Penny Wong (SA, Australian Labor Party, Minister for Finance and Deregulation) Share this | Hansard source

The Minister for Climate Change and Energy Efficiency has provided the following answer to the honourable senator's question:

With reference to the answer to question on notice no. 670, relating to the United Nations Framework Convention on Climate Change Conference of Parties (COP) to be held in Durban South Africa, in December 2011 (COP 17):

(1) (a) The estimate of $245,104.60 for accommodation was based on:

(i) An estimated delegation size similar to the previous COPs in 2008 and 2010 (an approximate average of 40 delegates).

(ii) Accommodation for:

The preliminary booking made in January 2011 was for 50 single rooms plus an Executive Room. This booking has since been was revised with a reduction in rooms required down to 36 single rooms and two Executive room (based on advice from other agencies on their anticipated requirements).

(iii) A nightly rate (inclusive of breakfast and 1 per cent Tourism Levy but exclusive of 14 per cent VAT) of:

(iv) The hotel contracted by the Australian Government to accommodate the Australian delegation in Durban during COP 17 is the Coastlands Hotel and Convention Centre (Coastlands Umhlanga) in Durban. The Coastlands Umhlanga is a 4 star rated hotel that was considered to be:

The Department of Climate Change and Energy Efficiency (DCCEE) was advised by the Australian High Commission in Pretoria, that there was a limited supply of suitable hotel within an appropriate distance that were considered to be suitable (taking into account amenities and security considerations). The South African Government has offered a range of accommodation options for the COP 17 but many of these were either already fully booked, too far from the COP 17 venue, too expensive, or not suitable (‘bed and breakfast’ or university accommodation).

(b) A copy of the detailed quote, provided by the COP 17 accommodation service provider in January 2011 is at Attachment A.

(2) Preliminary estimates in relation to the number of officers on the Australian Delegation were made based on:

(a) an estimated delegation size similar to the previous COPs in 2008 and 2010; and

(b) a delegation based around previous Departmental representation at COPs, including representatives from other agencies such as the Departments of Foreign Affairs and Trade (DFAT), Resources , Energy and Tourism (DRET), Agriculture, Fisheries and Forestry (DAFF), AusAID and the Bureau of Meteorology.

(3) The estimated size and composition of the delegation to Durban has been based on delegations to Poznan (COP14) and Cancun (COP16), not Copenhagen (COP15). The estimate does not reflect any requirements for a Head of State involvement in the COP.

(4) Travel allowance rates have not yet been calculated for this travel, but will be estimated based on the Employment Conditions Abroad (ECA), as advised by the DFAT.

(5) When travelling internationally, all DCCEE officials travel business class where available, consistent with the current DCCEE Travel Policy (July 2011).

(6) (a) The Government will aim to reduce the cost of air travel by making early

bookings where possible for likely delegates from DCCEE.

(b) The estimates for any savings cannot be calculated this far in advance of the COP17 meeting.

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Attachment A

Scatterlings

Conference & Events

31st January 2011

Thank you for your enquiry for accommodation for the COP 17 Conference.

We have the pleasure in presenting the following proposal. We are have provisionally made the reservation for your delegation.

Confirmation

In order to secure this reservation, please return to us a signed copy of this contract by 3rd February 2011, this will indicate irrevocable confirmation of the above details. The 50% deposit payment will be required within 30 days from invoice. Invoice to follow the signed proposal.

Client Details:

Company Name : Australia: Department of Climate Change and Energy efficiency

Name of Authorized Signatory :

Designation of Signatory :

Email Address :

Postal Address: GPO Box 854, Canberra ACT 2600

Physical Address:

Details of Booking:

Hotel: Coastlands Hotel and Convention Center

Address: 329 Umhlanga Rocks Drive, Umhlanga Durban

Scatterlings

Conference & Events

Accommodation

Arrival date: 23rd November 2011

Departure date: 10th December 2011

Accommodation

Arrival date: 24th November 2011

Departure date: 10th December 2011

Accommodation

Arrival date: 26th November 2011

Departure date: 10th December 2011

Accommodation

Arrival date: 2nd December 2011

Departure date: 10th December 2011

Includes:

Rate is per person per night, Bed and breakfast

Please note check in is from 14h00 and check out before 10h00. Please advise us should you require an early arrival or late departure. However this will be subject to availability, but we will endeavour to meet such requirements.

Rate includes a 1% Tourism Levy which is payable on departure

Payment schedule:

50% deposit 30 days from invoice: R856 929-45

50% balance by 25 July 2011: R856 929-45

Scatterlings

Conference & Events

TERMS AND CONDITIONS:

1. Accommodation will only be confirmed once payment and signed proposal has been received. Purchase orders, letter of intent or similar are not considered payment.

2. Confirmation of the booking is required in writing to rowan@soafrica.com. Once the signed booking confirmation is received, an invoice will be issued for the deposit amount.

3. A 50% deposit will be due within 30 days from date of invoice.

4. Once the deposit has been received, a reservation number will be issued and the booking will be confirmed.

5. The deposit amount will be 50% of the Total amount due for the entire booking.

6. The deposit amount is non-refundable

7. For bookings made and confirmed within 90 days of the arrival date, the full accommodation amount due for the entire booking will be paid in order to confirm the booking.

8. Reductions & Penalties:

a. Any reductions made between the booking date (Contract signature date) and 25 July 2011 will not attract a cancellation penalty. Any reductions made between 26 July 2011 and 90 days prior to arrival will attract penalty equal to 30% of the cancellation value

b. Any reductions made within 90 days of the arrival date will attract a 100% cancellation penalty

9. All payments will be paid into a South African Bank account. Details on invoice

10. Invoiced amount is for bank transfer only; Credit Cards attract a 6% levy.

11. Check-in time is 14:00 and check-out time is 10:00 for all hotels

12. The Terms & Conditions are binding under South African Law

Should you require any further information on the above please do not hesitate to contact us. We will however follow up with you in the next two days.

Yours sincerely

Rowan Moss

Managing Director

Proposal acceptance:

Name Designation Date