CITY OF ARMADALE · CITY OF ARMADALE M I N U T E S OF TECHNICAL SERVICES COMMITTEE HELD IN THE COMMITTEE ROOM, ... (5988) 12 $12,509 Minneola Road (280) 10 $6,565 ... Chisholm Circle

CITY OF ARMADALE

M I N U T E S

OF TECHNICAL SERVICES COMMITTEE HELD IN THE COMMITTEE ROOM, ADMINISTRATION CENTRE, 7 ORCHARD AVENUE, ARMADALE ON MONDAY, 28 AUGUST, AT 7.00 PM.

PRESENT: Cr J Everts Chair Cr G A Best Cr R Butterfield Cr P Hart Cr J Knezevich Cr J Stewart Cr A Cominelli APOLOGIES: Nil. OBSERVERS: Cr L Reynolds IN ATTENDANCE: Mr A Bruce Executive Director Technical

Services Mr G Davies Manager Technical Services Mr D Scriven Manager Civil Works Mr J Glassford Manager Property Services Ms V Carpenter Minute Secretary PUBLIC: Nil.

TECHNICAL SERVICES 2 28 AUGUST 2006 COMMITTEE DISCLAIMER The Disclaimer for protecting Councillors and staff from liability of information and advice given at Committee meetings was not read by the Chairman as no members of the public were in attendance. DECLARATION OF MEMBER’S INTERESTS Page 6 Cr Cominelli Non financial interest – Footpath Programme for 2006/07 –

Budget Variation QUESTION TIME Nil. DEPUTATION Nil. CONFIRMATION OF MINUTES

RESOLVED

Minutes of the Technical Services Committee Meeting held on 24 July 2006, be confirmed. MOVED Cr Cominelli MOTION CARRIED (7/0)

ITEMS REFERRED FROM INFORMATION BULLETIN – ISSUE NO. 16 The following items were included for information in the “Technical Services” section:

Outstanding Matters Report on Outstanding Matters – Technical Services Committee

Monthly / Quarterly Departmental Reports Technical Services Directorate Works Programme Minutes from Occasional Advisory Committees

Bushcare and Environmental Advisory Committee Swan Catchment Council Bungendore Park Management Committee Scientific Trial at Fletcher Park, Wungong Kikuyu Research Project at UWA

Committee noted the information and no further items were raised for discussion and/or further report purposes.

TECHNICAL SERVICES COMMITTEE

28 AUGUST 2006 WASTE SERVICES

WASTE AND RECYCLE 2006 CONFERENCE, ..........................................4 ENGINEERING, DESIGN AND DEVELOPMENT

FOOTPATH PROGRAMME FOR 2006/07 – BUDGET VARIATION ...............................................................................................6

PLANT

TENDER NO. 19/06 TENDER FOR THE SUPPLY OF HIRED PLANT

WET HIRE OF EXCAVATOR, ..................................................................11 TENDER NO. 20/06 - SUPPLY OF ROAD FOUNDATION

MATERIAL – ROCK BASE, ....................................................................16 TENDER NO. 21/06

TENDER FOR THE PROVISION OF FOOTPATH AND CAR PARK SWEEPING SERVICES, ...........................................................20

MISCELLANEOUS

ILLEGAL DUMPING OF RUBBISH ON COUNCIL AND CALM RESERVES, ...............................................................................................25

LATE ITEMS

CREYK PARK RUBBISH FACILITIES, .....................................................26

I N D E X

TECHNICAL SERVICES 4 28 AUGUST 2006 COMMITTEE – Waste Services

WASTE AND RECYCLE 2006 CONFERENCE WARD All FILE REF: ENG/1 DATE 7 August 2006 REF VC RESPONSIBLE MANAGER

EDTS

In Brief: • Outline of proceedings for the Waste and Recycle

2006Conference. • Recommend

That Council nominate Cr Butterfieldto attend the Waste and Recycle 2006 Conference to be held at the Convention Centre, The Esplanade Hotel, Fremantle between 19-22 September 2006 inclusive, with costs to be charged to GL210128.1046.02 Or should no nomination be received, then the recommendation be as follows: That no nomination be made for attendance at the Waste and Recycle 2006 Conference.

Tabled Items Nil. Officer Interest Declaration Nil. Strategic Implications Communication Stronger communication links with Government and other groups. Legislation Implications General assessment of relevant legislation (eg. Local Government Act) has not revealed any restrictions. Council Policy/Local Law Implications Assessment of Policy / Local Law indicates that the following are applicable: ADM3 – Conferences Seminars and Training Budget/Financial Implications The cost of the conference is :

Early full registration $650.00 Late full registration $725.00 Day Registration $395.00 Speaker Registration $550.00

Consultation Nil. BACKGROUND The Waste and Recycle 2006 Conference is to be held at the Esplanade Hotel, Fremantle, Western Australia, 19-22 September 2006, inclusive.

