Agenda of Technical Services Committee Meeting - 2 ... · TECHNICAL SERVICES 9 2 NOVEMBER 2015 COMMITTEE - Engineering Administration RECOMMEND That Council: 1. Note the $1,851,277

CITY OF ARMADALE

AGENDA

OF TECHNICAL SERVICES COMMITTEE TO BE HELD IN THE COMMITTEE

ROOM, ADMINISTRATION CENTRE, 7 ORCHARD AVENUE, ARMADALE ON

MONDAY, 2 NOVEMBER 2015 AT 5:30 PM.

A meal will be served at 6:15 p.m.

PRESENT:

APOLOGIES:

OBSERVERS:

IN ATTENDANCE:

PUBLIC:

“For details of Councillor Membership on this Committee, please refer to the City’s website

– www.armadale.wa.gov.au/your council/councillors.”

TECHNICAL SERVICES 2 2 NOVEMBER 2015

COMMITTEE

DISCLAIMER

The Disclaimer for protecting Councillors and staff from liability of information and advice

given at Committee meetings to be read.

DECLARATION OF MEMBERS’ INTERESTS

QUESTION TIME

DEPUTATION

CONFIRMATION OF MINUTES

RECOMMEND

Minutes of the Technical Services Committee Meeting held on 5 October 2015 be

confirmed.

ITEMS REFERRED FROM INFORMATION BULLETIN

Outstanding Matters and Information Items

Various Items

Monthly Departmental Reports

Technical Services Works Programme

If any of the items listed above require clarification or a report for a decision of Council, this

item to be raised for discussion at this juncture.


COMMITTEE

CONTENTS

TECHNICAL SERVICES COMMITTEE

2 NOVEMBER 2015

1. ENGINEERING ADMINISTRATION

1.1 ROADS TO RECOVERY 2014/15 - 2018/19 - ADDITIONAL FUNDING ...................................4

2. ENGINEERING, DESIGN AND DEVELOPMENT

2.1 CITY OF ARMADALE ADMINISTRATION PRECINCT PARKING

ARRANGEMENTS ........................................................................................................................11

3. TENDERS

3.1 TENDER NO 28/15 - CLOSED CIRCUIT TELEVISION (CCTV) MAINTENANCE

AND MINOR WORKS .................................................................................................................. 14

3.2 TENDER NO 23/15 - SUPPLY OF HIRED PLANT: WET HIRE OF SKID STEER

LOADERS ...................................................................................................................................... 20

3.3 TENDER NO 24/15 PROVISION FOR EXTRUDED KERBING ................................................ 26

3.4 TENDER NO 26/15- CONSTRUCTION OF DRAINAGE WORKS ............................................ 31

3.5 TENDER NO 27/15 - SALE OF SCRAP METAL .........................................................................36

4. MISCELLANEOUS

4.1 APPOINTMENT OF ELECTED MEMBERS TO OCCASIONAL ADVISORY

GROUPS, REFERENCE/WORKING GROUPS, AND EXTERNAL/LOCAL

ORGANISATIONS ........................................................................................................................41

5. COUNCILLORS’ ITEMS

NIL ............................................................................................................................................................ 49

6. EXECUTIVE DIRECTOR TECHNICAL SERVICES REPORT

NIL ............................................................................................................................................................ 49

SUMMARY OF “A” ATTACHMENTS ...................................................................................................... 50


COMMITTEE - Engineering Administration

1.1 - ROADS TO RECOVERY 2014/15 - 2018/19 - ADDITIONAL FUNDING

WARD

: ALL In Brief:

Federal funding for Roads to Recovery

(R2R) has been increased again.

The additional funds are required to be

allocated to road works.

Recommend:

That Council amend the 2015/16 Annual

Budget by including additional roadworks

projects equal in value to the increased grant

funding of $502,609.

FILE No.

: M/793/15

DATE

: 24 August 2015

REF

: MH

RESPONSIBLE

MANAGER

: Executive Director

Technical Services

Tabled Items

Nil

Officer Interest Declaration

Nil

Strategic Implications

2. Enhanced Natural and Built Environments

2.5 Safe and efficient movement of goods, services, and people.

2.5.1 Provide a safe and efficient movement network, including local and

arterial roads, and associated infrastructure.

Legislation Implications

Assessment of legislation indicates that the following apply:

Local Government Act Section 6.8 - Expenditure from municipal fund not included in

annual budget.

“(1) A local government is not to incur expenditure from its municipal fund for

an additional purpose except where the expenditure —

(b) is authorised in advance by resolution*; “

* Absolute majority required.

Council Policy/Local Law Implications

General assessment has not revealed any applicable Policies/Local Laws.



Budget/Financial Implications

2015/16 Annual Budget – increased R2R funding of $502,609 in 2015/16 enables

road works of an equal value to be brought forward from the City’s Forward Five

Year Civil Works Programme.

Long Term Financial Plan (2016-2019) – increased R2R funding of $1,348,668 in

2016/17 will enable road works of an equal value to be brought forward from the

City’s Forward Five Year Civil Works Programme.

Consultation

Intra-Directorate.

BACKGROUND

The City has received funding from the Federal Government as part of its Roads to Recovery

initiative over a number of years.

Council has previously been advised that in the new five year Roads to Recovery Programme

2015-2019 which commenced on 1 July 2014, the City has been allocated total grants funds

of $3,515,983. A further increase of $1,851,277 has recently been announced for the City.

The new annual allocation of funding is outlined below:

Financial Year Previous New

2014/2015 $ 585,997 $ 585,997

2015/2016 $1,171,995 $1,674,604

2016/2017 $ 585,997 $1,934,665

2017/2018 $ 585,997 $ 585,997

2018/2019 $ 585,997 $ 585,997

Total $3,515,983 $5,367,260

COMMENT

As part of the conditions of applying to receive payment under the Roads to Recovery

Programme, the funding recipient (the City) must spend on the construction and maintenance

of roads, an amount of own source funding (funding other than that provided by the

Commonwealth, a State or Territory government or by a private sector for specific projects)

equal to or greater than the reference amount applicable to the funding recipient. If, in any

particular financial year, a funding recipient does not meet the reference amount but the

average expenditure of its own source funds in that year and the previous financial year, or in

that year and the previous two financial years exceed the reference amount applicable to it,

the funding recipient is taken to meet its obligation in respect of the first mentioned financial

year.

The Federal Authority administering the R2R Programme has determined that the City must

provide an average expenditure on roads to an amount of at least equal to the reference

amount of $4,627,594 p.a.



For the 2013/14 financial year, the City allocated the amount of $4,099,028 using its own

source expenditure, which was below the reference amount applicable. However, in the

previous financial year, the City’s own source expenditure was $7,109,510; the average being

$5,604,269, thus meeting its financial obligation. The City submitted the audited 2013/14

Roads to Recovery Annual Report, which has been accepted by the Department of

Infrastructure and Transport. The 2014/15 annual report submission date is 31 October 2015

following completion of the external audit.

As an example, the City allocated road funding for municipal funding sources as follows

during the 2009/2010 – 2013/2014 period of the previous R2R Programme. Municipal

expenditure is however, reported and monitored on a two year average, in order to ensure that

the longer term average does not fall short of the 5 year R2R Programme requirements. The

following table shows the audited and accepted amount for the 09/10 to 13/14 period of

municipal funding compared to the Reference amount that was to be achieved.

Year Muni Roads Funding Two Year Average

09/10 $2,753,948

10/11 $3,301,839 $3,027,894

11/12 $3,715,019 $3,508,429

12/13 $7,109,510 $5,412,265

13/14 $4,099,028 $5,604,269

Total $20,979,344

5 year Average $4,195,868

R2R Reference Amount $4,627,594

The City’s original reference amount was $4,144,700 which was increased to $4,627,594

during the above 5 year period. The five year average is estimated at $4,195,868.

The table demonstrates that the City did, in fact, fall short of the required expenditure levels

from Municipal funding sources; however the Federal Authorities have not penalised the City

on these figures.

