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Resolution number AE/2016/189
That the Albert-Eden Local Board:
Overall
approach
a)
Supports the proposed approach for the 2017 Parks and Building
Maintenance Contracts with the proviso that the outcomes reflect local
character, not one generic outcome across the region.
b)
Supports the move to more outcomes focussed Parks and Building
Maintenance Contracts, noting that some prescriptive requirements will remain
to ensure that the transition to the new approach is successful over time.
c)
Requests that as part of the 2017 Parks and Building
Maintenance Contracts an independent auditing function be set-up to assess
the success of the ‘outcomes’ so local boards do not need to rely
solely on the community to monitor performance.
Proposed
specifications
d)
Requests that the proposed service specifications outcomes for
the 2017 Parks and Building Maintenance Contracts are reviewed to remove all
subjective statements (such as high-quality and visually pleasing) and
replaced with definitive statements.
e)
Notes that staff have confirmed that the existing 2015/2016
service levels will become the ‘standard’ service levels in the
2017 Parks and Building Maintenance Contracts and any specific current or
future enhancements beyond this standard will be identified in the contracts
to ensure that service levels do not reduce.
f)
Requests that staff confirm how contiguous land areas that are
controlled by different entities (such as the Tupuna Maunga Authority and
Auckland Transport) will be managed as part of the 2017 Parks and Building
Maintenance Contracts.
Geographical
clusters and term of contracts
g)
Supports the proposed geographic clusters for the 2017 Parks
and Building Maintenance Contracts, noting that staff have tested the market
and have provided advice to local boards that the size of the clusters are
efficient and will not disadvantage local suppliers.
h)
Supports the Albert-Eden Local Board joining a cluster with
Waitemata and Puketapapa Local Boards for the 2017 Parks and Building
Maintenance Contracts as these local boards are from the same legacy area and
are more aligned communities of interest
i)
Requests that the length of the 2017 Parks and Building
Maintenance Contracts be a maximum of five years and that any rights of
renewal are made at the end of each term and are based on pre-determined
performance criteria and Key Performance Indicators which should be agreed by
local boards.
Procurement
principles
j)
Considers that providing more opportunities for local suppliers
for the 2017 Parks and Building Maintenance Contracts will allow for:
i.
greater
economic opportunities for these local providers
ii.
greater pride and ownership in the work and consequently better
standards
iii.
economic development in local areas, including jobs closer to
where people live.
k)
Requests that staff ensure that the 2017 Parks and Building
Maintenance Contracts provide a sustainable procurement approach as per the
Council’s procurement policy which includes ”increased local
spend and enhanced local capability where appropriate”.
l)
Requests that staff, when considering the tenders for the 2017
Parks and Building Maintenance Contracts, give greater weight to tenderers
who have included a proportion of local suppliers and employees above 30 per
cent.
m)
Requests that staff, as per the Council’s procurement
policy, ensure that local suppliers are provided advice and support so they
have a full and fair opportunity to compete for the 2017 Parks and Building
Maintenance Contracts and sub-contracts, including ensuring that the process
as to how the new approach is conveyed to local suppliers and community
groups allows for a single integrated approach to procurement, service
delivery and community empowerment.
n)
Requests that as part of the new 2017 Parks and Building
Maintenance Contracts successful tenders are required to ensure local
sub-contractors (community groups and small businesses) are paid a fair and
reasonable rate.
o)
Requests that the 2017 Parks and Building Maintenance Contracts
have a “local impact assessment” as part of the procurement
process as per the Council’s procurement policy and requests that local
boards have input at the strategic level on the development of the
“local impact assessment”.
p)
Supports staff incorporating creative solutions and
opportunities to build community empowerment into the 2017 Parks and Building
Maintenance Contracts e.g. a local community group could undertake all the
maintenance of a local park.
q)
Requests that the 2017 Parks and Building Maintenance Contracts
be designed to allow for enough flexibility to allow community empowerment
opportunities to be increased on an annual basis as more local groups and
small business build capacity to deliver locally (this will ensure that the
tight timeframes for the new contracts won’t lock these groups out for
five or more years).
r)
Requests that the 2017 Parks and Building Maintenance Contracts
be designed to allow for enough flexibility for local boards to make minor
changes to levels of service without the need for locally driven initiative
funding.