TECHNICAL SERVICES 5 28 AUGUST 2006 COMMITTEE – Waste Services

COMMENT The conference brochure states: “This year’s theme is Crisis? What Crisis? Are we fiddling while Rome burns? Have we, as a society, left our run too late – hoping that technological breakthroughs will save us from ourselves – or are we on the right track? To explore these and other burning questions you will need to be at this year’s Conference, which as the theme suggests, is all about assessing our progress or lack of progress towards being a sustainable society. In particular the strategic discussions and papers to be presented at this year’s Conference are designed to map out the realistic impacts of our waste generation and consumption patterns, whilst at the same time exploring the consequences for a society that may be failing to heed the lessons of history” In accordance with Council Policy ADM3, Council approval is required for registration of an Elected Member to attend the Conference. Representatives from Waste Services will be attending the conference. T74/08/06 RECOMMEND

That Council nominate Cr Butterfield to attend the Waste and Recycle 2006 Conference to be held at the Convention Centre, The Esplanade Hotel, Fremantle between 19-22 September 2006 inclusive, with costs to be charged to GL210128.1046.02. Or should no nomination be received, then the recommendation be as follows: That no nomination be made for attendance at the Waste and Recycle 2006 Conference.

MOVED Cr Stewart MOTION CARRIED (7/0)

TECHNICAL SERVICES 6 28 AUGUST 2006 COMMITTEE – Engineering, Design and Development

With regard to the following report on the 2006-07 Footpath Programme, Cr Cominelli disclosed that she owns property in Cammillo Road and as a consequence, there may be a perception that her impartiality on the matter may be affected. Cr Cominelli declared that she would set aside this association, consider the matter on its merits and vote accordingly. **FOOTPATH PROGRAMME FOR 2006/07 – BUDGET VARIATION WARD All FILE REF: DATE 16 August 2006REF KP RESPONSIBLE MANAGER

MTS

In Brief: • The Council at its Ordinary meeting on 6 September

2004 deferred the construction of Tyers, Rd, Owtram Rd and Cammillo Rd footpaths and transferred the funds to undertake repairs of 25m pool delamination in the Armadale Aquatic Centre and redevelopment works in Kuhl Park (T86/08/04 and T88/08/04). This item concludes options for reinstating the works programme.

Recommend That Council:

1. Pursuant to Section 6.8 of the Local Government Act 1995 (as amended) authorise the following expenditure amendments : • Tyers Road increase by $22,700 • Owtram Road increase by $42,600 (additional

works) • Cammillo Road increase by $28,200

(additional works) • Bromfield Drive reduce by $16,079 (reduce

works) • Hamersley Street reduce by $29,539 (delete

from programme) • Chisholm Circle reduce by $29,176 (delete

from programme) • Hill Street reduce by $18,652 (delete from

programme) for the purpose of reinstating path works from prior year budgets.

2. Consider, for inclusion in the 2007-08 annual budget, the following new paths/path upgrades removed from the 2006-07 Annual Budget – Paths Programme : • Hamersley Street • Chisholm Circle • Hill Street

Tabled Items Nil. Officer Interest Declaration Nil.


Strategic Implications Physical Infrastructure Develop an integrated transport system including safety aspects. Legislation Implications General assessment of relevant legislation (eg Local Government Act) has not revealed any restrictions. Council Policy/Local Law Implications General assessment has not revealed any applicable Policies/ Local Laws. Budget/Financial Implications Accommodated in 2006/07 budget under new footpath construction Consultation Intra Directorate BACKGROUND At its Ordinary Council meeting on 6 August 2004, Council resolved (T86/08/04) as follows: 1. pending the receipt of sale proceeds from the sale of portion of Kuhl Park, approve

the budgeted footpath works in Owtram Road at $42,600 being placed “on-hold” thereby enabling the commencement of budgeted redevelopment works in Kuhl Park up to a cost of $42,600, and

2. accept/note that in taking the action as referred to in (1) above, it does so on the

understanding that in the unlikely event of the Kuhl Park sale proceeds not eventuating and there being no other identified budget-offset for the Kuhl Park works, then to maintain the budget in balance, the Owtram Road footpath works will necessarily be deleted from the 2004-05 budget.

