitment, less than $50,000, plus

CPI; Annual – Annual or historic funding, less than $20,000; Start-Up/One-Off – Once only funding, less than $15,000. The applicant is considered eligible for event sponsorship under the Major Civic Partnership category, in accordance with Policy 18.8 – Provision of Sponsorship and Donations. Classifications are indicative only and subject to annual consideration.


ACCOUNT NO: CL 1486 5000 7901 BUDGET ITEM: Recreation and Culture – Other Culture – Other

Cultural Activities BUDGET PAGE NUMBER: 11 PROPOSED COST: $45,040.98 All figures quoted in this report are exclusive of GST.


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COMMENTS:

It is recommended that Council approves sponsorship of $44,940 (excluding GST). This is above the amount budgeted for the event for 2013 and allows for a $10,000 cash contribution for the event. ANZAC day is an important community event with the main commemorative march and service being held in the city. The City of Perth has always made a substantial contribution to this event. Moved by Cr Adamos, seconded by Cr Chen That the Council approves cash sponsorship of $44,940 (excluding GST) to the Returned and Services League to present the ANZAC Day Commemorations – Perth 2013, to be held in the City on Thursday, 25 April 2013. The motion was put and carried The votes were recorded as follows: For: Crs Adamos and Chen Against: Nil As there were no members of the public present at the meeting, the Marketing, Sponsorship and International Relations Committee did not resolve to close the meeting to discuss Item MP45/13.

MP45/13 EVENT SPONSORSHIP (PARTNERSHIP) – MASTERCHEF DINING AND BAR 2013

BACKGROUND:

FILE REFERENCE: P1010627-24 REPORTING OFFICER: Peta Galloway, Sponsorship Administration Officer RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 18 February 2013 MAP / SCHEDULE: N/A


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In accordance with Section 5.23(2)(e)(ii) of the Local Government Act 1995, this item was dealt with behind closed doors, as it relates to a matter that if disclosed, would reveal information that has commercial value to a person. The confidential report was distributed to Elected Members under separate cover. Moved by Cr Chen, seconded by Cr Adamos That the Council approves cash sponsorship of $48,000 (excluding GST) to Lateral Event Management to present the MasterChef Dining and Bar 2013 from Monday, 20 May 2013 until Wednesday, 12 June 2013. The motion was put and carried on the casting vote of the Presiding Member The votes were recorded as follows: For: Cr Chen Against: Cr Adamos In accordance with Clause 7.5A of the City of Perth Standing Orders Local Law 2009, Cr Adamos requested that his reason for not supporting the recommendation be recorded in the minutes: He believes the MasterChef Dining and Bar 2013 event is purely commercial in nature and is a ticketed event which is not affordable for the general public.

MP46/13 CHRISTMAS DECORATIONS – LIGHTING PROJECTIONS

BACKGROUND:

FILE REFERENCE: P1002142-6 REPORTING OFFICER: Morris Stevens, Contracts Administrator RESPONSIBLE DIRECTOR: Doug Forster, Director Business Units DATE: 8 February 2013 MAP / SCHEDULE: Schedule 1 – Projections on GPO – Christmas 2012 As part of the 2012 Festival of Christmas a lighting display was developed and projected onto the GPO Building in Forrest Place.


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This report provides some details of the options and costs and whether lighting projections could form part of future Christmas decorations.


Strategic Plan City of Perth ‘2029 We Hear You’ Action Projects 2 – Substantially increase Christmas decorations.

DETAILS:

Due to the redevelopment works occurring in Forrest Place during 2012 and the impact on the turning on the Christmas lights event, projection lighting was used as a means of enhancing the event. The Marketing budget supported the lighting in 2012 as a one-off as part of the event. However, if the lighting projection is to continue for future Christmas periods, this aspect would form part of the City’s Christmas decoration program. The cost of the projections in 2012 was approximately $91,500 for ten nights and covers the following aspects:

Creative Services / Survey / Production $28,000 Equipment / Structures and Freight $45,500 Personnel $18,000

The above cost relates to projections that are referred to as a PIGI format and although projections are also available in a Digital format, the cost increase can be significant. PIGI Projection PIGI Projection involves large-format projection technology with extremely high light output and brilliant image quality. The system uses a scrolling filmstrip capable of high quality imagery with basic but accurate scrolling animation. Content design for PIGI is considerably more economical than digital content production. Digital Projection Tasks once possible only with large-format slide projection are now possible using digital projectors allowing cinematic animation and real-time control. Common formats such as ‘High Definition’ become meaningless and underwhelming on that scale. The sharp definition enhances the resonance of images and contributes to the apparent brightness of the result. The down side of this super-high definition is that enormous animation files are required (often many gigabytes each) that can take days to render.


