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Resolution number WTM/2016/153
MOVED by Chairperson S Chambers, seconded by Deputy Chairperson PJ
Coom:
That the Waitematā
Local Board:
a) receive
the Community Facilities Maintenance Contracts 2017 report, including:
· Proposed
geographical clusters for community facilities maintenance contracts
(Attachment A)
· Proposed
service specifications by asset group (Attachment B)
· Smart
procurement principles (Attachment C)
Overall approach
b) 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.
c) 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.
d) 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 to monitor performance.
e) request
that the approach should be a ‘whole of life’ approach to asset
maintenance linking
with the renewal programme.
Proposed specifications
f) 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 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’ 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
h) note
that staff have tested the market and have provided advice to local boards
that the
size of the geographic contract areas for the 2017 Parks and Building Maintenance
Contracts are efficient and will not disadvantage local suppliers, but does
not support the proposed geographic contract areas being called
‘clusters’, or raising
any expectation of co-operation or co-ordination within such diverse geographic
contract areas, as the proposed clustering does not accord with any recognisable
community of interest; specifically area Wha stretching from Waitematā
to Howick.
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 individual local boards.
Procurement principles
j) consider
that providing more opportunities for local suppliers for the 2017 Parks and Building
Maintenance Contracts will allow for:
iv)
greater
economic opportunities for these local providers
v)
greater
pride and ownership in the work and consequently better standards
vi)
economic
development in local areas, including jobs closer to where people live.
k) 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”.
l) 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 above a percentage to be agreed.
m) 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.
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) requests
that the 2017 Parks and Building Maintenance Contracts include progressive
reduction of chemical pest control on an annual basis.
q) 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.
r) 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).
s) 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.
t) 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.
u) 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.
v) requests
that simple and measurable Key Performance Indicators and penalties for non-performance
are included in the 2017 Parks and Building Maintenance Contracts.
w) 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
x) 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.
y) 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.
z) 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.
aa) 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.
Waitematā-specific
bb) 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.
cc) requests
that staff, as part of the 2017 Parks and Building Maintenance Contracts tendering
process, work to ensure that playground areas, civic spaces, dog exercise
areas, sports fields and paths are spray-free consistent with the Weed Management
Policy.
dd) requests
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.
ee) requests
that staff confirm how co-governance entities will be managed in the 2017 Parks
and Building Maintenance Contracts.
ff) request
that plazas (often on road reserve) be included as a category.
CARRIED
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