At its Ordinary Council meeting on 6 August 2004, Council resolved (T88/08/04) as follows: 2. That Council pursuant to Section 6.8 of the Local Government Act, 1995: a) Authorise $65,000 being spent on delamination repair works to the 25m pool at the

Armadale Aquatic Centre, and b) Amend its adopted 2004/-5 annual budget as follows:

Increase – swimming pool delamination works $65,000 Decrease –new path program by $65,000 Any shortfall of funds to come from the replacement path program, Any revenue received from Legal action taken, be allocated back to the Footpath Program. (N.B: Revenues from Legal action taken be allocated back to the footpath program)

COMMENT As per the Council resolutions (T86/08/4 and T88/08/04), the Technical Services Directorate deleted the following footpaths from the programme for 2004/05 budget and transferred funds to 25m pool delamination repairs and redevelopment of Kuhl Park:


1. Tyers Road – between Peet Road and Holden Road- Estimated cost $40,700 2. Owtram Road – between Clarence Road and Fountain Court – Estimated cost $42,600 3. Cammillo Road – between Hemingway Drive and Lake Road – Estimated cost

$28,200 Residents of Tyers Road and Owtram Road have raised concerns regarding delayed footpath construction in their streets. The new path programme adopted at the 2006/07 Budget is:

Carryover jobs delayed due to programming issues : Rating Estimate Tyers Rd 11 $18,000 John Street 14 $25,000 Bernard Street 10 $21,000 Green Avenue 10 $14,300

New works in order of Rating

Rating Estimate Forrest Rd (1153) 13 $23,966 Brookton Highway (5988) 12 $12,509 Minneola Road (280) 10 $6,565 Snook Close (774) 10 $13,859 Ravenscroft Way (614) 10 $6,669 Hillside Road (474) 9 $15,317 Millen Street (160) 9 $19,277 Grade Road (308) 9 $16,464 Bromfield Drive (623) 9 $88,153 Hamersley St (310) 9 $29,593 Chisholm Circle (970) 9 $29,176 Hill Street (317) 9 $18,652 Total $358,500 OPTIONS: It is now necessary to reinstate the paths into the Works Programme and two options are considered appropriate. Option 1: The footpaths deferred in 2004/05 be included in the 2006/07 programme and defer some paths in the currently approved programme. This would see from the above programme Bromfield Drive reduced to $72,074 and the jobs below i.e. Hamersley Street at $29,593, Chisholm Circle at $29,176 and Hill Street at $18652 deleted to be deferred to the 2007/08 programme. Option 2: Schedule the footpaths that have been deferred in 2004-05 to the 2007/08 footpath programme and when the Five Year Programme is next reviewed re-programme the works affected.


Option 1 is considered more appropriate as it expedites the reinstatement of footpaths that have been deferred for a considerable time. CONCLUSION: It is therefore suggested that the new path programme be modified to the following:

Description of Projects

Location Estimated cost($)

Comments

Tyers Road Peet Rd to Holden Rd 40,700 Deleted in 2004/05

Owtram Rd Clarence Rd to Fountain Court

42,600 Deleted in 2004/05

Cammillo Rd

Hemingway Drive to Lake Rd

28,200 Deleted in 2004/05

John Street Church Av to Williams St

25,000 Carryover works

Bernard Street Brookton Highway to river


Green Avenue Forrest Road to Sixth Road


Forrest Road Eighth Road to St Francis Xavier School

23,966 New work

Brookton Highway

Gemsarna Crescent to local shop

12,509 New work

Minneola Road Strawberry Drive Chidzey Drive

6,565 New work

Snook Close Full length 13,859 New work

Ravenscroft Way Regina Road north to Hilllman Court

6,669 New work

Hillside Road Carrick Road to Emerald Place

15,317 New work

Millen Street Salter Street to Ellen Street (Stage 2)

19,277 New work

Grade Road Canning Mills Road to bend

16,464 New work

Bromfield Drive Roley Street to extent of funds

72,074 New work

Total 358,500

Jobs delayed to 2007/08:

• Balance Bromfield Drive $16,079 • Hammersley Street $29,593 • Chisholm Circle $29,176 • Hill Street $18,652


T75/08/06 RECOMMEND

That Council:

1. Pursuant to Section 6.8 of the Local Government Act 1995 (as amended) authorise the following expenditure amendments :

• Tyers Road increase by $22,700 • Owtram Road increase by $42,600 (additional works) • Cammillo Road increase by $28,200 (additional works) • Bromfield Drive reduce by $16,079 (reduce works) • Hamersley Street reduce by $29,539 (delete from

programme) • Chisholm Circle reduce by $29,176 (delete from

programme) • Hill Street reduce by $18,652 (delete from programme)

for the purpose of reinstating path works from prior year budgets.

