|
Resolution number UH/2016/178
MOVED
by Deputy Chairperson BK Neeson, seconded by Member MA Miles:
That the
Upper Harbour Local Board:
Overall
approach
a)
support 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)
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.
c)
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
that local boards do not need to rely solely on the community to monitor performance.
Proposed
specifications
d)
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, regular grooming, and walkability) and
replaced with definitive statements.
e)
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.
Geographical
clusters and term of contracts
f)
support 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)
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.
Procurement
principles
h)
consider that providing more
opportunities for local suppliers for the 2017 Parks and Building Maintenance
Contracts will allow for:
i.
greater economic
opportunities for local providers;
ii.
greater pride and
ownership in the work and consequently better standards; and
iii.
economic development in
local areas, including jobs closer to where people live.
i)
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”.
j)
request 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.
k)
request 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)
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.
m) request 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)
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.
o)
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).
p)
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.
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, if required.
r)
request 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)
request that simple and
measurable Key Performance Indicators and penalties for non-performance are
included in the 2017 Parks and Building Maintenance Contracts.
t)
request 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)
note 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 request that
should reductions eventuate, that staff provide options to any affected local
boards on how to address the reduction of service levels within existing
asset-based services budgets.
v)
request that staff provide local
boards with timely, relevant and high-quality advice 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) 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.
x)
request 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)
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.
LB
Specific resolutions
z)
request that staff, as part of
the 2017 Parks and Building Maintenance Contracts tendering process, work to
ensure that playground areas, dog exercise areas and high visitor frequency
areas are chemical spray free where possible.
aa) request that staff consider including maintenance (such as lawn mowing)
for community-owned assets that provide valuable community services, e.g.
community halls, in the 2017 Parks and Building Maintenance Contracts.
bb) request that staff confirm how co-governance entities will be managed in
the 2017 Parks and Building Maintenance Contracts.
CARRIED
|
