minutes of technical services committee meeting - 7 ... · recommend t62/11/16 that council: 1....

CITY OF ARMADALE

MINUTES

OF TECHNICAL SERVICES COMMITTEE HELD IN THE COMMITTEE ROOM,

ADMINISTRATION CENTRE, 7 ORCHARD AVENUE, ARMADALE ON MONDAY, 7

NOVEMBER 2016 AT 7:00PM.

PRESENT: Cr C Frost (Chair)

Cr R Butterfield

Cr L Sargeson

Cr J A Stewart

Cr C M Wielinga (Deputy to Cr Nixon)

APOLOGIES: Cr G Nixon (Leave of Absence)

Cr G A Best (Conference attendance)

Cr K Busby (Conference attendance)

OBSERVERS: Nil

IN ATTENDANCE: Mr K Ketterer Acting Chief Executive Officer

Mr G Davies Acting Executive Director Technical

Services

Mr E Vorster Manager Engineering Design

Mr J Le Roux Manager Waste Service

Mr P Lanternier Manager Parks

Mr N Burbridge Manager Environmental Services

Mr N Kegie Executive Manager Community

Services

Mrs A Owen-Brown Minute Secretary

PUBLIC: Nil.

“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 7 NOVEMBER 2016

COMMITTEE COUNCIL MEETING 14 NOV 2016

DISCLAIMER

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

given at Committee meetings was not read as there were no members of the public present.

DECLARATION OF MEMBERS’ INTERESTS

Nil.

QUESTION TIME

Nil.

DEPUTATION

Nil.

CONFIRMATION OF MINUTES

RECOMMEND

Minutes of the Technical Services Committee Meeting held on 3 October 2016 be

confirmed.

Moved Cr Sargeson

MOTION CARRIED (5/0)

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.

CONTENTS

TECHNICAL SERVICES COMMITTEE

7 NOVEMBER 2016

1. BUSINESS OF THE MEETING

1.1 **MASTER PLANNING PROJECT REPORTS .............................................................................4

2. PARKS AND RESERVES

2.1 ENTRY STATEMENTS ................................................................................................................ 12

3. WASTE SERVICES

3.1 PLASTIC BAG BAN ...................................................................................................................... 19

4. TENDERS

4.1 TENDER 17/16 - PROVISION OF GLAZING SERVICES .......................................................... 24

4.2 TENDER 21/16 - VERGE COLLECTION SERVICES ................................................................. 30

4.3 TENDER 16/16 - MAINTENANCE OF CITYWIDE STREETSCAPE GARDENS .................... 36

4.4 TENDER 23/16 FOR THE MAINTENANCE OF CONCRETE FOOTPATHS AND

BRICK PAVING ............................................................................................................................ 41

5. MISCELLANEOUS

5.1 CONSIDERATION OF MEN'S SHED AND COMMUNITY GARDENS FOR

INCLUSION IN THE PARKS FACILITIES STRATEGY............................................................ 46

5.2 LIGHTING AT CROSS PARK ...................................................................................................... 47

5.3 DEPARTMENTAL ACTIVITY REPORT - ENVIRONMENTAL SERVICES ........................... 10

6. COUNCILLORS’ ITEMS

NIL ............................................................................................................................................................ 48

7. EXECUTIVE DIRECTOR TECHNICAL SERVICES REPORT

NIL ............................................................................................................................................................ 48

SUMMARY OF ATTACHMENTS ............................................................................................................. 49


COMMITTEE - Business of the Meeting COUNCIL MEETING 14 NOV 2016

**1.1 - MASTER PLANNING PROJECT REPORTS

WARD

: ALL In Brief:

At the Councillor workshop of

13 September 2016 and at the Council

meeting of 10 October 2016 Council

considered several projects as part of the

Master Planning initiative.

The below report serves to address the

List 1 projects as outlined at the Council

meeting, to be implemented by

Technical Services, and funded mainly

through the Technical Services Renewal

and Upgrade budget provisions in the

Long Term Financial Plan (LTFP). Each

proposed project has been reviewed and

the subsequent Officer recommendations

are submitted for Council’s

consideration.

Recommend:

That Council:

1. Endorse the list of projects for

consideration of inclusion in the capital

works programmes of the respective

Technical Services Directorate

operational Departments’ LTFP as

detailed in Attachment 1 - “Master

Planning Initiative - Works For Inclusion

In Renewal And Upgrade Programme”,

(with or without modification).

2. Approve the expenditure on the Dog

Agility and Training Space with

associated parking area to a value of

$156,800.

Approve the budget amendments related

to the above.

FILE No.

: M/612/16

DATE

: 20 October 2016

REF

: KK

RESPONSIBLE

MANAGER

: Executive Director

Technical Services

Tabled Items

Nil.

Officer Interest Declaration

Nil.



Strategic Implications

The following outcomes and strategies are applicable:

1.1 A strong sense of community spirit

1.2 Active community life that is safe and healthy

1.3 The community has the services and facilities it needs

2.2 Attractive and Functional Public Places

2.3 Well Managed Infrastructure

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:

ENG 13 - Asset Management Vision

ENG 14 - Landscaping

RECN 1 - Lighting on Sporting Reserves

RECN 3 - Club/Community Group Application(s) for Council Support of Capital

Works Projects

Budget/Financial Implications

The adoption of the recommendation will have no immediate impact on the approved

2016/17 Budget. At this stage, all the projects recommended for inclusion in the LTFP can be

accommodated within the current LTFP funding allocations.