Considering the unchanged reference amount of $4,627,594 p.a. for the next five year period,

the following table represents the minimum required allocations on road expenditure from

municipal funding sources for the next five years as preliminary forecasting, as indicated in

the City’s Long Term Financial Plan.



Year

LongTerm Financial

Plan Muni Roads

Funding

Two Year Average

14/15 actual to be

submitted

$4,699,824

15/16 $5,092,058 $4,895,941

16/17 $5,575,060 $5,333,559

17/18 $6,115,674 $5,845,367

18/19 $6,639,813 $6,377,743

Total $28,122,429

5 year Average $5,624,486

R2R Reference Amount $4,627,594

Though the Long Term Financial Plan indicates that the City will meet the R2R Reference

amount of $4,627,494 over the life of the Programme, there are factors that could vary this

amount, particularly the forecasting of road grants and works contributions.

Accordingly there is always the potential for Council to not meet its financial obligation if the

appropriate annual allocation for the construction and maintenance of roads is not provided.

As the municipal expenditure is monitored by the Federal Authorities annually, the

consequence for not maintaining the reference amount consistently could result in loss of

future R2R funding. This is not anticipated to be a concern at this stage.

DETAILS OF PROPOSAL

It is proposed to allocate the additional funding of $502,609 in 2015/2016 mainly to

additional resurfacing projects originally scheduled for inclusion in future financial years.

The longer term impact of the additional funding stream on the Civil Works Programme

would be that the backlog of road renewal works would be reduced in the following five

years, with a resulting narrowing of the asset renewal gap. This will be reflected in future

Asset Management Plan analyses.

In addition it is proposed to supplement municipal and Black Spot funding presently

allocated to River Road to allow for the provision of new asphalt to the traffic lanes (black),

the median and parking bays (red) in order to further enhance the streetscape upgrade

component of the works.

It is therefore proposed that the following road projects totaling $502,609 be brought forward

from the City’s Forward Five Year Civil Works Programme into the 2015/16 Annual Budget.



Please Note: The final list is still under review and will be presented to the

Technical Services Committee meeting.

Street Location Cost

Braemore Street Seville Drive to Dewar Street $90,100

Brant Road Williams Road to Hendon Way $73,000

Craigie Place Chedzey Drive to end $30,700

* Chidzey Drive Poad Street to Watkinson Court $56,000

Moore Street South West Highway to end $50,000

Tower Road Coventry Road to Canning Mills Road $35,000

Cosgrove Court Craigie place to Cul-de-sac $20,800

River Road Church Street to Rundle Street $105,000

Total $502,609



RECOMMEND

That Council:

1. Note the $1,851,277 increase in the Roads to Recovery funding to an

amount of $5,367,260 for the (5) year period 1 July 2014 to 30 June

2019.

2. Approve the allocation of the additional 2015/2016 Roads to Recovery

funding of $502,609 to the following road resurfacing projects for

inclusion in the 2015/2016 Civil Works Programme:

Braemore Street $90,100

Brant Road $73,000

Craigie Place $30,700

* Chidzey Drive $56,000

Moore Street $50,000

Tower Road $35,000

Cosgrove Court $20,800

River Road $105,000

Total $502,609

3. Pursuant to Section 6.8 of the Local Government Act 1995, authorise*

the following road resurfacing works being included in the 2015/16

Annual Budget:


Brant Road $73,000




Tower Road $35,000


River Road $105,000

Total $502,609



and:

Amend the 2015/16 Annual Budget as follows:

Expenditure

Increase


Brant Road $73,000




Tower Road $35,000


River Road $105,000

Total $502,609

Income

Increase –

Roads to Recovery Grants $502,609

ATTACHMENTS There are no attachments for this report.


COMMITTEE - Engineering, Design and Development

2.1 - CITY OF ARMADALE ADMINISTRATION PRECINCT PARKING

ARRANGEMENTS

WARD

: MINNAWARRA In Brief:

With the completion of accommodation

and parking arrangements for Orchard

House, the parking demand patterns on the

administration precinct have shifted

significantly.

This report addresses these demand pattern

changes and recommends changes to the

parking allocation and signage in order to

enable enforcement of the changed parking

arrangements.

Recommend:

That Council note the revised parking

arrangements within the Civic precinct as

shown on DWG No. E15-142 and approve the

installation of parking restriction signage to

accord with this plan.

FILE No.

: M/973/15

DATE

: 20 October 2015

REF

: SA

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

City of Armadale, Administration Precinct - parking restriction signage drawing, DWG No:

E15-142.


Nil



2.5.1 Provide a safe and efficient movement network including local and arterial

roads and associated infrastructure.


Assessment of legislation indicates that the following are applicable:

Local Government Act 1995 – Schedule 9.1, Section 2.1

Road Traffic Act 1975 – Section 103



It is a requirement that Council approve parking arrangements in order for law enforcement

to be undertaken.


General assessment of Policy/Local Law indicates that the following are applicable:

Local Law relating to Parking Facilities


Installation of proposed signs and modifications to existing signage can be accommodated

within the Civil Works 2015/16 Maintenance Budget.

Consultation

Ranger Services

BACKGROUND

The completion of Orchard House, and the letting of three floors of the building has resulted

in unallocated parking bays in the new parking area becoming available to City staff who

work in the new building.

There is a great demand for parking adjacent to the court buildings and these parking bays are

often occupied all day by visitors to these buildings in particular. The provision of parking in

the new restricted access parking area would free up a number of bays in the main car park

for reallocation. The number of unreserved bays accessable to the general public remains

unchaged.

ANALYSIS

Plan DWG No. E15-142 illustrates the proposed parking arrangements and restrictions within

the Civic precinct, which retains the current arrangements relating to short term parking, but

with the following significant more amendments.

Bays within the new Orchard House carpark allocated to City staff (shown yellow);

Bays within the new Orchard House carpark allocated to Mission Providence (shown

green);

Bays within the new Orchard House carpark allocated to Child Protection and Family

Support (shown pink);

Bays in the main administration carpark reserved for Council staff. (shown turquoise)



Included on the plan are some other “minor” changes to parking allocations, such as the

creation of two designated parking bays for Ranger Services on the Jull Street frontage.

CONCLUSION

The finalisation of the tenancy of the Orchard House building and subsequent allocation of

parking bays within the new carpark results in parking bays for use by City staff. Sufficient

bays are also now allocated to both Mission Providence and Child Protection and Family

Support staff within this carpark.

The bays that have become available in the administration carpark as a result of this

modification are recommended for allocation to staff, which will allow for a number of staff

to park closer to the administration offices. The number of unreserved public parking bays

remains unchanged.

It is recommended therefore that Council note the amended parking allocations as shown on

DWG No. E15-142 and approve the installation of parking restriction signage to accord with

this plan.

RECOMMEND

That Council note the revised parking allocations within the Civic precinct

as shown on DWG No. E15-142 and approve the installation of parking

restriction signage to accord with this plan.

ATTACHMENTS 1. City of Armadale Administration Precinct - Parking Restriction Signage Drawing - DWG

No. E15-142. 2.1.1


COMMITTEE - Tenders

3.1 - TENDER NO 28/15 - CLOSED CIRCUIT TELEVISION (CCTV) MAINTENANCE

AND MINOR WORKS

WARD

: ALL In Brief:

Tender No 28/15 was recently called for

Closed Circuit Television (CCTV)

Maintenance and Minor Works.

The Request for Tender seeks the provision

of the required services for a period of two

(2) years, with the option to extend for a

further 12 months, subject to satisfactory

performance and in accordance with Clause

4.1 in the Special Conditions of Contract.

Recommend:

That with Tender No 28/15 for Closed Circuit

Television (CCTV) Maintenance and Minor

Works, Council:

1. Accepts the tender from Aspect Group for

a period of two (2) years for an annual cost

of approximately $80,000.

2. Authorise the Chief Executive Officer to

extend the contract for a period of 12

months.

FILE No.