**ABSOLUTE MAJORITY REQUIRED

2. Consider, for inclusion in the 2007-08 annual budget, the following

new paths/path upgrades removed from the 2006-07 Annual Budget – Paths Programme :

• Hamersley Street • Chisholm Circle • Hill Street

MOVED Cr Hart MOTION CARRIED (7/0)

TECHNICAL SERVICES 11 28 AUGUST 2006 COMMITTEE – Plant

TENDER NO. 19/06 - SUPPLY OF HIRED PLANT: WET HIRE OF EXCAVATOR WARD ALL FILE REF TEN/19/06 DATE 28 August 2006 REF JC RESPONSIBLE MANAGER

MCW

In Brief: • Tender No. 19/06 was recently called for the Supply

of Hired Plant: Wet Hire of Excavator as per Council Resolution T38/05/06.

• The City of Armadale has requested tenders for different types of machines and has specified that a panel of tenderers will be accepted.

• Six tenders were received by the specified closing time.

• The following panel of tenderers has been evaluated as being the most advantageous to Council: Mayday Earthmoving, B & J Breakers, and Candy Constructions.

• Recommend That with Tender 19/06 – Supply of Hired Plant: Wet Hire of Excavator, Council accepts the Panel of Tenderers for the period 1 October 2006 to 30 June 2007 in accordance with their submitted tender and Council’s contract documentation.

Tabled Items Tender documents, tenders received. Officer Interest Declaration Nil. Strategic Implications Corporate Services To achieve maximum community benefit from effective use of resources (staff, finances and information technology). Legislation Implications Assessment of Legislation indicates that the following regulations apply: Local Government Act (Functions and General) Regulations 1993 s3.57 (11)(2)(f). Council Policy/Local Law Implications Assessment of Legislation indicates that the following are applicable: Policy ENG 5 - Tendering and Purchasing Budget/Financial Implications Total current budget allocation within construction and maintenance project costs. Consultation Nil. BACKGROUND Council resolved to re-tender the Supply of Hired Plant: Wet Hire of Excavator, through Resolution T38/05/06. The City hires road construction plant and equipment as part of its operations, on an as required basis, to supplement its resources. During the course of construction and maintenance operations for road works and associated works, there is the


need to hire excavators in order to carry out daily operational works and to complete the annual Civil Works programme. This hired plant is additional to our existing plant and it is therefore advantageous to hire the equipment with an experienced operator (wet hire) as the City does not have an operator with appropriate experience and certificate of competency. A tender to conform to the Local Government Act and Council’s Purchasing Policy is therefore required as the value of the supplied service will exceed $50,000 per annum. Existing Contract Information Essential details of the existing contract are as follows:

Table 1: Existing Contract Information Current Contractors Mako Hire Contract Type Schedule of Rates Contract Duration 22 months Commencement Date 1 August 2004. Expiry Date 30 June 2006 Extension Permitted No Annual Contract Cost Within projects Total Contract Cost Within projects Rise And Fall Clause Included No DETAILS OF PROPOSAL The tender involves the supply of hired excavators to be used in various road and drainage works projects within the City’s operations. New Contract Information Essential details of the new contract are as follows:

Table 2: New Contract Information

Contract Type Schedule of Rates Contract Duration Nine months Commencement Date 1 October 2006 Expiry Date 30 June 2007 Extension Permitted Option of one year extension Rise And Fall Included No.

Selection Criteria The selection criteria and weightings for the evaluation of the tenders are as follows:


Table 3: Selection Criteria

ITEM No. DESCRIPTION WEIGHTING 1. Capability/Competence of Tenderer to perform the work

required 20%

2. Experience of Tenderer in supplying similar goods or completing similar projects

20%

3. Understanding of requirement 20% 4. Tendered Price/s 40% TOTAL 100%

Tenders Received Tenders were received from Mayday Earthmoving, Carrington Traffic Services, B & J Breaker, Pondplan Excavating, Conquest Earthworks and Candy Constructions. Details of the tenders received are as follows:

Table 4: Tenders Received – Excavator with bucket

Type of Excavator 3ton 5ton 12ton 13ton (Rubber)

22ton

Current price N/A $88.00 $99.00 $99.00 $104.50 Mayday Earthmoving $77.00 $88.00 $121.00 $132.00 $132.00 Carrington Traffic Services

