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Resolution number OP/2016/171
MOVED
by Chairperson E Collins, seconded by Member MA Gush:
That the Ōtara-Papatoetoe
Local Board:
a)
provide the following feedback on the proposed service
specifications, local outcomes and the overall structure for new Community
Facilities maintenance contracts.
b)
A key outcome for the Otara-Papatoetoe Local Board is to
improve employment opportunities at a local level for local people whilst
recognising the need to be financially prudent and gain the best results. The
board supports a community empowerment approach where local businesses,
industry and communities are enabled to access employment opportunities as a
direct result of the way we procure services. In this way the organisation
and communities can benefit together. Spending on locally owned businesses
helps create a local multiplier effect generating local economic returns and
community ownership.
Overall approach
c)
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.
d)
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.
e)
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
f)
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.
g)
notes that staff have confirmed that the existing 2015/2016
service levels will become the ‘standard’ levels of service in
the 2017 Parks and Building Maintenance Contracts.
Geographical clusters and term
of contracts
h)
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.
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)
(viii) 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
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, 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 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 with flexibility to allow community empowerment
opportunities to be increased on an annual basis .
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.
Reporting,
advice and ongoing support
w)
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.
x)
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.
y)
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.
z)
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.
aa)
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.
Delivery
model options for Gulf Islands
bb)
No Comment
LB Specific resolutions
cc)
requests that staff confirm how co-governance (Maunga
Authority, Pukaki Crater) entities will be managed in the 2017 Parks and
Building Maintenance Contracts.
dd)
requests that as part of the 2017 Parks and Building Maintenance
Contracts, include training programmes to enhance employee skills to further
advance their careers, and focusing on youth and employees from the local
area.
ee)
requests that Auckland Council’s employment procurement
includes the following Smart procurement outcomes to its employment policies
in the 2017 Parks and Building Maintenance Contracts as follows:
1. Environmental outcomes
2. Māori responsiveness outcomes
3. Local community outcomes
4. Diversity and inclusion outcomes
ff) request
that key performance indicators are developed and reported against the 2017
Parks and Building Maintenance Contracts Smart procurement outcomes as noted
in above in (ee).
CARRIED
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