: M/966/15

DATE

: 16 October 2015

REF

: MH

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil


Nil


1. Community Wellbeing


2.5 Safe and efficient movement of goods, services, and people.




COMMITTEE - Tenders

Local Government Act 1995 (as amended) – Section 3.57 – Tenders for Providing

Goods and Services.

Local Government (Functions and General) Regulations 1996 – Division 2 – Tenders

for Providing Goods or Services.


Assessment of Policy/Local Law indicates that the following is/are applicable:

Council Policy ADM19 – Procurement of Goods or Services.

Council Policy ENG19 – Closed Circuit Television (CCTV).


Works can be accommodated within the 2015/2016 Technical Services Administration

Budget.

Consultation

Intra Directorate.

BACKGROUND

The primary purpose of the City’s CCTV system is to assist in reducing public perception of

fear of crime and violence within the Armadale CBD.

Installation of the CCTV system with associated works was undertaken during 2009. A recent

grant from the Federal Government – Attorney General’s Department Safer Streets

Programme enabled the initial analogue CCTV system to be upgraded to digital with a

number of new additional cameras also installed at identified hot spots. This work was

completed in July 2015.

The CCTV Network now comprises in excess of 130 fixed and pan-tilt-zoom (PTZ) cameras

that cover the following areas:

Administration Centre and surrounding car park,

Orchard House and surrounding car park,

Armadale CBD including Jull Street Mall to Commerce Rd,

Fourth Rd (Commerce Rd end),

Minnawarra Park,

Memorial Park,

Libraries at Armadale, Kelmscott and Westfield,

Armadale Arena,

Armadale Aquatic Centre,

Champion Centre,

Visitors Centre,


COMMITTEE - Tenders

Armadale Central Shopping Centre (external to building)

The previous contract for the CCTV maintenance and minor works has now expired.

Accordingly, an advertisement for Tender No 28/15 for Closed Circuit Television (CCTV)

Maintenance and Minor Works was advertised in the Saturday, 19 September 2015 edition of

“The West Australian” newspaper, and in a notice which was displayed on notice boards at

the City’s Administration Centre, and Armadale, Kelmscott and Seville Grove Libraries.

DETAILS OF PROPOSAL

Tenders were invited for Closed Circuit Television (CCTV) Maintenance and Minor Works,

including a six monthly maintenance programme of the City’s CCTV system each year (May

and November), attending CCTV repairs and replacements within required deadlines and to

provide advice and direction on CCTV ecosystem trends and developments.

Tender No 28/15 for Closed Circuit Television (CCTV) Maintenance and Minor Works was

advertised for a period of two (2) years, commencing 15 November 2015 and expiring 14

November 2017.

Contract Type Schedule of Rates

Contract Duration Two (2) Years

Commencement Date 15 November 2015

Expiry Date 14 November 2017

Extension Permitted Yes – As per Request for Tender Clause 4.1 (One (1) x

12 Month Extension)

Annual Contract Cost $80,000 (Approximately)

Total Contract Cost (2 years) $160,000 (Approximately)

Rise and Fall Clause Included No

COMMENT

Tender No 28/15 for Closed Circuit Television (CCTV) Maintenance and Minor Works

closed at 2:00pm on Wednesday, 7 October 2015. Tenders were received from the following

(listed alphabetically):


COMMITTEE - Tenders

Tenderer’s OR Respondent’s Name

1. ARA Security Services

2. Aspect Group

3. Downer EDI

4. Ockbrooke Pty Ltd

5. Protection 1 Pty Ltd

6. Telstra SNP Monitoring

One tender was received after the close of deadline and therefore was not evaluated. No non-

conforming tenders were received.

EVALUATION

A tender evaluation panel comprising three members evaluated the submissions using the

following criteria.

15% - Relevant Experience.

Submissions were ranked based on details of similar work and competency and proven track

record in proactive CCTV system maintenance and minor works. Aspect Group and Downer

EDI rated highest in this criterion.

15% - Key Personnel.

Submissions were ranked based on qualifications (including ICT) and experience of staff in

similar projects. Downer EDI ranked highest in this criterion.

10% - Tenderers Resources

Submissions were ranked based on available equipment/resources including contingency

measures for personnel. Aspect group ranked highest in this criterion.

10% - Demonstrated Understanding

Submissions were ranked based on the understanding of the scope of the work and the

process for delivery of services for the different aspects of the scope. Aspect Group ranked

highest in this criterion.

The ranking of the compliant tender submissions as determined by the evaluation panel

is as follows:


COMMITTEE - Tenders

Ten

der

er

Rel

eva

nt

Ex

per

ien

ce

Key

Per

son

nel

Ten

der

ers

Res

ou

rces

Dem

on

stra

ted

Un

der

sta

nd

ing

Su

b T

ota

l

Ten

der

ed

Pri

ce

To

tal

Ra

nk

ing

15% 15% 10% 10% 50 50% 100%

ARA Security Services 11.50 9.28 5.79 8.91 35.47 39.18 74.65 3

Aspect Group 15.00 14.21 10.00 10.00 49.21 32.92 82.13 1

Downer EDI 15.00 15.00 9.21 9.22 48.43 20.52 68.95 4

Ockbrooke Pty Ltd 9.33 9.47 5.53 7.66 31.99 50.00 81.99 2

Protection 1 Pty Ltd 7.50 10.86 6.32 5.00 29.67 25.05 54.72 6

Telstra SNP Monitoring 9.83 11.64 8.16 9.22 38.85 18.44 57.29 5

SUMMARY

Aspect Group achieved the highest ranking in the qualitative criteria while Ockbrooke Pty

Ltd were ranked as having the best tendered price. Total ranking points for both companies

were very similar and separated by less than one point.

Although all companies are capable of carrying out the required work, it is believed that

Aspect Group would offer the best service and value overall when undertaking the key

requirements of the contract. The ranking achieved in qualitative criteria scores is seen as a

fundamental and important component of the work required and therefore the cheapest price

is not viewed by the panel as the most important option going forward.

Based on the panel’s evaluation, the submission from Aspect Group represents the most

advantageous submission.

CONCLUSION

Tender No 28/15 for the Closed Circuit Television (CCTV) Maintenance and Minor Works

was recently invited, with six conforming tenders being received and assessed by an

evaluation panel against compliance, qualitative criteria and price.

The result was that from the submission received, Aspect Group represents the most

advantageous tender to the City of Armadale.

It is therefore recommended that the contract be awarded to Aspect Group at the approximate

price of $80,000 per annum for a period of two (2) years with the option to extend for a

further 12 months.


COMMITTEE - Tenders

RECOMMEND

That with Tender No 28/15 for Closed Circuit Television (CCTV)

Maintenance and Minor Works, Council:

1. Accepts the tender from Aspect Group for a period of two (2) years

commencing on 15 November 2015, for an annual cost of

approximately $80,000, in accordance with the submitted tender,

Council’s Contract documentation, and Budget allocation.

2. Authorise the Chief Executive Officer to extend the contract for a

period of 12 months up to 15 November 2018, subject to satisfactory

performance by the contractor, and price adjustments as specified in

the Request for Tender document Clause 4.1.



COMMITTEE - Tenders

3.2 - TENDER NO 23/15 - SUPPLY OF HIRED PLANT: WET HIRE OF SKID STEER

LOADERS

WARD

: ALL In Brief:


the Supply of Hired Plant: Wet Hire of

Skid Steer Loaders.

The Request for Tender seeks the

provision of the required services using a

panel of tenderers for a period of one (1)

year, with an option for a further two (2)

periods of 12 months, subject to

satisfactory performance and in

accordance with Clause 4.1 in the Special

Conditions of Contract.

Recommend:

That with Tender No 23/15 for the Supply

of Hired Plant: Wet Hire of Skid Steer

Loaders, Council:

1. Accepts the tender for Class A Skid Steer

Loader from Byford Bobcats for a cost of

approximately $100,000 annually and for

Class B Skid Steer Loader from All West

Plant Hire Australia and Allwest Rapid

Hire for a cost of approximately

$200,000.00 annually, for the period of

one year.


extend each contract for two (2) periods

of 12 months

FILE No.