Consultation

Intra Directorate.



BACKGROUND

On 10 October 2016 Council considered a report on the Master Planning Initiative

Assessment and Implementation, following a number of years of community consultation and

Council deliberations, and adopted recommendation C38/10/16 in this regard.

This report deals specifically with the recommendation regarding the list of projects (Listed

as Schedule 1 – Asset and Upgrade Works in the 10 October 2016 Council report), to be

implemented by Technical Services and funded mainly through the Technical Services

Renewal and Upgrade budget provisions in the LTFP. An extract from this recommendation

reads as follows:

“3. Adopt the proposed method for managing the three schedules as follows:

Schedule 1 Asset Renewal and Upgrade Works

A report will be presented to the November meeting of the Technical Services

Committee that will propose how works in this schedule can be managed

including how it can be reviewed and amended by Council if required.”

On 21 December 2015 (Resolution 498/12/15) Council resolved that upon subdivision of its

Lot 251 Gillam Drive into three portions and the sale of each portion to adjoining land

owners, 70% of the funds received from those sales should be transferred into a new trust

account specifically for upgrades to John Dunn Reserve. On 16 August 2016 that subdivision

and sale was completed, and approximately $156,800 is now held in trust for upgrades to

John Dunn Reserve.

DETAILS OF PROPOSAL

It is the purpose of this report to consider each element of the projects listed at the Council

meeting of 10 October 2016 (in the presented Schedule 1) and assess each against the

Council Policies, Strategies and Asset Management assessment considerations for

implementation – along similar lines that all requests for inclusion in the capital works

programmes are assessed. The full list of projects is detailed in Attachment 1 to this report.

In the main, these assessments are considered on the following basis:

A. Whether the project had already been included in the planned new works in the LTFP

B. Whether the project had already been identified for upgrade or renewal in the Asset

Management Plans

C. If neither of A or B above apply, whether the inclusion of any project was warranted by

assessment against the normal considerations as a new, renew or upgrade project.

D. Whether any financial impediments were identified in accommodating any project

E. Whether sufficient information was available to inform the consideration to

accommodate any project



COMMENT

It is the intention that each of the projects listed be considered by Council as to whether their

inclusion in the LTFP is supported or not. These deliberations will provide guidance to the

responsible Departments as to priorities for implementation. The Committee is therefore

requested to assess each project for:

Confirm the Officer’s recommendation

Change the Officer’s recommendation

Qualify the Officer’s recommendation

Any changes will then be incorporated into the works programmes and priorities contained

within the LTFP.

ANALYSIS

A table of assessment is presented to this Committee for consideration, which includes an

assessment by the respective operational department regarding inclusion or not, with

comment. This therefore provides the Committee with the opportunity for an indication of

support (Y) or no support (N), or comment to support or substantiate any view taken. This

table is provided as Attachment 1.

Comment on the assessment detail is as follows:

1. A number of projects have been submitted which are large in scale and on the one hand

in excess of the scale normally considered for inclusion in asset renewal or upgrades

but on the other hand, too small a scale to qualify as a strategic project. All the oval

perimeter path networks and associated fitness nodes, resting spots, signage, etc have

been included in this definition. These projects have been described as:

Separate motivation requiring separate funding allocated by Council. Scale of project

too great to be accommodated in current allocations. No funding provided in LTFP.

2. Some smaller projects are considered to be more appropriately included in larger site

redevelopment planned works and have now been added to the twelve (12) unfunded

new Master Planning Projects already considered. These have been noted as:

Part of greater site redevelopment project – funding to be included in project funding.

No funding provided in LTFP.

3. Spectator terraced seating is considered the responsibility of the clubs suggesting such

seating be provided. Small ‘pod’ seating is however supported, as this seating is usually

also available to be used by casual users of the ovals when sport is not being played.

4. Projects which have been suggested but which would fall outside the normal

considerations for inclusion as a new, renew or upgrade project, have not been

supported.



5. It is proposed that the $156,800 plus any interest accrued which is being held in trust

for upgrades to John Dunn Reserve be allocated to construction of the Dog Agility and

Training Space and associated car parking, as detailed in Attachment 1.

OPTIONS

This Committee, after assessment, can either:

1. Confirm the Officer’s recommendation

2. Change the Officer’s recommendation

3. Qualify the Officer’s recommendation

CONCLUSION

The projects contained on Attachment 1, reflect the projects identified as those which would

be of benefit to the community. Many of the projects can be accommodated in proposed

funding allocations as reflected in the LTFP. Those projects considered as having sufficient

merit for inclusion in the works programmes and recommended by Council for consideration

for funding allocation, will be included in future budget deliberations.

ATTACHMENTS

1.⇩ Master Planning Initiative - Works for Inclusion in Renewal and Upgrade Programme

Committee Discussion

Committee reviewed the attached Master Planning Report to TSC and made changes to some

items as outlined in the attached Amended Master Planning Report. Committee voted on the

Recommendation as amended to read “… Upgrade Programme, (with modifications)” as

below. The attachment referred to as Annexure A has been amended in the report and

recommendation to Attachment 1.

