|
Resolution
number MT/2016/179
MOVED by Chairperson SD Randall, seconded by Member J
Clark:
That
the Maungakiekie-Tāmaki 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 board
plan outcomes and priorities, not one generic outcome across the region and
request that officers work with the Maungakiekie-Tāmaki local board to
develop the smart procurement outcomes for our local board area;
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 and to enable the local board to be able to
fulfil its role of being accountable to the community;
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;
Geographical clusters and term of contracts
f)
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;
g)
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
h)
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;
i)
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”;
j)
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 above an agreed percentage;
k)
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, 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;
l)
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;
m)
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”;
n)
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;
o)
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);
p)
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;
q)
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;
r)
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;
s)
requests that simple and measurable Key Performance Indicators
and penalties for non-performance are included in the 2017 Parks and Building
Maintenance Contracts;
t)
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;
Reporting, advice and ongoing support
u)
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;
v)
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;
w)
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;
x)
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, - i.e. which staff will
work with locals boards at relevant portfolio, workshop and business
meetings;
y)
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.
CARRIED
|