: M/969/15

DATE

: 19 October 2015

REF

: JC

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil


Nil


2 Enhance Natural and Built Environments

2.5 Safe and efficient movement of goods, services and people.


COMMITTEE - Tenders


arterial roads and associated infrastructure.



Local Government Act 1995, Section 3.57– Tenders for providing goods or services.

Local Government (Functions and General) Regulations 1996 - Division 2 – Tenders

for providing goods or services.


Assessment of Policy/Local Law indicates that the following is/are applicable:

Council Policy ADM 19 – Procurement of Goods or Services


Works can be accommodated within the 2015/2016 Civil Works Budget.

Consultation

Intra-Directorate

BACKGROUND

Tender No 23/15 being for Supply of Hired Plant: Wet Hire of Skid Steer Loaders was advertised

in the Saturday 22 August 2015 edition of the ‘West Australian’ newspaper, and in a notice

which was displayed on the Administration Centre, Armadale, Kelmscott and Seville Grove

Libraries public notice boards.

The tender calls for the hiring of skid steer loaders including operator, which are to be used in

various areas within the City’s operations.

DETAILS OF PROPOSAL

For the purpose of the tender, the required skid steer loaders were divided into two categories

according to the operating load, being Class A (between 300kg and 700kg) and Class B

(between 701kg and 1200kg).

The services will be required for construction and maintenance projects within the city

boundaries according to annual programmes.


COMMITTEE - Tenders

Council approval is sought to award the tender to a panel of tenderers being Byford Bobcats

for Class A machine and All West Plant Hire Australia and Allwest Rapid Hire for Class B

machine for a period from 1 December 2015 to 30 November 2018 with an option to be

extended for further two (2) periods of 12 months.


Contract Duration One (1) Year

Commencement Date 1 December 2015


Extension Permitted Yes as per Request for Tender Clause 4.1

(two (2) x 12 month extensions)

Annual Contract Cost $300,000.00 (Approximately)

Total Contract Cost (3 years) $600,000.00 (Approximately)

Rise and Fall Clause Included Yes

COMMENT

Analysis

The tender closed at 2:00PM on Wednesday 9 September 2015.

No tenders were received after the close of deadline, nor were there any non-conforming

tenders received.

Tender submissions for Class A Skid Steer Loaders were received from:


1. Byford Bobcats

2. Carrington’s WA Pty Ltd

3. Trenchbusters

4. Mayday Earthmoving

5. Aussie Earthworks Pty Ltd

6. HAS Earthmoving

7. Allwest Rapid Hire

8. Allwest Plant Hire Australia

9. A Proud Landmark Pty Ltd

10 Remote Civil Australia Pty Ltd

An evaluation process was undertaken having specific regard to the following Qualitative

Criteria:


COMMITTEE - Tenders

Ten

der

er

Rel

evan

t

Exp

erie

nce

Key

Per

son

nel

Ten

der

ers

Res

ou

rces

Su

b T

ota

l

Ten

der

ed

Pri

ce

Over

all

Tota

l

Ran

kin

g

20% 15% 15% 50% 50% 100%

Carrington’s

WA Pty Ltd 9.20 11.00 9.00 29.20 49.03 78.23 2

Trenchbusters 14.00 11.00 11.00 36.00 26.69 62.69 9

Mayday

Earthmoving 10.67 11.00 11.00 32.67 29.81 62.48 10

Aussie

Earthworks Pty

Ltd

13.33 11.00 11.00 35.33 36.59 71.92 6

Byford Bobcats 15.33 11.00 8.50 34.83 50.00 84.83 1

HAS

Earthmoving 14.00 10.50 11.00 35.50 31.17 66.67 8

Allwest Rapid

Hire 14.00 11.00 11.50 36.50 38.11 74.61 3

Allwest Plant

Hire 14.00 11.00 11.50 36.50 38.11 74.61 3

A Proud

Landmark Pty

Ltd

14.00 11.50 11.00 36.50 34.83 71.33 7

Remote Civil

Australia Pty Ltd 14.00 11.50 11.00 36.50 36.97 73.47 5

Tender submissions for Class B Skid Steer Loaders were received from:


1. Trenchbusters

2. Mayday Earthmoving


4. HAS Earthmoving

5. Allwest Rapid Hire

6. Allwest Plant Hire Australia

7. A Proud Landmark Pty Ltd

8. Remote Civil Australia Pty Ltd


Criteria:


COMMITTEE - Tenders

Ten

der

er

Rel

evan

t

Exp

erie

nce

Key

Per

son

nel

Ten

der

er's

Res

ou

rces

Su

b T

ota

l

Pri

ce

Tota

l

Ran

kin

g

20% 15% 15% 50% 50%

Trenchbusters 14.00 11.00 11.00 36.00 37.42 73.42 8

Mayday

Earthmoving 10.67 11.00 11.00 32.67 41.79 74.46 7

Aussie

Earthworks Pty

Ltd

13.33 11.00 11.00 35.33 49.33 84.66 3

HAS

Earthmoving 15.33 11.50 9.50 36.33 43.70 79.20 5

Allwest Rapid

Hire 14.00 10.50 11.00 35.50 50.00 86.50 1

Allwest Plant

Hire Australia 14.00 11.00 11.50 36.50 50.00 86.50 1

A Proud

Landmark Pty Ltd 14.00 11.00 11.50 36.50 42.90 77.90 6

Remote Civil

Australia Pty Ltd 14.00 10.50 10.50 35.00 44.38 80.88 4

Note that Allwest Rapid Hire and Allwest Plant Hire Australia related companies within the

same corporate structure and submitted separate but identical tenders. Based on the panel’s

evaluation, using a combination of the above qualitative criteria and price the submission

from Byford Bobcats represents the most advantageous submission for Class A and Allwest

Rapid Hire and Allwest Plant Hire Australia for Class B skid steer loaders. It is therefore

recommended these firms be selected as the City’s preferred suppliers for the supply of Hired

plant: wet hire of skid steer loaders.

CONCLUSION

Tenders for the supply and hire of wet hire of skid steer loaders were recently invited with 10

tenders being received and assessed by an evaluation panel against compliance and

qualitative criteria.

The result was that the submissions received from Byford Bobcats for Class A machines and

Allwest Rapid Hire and Allwest Plant Hire Australia represented the most advantageous

tender to the City of Armadale.

The evaluation panel therefore recommends that the contract be awarded to Byford Bobcats

for Class A machines for an approximate annual cost of $100,000 and Allwest Rapid Hire

and Allwest Plant Hire Australia for Class B machines for an approximate annual cost of

$200,000 for a period of three years including the option to extend the contract for two

periods until 30 November 2018.


COMMITTEE - Tenders

RECOMMEND

That with Tender No 23/15 for Supply of Hired Plant: Wet Hire of Skid Steer

Loaders, Council:

1. Accept Tender No 23/15 for Supply of Hired Plant: Wet Hire of Skid

Steer Loaders to Byford Bobcats for Class A machines for a period of one

year commencing 1 December 2015 for the annual cost of approximately

$100,000, in accordance with the submitted tender, Council’s Contract

documentation, and Budget allocation.

2. Accept Tender No 23/15 for Supply of Hired Plant: Wet Hire of Skid

Steer Loaders to Allwest Rapid Hire and Allwest Plant Hire Australia for

Class B machines for a period of one year commencing 1 December 2015

for the annual consideration of approximately $200,000 in accordance

with the submitted tender, Council’s Contract documentation, and

Budget allocation.

3. Authorise the Chief Executive Officer to extend the contract for two (2)

periods of 12 months up to 30 November 2018, subject to satisfactory

performance by the contractor, and price adjustments as specified in the

Request for Tender document Clause 4.1.

ATTACHMENTS

There are no attachments for this report.