RECOMMEND T62/11/16

That Council:

1. Endorse the list of projects for consideration of inclusion in the capital works

programmes of the respective Technical Services Directorate operational

Departments’ LTFP as detailed in Attachment 1 - “Master Planning Initiative -

Works for Inclusion in Renewal and Upgrade Programme”, (with modifications).

2 Pursuant to Section 6.8 of the Local Government Act 1995:

Approve the expenditure on the Dog Agility and Training Space with associated

parking area to a value of $156,800.



Approve the following budget amendment:

Expenditure

Increase

John Dunn Reserve Dog Agility and Training

Space and associated parking area $156,800

Income

Increase:

Category 59 Trust ID #1 John Dunn Reserve

Upgrades $156,800

ABSOLUTE MAJORITY RESOLUTION REQUIRED FOR PART 2.

Moved Cr C M Wielinga


8.10pm Mr N Kegie left the meeting at this juncture.


COMMITTEE – Miscellaneous COUNCIL MEETING 14 NOV 2016

6.3 - DEPARTMENTAL ACTIVITY REPORT - ENVIRONMENTAL SERVICES

WARD

: ALL In Brief:

A series of Departmental Activity

reports have been prepared for

Council to provide an overview of

the functions of each of the

Departments within the Technical

Services Directorate.

The report provides an overview of

the functions of the Environmental

Services Department.

Recommend:

That Council note the content of the report.

FILE No.

: M/583/16

DATE

: 7 October 2016

REF

: NB

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil.


Nil.


The following outcomes and strategies are applicable to this tender:

4.2 An innovative and progressive organisation

4.2.2 Implement business plans and practices that improve service delivery

4.2.2.3 Investigate organisational resources having regard to community

needs and expectations



restrictions).




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


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

Consultation

Intra Directorate.

BACKGROUND

With the evolution of systems, functions and practices in the Technical Services Directorate

over the past few years, it can be appreciated that not all Councillors would be familiar with

the details of all the activities of each Department within the Technical Services Directorate.

In order to raise the level of awareness, a series of reports will be submitted to Council via

the Technical Services Committee. The following attachment provides an overview of the

Environmental Services Department.

CONCLUSION

The attached report provides a comprehensive overview of the services provided by the

Environmental Services within the Technical Services Directorate. The Environmental

Services Department is providing valuable services to the Directorate to assist in achieving

key strategic outcomes, providing a high level of service to both internal and external

customers.

RECOMMEND T63/11/16

That Council note the content of the report.

Moved Cr R Butterfield


ATTACHMENTS 1. Departmental Activity Report - Environmental Services 2. Appendix 1 - Photo from Motion Sensitive Camera 3. Appendix 2 - Wungong Project Area 4. Appendix 3 - Signage Improvements in Armadale Settlers Common 5. Appendix 4 - Streamcare Brochure 6. Appendix 5 - Little Green Steps Brochure 7. Appendix 6 - National Tree Day

8.51pm Mr N Burbridge left the meeting at this juncture.


COMMITTEE - Parks and Reserves COUNCIL MEETING 14 NOV 2016

2.1 - ENTRY STATEMENTS

WARD

: ALL In Brief:

At the Council meeting of 12 September

2016 it was Recommended (T52/9/16)

that Council:

1. Endorse the Project Brief as an

outcome of the Councillor

Workshop held on 1 August 2016.

2. Note that a report detailing the

style, form and locations for the

Entry Statements will be further

considered at the Technical

Services Committee Meeting.

This report details the style, form,

localities and suggested timing for

installation of Entry Statements.

Recommend

That Council:

1. Endorse the final design of Entry

Statements for Kelmscott, Forrestdale,

Roleystone and Armadale.

2. Endorse the approximate implementation

dates for installation of Entry Statements

at each of the four (4) locations.

FILE No.

: M/582/16

DATE

: 6 October 2016

REF

: PL

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil.


Nil.





2.2.1 Deliver attractive and functional streetscapes, open spaces, City buildings

and facilities

2.2.2 Protect and enhance the character of the City’s spaces and places

1.2.2.1 Implement, survey and define a sense of place or character for

each designated area of the City



restrictions).


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


Funding of $50,000 was allocated in the 2015/16 Parks Programme for these works and

another $50,000 in 2016/17. Amounts of $50,000 are included in the Long Term Financial

Plan for 2017/18 and 2018/19 and are to be considered for approval by Council at future

annual budget deliberations.

Consultation

Councillor Workshop.

Intra Directorate.

BACKGROUND

At the Council meeting held on 23 May 2016, the following matter was referred to the

Technical Services Committee:

“That the matter of style and form of Entry Statements be referred to the Technical Services

Committee.”



T32/5/16 Recommended:

“That a report on this matter be submitted to the Technical Services Committee at a future

meeting.”

On 1 August 2016, a Councillor Workshop was held to present the Entry Statement Concepts.

The Entry Statement Concepts presented illustrated the proposed landscaping for each

individual locality and outlined three options of locality identification signage for discussion.

Following the workshop it was defined the aim of the Entry Statements is to:

Provide sense of arrival to each locality

Reflect the locality’s identity, with an emphasis to depicting the environmental and

cultural history of the area

Create a bold landmark which enhances the character of the streetscape and improves

orientation and wayfinding

At the Councillor Workshop there was some discussion on the design and inclusions for

Entry Statements. The Manager Parks clarified that more detail would be available in the

report to be presented at the Technical Services Committee Meeting.