$60.50 N/A N/A N/A N/A

B & J Breaker $82.50 $88.00 N/A $99.00 $110.00 Pondplan Excavating N/A $77.00 N/A N/A $132.00 Conquest Earthworks N/A N/A N/A N/A $110.00 Candy Constructions N/A N/A N/A N/A $88.00 Increase % N/A 0% 22% 0% -19%

Table 5: Tenders Received – Excavator with rock breaker

Type of Excavator 3ton 5ton 12ton 13ton

(Rubber) 22ton

Current price N/A $145.20 N/A N/A $170.00 Mayday Earthmoving $104.50 $115.50 $165.00 N/A $176.00 Carrington Traffic Services

$82.50 N/A N/A N/A N/A

B & J Breaker $110.00 $121.00 N/A $148.50 $170.50 Pondplan Excavating N/A $88.00 N/A N/A N/A Conquest Earthworks N/A N/A N/A N/A N/A Candy Constructions N/A N/A N/A N/A $145.00 Increase % 5% -26% N/A N/A -17%


TENDER EVALUATION The City of Armadale requested the hire of plant with an operator and all six Tenderers are able to provide this service. All the Tenderers have been evaluated according to the selection criteria as detailed in Table 3 and their submitted prices for excavator with bucket and excavator with rock breaker. A panel of Tenderers will be accepted for the supply of hired plant as specified in the tender document. Carrington Traffic Services only has one 1.5 ton excavator. The minimum operating weight requested in the tender was 3.0 ton, therefore, this tender was not evaluated in the tender evaluation. The results of the tender evaluation after the application of the selection criteria has shown that a Panel of Tenderers, maximum of two Tenderers per type of excavator, is the most advantageous to Council. Anticipated Annual Expenditure Expected to be more than $50,000. Tender Rankings - Panel of Tenders

Table 6: Tender Ranking – Excavator with bucket

Type of Excavator 3ton 5ton 12ton 13ton (Rubber)

22ton

Mayday Earthmoving 1 1 1 2 N/A B & J Breaker 2 2 N/A 1 2 Candy Constructions N/A N/A N/A N/A 1

Table 7: Tender Ranking – Excavator with rock breaker

Type of Excavator 3ton 5ton 12ton 13ton

(Rubber) 22ton

Mayday Earthmoving 1 1 1 1 N/A B & J Breaker 2 2 N/A N/A 2 Candy Constructions N/A N/A N/A N/A 1 CONCLUSION It is recommended that the tender be awarded to the Panel of Tenderers as shown in Tables 6 and 7 and hire excavators from these companies based on the numerical order and then their availability to provide the service when required.


T76/08/06 RECOMMEND

That with Tender No. 19/06, Tender for the Supply of Hired Plant: Wet Hire of Excavator, Council accepts the Panel of Tenderers (Mayday Earthmoving, B&J Breaker and Candy Constructions) as shown in tables 6 and 7 for the period 1 October 2006 to 30 June 2007, in accordance with their submitted tender and Council’s contract documentation.

MOVED Cr Knezevich MOTION CARRIED (7/0)


TENDER NO. 20/06 - SUPPLY OF ROAD FOUNDATION MATERIAL – ROCK BASE WARD All FILE REF

TEN/20/06

DATE

28 August 2006

REF

JC

RESPONSIBLE MANAGER

MCW

In Brief: • Tender No. 20/06 was recently called for the

Supply of Road Foundation Materials – Rock Base as per Council Resolution T/48/05/06.

• Two tenders were received by the specified closing time.

• The tender from Readymix Holdings has been evaluated as being the most advantageous to council.

• Recommend That with Tender No. 20/06 - Supply of Road Foundation Material – Rock Base, Council accepts the tender from Readymix for the period 1 October 2006 to 30 June 2007 in accordance with their submitted tender and Council’s contract documentation.

Tabled Items Tender documents; tenders received. Officer Interest Declaration Nil. Strategic Implications Corporate Services To achieve maximum community benefit from effective use of resources (staff, finances and information technology). Legislation Implications Assessment of legislation indicates that the following regulations apply: Local Government Act (Functions and General) Regulations 1996 s3.57 (11)(2)(f) Council Policy/Local Law Implications Assessment of Policy/Local Law indicates that the following are applicable: Policy ENG 5 – Tendering and Purchasing Budget/Financial Implications Expected to be more than $200,000. This may lead to a change in the programme of works which is being investigated and will be reported on when necessary. Consultation Nil. BACKGROUND Council resolved to re-tender the Supply of Road Foundation Material - Rock Base, through Resolution T/48/05/06. Rock base is a road foundation material used in the construction of new roads and the maintenance of existing roads. This material is required to be stockpiled at the City’s Depot or delivered to work sites in order to carry out daily operational works and to complete the annual Civil Works programme.