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As a guide, indicative cost options that were provided to the City for both formats covering a range of projection periods are as follows:

No. of Nights Digital PIGI

1 $90,000 $58,000 3 $125,000 $71,000 10 $175,000 $91,500 17 $215,000 $110,000

The most significant portion of the cost relates to the provision of the projection equipment. Individual projectors cost between $80,000 and $120,000 each and have very low lamp life. It is for these reasons the equipment hire cost is very high. Currently there are no PIGI projectors in Western Australia. Some Digital Projectors are available and this may increase over time which may provide a more economical hire cost into the future. Because of the limited availability of projectors in Western Australia, the cost estimates are calculated on a hire rate which includes the transport from the east and return. Transport can be up to eight days each way. Consideration will be given to future acquisition of projection equipment once options have been explored.


There are no financial implications related to this report at this time. Should the inclusion of projection lighting as part of the Christmas Decorations Program be supported, additional funding will need to be included in Council’s 2013/14 budget deliberations. The estimated amount is $100,000 to be included in the budget estimates for approval.

COMMENTS:

Council is requested to approve the use of projection lighting as part of the Christmas Decorations Program.


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Moved by Cr Adamos, seconded by Cr Chen That the Council approves the use of lighting projections as part of the annual Christmas Decorations Program at an estimated cost of $100,000 (excluding GST), subject to the required funds being approved in Council’s 2013/14 Budget. The motion was put and carried The votes were recorded as follows: For: Crs Adamos and Chen Against: Nil

MP47/13 TENDER 027-12/13 – CITY FLAGS AND BANNERS

BACKGROUND:

FILE REFERENCE: P1028789 REPORTING OFFICER: Melissa Arbon, Assistant Manager Marketing RESPONSIBLE DIRECTOR: Garry Dunne, Director Service Units DATE: 18 February 2013 MAP / SCHEDULE: Schedule 2 – Schedule of Rates

Confidential Schedule 3 – Assessment Matrix –Distributed to Elected Members under separate cover

A tender was advertised in October 2012 for suitably qualified contractors to submit tenders for the production and printing of banners and flags for City of Perth sites. Eleven submissions were received by the closing date of 27 November 2012.


Legislation Section 3.57 of the Local Government Act 1995 Part 4 of the Local Government (Functions and General)

Regulations 1996


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Strategic Plan City Vibrancy Support tourism, the retail trade and entertainment

through a vibrant program of campaign advertising, sponsorship and promotions and encourage and support initiatives, festivals and events which showcase the diversity of people and lifestyles in Perth.

Policy Policy No and Name: 9.2 – Expenditure – Authorisations – Annual Items

18.5 – Hire of Banner and Flag Sites

DETAILS:

The City manages eighteen different flag and banners sites around the city. These sites are hired out by third parties, in accordance with Policy 18.5 – Hire of Banner and Flag Sites. To ensure the sites are always dressed when there are no bookings in place, the City has flags and banners produced to fill the spaces and ensure the sites are aesthetically maintained. The sites include: St Georges Terrace (Milligan Street – William Street);

St Georges Terrace (William Street – Barrack Street);

St Georges Terrace (Barrack Street – Victoria Street);

Adelaide Terrace (Victoria Avenue – Bennett Street);

Adelaide Terrace (Bennett Street – Plain Street);

Kings Park Road;

Mounts Bay Road;

The Causeway;

Barrack Square;

Hay Street Mall;

Murray Street Mall;

Forrest Place;

William Street (Murray Street – Hay Street);

William Street (Northbridge);

Barrack Street;

Northbridge Piazza;

Kings Park Road; and

Wellington Street (Elder Street – Little Milligan Street).


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At the close of tenders on Tuesday, 27 November 2012, 11 tenders were received from the following: Discus Digital Print;

Selby’s Pty Ltd;

All Flags;

Imagesource Digital Solutions;

Jason Signmakers;

Tudor House;

Pennant House;

Billboard Media;

Evans Evans Pty Ltd;

VE Graphics Pty Ltd; and

Bokay Group. All tenders were assessed for compliance with the tender requirements and evaluated against the following selection criteria: Experience.

Key Personnel.

Resources – Capacity to deliver.

References. Experience VE Graphics Pty Ltd and Billboard Media provided limited information to verify their experience and were judged to only partly meet the criteria. All remaining tenderers provided sufficient information to determine that their experience complied with the expected experience. Selby’s Pty Ltd and Bokay Group were able to show that they exceeded the criteria for experience. Experience of Key Personnel All Flags, Tudor House and Pennant House provided limited information on key personnel and only partly met the criteria. VE Graphic Pty Ltd, Evans Evans Pty Ltd and Billboard Media provided further information, being judged to almost meet the criteria. All remaining five tenderers met or exceeded the set criteria with Discus Digital Print ranking the highest in this category.