s)
Requests that the 2017 Parks and Building Maintenance Contracts
be designed to enable local boards to use locally driven initiative funding
for major increases to levels of service on an annual basis.
t)
Requests that staff ensure that increases to levels of service
resulting from the planned growth for Auckland are built into the 2018-28
Long-term Plan to ensure that local boards’ locally driven initiative
funding is not required to cover a potential shortfall in asset-based
services funding.
u)
Requests that simple and measurable Key Performance Indicators
and penalties for non-performance are included in the 2017 Parks and Building
Maintenance Contracts.
v)
Requests that the simple and measurable Key Performance
Indicators developed for the 2017 Parks and Building Maintenance Contracts
are used to inform the measures for the 2018-28 Long-term Plan as this will
enable local boards to have better governance oversight of contract delivery
and performance.
w)
Requests that staff, as part of the 2017 Parks and Building
Maintenance Contracts tendering process, work to ensure that where possible,
chemical-free sprays are used at playgrounds and dog exercise areas.
x)
Requests that staff, as part of the 2017 Parks and Building
Maintenance Contracts tendering process, work to ensure that where possible,
chemical-free sprays are used in all neighbourhood parks in the local board
area.
Reporting, advice and
ongoing support
y)
Notes that staff have confirmed that there is no intention to
reduce the existing 2015/2016 service levels as part of the 2017 Parks and
Building Maintenance Contracts and requests staff to provide options to
address any proposed reductions to the affected local boards for
consideration within existing asset-based services budgets.
z)
Requests that staff provide local boards with timely, relevant
and high-quality advice during the annual planning process which will enable
local boards to make informed level of service decisions following
consultation with the community as part of the annual planning process.
aa)
Requests information on the performance of contractors against
the 2017 Parks and Building Maintenance Contracts and information on customer
queries and requests for service that relate to these contracts as part of
the regular local board quarterly reports.
bb)
Requests confirmation from staff as to how the new contracts
will be managed by Community Facilities and how the local boards will be
supported by staff, including confirmation that resourcing will be sufficient
to provide timely service and advice to local boards; which staff will work
with local boards at relevant portfolio, workshop and business meetings.
cc)
Requests that Community Facilities work closely with the
council-controlled organisations and the rest of the council family to ensure
that service delivery is collaborative and integrated.
dd)
Requests that local boards are included in the planning for
asset maintenance and renewals so that opportunities for improvements
(through local board delivered projects) are identified and maximised.
Delivery
model options for Gulf Islands
ee)
Recognises the unique characteristics for the Hauraki and Gulf
Islands, and supports a delivery model specifically for the Waiheke and Great
Barrier local boards.
Additional
recommendations
ff)
Requests that the following assets receive an enhanced level or
service due to their historic character and importance to the community:
i.
Ferndale
House, Mt Albert
ii.
Rock walls at;
I)
Nicholson
Park
II)
Epsom Community Centre
III)
Melville Park
IV)
Bellevue Reserve.
gg)
Requests that the following assets receive an enhanced level of
service as they are considered civic spaces:
i.
Pt
Chevalier Plaza
ii.
Sandringham Reserve.
hh)
Requests that a formalised definition for civic spaces be
included in the 2017 Parks and Building Maintenance Contracts.
ii)
Requests that the following assets receive an enhanced level of
service as they are consecrated sites / sites of significance to the
community:
i.
Mt
Albert Memorial Hall
ii.
Mt Eden Memorial Hall
iii.
Marivare Reserve.
jj)
Requests that the following assets receive an enhanced level of
service due to their importance as environmental, flora and fauna spaces:
i.
Oakley
Creek
ii.
Meola Creek
iii.
Roy Clements Treeway.
kk)
Requests that staff consider the development of protocols for
maintenance guidance for contractors.
ll)
Requests that staff, as part of the 2017 Parks and Building
Maintenance Contracts tendering process, prioritise wherever possible the use
of non-chemical weed control methods in all neighbourhood parks in the
Albert-Eden Local Board area.
mm)
Requests that staff, as part of the 2017 Parks and Building
Maintenance Contracts tendering process, prioritise wherever possible the use
of non-chemical weed control methods in all neighbourhood parks in the
Albert-Eden Local Board area.
nn)
Notes feedback on the asset list will be provided to staff and
requests that an updated list reflecting the board’s feedback be
provided at an appropriate time.
CARRIED
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