COMMITTEE - Tenders

3.3 - TENDER NO 24/15 PROVISION FOR EXTRUDED KERBING

WARD

: ALL In Brief:


the Provision for Extruded Kerbing.


provision of the required services for a

period of 12 months with an option for a

further one (1) period of 12 months,

subject to satisfactory performance and in

accordance with Clause 4.1 in the Special

Conditions of Contract.

Recommend:

That with Tender 24/15 for the Provision of

Extruded Kerbing, Council:

1. Accepts the tender from Glenview

machine Kerbing for a period of 12

months commencing 1 December, 2015

for an annual cost of approximately

$250,000.00.


extend the contract for one (1) period of

12 months.

FILE No.

: M/971/15

DATE

: 19 October 2015

REF

: JC

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil


Nil



2.5 Safe and efficient movement of goods, services and people.


arterial roads and associated infrastructure.




COMMITTEE - Tenders

Local Government Act 1995, Section 3 – Tenders for providing goods or services.

Local Government (Functions and General) Regulations 1996 - Division 2– Tenders



Assessment of Policies/Local Laws indicates that the following are applicable

Council Policy ADM 19 – Procurement of Goods or Services.



Consultation

Intra Directorate.

BACKGROUND

Tender No 24/15 for the Provision of Extruded Kerbing was advertised in the Saturday 22

August 2015 edition of the ‘West Australian’ newspaper, and in a notice which was displayed

on the Administration Centre, Armadale, Kelmscott and Seville Grove Libraries public notice

boards.

The works in this scope are for the construction of extruded concrete kerbing for works

carried out within the City limits. The successful tenderer will be required to prepare and

supply materials necessary to complete these works.

DETAILS OF PROPOSAL

Council approval is sought to award the tender for the Provision of Extruded Kerbing for a

period of 12 months from 1 December 2015 to 30 November 2016 with an option to be

extended for a further one (1) period of 12 months.


COMMITTEE - Tenders


Contract Duration 12 months

Commencement Date 1 December 2015



(one (1) x 12 month extensions)


Rise and Fall Clause Included Yes. All prices for services offered under this Tender

are to be fixed for a 12 month period but subject to rise

and fall in the cost of concrete only.

COMMENT

Evaluation

Tender No 24/15 for the Provision for Extruded Kerbing closed at 2:00PM on Wednesday 9

September, 2015. Tender submissions were received from:


1. LD Total

2. All State Kerbing & Concrete Pty Ltd

3. Glenview Machine Kerbing

4. Supercivil Pty Ltd

No tenders were received after the close of deadline. No non-conforming tenders were

received.


Criteria:


COMMITTEE - Tenders

Tenderer Rel

evan

t

Exper

ience

Key

Per

sonnel

Ten

der

ers

Res

ourc

es

Dem

onst

rate

d

Under

stan

din

g

Sub T

ota

l

Ten

der

ed P

rice

Tota

l

Over

all

Ran

kin

g

10% 10% 15% 15% 50% 50% 100%

Glenview

Machine Kerbing 7.33 7.67 11.00 11.00 37.00 50.00 87.00 1

All States

Kerbing &

Concrete Pty Ltd

7.00 7.00 11.00 11.00 36.00 44.56 80.56 2

Supercivil Pty Ltd 7.00 7.00 11.00 11.00 36.00 43.96 79.96 3

LD Total 7.10 7.33 11.00 11.00 36.43 40.42 76.85 4

Each company’s past records of achievements, experience, personnel, resources and

understanding of the request for tender have been closely examined.

Based on the panel’s evaluation, using a combination of the above qualitative criteria and

price the submission from Glenview Machine Kerbing represents the most advantageous

submission.

Glenview Machine Kerbing has been providing kerbing services to the different metropolitan

local governments over past years including the City of Armadale and the city believes this

firm has the ability to deliver reliable and quality services to the City’s operations.

It is therefore recommended that Glenview Machine Kerbing be selected as the City’s

preferred supplier for the Provision of Extruded Kerbing.

CONCLUSION

Tenders for the Provision of Extruded Kerbing were recently invited with four (4) tenders

being received and assessed by an evaluation panel against compliance and qualitative

criteria.

The result was that the submission received from Glenview Machine Kerbing represented the

most advantageous tender to the City of Armadale.

The evaluation panel therefore recommends that Tender No 24/15 for the Provision of

Extruded Kerbing be awarded to Glenview Machine Kerbing at a price of approximately

$250,000.00 per year for a period of 12 months with the option to be extended for a further

one (1) period of 12 months.


COMMITTEE - Tenders

RECOMMEND

That with Tender No 24/15 for the Provision of Extruded Kerbing, Council:

1. Accepts the tender from Glenview Machine Kerbing for a period of 12

months commencing on 1 December, 2015 for an annual cost of

approximately $250,000.00, in accordance with the submitted tender,

Council’s contract documentation and budget allocation.

2. Authorise the Chief Executive Officer to extend the contract for one (1)

period of 12 months up to 30 November, 2017, subject to satisfactory

performance by the contractor and price adjustments as specified in the

Request for Tender document Clause 4.1.



COMMITTEE - Tenders

3.4 - TENDER NO 26/15- CONSTRUCTION OF DRAINAGE WORKS

WARD

: ALL In Brief:

The contract for the Construction of

Drainage Work expired in February 2015. The successful tenderer will be required

to carry out the construction of surface

drains and levees, sub soil drains, culverts

including stormwater drains, drainage

structures and rock protection within the

City boundaries.


provision of the required services for a

period of one (1) year, commencing 15

November 2015 with an option to extend

the contract for a further twelve months.

Recommend: That with Tender No. 26/15 - for the

Construction of Drainage Works, Council:

1. Accept the tender of HAS Earthmoving for

the period of 12 months commencing 15

November 2015 to 14 November 2016.


extend the contract for one (1) period of

twelve months.

FILE No.

: M/974/15

DATE

: 20 October 2015

REF

: JA

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil


Nil



2.11 Safe and effective disposal of domestic waste water and storm water.

2.11.1 Manage and maintain storm water infrastructure.

2.11.2 Ensure provision of sound drainage infrastructure for new

development.

2.11.3 Promote and assess initiatives for water conservation and reuse.


COMMITTEE - Tenders



Local Government Act 1995, Section 3 – Tenders for providing goods or services.

Local Government (Functions and General) Regulations 1996 - Division 2– Tenders



Assessment of Policies/Local Laws indicates that the following are applicable:




Consultation

Intra Directorate

Governance and Administration

BACKGROUND

Tender No. 33/12 for the Construction of Drainage Works expired in February 2015.

Tender No. 26/15 for the Construction of Drainage Works was advertised in the 19 October

2015 edition of the ‘West Australian’ newspaper, and in a notice which was displayed on the

Administration Centre, Armadale, Kelmscott and Seville Grove Libraries public notice

boards.

DETAILS OF PROPOSAL

The successful acceptable tenderers will be required to carry out the construction of surface

drains and levees, sub soil drains, culverts including stormwater drains, drainage structures

and rock protection within the City boundaries.


COMMITTEE - Tenders

Value of works The value of this function is expected to exceed the $150,000 tender limit and as such a tender is required to conform to the Local Government Act and Council’s internal Purchasing Policy. Definitions

The Council approval is sought to award the tender for the Construction of Drainage Works

for a period of one year commencing 15 November 2015 and ending 14 November 2016,

with the option of for a 12 month extension.


Contract Duration 12 months

Commencement Date 15 November 2015



(one (1) x 12 month extensions)


Rise and Fall Clause Included Yes

COMMENT

Evaluation

The tender closed at 2pm on 7 October 2015. Tender Submissions were received from:


1. All West Plant Hire Australia


3. Curnow Group Hire Pty Ltd

4. HAS Earthmoving

5. Mining and Drilling Services Pty Ltd

6. Ozwest Civil

7. Remote Civils Australia Pty Ltd

8. TC Drainage WA Pty Ltd

9. Tracc Civil Pty Ltd

10. WCP Civil Pty Ltd

No tenders were received after the close of deadline. No non-conforming tenders were

received.


