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Resolution number RD/2016/124
MOVED
by Chairperson BM Steele, seconded by Member WW Flaunty:
That the Rodney
Local Board:
Overall approach
a) acknowledge the need for the proposed approach for
the 2017 Parks and Building Maintenance Contracts however given the
geographical size of Rodney, being 46% of the Auckland area, suggest that it
should be one contract service area .
b) request that the proposed outcomes reflect local
character, not one generic outcome across the region.
c) request that the changes must enhance, not reduce,
the amount of support available to the local board from staff and their
reporting on issues related to Parks and Building Maintenance.
d) support 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) request 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 or the contractor themselves to monitor performance.
f) support an approach that achieves quicker response
maintenance times
Geographical clusters and term of
contracts
g) is not satisfied that the size and makeup of the
Toru geographic cluster (which Rodney has been placed into) is fit for
purpose for the following reasons:
i) there are
notable differences between the expectations of communities in a rural local
board area (such as Rodney) and in an urban local board area (such as
Henderson-Massey) regarding maintenance levels and locally based delivery;
the eventual service contracts will need to be carefully framed in order to
give due regard to those differences
ii) even with a
focus on locally based delivery, the sheer size of the Toru cluster will
invariably require contractors to travel great distances and what is
considered “locally based” will be quite broad given the
geographic area being covered; while this may be an improvement on the
current structure, bundling local boards the size of Rodney, Waitakere Ranges
and Henderson-Massey together is still too much for a single service contract
iii) the Toru
cluster makes up the majority of the city by land mass and expecting one
“relationship manager” to have knowledge of this area and to be
able to provide regular updates on all parks and community facilities issues
to the three local boards in the cluster as and when required is unreasonable
and risks being less responsive than the status quo, with dedicated experts.
h) request the assessment of options to redistribute
the proposed clusters into smaller groups or with Rodney as a stand-alone
geographic area.
i)
request 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.
j) request that any breaches of contract are
immediately responsed to and that the relevant local board is advised at the
quarterly update of the breach and any actions that are taken as a result.
Proposed service specifications
k) request 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, visually pleasing
and quick response) and replaced with definitive, objective statements.
l)
request that the service
specification for “Sports Park” remove the references to
“typically at a higher maintenance standard than local neighbourhood
parks” and replace these with actual and meaningful metrics with which
to judge the outcomes for Sports Parks.
m) note that some boat ramps, jetties and wharves are
the responsibility of Auckland Transport will not be part of the
proposed maintenance contracts and requests that council work with Auckland
Transport to align Auckland Transport’s outcomes with the service
specifications for “Esplanades, Beaches and Coastal Areas” to
avoid differing service levels for the same type of assets.
n) Request that the service specification for
“Esplanades, Beaches and Coastal Areas” include:
i) a full
definition “major urban beaches” or that a definitive list of the
“major urban beaches” is provided for the local board’s
review, noting that the list provided is indicative only
ii) a definitive
list of the “number of beaches” which require sand
replenishment/repositioning, noting that the list provided is indicative only
iii) an explanation
on the proposed cleaning of all toilet/changing rooms in esplanades, beaches
and coastal areas, noting that the service specification only provides an
outcome for “toilet/changing room cleaning for major urban beaches and
adjacent reserves.”
o) request confirmation of the council’s service
standard in relation to the maintenance and up-keep of council owned
cemeteries prior to ANZAC and other commemorative events and activities as
this has been a recurring annual issue.
p) request more information on the service
specification “Co-governed sites – Tupuna Maunga” and
whether this extends to all co-governance arrangements, not just Tupuna
Maunga.
q) request more information on the support available to
co-governance entities and what the process will be for those entities to run
their own procurement processes and set their own levels of service if they
wish.
r) note 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 and any specific current
or future enhancements beyond this standard will be identified in the
contracts to ensure that service levels do not reduce.
Smart
Procurement principles
Local
delivery and Community Empowerment
s)
consider 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
iv) sensible outcomes
allowing local people to deliver a service quickly and efficiently rather
than waiting for a contractor to travel vast distances for a small job.
t)
suggest that the Smart
Procurement Principle “local community” be strengthened further
with an amendment stating that service delivery should be delivered locally
wherever that is practicable.
u) request a definition of what would be considered
local providers and suppliers under the Smart Procurement Principles.
v) support 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.
w) request 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 will not lock these groups
out for five or more years).
x) request that staff, when considering the tenders for
the 2017 Parks and Building Maintenance Contracts, give greater weight to
tenderers who have included a majority of local suppliers from across the
Rodney Local Board area in their tenders, noting that suppliers based in
Waitakere Ranges or Henderson-Massey may be “local” from the Toru
cluster’s perspective but those suppliers would fail to address the
needs of Rodney’s communities and their desire to use Rodney based
suppliers.
y) request that staff, as per the Auckland
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.
z) request 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.
aa) requests that the 2017 Parks and Building
Maintenance Contracts have a “local impact assessment” as part of
the procurement process as per the Auckland Council’s procurement
policy and requests that local boards have input at the strategic level on
the development of the “local impact assessment”.
Sustainability
bb) request 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”.
cc) request that the sustainable procurement approach
also requires the where practical the use of environmentally friendly
products e.g. cleaning products.
Service
level changes
dd) request 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.
ee) request that the 2017 Parks and Building Maintenance
Contracts be designed to enable local boards to use locally driven initiative
funding for increases to levels of service on an annual basis.
ff) request that staff ensure that increases to levels
of service resulting from the planned growth for Auckland are built into the
2018-2028 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.
Performance Measures
gg) request that simple and measurable Key Performance
Indicators and penalties for non-performance are included in the 2017 Parks
and Building Maintenance Contracts.
hh) 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 2018-2028 Long-term Plan as
this will enable local boards to have better governance oversight of contract
delivery and performance.
ii) seek confirmation that the Auckland Council will
adopt an internal audit approach rather than a contractor self-audit
process.
jj) propose that there is a built in review period at
six months with feedback and advice to the local boards on how those first
six months have gone and any issues that have arisen at that time.
Reporting, advice and ongoing
support
kk) seek confirmation 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.
ll) Request 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.
mm)
request 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.
nn) request confirmation as to how the new contracts
will be managed by Community Facilities and how the local boards will be
supported by the council, including confirmation that resourcing will be
sufficient to provide timely service and advice to local boards and how the
model will enhance the local board’s current level of support, - i.e.
which staff will work with locals boards at relevant portfolio, workshop and
business meetings.
oo) request 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.
pp) request that maintenance (such as lawn mowing) for
community-owned assets that provide valuable community services, e.g.
community halls, be included in the 2017 Parks and Building Maintenance
Contracts.
CARRIED
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