At the Council meeting held on 12 September 2016:

T52/9/16 Recommended that Council:

1. Endorse the following project brief as an outcome of the Councillor Workshop held on

1 August 2016.

An increase in the scale of the signage as appropriate to create an iconic landmark.

The inclusion of artwork within the sign which reflects the local and/or environmental

history of each locality e.g. local fauna inspired laser cut artwork.

The inclusion of a plinth where practical, made of local materials or promoting

local/historic industries e.g. brickworks, laterite etc.

The inclusion of waterwise soft landscaping with an emphasis on appropriate species

selection with historical ties to the area.

The inclusion of uplighting or feature lighting where practical and appropriate.

Wording/font to be legible when entering an area particularly by vehicle.

2. Note that a report detailing the style, form and locations for the Entry Statements will be

further considered at the Technical Services Committee Meeting.

This report addresses Part 2 of this resolution.



DETAILS OF PROPOSAL

As endorsed by Council Resolution T52/9/16, each sign was recommended to reflect the

unique character of each locality e.g. the inclusion of artwork within the sign which reflects

the local and/or environmental history, and character of each locality. However, it was agreed

there should be a degree of commonality among the localities with the district names being

the common centerpieces with a common lettering style with an emphasis on the locations

theme which is outlined below in greater detail.

The Entry Statements are recommended to include a combination of planting, paving,

lighting, themed artwork and identification signage e.g. soft landscape treatment using

appropriate species selection, uplighting/feature lighting and the inclusion of local materials

where possible.

The signs recommended consist of a Corten Steel frame with a powder coated 10mm steel

panel overlay which is laser cut to reveal the locality name in Corten Steel. Overlaid over the

two, is a laser cut steel artwork depicting the environmental and cultural themes of the area.

Each layer is separated using spacers to create a 3D effect.

Proposed Themes

Kelmscott - Historical Map. Declared a Town and proclaimed on 6 July 1830. The

Canning River locality provided the early Settlers with fertile soils and a vital water

supply. Incorporation of heritage bricks originally produced at the district brickworks

that opened in 1902.

Forrestdale - Local Flora /Fauna of Forrestdale Lake/Wetlands. The Skeet Brothers

were granted an occupation licence in 1885 for 100 acres in the area originally known

as Lake Jandakot, changed to Forrestdale Lake in 1973. The original swamplands

were covered with huge paperbark trees, dense scrub and tanglewood creepers.

Roleystone - Local Flora. Known for its rich flora in the hills environment.

Roleystone Estate created in 1903. The Canning Valley and River ensure the

preservation of the rich flora.

Armadale – Orchards. To depict the district’s rich orchard history. Fruit growing was

a booming business in Armadale in the early years of the 20th

Century. The location of

the City’s current Administration Building on Orchard Avenue reflects the location of

one of the early orchards.

Attachments 2 – 5 are the recommended Entry Statement Landscaping and Signage Designs

for each of the proposed localities which outlines the form and style of the Entry Statements

in more detail.

Proposed Locations

Kelmscott

Albany Highway median island and verge adjacent to Mountain View

Forrestdale

Corner Armadale Road and Weld Street



Roleystone

Corner Jarrah Road and Wyonda Road

Armadale

Armadale Road verge adjacent to the railway line

Corner Armadale Road and Southwest Highway - ‘the gateway’

Preliminary Costing

The preliminary estimated costs for the design, supply and installation of signage and

landscaping based on the concept plans for each of the localities along with suggested

implementation is noted below.

Kelmscott

Signage $ 20,000

Landscaping $ 20,000

Feature bricks/interpretation $ 10,000

Total $ 50,000

Forrestdale

Signage $ 20,000

Pathway $ 2,000


Total $ 42,000

Roleystone

Signage $ 20,000

Hardworks $ 2,000


Total $ 34,000

Armadale x 2 locations

Signage $ 40,000

Lighting $ 45,000


Total $117,000



FUNDING

Funding for Entry Statements has been provided as follows:

2015/16 $50,000

2016/17 $50,000

LTFP provisions, subject to consideration at the Annual Budet deliberations:

2017/18 $50,000

2018/19 $50,000

Note that the $45,000 allocated in the Community Services budgets for Community Art –

Forrestdale Master Plan, has not been considered as a funding source in this report.

Implementation

It is recommended that implementation take place in the following phases:

1. Kelmscott $50,000 2016/17

2. Roleystone $24,000 2016/17

3. Forrestdale $42,000 2017/18 (In conjunction with Community Art proposal)

4. Armadale Rd $117,000 2018/19 (In conjunction with Major Artworks proposal)

CONCLUSION

Following the Councillor Workshop held in August 2016 which generally defined the aim of

the Entry Statements, characteristics, materials to be considered, possible themes, form and

style, Officers have determined proposed locations of the local district entry statements in

Kelmscott, Forrestdale, Roleystone and Armadale. Preliminary cost estimates for each has

been considered along with a suggested priority for the timing of installation for each.

Consideration is also given to other proposed projects with a synergy to the proposed entry

statements that can complement each other.

ATTACHMENTS

1.⇩ Attachment 1 - Local and District Entry Statement Proposed Locations - 7 November 2016

2.⇩ Attachment 2 - Proposed Kelmscott Entry Statement - 7 November 2016

3.⇩ Attachment 3 - Proposed Forrestdale Entry Statement - 7 November 2016

4.⇩ Attachment 4 - Proposed Roleystone Entry Statement - 7 November 2016

5.⇩ Attachment 5 - Proposed Armadale Entry Statement - 7 November 2016

6.⇩ Attachment 6 - Kelmscott Historic Map - 7 November 2016


Typographical error in the Recommendation to be amended as below.