COMMITTEE - Tenders

The Tender Evaluation Panel evaluated the tender submissions having specific regard to the

following Qualitative Criteria:

The ranking of the compliant tender submissions as determined by the evaluation panel is as

follows:

Tenderer Rel

evan

t

Exp

erie

nce

Key

Per

son

nel

Ten

der

er’s

Res

ou

rces

Dem

on

stra

ted

Un

der

stan

din

g

Ten

der

Pri

ce*

Over

all

Tota

l

Ran

kin

g

15% 15% 15% 5% 50% 100%

HAS Earthmoving 15.00 14.35 13.04 5.00 50.00 97.39 1

Allwest Plant Hire 15.00 15.00 15.00 4.69 43.09 92.78 2

Tracc Civil 13.44 14.35 15.00 4.69 40.30 87.78 3

Mining & Drilling S. 11.88 13.37 12.72 4.17 47.70 89.84 4

Aussie Earthmoving 14.38 13.04 13.04 4.69 39.70 84.85 5

WCP Civil 11.56 13.70 13.04 4.06 38.40 80.76 6

Remote Civils Austr. 11.25 13.70 12.39 4.58 36.96 78.88 7

TC Drainage 8.13 13.04 13.04 2.08 38.64 74.93 8

Ozwest Civil 6.25 10.43 10.43 3.96 35.42 66.49 9

Curnow Group Hire 12.50 11.74 13.70 0 26.19 64.13 10

*Based on average rates for Crew 1 and Crew 2

Allwest Plant Hire achieved the highest scores possible for qualitative criteria such as

Relevant Experience, Key Personnel Skills and Experience and Tenderer’s Resources closely

followed by Tracc Civil and HAS Earthmoving. Although Allwest Plant Hire scored high in

most quality criteria, HAS Earthmoving in comparison provided significantly lower rates for

drainage crews and dayworks labour rates.

Based on the panel’s evaluation, using a combination of the above qualitative criteria and

price, the submission from HAS Earthmoving represents the most advantageous submission.

It is therefore recommended that HAS Earthmoving be awarded Tender No. 26/15 for the

Construction of Drainage Works.


COMMITTEE - Tenders

CONCLUSION

Tenders for the Construction of Drainage Works for the period 15 November 2015 to 14

November 2016 were recently invited with ten (10) tenders being received and assessed by an

evaluation panel against compliance and qualitative criteria.

The tender submission from HAS Earthmoving achieved the highest score in accordance with

the assessment criteria and weighting as detailed in the tender documents. Therefore, the

tender from HAS Earthmoving represented the most advantageous tender to the City of

Armadale.

The evaluation Panel therefore recommends Tender No. 26/15 for the Construction of

Drainage Works be awarded to HAS Earthmoving at the tender rates as listed in the Fixed

Price Schedule of Rates for a period of one (1) year with the option for a further twelve

months extension subject to satisfactory performance.

RECOMMEND

That with Tender No. 26/15 for the Construction of Drainage Works, Council:

1. Accepts the tender from HAS Earthmoving for one (1) period of twelve

months commencing from 15 November 2015 to 14 November 2016, for

an annual cost of approximately $500,000 in accordance with their

submitted tender, Councils contract documentation, and Budget

allocation.

2. Authorise the Chief Executive Officer to extend the contract for a period

of twelve months up to 14 November 2017, subject to satisfactory

performance by the contractor, and price adjustments as specified in the

contract documentation.

ATTACHMENTS



COMMITTEE - Tenders

3.5 - TENDER NO 27/15 - SALE OF SCRAP METAL

WARD

: ALL In Brief:


the Sale of Scrap Metal.

One tender was received by the specified

closing time.

The sole tender from SIMS Group

Australia Holdings, trading as SIMS

Metal Management, has been assessed as

being advantageous to the City.

Recommend:

That with Tender No 27/15 for the Sale of Scrap

Metal, Council:

1. Accepts Tender No 27/15 for the Sale of

Scrap Metal from SIMS Group Australia

Holdings, trading as SIMS Metal

Management, for a period of three (3)

years, in accordance with the submitted

tender, Pricing Structure, Council’s

contract documentation, and Budget

allocation.


extend the contract for two (2) one (1) year

periods, subject to satisfactory performance

by the contractor.

FILE No.

: M/975/15

DATE

: 20 October 2015

REF

: JL

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil


Nil.


2.10 Best practice integrated waste management.

2.10.1 Maintain determined service standards related to municipal waste and

recycling collection services.

2.10.2 Implement continuous improvement of recycling, reuse, and

minimisation of waste.


COMMITTEE - Tenders



Local Government Act 1995, Section 3.57– Tenders for Providing Goods or Services. Local Government (Functions and General) Regulations 1996, Division 2– Tenders for

Providing Goods or Services.


Assessment of Policy/Local Law indicates that the following are applicable:



It is estimated that the sale of scrap metal will provide for an income of approximately

$100,000 (including GST) per financial year at current market rates, but will vary depending

on market conditions.

Consultation

Intra Directorate.

BACKGROUND

Tender No 27/15 for the Sale of Scrap Metal was advertised in the Saturday, 19 September

2015, edition of “The West Australian” newspaper, and in a notice which was displayed on

notice boards at the City’s Administration Centre, and Armadale, Kelmscott and Seville

Grove Libraries.

The City has sold, and at one stage paid for the removal of scrap metal from the Armadale

Landfill and Recycling Facility since the Landfill opened in 1974. In the last ten years, the

price of light steel has varied from a cost expenditure of $50 per tonne, to a payment income

of approximately $220 per tonne for removal. In recent years the price of light steel has

plummeted to less than $50 per tonne, with the tonnage of scrap metal at the Landfill

increasing from 400 to approximately 2,400 tonnes per year.

The operation has developed to a stage where tenders are now required for the disposal and

sale of recyclable metals.


COMMITTEE - Tenders

With the volatility of scrap metal prices, long term fixed prices for the product are

unpredictable. The longer the term sought at fixed prices, the lower the price obtained.

The risk to the dealer is considerable should the price plummet, forcing them to take a loss or

walk away from the agreement. Some dealers are not prepared to give prices over

extended periods.

DETAILS OF PROPOSAL

The City invited tenders for the Sale of Scrap Metal on 19 September 2015. The successful

tenderer will be required to purchase and remove recyclable heavy and light gauge ferrous

metal, non-ferrous metal, car bodies, LPG bottles, and lead acid batteries from the Armadale

Landfill and Recycling Facility.

Approval is sought to award the tender for the Sale of Scrap Metal for a period three years,

with the option of extending the contract for two (2) one (1) year periods at the discretion of

the Chief Executive Officer.

COMMENT

Analysis

Six (6) suppliers registered to receive copies of the tender documents and one (1) submission

was received when the tender closed at 2:00pm on Wednesday, 7 October 2015. The Tender

was received from:


1. SIMS Group Australia Holdings, trading as SIMS Metal Management.

No tenders were received after the closing date. No non-conforming tenders were received.

Although only one tender was received, an evaluation process was undertaken on the

submission having specific regard to the following:

Compliance Evaluation:

Compliance with the Specification contained in the Request;

Compliance with the Conditions of Responding contained in this Request;

Compliance with, and completion of, the Price Schedule;

Completion of the Tenderer’s Offer;

Compliance with and completion of the Tenderer’s Response;

Completion of the Occupational Safety and Health Safety Record;

Compliance with Financial Capability criteria; and

Provision of insurance Certification of Currency.


COMMITTEE - Tenders

Compliance Criteria were evaluated on a “Yes/No” basis, and the submission was found to be

compliant.

Qualitative Criteria:

Relevant experience.

Key personnel skills and experience.

Tenderer’s resources.

Demonstrated understanding.

Based on the panel’s evaluation, using a combination of the qualitative and price criteria, the

table below reflects that the submission from SIMS Group Australia Holdings, trading as

SIMS Metal Management, represents an advantageous submission to the City. It is therefore

recommended that this firm be selected as the City’s preferred supplier for the sale of scrap

metal.