The anticipated annual expenditure for rock base is expected to be $200,000. A tender to conform to the Local Government Act and Council’s Purchasing Policy is therefore required as the value of the supplied service will exceed $50,000 per annum. Existing Contract Information Essential details of the existing contract are as follows:

Table 1: Existing Contract Information Current Contractor Readymix Holdings. Contract Type Schedule of Rates Contract Duration 11 months Commencement Date 8 August 2005 Expiry Date 30 June 2006 Extension Permitted No Annual Contract Cost Within projects Total Contract Cost Within projects Rise And Fall Clause Included No DETAILS OF PROPOSAL The tender involves the supply of rock base which is to be used in various road works projects within the City’s operations. New Contract Information Essential details of the new contract are as follows:

Table 2: New Contract Information Contract Type Schedule of Rates Contract Duration Nine months Commencement Date 1 October 2006 Expiry Date 30 June 2007 Extension Permitted No Rise And Fall Included No

Selection Criteria The selection criteria and weightings for the evaluation of the tenders are as follows.


ITEM No.

DESCRIPTION WEIGHTING

1. Capability/Competence of Tenderer to perform the work required

15%


20%


ITEM

No. DESCRIPTION WEIGHTING


TENDERS RECEIVED Tenders were received from Readymix Holdings and WA Bluemetal. Details of the tenders received are as follows:

Table 4: Tenders Received

Material Current Price

Readymix WA Bluemetal

Increase %

Supplied and loaded at quarry $7.40 $9.90 $11.00 34 Supplied & Delivered to Armadale $10.25 $13.58 $14.63 33 Kelmscott $9.90 $12.49 $15.07 26 Roleystone $10.45 $13.17 $15.95 26

TENDER EVALUATION The overall evaluation shows that the Tenderers have been involved in the construction industry for a number of years and have experience with local government contracts in the production and delivery of rock base material. The results of the tender evaluation after the application of the selection criteria have shown that the tender from Readymix Holdings is the most advantageous to Council. Tender Rankings The tender rankings resulting from the application of the selection criteria are as follows:

Table 5: Tender Ranking

Tenderer Ranking Readymix Holdings 1 WA Bluemetal 2 CONCLUSION It is recommended that the tender be awarded to Readymix Holdings.


T77/08/06 RECOMMEND

That with Tender No. 20/06 - Supply of Road Foundation Material – Rock Base, Council accepts the tender of Readymix Holdings for the period 1 October 2006 to 30 June 2007, in accordance with their submitted tender and Council’s contract documentation.

MOVED Cr Best MOTION CARRIED (7/0)


TENDER NO. 21/06 - FOR THE PROVISION OF FOOTPATH AND CAR PARK SWEEPING SERVICES WARD ALL FILE REF TEN/21/06 DATE 28 August 2006 REF JC RESPONSIBLE MANAGER

MCW

In Brief: • Tender No. 21/06 was recently called for the

Provision of Footpath and Car Park Sweeping Services as per Council Resolution T42/05/06.

• Two tenders were received by the specified closing time.

• The tender from Town Property Maintenance has been evaluated as being the most advantageous to Council.

• Recommend • That with Tender 21/06 – Provision of Footpath and

Car Park Sweeping Services, Council accepts the tender from Town Property Maintenance for the period 1 October 2006 to 30 June 2008 in accordance with their submitted tenders and council’s contract documentation.

Tabled Items Tender documents; tenders received; summary of tender assessment. Officer Interest Declaration Nil. Strategic Implications Corporate Services To achieve maximum community benefit from effective use of resources (staff, finances and information technology). Legislation Implications Assessment of legislation indicates that the following regulations apply: Local Government Act (Functions and General) Regulations 1996 s3.57 (11) (2) (f) Council Policy/Local Law Implications Assessment of Policy/Local Law indicates that the following are applicable: Policy ENG 5: Tendering and Purchasing. Budget/Financial Implications Total current budget allocation within maintenance project costs. Consultation Nil. BACKGROUND Council resolved to re-tender the Provision of Footpath and Car Park Sweeping Services, through Resolution T42/02/06. The City contracts out the sweeping of footpaths and car parks as it is a specialised operation for which the City does not have the appropriate resources to effectively undertake this task. As the programme for sweeping public places has developed it has been necessary for the City to supplement its resources by engaging the services of a competent sweeping Contractor. A tender to conform to the Local Government


Act and Council’s Purchasing Policy is therefore required as the value of the supplied service is approaching and will soon exceed $50,000 per annum. Existing Contract Information Essential details of the existing contract are as follows:

Table 1: Existing Contract Information Current Contractors Town Property Maintenance Contract Type Schedule of Rates Contract Duration 2 years Commencement Date 1 July 2004 Expiry Date 30 June 2006 Extension Permitted No Annual Contract Cost $30,254.00 Total Contract Cost $60,508.00 Rise And Fall Clause Included No DETAILS OF PROPOSAL The tender involves maintaining a regular sweeping programme of footpaths and car parks as detailed in Schedules A and B below.