RECOMMEND T64/11/16

That Council:

1. Endorse the final design of Entry Statements for Kelmscott, Forrestdale, Roleystone and

Armadale as prescribed in Attachments 2, 3, 4 and 5 respectively.

2. Endorse the implementation programme for installation of Entry Statements at each of

the four (4) locations as follows:

Kelmscott 2016/17

Roleystone 2016/17

Forrestdale 2017/18 (subject to budget provisions)

Armadale 2018/19 (subject to budget provisions)




COMMITTEE - Waste Services COUNCIL MEETING 14 NOV 2016

3.1 - PLASTIC BAG BAN

WARD

: ALL In Brief:

A position paper has been prepared by

WALGA on thin plastic bags supplied

by supermarkets and other retailers.

WALGA has reported to Local

Governments to provide feedback on

banning plastic bags.

This report highlights the feedback and

support for banning plastic bags by the

State Government.

Recommend:

That Council supports the WALGA

position for a ban on single use plastic

bags at the State level.

That Council provides the feedback

outlined in this report to WALGA in

response to the Position Paper gauging

local government support for banning

single use plastic bags.

FILE No.

: M/606/16

DATE

: 18 October 2016

REF

: SW

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil.


Nil.


2.4 Best Practice Waste Management

2.4.2 Maximise recycling opportunities

2.4.3 Improve waste disposal practices

2.4.4 Apply efficient waste administration




Assessment of legislation indicates that the following apply:

Litter Act 1979

Waste Avoidance and Resource Recovery Act 2007



Local Laws Relating to the Removal of Refuse, Rubbish and Disused Materials.

Activities and Trading in Thoroughfares and Public Places Local Law.


Adoption of the recommendation has no financial implication for the City.

Consultation

WALGA.

Intra Directorate.

BACKGROUND

WALGA has prepared a Discussion Paper, provided as an attachment to this report, which

highlights of the issue of plastic pollution as an environmental and potential human health

hazard. The Discussion Paper investigates the approaches taken by Governments that have

addressed plastic bags as a contributing cause of plastic pollution.

Together with providing the Discussion Paper, WALGA has requested feedback from Local

Governments to determine the extent of the issue of plastic bags in local environments and to

determine support for banning plastic bags at the State and/or Local level.

The Discussion Paper highlights the key motivations for Local Government to act on plastic

bags:

Reduce litter in the terrestrial and marine environment: this reduces impacts on the

environment and the need for resource intensive clean-ups

Reduce plastic bag contamination of alternative waste treatment plants and composting

facilities: this would increase the value of compost produced and reduce the amount of

pre-treatment required.

Engage the community to challenge established social norms relating to consumption.



The Discussion Paper highlights that the south west of Western Australia has a relatively high

density of littered plastic debris (CSIRO published data) and according to information

provided by Clean Up Australia. Australians are using approximately 4 billion High Density

Polyethylene (HDPE) plastic bags annually, such as those supplied by supermarkets and

other retailers. Whilst plastic bags are considered to be a ‘free’ commodity, they actually add

an additional cost to the price of goods purchased by consumers.

As many as two thirds of plastic bags are reused once or twice prior to disposal, few are

recycled and some inevitably contribute to litter. Clean Up Australia information suggests

that between 30-50 million plastic bags could be entering the Australian environment as litter

every year.

DISCUSSION

Feedback on the following was requested by WALGA, with the responses reporting the

issues and actions of the City of Armadale and its viewpoint on a plastic bag ban.

Q1. Is plastic pollution and litter an issue for your Local Government? Why/why not?

A1. Plastic pollution has the potential to be an issue within the City of Armadale as

the City encompasses a number of water bodies and rivers, including a RAMSAR

wetland (Forrestdale Lake), a purpose built sporting facility (Champion Lake),

Canning River, Neerigen Brook and a number of wetlands, creeks and tributaries

to the Canning. All of these natural assets are susceptible to pollution and often

plastic bags, bottles and containers make their way into these ecosystems. The

strong easterlies also transport lightweight materials such as plastic bags to places

where they become an environmental hazard.

To date, there is no discernible problem of pollution by plastic bags in any of the

waterbodies within the City of Armadale.

Whilst plastic bags themselves are not a major problem, as an action a ban on

plastic bags will result in more thoughtful use of resources and reduce the issuing

of a ‘free’ commodity that can cost society greatly and reduce the potential for

pollution.

Plastic bag litter is only an issue at the Armadale Landfill and Recycling Facility

in as much as wind action moves plastic bags deposited in the landfill or tipping

area and are windblown from these areas. The City has erected litter fences to

reduce the likelihood of windblown litter exiting the site, which require daily

cleaning to ensure that material does not accumulate excessively. By observation,

the vast majority of windblown litter is lightweight plastics including plastic bags.



Q2. What actions is your Local Government taking to address littering and prevent plastic

entering the environment (e.g. provision of public waste bins, gross pollutant traps,

facilitating Adopt-a-Spot projects)?

A2. There are currently 375 registered Litter Reporters within the City. In the last

financial year 42 reports of littering were filed with Keep Australia Beautiful.