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Resources – Capacity to Deliver All Flags, Tudor House and Pennant House all supplied insufficient evidence to support this criteria. Evans Evans Pty Ltd and Billboard Media were able to only just meet the criteria. All other tenderers were able to sufficiently prove their ability to deliver on the contract based on the resources available to them. References All of the tenderers met the criteria and were able to supply relevant references except for Billboard Media who failed to include any references within their tender submission. On completion of the qualitative assessment against the selection criteria, the 11 tenderers were ranked in the following order: 1. Selby’s Pty Ltd;

2. Discus Digital Print;

3. Bokay Group;

4. Imagesource Digital Solutions;

5. Jason Signmakers;

6. Evans Evans Pty Ltd;

7. VE Graphics Pty Ltd;

8. All Flags;

9. Tudor House;

10. Pennant House; and

11. Billboard Media. The five highest scoring tenderers were selected as attaining a score of average or higher. The tenderers were then assessed against the pricing received for various services requested in the tender form to assess value for money. The following tenderers provided the most competitive rates, from lowest rate to highest: 1. Billboard Media;

2. Selby’s Pty Ltd;

3. Evans Evans Pty Ltd;

4. Imagesource Digital Solutions;

5. Discus Digital Print; and

6. All Flags. On completion of both a qualitative assessment against the selection criteria and a pricing comparison, it was determined that the following tenderers achieved the best overall quality and value for the City:


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Selby’s Pty Ltd;

Discus Digital Print; and

Imagesource Digital Solutions.


Expenditure for the production of banners and flags is incorporated into the Marketing, Communications and Event Unit operating budgets over the period of the contract. It is estimated the cost of supplying these services is in the vicinity of $70,000-100,000 (excluding GST) per annum.

COMMENTS:

In analysing both the selection criteria and the pricing structure, it is recommended that a panel of three suppliers are selected to provide the banner and flag printing and production services to the City for the designated contract period of two years. The three recommended tenderers, Selby’s Pty Ltd, Discus Digital Print and Imagesource Digital Solutions, were all rated within the top four in the qualitative assessment, against the selection criteria. They also rated in the top 50% of tenderers for competitive pricing. Moved by Cr Adamos, seconded by Cr Chen That Council accepts the most suitable tenders, being those submitted by: 1. Selby’s Pty Ltd;

2. Discus Digital Print;

3. Imagesource Digital Solutions; to form a panel of providers for the production and provision of city flags and banners (Tender 027-12/13), for a term of two years commencing on 31 March 2013, in accordance with the Schedule of Rates detailed in Schedules 2. The motion was put and carried


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The votes were recorded as follows: For: Crs Adamos and Chen Against: Nil

MP48/13 TENDER 074-12/13 – FABRICATION AND REPAIR OF CHRISTMAS DECORATIONS

BACKGROUND:

FILE REFERENCE: P1029075 REPORTING OFFICER: Morris Stevens, Contracts Administrator RESPONSIBLE DIRECTOR: Doug Forster, Director Business Units DATE: 15 February 2013 MAP / SCHEDULE: Schedule 4 – Schedule of Rates

Confidential Schedule 5 – Assessment Matrix – Distributed to Elected Members under separate cover

Tenders for the fabrication and repair of Christmas decorations were advertised on Wednesday, 30 January 2013 and closed on Thursday, 14 February 2013. The tender for fabricating Christmas decorations was developed to assist in the planning of new decorations and streamline the fabrication process following acceptance of concept designs.


Legislation Section 3.57 of the Local Government Act 1995 Part 4 of the Local Government (Functions and General)

Regulations 1996 Strategic Plan City of Perth ‘2029 We Hear You’ Action Projects 2 – Substantially increase Christmas decorations. Policy Policy No and Name: 9.7 – Purchasing Policy


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DETAILS:

Sixteen sets of documents were downloaded from the City’s website and at the close of tenders, two submissions were received from the following: Bellavane Pty Ltd T/as Quality Sheet Metals; and

CTSM Pty Ltd. Tenders have been evaluated against the selection criteria as follows: Appreciation of the Work Required Both Quality Sheet Metals (QSM) and CTSM Pty Ltd (CTSM) have adequately addressed the criteria. QSM scored slightly higher with reference to consultation during design and in meeting established deadlines during manufacture. Experience with Similar Work QSM and CTSM have both previously fabricated Christmas decorations for the City and have satisfactorily produced the requirements. The experience shown by QSM is more recent than CTSM. Qualifications and Experience of Personnel From the experience provided both companies have considerable experience in the sheet metal industry. Overall, QSM was ranked higher than CTSM. Schedule of Rates A schedule of rates was requested with three components. These rates are shown in Schedule 4. 1. QSM provided a pre-determined fee for consultation during the design

development, however, CTSM has included this within the nominated hourly rates.