Table 2: Schedule of Works Schedule “A” City Precinct and Footpaths

Location Level of Service

No of Sweeps

per Year Church Avenue – Brick paved path Right hand side- Jull St to William St,

Armadale Weekly 52

City of Armadale Administration Centre including driveway to undercover car park and Family Services driveway and car park.

Orchard Avenue, Armadale Weekly 52

Commerce Ave. Both sides from Third Rd roundabout to Church Ave.

Weekly 52

Fourth Rd–Brick paved path Both sides – Commerce to Church Ave, Armadale

Weekly 52

Third Rd - Brick paved path Both sides Jull St Mall to Commerce Ave, Armadale

Weekly 52

William St - Brick paved path Both sides–Commerce Ave to Church Ave, Armadale

Weekly 52

Memorial Park Orchard Ave, Armadale

Weekly 52

Jull St - Brick paved path Both sides- Church Ave to Third Rd , Armadale

Weekly 52

Jull St Mall – Brick paved area Commerce Ave to Third Rd, Armadale Twice Weekly

104


Schedule “B” Car parks Location Level of

Service No of

Sweeps per Year

Armadale Arena, Armadale 57 Townley St Every 4 weeks

13

Armadale Lotteries House, Armadale

122 Forrest Rd Every 4 weeks

13

Armadale Bowling Club, Armadale Millman Wy Every 4 weeks

13

Gwynne Park, Armadale Seventh Rd Every 4 weeks

13

Gwynne Park basketball courts, Armadale

Seventh Rd Every 8 weeks

6

Railway precinct, Armadale Commerce Ave Every 8 weeks

6

Tourist Information Centre, Armadale

Jull St Every 6 weeks

9

Lions Park, Mt Nasura Carradine Rd Every 6 weeks

9

Forrestdale Hall, Forrestdale Weld St Every 8 weeks

6

Alfred Skeet Oval, Forrestdale Armadale Rd Every 6 weeks

9

William Skeet Oval, Forrestdale Armadale Rd Every 6 weeks

9

Reg William Reserve, Armadale Numulgi St Every 6 weeks

9

ARKS Road Safety Centre, Armadale

Numulgi St Every 6 weeks

9

Morgan Park, Armadale Iron Cup Pl Every 6 weeks

9

Bob Blackburn Reserve, Armadale Challis Rd Every 6 weeks

9

Armadale Aquatic Centre A, Kelmscott

Champion Dr (Main car park). Every 4 weeks

13

Armadale Aquatic Centre B, Kelmscott

Champion Dr (Secondary car park). Every 8 weeks

6

Westfield Library, Kelmscott Champion Dr Every 4 weeks

13

Bernice Hargrave Reserve, Westfield

Grasmere Wy Every 8 weeks

6

John Dunn Oval, Kelmscott Third Rd Every 5 weeks

11

Harold king Centre, Westfield 7 Groveland Dr Every 6 weeks

9

Creyk Park, Kelmscott Waltham Rd Every 5 weeks

11

Rushton Park, Kelmscott River Rd and Orlando St Every 5 weeks

11

Frye Park, Kelmscott Clifton St Every 5 weeks

8

Frye park basketball courts, Kelmscott

Clifton St Every 5 weeks

8

Roleystone Hall, Roleystone Wygonda Rd Every 4 weeks

13

Cross Park, Roleystone Jarrah Rd Every 4 weeks

13


Cross Park basketball courts, Roleystone

Jarrah Rd Every 6 weeks

9

Springdale Park, Karragullen Springdale Rd Every 8 weeks

6

Karragullen Park, Karragullen Saunders Wy Every 8 weeks

6

New Contract Information Essential details of the new contract are as follows:

Table 3: New Contract Information

Contract Type Schedule of Rates Contract Duration 21 months Commencement Date 1 October 2006 Expiry Date 30 June 2008 Extension Permitted No Rise And Fall Included No

Selection Criteria The selection criteria and weightings for the evaluation of the tenders are as follows.