From these low statistics and from anecdotal operational feedback, there is not a

discernible plastic bag pollution issue in the City of Armadale. A localised ban on

plastic bags will not completely eliminate the problem from the City, as bags

could be blown in from neighbouring areas or be brought in from outside of the

City boundary. A Statewide ban is more suitable for plastic bags as this would

reduce the availability of disposable bags across the state not just in specific

LGAs.

Public waste bins are provided in picnic and sporting areas and where people

gather. The City will also be partnering with Keep Australia Beautiful with the

Adopt-a-Spot program resources, providing local support and promoting this

volunteering activity. The City also promotes other Keep Australia Beautiful

initiatives.

From this perspective, the City of Armadale considers that sufficient litter bins

have been provided to limit general littering. The City also issues fines for

littering, with only 164 fines issued in 2015-2016 but the City spent more than

$500,000 picking up illegally dumped rubbish. These fines are mainly issued as a

result of illegal dumping of rubbish and do not specifically address the issue of

preventing plastic bag littering.

Q3. Does your Council support a state-wide plastic bag ban?

A3. Yes, if supported, implemented and managed by the State Government,

throughout the state.

Q4. Would your Council like to introduce a Local Law to ban plastic bags?

A4. The City considers that the banning of plastic bags through a Local Law is not

practical as this is considered to be a statewide issue. Banning plastic bags would

need to be introduced at a state level to ensure that local businesses are not

unfairly impacted where a ban is in place at a local level.

Sturdy reusable bags that are used to their full potential demonstrated the best environmental

gains, whilst meeting the needs of the retailer and consumer. Any ban on single use plastic

bags will need to address the requirements of their use as bin liners and raise awareness

around alternatives. Alternatives to the single use plastic bags provided at checkout by

supermarkets and other retailers are outlined in the Discussion Paper and not all alternatives

necessarily offer good environmental outcomes.



ATTACHMENTS

1.⇩ Discussion Paper - Plastic Bags - August 2016, WALGA

RECOMMEND T65/11/16

That Council:

1. Supports the WALGA position for a ban on plastic bags, on condition that the

ban be initiated by State Government, throughout Western Australia.

2. That Council provides the feedback outlined in this report to WALGA in response to the

Position Paper gauging local government support for banning single use plastic bags.




COMMITTEE – Tenders COUNCIL MEETING 14 NOV 2016

4.1 - TENDER 17/16 - PROVISION OF GLAZING SERVICES

WARD

: ALL In Brief:

The current contract for the Provision of

Glazing Services expired on

31 March 2016 following the completion

of two (2) one (1) year extension

periods.

Tender 17/16 was recently called for the

Provision of Glazing Services at the City

of Armadale to allow a new contract to

be in place.

The successful tenderer will be required

to provide prompt service delivery to the

City and will be responding to a larger

portfolio of buildings than that included

within the previous scope.

Recommend:

That with Tender 17/16 Glazing Services,

Council:

1. Accepts the submission by Byford Glass

for an annual estimated cost of $60,000

per annum excluding GST.

2. Authorise the Chief Executive Officer to

extend the contract for a period of twelve

(12) months up to 30 November 2019.

FILE No.

: M/585/16

DATE

: 10 October 2016

REF

: PP

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil.


Nil.





2.3.2 Ensure maintenance activities address required levels of service

2.3.2.1 Review best practice maintenance activities

2.3.2.2 Ensure balance is maintained between Levels of Service and

affordability



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

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

providing goods or services


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

Council Policy ADM 19 – Procurement of Goods or Services


Works can be accommodated within the 2016/17 Property Services Operating and

Maintenance budgets.

Consultation

Inter Directorate.

Intra Directorate.



BACKGROUND

Tender 17/16 being for Glazing Services was advertised in the 27 August 2016 edition of the

West Australian newspaper, the City’s website and in a notice which was displayed on the

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

boards.

The purpose of the tender is to identify suitably qualified and experienced organisations to

supply Glazing Services to the City of Armadale.

The City expends an amount of between $30,000 and $70,000 for glazing repairs annually,

the figure varies considerably from year to year, depending on accidental breakages and other

reasons for repair.

In order to assess the value of the tendered work, an allocation of ten (10) hours of attendance

per week was applied to all tendered rates to determine an estimated contract cost and to form

the basis of the cost comparison of this assessment.

The service provider will also be required to undertake the construction of replacement

window frames and security grills within the Capital Works Programme.

The contract with the City does not provide the service provider with a guaranteed program

of work due to the intermittency of the required services. Therefore an annual cost to the City

cannot be forecast accurately.

DETAILS OF PROPOSAL

The City of Armadale invited tenders for Glazing Services for the City of Armadale on

27 August 2016.

The successful tenderer will be required to provide the following services, being the extent of

those works identified in the tender documentation:

Glass panel replacement to all windows and doors – normal business hours

Emergency replacement of glass panels to window and doors – after hours

Boarding up window and door openings following break-ins, vandalism or other

damage events

Window frosting

Scratch removal

Mirror supply and replacement – minor projects

Repairs and replacements to window and door seals and rectification of leaking

window frames

Replacement of existing window and door frames with new

Security grill repairs and replacement



Council approval is sought to award the tender for Glazing Services for a period of twenty

four (24) months for the period 1 December 2016 to 30 November 2018 with an option to

extend the contract for a further twelve (12) month period to 30 November 2019.