Ten

der

er

Rel

evan

t

Exp

erie

nce

Key

Pers

on

nel

Ten

der

ers

Res

ou

rces

Dem

on

stra

ted

Un

der

stan

din

g

Ten

der

ed P

rice

Over

all

Tota

l

Ran

kin

g

10% 10% 10% 10% 60% 100%

SIMS Group

Australia

Holdings, trading

as SIMS Metal

Management

7.33 4.67 6.00 6.33 60.00 84.33 1

Pricing Structure

The tendered Price Schedule will be fixed for the first three months of the contract. At three

(3) monthly intervals, the rate of payment shall be increased or decreased by a factor equal to

the percentage increase or decrease for steel according to *The TEX Report. For

non-ferrous metals, the rate of payment shall be increased or decreased by a factor equal to

the percentage increase or decrease for non-ferrous metals according to the London Metal

Exchange.

* The TEX Report is the only English daily newspaper published in Japan, reporting

on various news arising in each sector of trade on steel products; ie coal and coke,

iron ore, pig iron, and ferrous scrap and ferro-alloys, as main subjects, and includes

the data covering statistics of exports and imports, supply and demand, and market

situation of each commodity. The TEX Report is published from Monday to Friday,

and is also used by other local metal merchants like One-Steel.


COMMITTEE - Tenders

CONCLUSION

Tenders for the Sale of Scrap Metal were recently invited with one tender being received and

assessed by an evaluation panel against compliance and qualitative criteria.

The result was that the submission received from SIMS Group Australia Holdings, trading as

SIMS Metal Management, represented the most advantageous tender to the City.

The evaluation panel therefore recommends that the contract be awarded to SIMS Group

Australia Holdings, trading as SIMS Metal Management, for a period of three (3) years with

the option of extending the contract for two (2) one (1) year extensions at the discretion of the

Chief Executive Officer.

RECOMMEND

That with Tender No 27/15 for the Sale of Scrap Metal, Council:

1. Accepts Tender No 27/15 for the Sale of Scrap Metal from SIMS

Group Australia Holdings, trading as SIMS Metal Management, for a

period of three (3) years, in accordance with the submitted tender,

Pricing Structure, Council’s contract documentation, and Budget

allocation.

2. Authorise the Chief Executive Officer to extend the contract for two

(2) one (1) year periods, subject to satisfactory performance by the

contractor.

ATTACHMENTS



COMMITTEE - Miscellaneous

4.1 - APPOINTMENT OF ELECTED MEMBERS TO OCCASIONAL ADVISORY

GROUPS, REFERENCE/WORKING GROUPS, AND EXTERNAL/LOCAL

ORGANISATIONS

WARD

: ALL In Brief:

Following the Local Government Elections

on Saturday, 17 October 2015, consideration

is required to be given to the appointment of

Elected Members to Occasional Advisory

Groups, Reference/Working Groups, and

External/Local Organisations, for a two year

term ending October 2017.

Recommend:

That Council appoint nominated Elected

Members to Occasional Advisory Groups,

Reference/Working Groups, and External/Local

Organisations, for the period October 2015 to

October 2017.

FILE No.

: M/968/15

DATE

: 19 October 2015

REF

: LG

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil


Nil


4. Good Governance and Management

4.1 Good governance and leadership.

4.1.5 Support strategic alliances and stakeholder forums and advisory groups

that assist Council in policy development and service planning.



Local Government Act 1995, Sections 5.8, 5.9, 5.10 and 5.11.

Local Government (Administration) Regulations 1996.




Assessment of Policy/Local Law indicates that the following are applicable:

City of Armadale Standing Orders.

City of Armadale Code of Conduct.


The adoption of the recommendation contained in this report has no financial implication.

Consultation

Intra Directorate.

Relevant Groups.

BACKGROUND

At its Special Meeting of Monday, 19 October 2015, Council resolved that the matter of

Council representation on the following Committees and Groups be referred to the Technical

Services Committee.

COMMENT

In addition to the formation of Council established Committees, Council also nominates

representatives to occasional advisory groups, reference/working groups, and external local

organisations. Council may nominate representatives to such committees/organisations by a

simple majority.

Unless otherwise determined by Council, the tenure of a Councillor’s membership on a

Committee, or as a delegate, continues until the Councillor no longer holds office, resigns

from membership of the Committee, the Committee is disbanded, or the next ordinary local

government election is held.

DETAILS OF PROPOSAL

Committee is requested to consider and recommend appointments from its membership to

various committees and groups.

All appointments are for a two year period, ie 2015-2017.



The following gives a brief explanation of each to assist Committee with nominations.

It should be noted that attendance or appointment of Officers to any outside group will be at

the discretion of the Chief Executive Officer.

Note: It is preferable that delegates to these various groups are members of the Council

Committee overseeing their operation. In this instance, that is the Technical Services

Committee.

OCCASIONAL ADVISORY GROUPS AND REFERENCE/WORKING GROUPS

ARMADALE SETTLERS’ COMMON WORKING GROUP

The Armadale Settlers’ Common Working Group (the Working Group) assists in the

conservation and management of Armadale Settlers’ Common as a conservation reserve, and

encourages recreation and education of the natural bushland environment.

Armadale Settlers’ Common is a large ‘A’ Class reserve vested in the City of Armadale,

which does not receive funding for environmental management from the City. The

management of this reserve however is guided, with management actions implemented by the

Working Group in conjunction with the City’s Environmental Services Department.

The Working Group attracts significant annual grant funding to provide for management

projects, with objectives including the management, conservation, education, and promotion

of tourism and recreation in the reserve. The Working Group meets on the first Thursday of

each month, with one member of this Working Group also sitting on the “Bushcare and

Environmental Working Group”.

The Working Group relies heavily on volunteer participation, and as with other groups, it is

considered beneficial to have Councillor representation. This will provide recognition, and

enable the Councillor to be the ‘Champion’, providing support and advice to the Group in

performing their role in the community.

Note: Usual practice is that the Member is a Neerigen Ward Member.

Council / Representation

Required Prior Appointments (2013-2015) Meeting Details

1 Member

1 Deputy Member

Cr G A Best (Member)

Cr G Nixon (Deputy Member)

First Thursday of each

month.

BUNGENDORE PARK WORKING GROUP

The Bungendore Park Working Group (the Working Group) assists in the conservation and

management of Bungendore Park as a conservation reserve, and to facilitate public

enjoyment of the natural attributes of the Park without compromising conservation and

management plan objectives.



Bungendore Park is a large ‘A’ Class reserve vested in the City of Armadale, which does not

receive funding for environmental management from the City. Management of this reserve

has been guided, with management actions implemented by the Working Group in

conjunction with the City’s Environmental Services Department.

The Working Group attracts significant annual grant funding to provide funding for

management projects, with objectives including the management, conservation, education

and promotion of tourism and recreation in the reserve. The Working Group meets on the

fourth Thursday of each month, with one Member of this Working Group also sitting on the

“Bushcare and Environmental Working Group”.

The Working Group relies heavily on volunteer participation, and as with other groups, it is

considered beneficial to have Councillor representation. Furthermore, the role of the

Councillor is to be the ‘Champion’, providing support and advice to the Working Group in

performing their role in the community.

Note: Usual practice is that the Member is a Neerigen Ward Member.



1 Member

1 Deputy Member

Cr G A Best (Member)

Cr M Geary (Deputy Member)

Fourth Thursday of each

month.

BUSHCARE AND ENVIRONMENTAL WORKING GROUP

The Bushcare and Environmental Working Group (the Working Group) provides the primary

formal link between Council and the community in regard to protection and rehabilitation of

the natural environment. The Working Group also oversees and coordinates the efforts of

other ‘working’ and ‘friends’ groups.

The Working Group comprises twelve members from the community, one Councillor, a City

Environmental Officer, and the City’s Bushcare Supervisor. The role of the Working Group

is to advise the City on policy matters associated with environment, to coordinate

conservation groups, and to provide support to the various volunteer environmental groups.