ITEM No. DESCRIPTION WEIGHTING 1. Capability/Competence of Tenderer to perform the work

required 20%


25%


Tenders Received Tenders were received from Town Property Maintenance and Brown’s Sweeping. Details of the tenders received are as follows:


Table 5: Tenders Received

Schedule Current Price Town Property

Maintenance Brown’s Sweeping

Increase %

A $ 13,624.00 $23,920.00 $51,480.00 76% B $ 16,630.00 $20,820.00 $35,453.00 25%

TENDER EVALUATION The high quality of service required is the most important factor for this type of contract. If the quality drops off it becomes very evident particularly in the high profile City Centre precinct. The quality of the service provided by the Contractor also depends on the experience of the plant operators and the age of the sweeping equipment used. The results of the tender evaluation after the application of the selection criteria have shown that the tender from Town Property Maintenance is the most advantageous to Council. Civil Works will try to absorb the increase in price in the current maintenance budget. However, the maintenance budget will need to be increased accordingly for the next financial year. Anticipated Annual Cost Expected to be more than $50,000. Tender Rankings The tender rankings resulting from the application of the selection criteria are as follows:

Table 6: Tender Ranking

Tenderer Ranking

Town Property Maintenance 1 Brown’s Sweeping 2 CONCLUSION It is recommended that the tender be awarded to Town Property Maintenance. T78/08/06 RECOMMEND

That with Tender No. 21/06 - Provision of Footpath and Car Park Sweeping Services, Council accepts the tender of Town Property Maintenance for the period 1 October 2006 to 30 June 2008, in accordance with their submitted tender and Council’s contract documentation.

MOVED Cr Stewart MOTION CARRIED (7/0)

TECHNICAL SERVICES 25 28 AUGUST 2006 COMMITTEE – Miscellaneous

ILLEGAL DUMPING OF RUBBISH ON COUNCIL AND CALM RESERVES Cr Hart reported that the need to address the issue of illegal dumping of rubbish on Council and CALM Reserves within the City be referred to the Technical Services Committee. T79/08/06 RECOMMEND That a report be presented to the Technical Services Committee on

measures for preventing illegal dumping of rubbish on Council and CALM Reserves, noting where funding is available, what has been done to date, and what other local authorities are doing to help prevent this problem.

MOVED Cr Hart MOTION CARRIED (7/0)

TECHNICAL SERVICES 26 28 AUGUST 2006 COMMITTEE LATE ITEMS CREYK PARK RUBBISH FACILITIES WARD River FILE REF

DATE

28 August 2006

REF

RESPONSIBLE MANAGER

MP

In Brief : • A petition has been received requesting bins at

Creyk Park with bag attachments for dog faeces. • Recommend

That Council note the new bin placement arrangement at Creyk Park consisting of two bins with dog faeces bag dispensers located in the car park.

Table Items Nil. Officer Interest Declaration Nil. Strategic Implications Nil. Legislation Implications General assessment of relevant legislation (eg Local Government Act) has not revealed any restrictions. Budget/Financial Implications Nil. Consultation Nil. BACKGROUND Council received a petition signed by 47 residents the prayer of which reads: “We, the undersigned make protest at the sudden removal of the rubbish bins within the park perimeters and request that more bins are added to the front of the park on the boundary with the carpark, including bag attachments for removal of dog faeces.” DETAILS OF PROPOSAL The Manager of Parks reports that the petition was received on 14 June 2006 and was passed to the appropriate Councillor for submission to Council. Meanwhile the Coordinator Parks met with two of the petitioners on site at Creyk Park to discuss their concerns.

TECHNICAL SERVICES 27 28 AUGUST 2006 COMMITTEE It became clear that an arrangement that was mutually agreeable to the petitioners and Council was easily achievable – i.e two bins with dog faeces bag dispensers to be located in the car park and the bin that was previously on Lilian Street be removed – and this arrangement has now been implemented. T80/08/06 RECOMMEND That Council note the new bin placement arrangement at Creyk Park

consisting of two bins with dog faeces bag dispensers located in the car park.

MOVED Cr Butterfield MOTION CARRIED (7/0)

TECHNICAL SERVICES 28 28 AUGUST 2006 COMMITTEE COUNCILLORS’ ITEMS Nil.

MEETING CLOSED 7.34 PM.

Documents

CITY OF ARMADALE · CITY OF ARMADALE M I N U T E S OF TECHNICAL SERVICES COMMITTEE HELD IN THE COMMITTEE ROOM, ... (5988) 12 $12,509 Minneola Road (280) 10 $6,565 ... Chisholm Circle