Contract Type Fixed Price Contract

Contract Duration Two Years

Commencement Date 1 December 2016

Expiry Date 30 November 2018

Extension Permitted Yes as per Request for Tender Clause 4.1 (one (1) twelve

month extension)

Annual Contract Cost Approximately $60,000.00 (excl. GST)

Total Contract Cost Approximately $120,000.00 (excl. GST)

Rise And Fall Clause Included Fixed for the first two years. Rise and fall will apply in the

option period only as per Request for Tender Clause 4.1

COMMENT

Evaluation

The tender closed at 2.00 pm on 20 September 2016. Three (3) tenders were received from:

Tenderer’s OR Respondent’s Name

1. Byford Glass

2. Perth City Glass

3. Davey Glass

No tenders were received after the close of deadline.

All tenders received were assessed as conforming to the tender documentation however the

required information in two of the submissions was lacking in the expected level of detail.

The evaluation process was undertaken having specific regard to the following Criteria:

Item No. Description Weighting

1 Relevant Experience 10%

2 Key Personnel 10%

3 Tenderers Resources 20%

4 Demonstrated Understanding 10%

5 Price 50%

Total 100%



The assessment and ranking of the tender submissions as determined by the evaluation panel

is as follows:

Ten

der

er

Rel

eva

nt

Ex

per

ien

ce

Key

Per

son

nel

Ten

der

er's

Res

ou

rces

Dem

on

stra

ted

Un

der

sta

nd

ing

Pri

ce

To

tal

Ra

nk

ing

10% 10% 20% 10% 50%

Byford Glass 7.67 7.67 15.33 7.67 32.00 70.33 1

Davey Glass 1.00 1.67 2.67 0.67 40.00 46.00 3

Perth City Glass 1.67 1.67 0.67 2.00 50.00 56.00 2

The prices submitted by Davey Glass and Perth City Glass were determined to be lower than

those submitted by Byford Glass but due to the lack of information provided by them in

support of the Qualitative Criteria requirements, the panel members were unable to determine

whether those tenderers were able to deliver on all of the contract requirements identified in

the documentation.

Although Byford Glass’ submission was assessed as being more costly, each panel member

was unanimous that their submission represented the best value for money outcome to the

City. Byford Glass clearly indicated that they were able to provide a substantially higher level

of service than the other respondents and this was reflected in the scoring on the above table.

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

price, the submission from Byford Glass represents the most advantageous to the City. It is

therefore recommended this tender be selected as the City’s preferred supplier for Glazing

Services.

CONCLUSION

Tenders for the Supply of Glazing Services to the City of Armadale were recently invited

with three submissions being received and assessed by an evaluation panel against

compliance and qualitative criteria.

The result was that the submission received from Byford Glass represented the most

advantageous tender to the City.

The evaluation panel therefore recommends that the tender submitted by Byford Glass be

accepted at a value of approximately $60,000 excluding GST per annum for a period of two

(2) years plus an option to extend for a further twelve (12) months.



ATTACHMENTS

There are no attachments for this report.

RECOMMEND T66/11/16

That with Tender 17/16 – Glazing Services that Council:

1. Accepts the tender from Byford Glass for a period of two (2) years commencing

from 1 December 2016 for the consideration of approximately $60,000.00 per

annum excluding GST with an option to extend for a further twelve (12) months

in accordance with the submitted tender, Council contract documentation and

Budget allocation.

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

twelve (12) months up to 30 November 2019, subject to satisfactory performance

by the contractor and price adjustments specified in the Request for Tender

documentation, Clause 4.1.

Moved Cr Sargeson




4.2 - TENDER 21/16 - VERGE COLLECTION SERVICES

WARD

: ALL In Brief:

Tender 21/16 was recently advertised for

Provision of Bulk Verge Collection

Services.

The Request for Tender seeks the

provision of the required services for

two (2) year period with an option for a

further two (2) periods of twelve (12)

months.

Recommend:

That with Tender 21/16 Provision of Verge

Collection Services, that Council:

1. Accepts the tender from TC Waste (WA)

Pty Ltd trading as D & M Waste

Management for a period of two (2)

years, commencing 1 January 2017 for

the submitted rates for collection of junk

and green waste at an approximate annual

cost of $700,000 (plus GST):


extend the contract for two (2) periods of

twelve (12) months each, up to 31

December 2020, subject to satisfactory

performance by the contractor and price

adjustments specified in the Request for

Tender documentation, Clause 4.1.

FILE No.

: M/607/16

DATE

: 18 October 2016

REF

: BC/JL

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil.


Nil.




2.4 Best Practice Waste Management

2.4.1 Apply effective waste collection methodologies

2.4.2 Maximise recycling opportunities

4.3 Financial Sustainability

4.3.3 Seek efficiencies that will reduce service delivery costs

4.3.3.3 Investigate ways that assets service levels can be matched to long

term funding capability










Works can be accommodated within the 2016/17 Waste Services Budget.

Consultation

Intra Directorate.



BACKGROUND

The Waste Services Activity Report was tabled at the Council meeting of 10 October 2016.

As reported, Council provides a verge collection service to residents where junk and green

waste is collected from the verge. The annual junk collection provides the opportunity for

households to dispose of bulky items that are no longer needed, wanted or are in disrepair.