The Working Group relies heavily on volunteer participation, and it is considered important

to have Councillor representation. This will provide appropriate recognition by the City, with

the Councillor becoming the ‘Champion’, providing support and advice to the Working

Group in performing their role in the community. The Working Group meets on the second

Wednesday of every second month.

Note: Current practice is that the Member and Deputy Member be nominated from the

Technical Services Committee.

It is intended that the Bushcare and Environmental Working Group consider matters

on a strategic basis, as well as providing advice on the implementation of Council

actions, agreed to at a strategic level.





1 Member

1 Deputy Member

Cr R Butterfield (Member)

Cr G Nixon (Deputy Member)

Second Wednesday of

every second month.

EXTERNAL ORGANISATIONS

JANDAKOT REGIONAL PARK COMMUNITY ADVISORY COMMITTEE

The Jandakot Regional Park Community Advisory Committee (the Committee) was

established by the Department of Parks and Wildlife (DPAW) to provide a regular forum to

hear public opinion and exchange advice on management issues affecting regional parks.

The Committee consists of community representatives, DPAW Officers, Local Government

Officers, and invites a Councillor representative from each Local Government to provide

support and advice to the Committee, which meets quarterly on a Tuesday, usually beginning

in February.





1 Member

1 Deputy Member

Cr C Frost

(Member - Until February 2015)

Cr R Butterfield

(Member - from April 2015)

Cr C M Wielinga (Deputy Member)

Quarterly – usually

beginning in February.

PARKS DARLING RANGE COMMUNITY ADVISORY COMMITTEE

The Parks Darling Range Community Advisory Committee (the Committee) was established

by the Department of Parks and Wildlife (DPAW) to provide a regular forum to hear public

opinion and exchange advice on management issues affecting regional parks. The

Committee meets quarterly on a Thursday, and consists of community representatives,

DPAW Officers, Local Government Officers, and invites a Councillor Representative from

each Local Government.





1 Member

1 Deputy Member

Cr R Butterfield (Member)

Cr G Nixon (Deputy Member) Quarterly on a Thursday.



SOUTH EAST REGIONAL CENTRE FOR URBAN LANDCARE

The South East Regional Centre for Urban Landcare (SERCUL) was formed in 2003 as an

independent ‘Natural Resource Management’ body in Perth. SERCUL brings together the

community, business, and government, to develop and implement projects that improve the

health of our waterways and other ecosystems. One of five sub-regional bodies, the area

SERCUL covers takes in the Canning, Southern and Wungong Rivers and their tributaries,

and parts of the Swan River.

The SERCUL Committee is made up of community members from local environmental

groups, Local Government Officers and Councillors, and officers from State Agencies,

including the Swan River Trust. The objectives of SERCUL include:

- Identifying priority Natural Resource Management issues in the South Region, in

partnership with Local and State Government and industry;

- Ensuring biodiversity within the South Region is monitored, protected, and enhanced;

and

- Assisting community, State and Local Government in the coordination of Natural

Resource Management in the South Region.

The SERCUL Committee relies heavily on the work of volunteer and land care groups.

Consequently, it is considered beneficial to have Councillor representation. The SERCUL

Committee meets quarterly on the second Thursday of the month.

Note: Current practice is that the Member and Delegate and Deputy Delegate be nominated

from the Technical Services Committee.



1 Delegate

1 Deputy Delegate Nil As Determined

LOCAL ORGANISATIONS

ARMADALE/GOSNELLS LANDCARE GROUP

The Armadale/Gosnells Landcare Group (the Landcare Group) is an incorporated, not for

profit, community organisation whose focus is river restoration, bushland management, and

environmental education in the catchment of the Upper Canning, Southern and Wungong

Rivers.

The Landcare Group relies heavily on volunteer participation, and consequently, it is

considered beneficial to have Councillor representation. The Landcare Group meets on the

fourth Wednesday of every second month, alternating between the City of Armadale and the

City of Gosnells.





1 Delegate

1 Deputy Delegate

Cr Frost (Delegate)

Cr R Butterfield (Deputy Delegate)

Fourth Wednesday of

every second month,

alternating between the

Cities of Armadale and

Gosnells.

CITY OF ARMADALE ROADWISE ADVISORY GROUP

The City of Armadale Roadwise Advisory Group facilitates the planning, development and

implementation of road safety programs and promotions. It also identifies local road safety

issues, and recommends strategies to the City of Armadale which may be referred on to Main

Roads WA, the WA Police Service, or any other statutory authority that has the ability to

influence road safety in the community. The City provides support in the form of equipment,

such as the Transportable Variable Message Board and Crash Trailer.

The Group relies heavily on volunteer participation, and consequently, it is considered

important to have Councillor representation, with the Councillor being the ‘Champion’ of the

Group. This Group is generally chaired by the City nominated Delegate, and meets on the

third Wednesday of each month.

Note: Current practice is that the Delegate and Deputy Delegate are nominated from the




1 Delegate

1 Deputy Delegate

Cr K Busby (Delegate)

Cr C Frost (Deputy Delegate)

Third Wednesday of each

month.

SOUTH EAST REGIONAL ENERGY GROUP

The South East Regional Energy Group comprises of representatives of the City of Armadale,

City of Gosnells, and the Shire of Serpentine Jarrahdale, working in partnership to reduce

regional greenhouse gas emissions through the implementation and review of the Regional

Community Greenhouse Action Plan, and Partner Councils’ Corporate Greenhouse Action

Plan. The Group meets as required, usually every second month, and meetings are attended

by Officers of the City of Armadale.



1 Delegate

1 Deputy Delegate

Cr R Butterfield (Delegate)

Cr M H Norman (Deputy Delegate)

As required, usually every

second month.



Explanatory Notes:

The following procedural notes are provided to assist Committee in making

recommendations on the above appointments:

1. Appointments to any of the above committees/groups would preferably (but not

essentially) be restricted to Members of the Technical Services Committee.

2. Nominations for appointment can be verbal or in writing – past practice, which has

operated without problem, has been on a verbal basis.

3. In the event that no nominations be received, the matter be referred to full Council for

nomination and appointment.

4. In the event of more nominations being received than positions to be filled, the options

are:

(a) Conduct a ballot to determine person(s) recommended for appointment;

or

(b) If practicable, in the case of Council established groups, recommend to

Council additional appointees.

RECOMMEND

That Council appoint nominated Elected Members to Occasional Advisory

Groups, Reference/Working Groups, and External/Local Organisations, for

the period October 2015 to October 2017, as follows:

Member /

Delegate Deputy

OCCASIONAL ADVISORY GROUPS AND REFERENCE/WORKING GROUPS

Armadale Settlers Common

Bungendore Park Working Group

Bushcare and Environmental Working Group

EXTERNAL ORGANISATIONS

Jandakot Regional Park Community Advisory

Committee

Parks Darling Range Community Advisory

Committee

South East Regional Centre for Urban Landcare

LOCAL ORGANISATIONS

Armadale/Gosnells Landcare Group

City of Armadale Roadwise Advisory Group

South East Regional Energy Group

ATTACHMENTS


COUNCILLORS’ ITEMS

Nil

EXECUTIVE DIRECTOR TECHNICAL SERVICES REPORT

Nil

MEETING DECLARED CLOSED AT ___________


COMMITTEE

TECHNICAL SERVICES COMMITTEE

SUMMARY OF “A” ATTACHMENTS 2 NOVEMBER 2015

ATT

NO. SUBJECT PAGE

2.1 CITY OF ARMADALE ADMINISTRATION PRECINCT PARKING ARRANGEMENTS

2.1.1 City of Armadale Administration Precinct - Parking Restriction Signage Drawing - DWG

No. E15-142.

51

Technical Services 51 ATTACHMENT 2.1.1 COMMITTEE - 2 November 2015

Documents

Agenda of Technical Services Committee Meeting - 2 ... · TECHNICAL SERVICES 9 2 NOVEMBER 2015 COMMITTEE - Engineering Administration RECOMMEND That Council: 1. Note the $1,851,277