2. Both companies provided hourly rates with CTSM being higher.

3. The mark-up percentage for materials is higher for QSM than CTSM. Based on the rates provided it is considered that both companies have provided competitive rates and shown extensive experience in the sheet metal industry and previously fabricated Christmas decorations for the city.


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ACCOUNT NO: CW1400 BUDGET ITEM: Recreation and Culture – Other Recreation and

Culture – Christmas Decorations Various Locations BUDGET PAGE NUMBER: 18 BUDGETED AMOUNT: $250,000 AMOUNT SPENT TO DATE: $204,909 PROPOSED COST: $ TBA BALANCE: $ 45,091 All figures quoted in this report are exclusive of GST. Christmas decorations are part of a Five Year Capital Expenditure Plan.

COMMENTS:

Based on the assessment of tenders received against the selection criteria and the schedule of rates, both companies are capable of carrying out the required works and the pricing is competitive. It is therefore recommended that the tenders from both Quality Sheet Metals and CTSM Pty Ltd be accepted and a panel of providers be established. Moved by Cr Adamos, seconded by Cr Chen That Council accepts the most suitable tenders, being those submitted by Bellavane Pty Ltd, trading as Quality Sheet Metal, and CTSM Pty Ltd to form a panel of providers for the Fabrication and Repair of Christmas Decorations (Tender No 074-12/13) for a period of three years, in accordance with the Schedule of Rates detailed in Schedule 4. The motion was put and carried The votes were recorded as follows: For: Crs Adamos and Chen Against: Nil


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MP49/13 MOTIONS OF WHICH PREVIOUS NOTICE HAS BEEN GIVEN

Nil

MP50/13 GENERAL BUSINESS

Responses to General Business from a Previous Meeting Nil New General Business Nil

MP51/13 ITEMS FOR CONSIDERATION AT A FUTURE MEETING

“Suitcase” Markets in the City (MKT 15/01/13). Unit Cost of Lighting Trees – Christmas Decorations Strategy (MKT 15/01/13).

MP52/13 CLOSE OF MEETING

There being no further business the Presiding Member declared the meeting closed at 4.49pm.

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SCHEDULE 1

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Maps February / MISR Report - Lighting Projections .pdf

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SELBY'S

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Maps February / Schedule X - Banners and Flags Schedule of Rates

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SCHEDULE 2


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IMAGESOURCE DIGITAL SOLUTIONS

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DISCUS DIGITAL PRINT

CONFIDENTIAL SCHEDULE 3 – ITEM 8 –

TENDER 027-12/13 – CITY FLAGS AND

BANNERS

FOR MARKETING, SPONSORSHIP AND

INTERNATIONAL RELATIONS COMMITTEE

MEETING HELD ON

29 JANUARY 2013

– DISTRIBUTED TO ELECTED MEMBERS

UNDER SEPARATE COVER

TENDER 074-12/13 FABRICATION & REPAIR OF CHRISTMAS DECORATIONS

I:\CPS\Admin Services\AGENDAS\Reports\MAPS FEBRUARY\Tender074CouncilReportSchedule.doc

1. Design Development cost

Item Quality Sheet Metals

CTSM Pty Ltd

The design development cost is a pre-determined set fee to enable consultation with the City on the materials and fabrication options of proposed decorations.

1,760.00

Included in Hourly Rate

2. Hourly Rates

Item $ $

Rates for classification of workers that may be assigned to the fabrication:

Welder

105.00

120.00

Tradesman

105.00

120.00

Labourer/Trades Assistant

90.00

100.00

3. Materials

Item

Mark-up percentage to be applied to materials:

Aluminium 25% 20%

Steel 25% 20%

Other – Fixtures, hardware,fasteners, paint 25% 20%

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SCHEDULE 4

CONFIDENTIAL SCHEDULE 5 – ITEM 9 –

TENDER 074-12/13 – FABRICATION AND

REPAIR OF CHRISTMAS DECORATIONS

FOR MARKETING, SPONSORSHIP AND

INTERNATIONAL RELATIONS COMMITTEE

MEETING HELD ON

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– DISTRIBUTED TO ELECTED MEMBERS

UNDER SEPARATE COVER

marketing, sponsorship and international relations committee · · 2013-08-10i:\cps\admin...

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