The junk collection normally commences after the summer school holidays and continues for

11 weeks. Council collects green waste from residents twice a year. These green waste

collections generally fall in the spring and autumn months.

Tender 21/16 for the Provision of Bulk Verge Collection Services was therefore advertised in

the 10 September 2016 edition of the West Australian newspaper, the City’s website and in a

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

Grove Libraries public notice boards.

This Contract includes one (1) annual junk collection, two (2) annual greenwaste collections

and bulk bin weekends at Roleystone Greenwaste Facility. Council however, resolved in

October 2016 (M/553/16) to cancel the bulk bin weekends from 1 July 2017 so this element

of the contract will not be applicable after this date.

DETAILS OF PROPOSAL

Council approval is sought to award the tender for the Provision of Bulk Verge Collection

Services for a period of two (2) years from 1 January 2017 to 31 December 2018 with options

to extend for two (2) further twelve (12) month periods.

DETAILS OF NEW CONTRACT

Contract Type Schedule of Rates

Contract Duration 24 months

Commencement Date 1 January 2017

Expiry Date 31 December 2018

Extension Permitted Yes as per Request for Tender Clause 4.1

[two (2) x twelve (12) month extensions]

Annual Contract Cost $700,000.00 (Approximately)

Total Contract Cost (2 years) $2,800,000.00(Approximately)

CPI Yes



COMMENT

Analysis

The Request for Tender closed at 2.00pm on 18 October 2016. Three submissions were

received from:

Tenderer’s Name

1. Western Maze P/L

2. TC Waste (WA) trading as D & M Waste Management

3. Cleanaway

Three tenders were received before the close of deadline and in accordance with Regulation

18 (1) of the Local Government (Functions and General) Regulations 1996, none were

rejected.

No non-conforming tenders were received.

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

Criteria:



2 Key Personnel Skills and Experience 10%



Total 100%

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

panel is as follows:

Tenderer

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

Ov

era

ll T

ota

l

Ra

nk

ing

30% 10% 30% 30% 100%

Western Maze P/L 16.00 4.67 13.00 15.00 48.67 3

TC Waste (WA) trading as D & M

Waste Management 20.00 5.00 20.00 22.00 67.00 1

Cleanaway 16.00 4.00 15.00 15.00 50.00 2

TC Waste (WA) trading as D & M Waste Management ranked the highest for the qualitative

criteria with a score of 67 out of a possible 100.



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

is as follows:

Tenderer Estimated Annual Cost

Score (100 max) Ranking

Western Maze P/L 99 2

TC Waste (WA) trading as D & M Waste

Management

100 1

Cleanaway 89 3

TC Waste (WA) trading as D & M Waste Management unit rates for the green waste

collection are lower than other submissions but the inclusion of a trailing vehicle significantly

reduces the overall cost.

It should be noted that the above pricing is for the collection and transportation of material

only and does not included the processing or disposal costs. The annual cost of processing

and disposal for green waste and junk is estimated to be approximately $600,000 plus GST.

Following the qualitative and price assessment the Evaluation Panel contacted the referees of

the Preferred Tenderer, TC Waste (WA) trading as D & M Waste Management. The

Preferred Tenderer nominated three Local Government Authorities as Referees which were

the Cities of Rockingham, Subiaco and South Perth. Reference checks were completed and

no major concerns with TC Waste (WA) trading as D & M Waste Management were raised.

It is therefore recommended TC Waste (WA) trading as D & M Waste Management be

selected as the City’s preferred supplier for Provision of Bulk Verge Collection Services.

CONCLUSION

Tenders for the Provision of Bulk Verge Collection Services were recently invited with three

(3) tenders being received and assessed by an evaluation panel against compliance,

qualitative criteria and value for money.

The result was that the submission received from TC Waste (WA) Pty Ltd trading as D & M

Waste Management represents the most advantageous tender to the City of Armadale.

The evaluation panel therefore recommends that Tender 21/16 for Provision of Bulk Verge

Collection Services be awarded to TC Waste (WA) Pty Ltd trading as D & M Waste

Management for the annual cost of approximately $700,000.00 excluding GST for a period of

two (2) years with the option to be extended for a further two (2) periods of

twelve (12) months.



ATTACHMENTS


RECOMMEND T67/11/16

That with Tender 18/16 Provision of Bulk Verge Collection Services, that Council:

1. Accepts the tender from TC Waste (WA) Pty Ltd trading as D & M Waste

Management for a period of two (2) years, commencing 1 January 2017, for the

submitted rates for collection of junk and green waste an approximate annual cost

of $700,000 (plus GST) in accordance with their submitted tender, Council

contract documentation and Budget allocation.

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

twelve (12) months each, up to 31 December 2020, subject to satisfactory

performance by the contractor and price adjustments specified in the Request for

Tender documentation, Clause 4.1.

Moved Cr Sargeson




4.3 - TENDER 16/16 - MAINTENANCE OF CITYWIDE STREETSCAPE GARDENS

WARD

: ALL In Brief:

Tender 16/16 was recently advertised for

Maintenance of Citywide Streetscape

Gardens.

The Request for tender seeks the

provision of the required services for a

twelve (12) month period with an option

for a further two (2) periods of twelve

(12) months.

Recommend:

That with Tender 16/16 Maintenance of

Citywide Streetscape Gardens, that Council:

1. Accepts the tender from Skyline

Landscape Services (WA) for a period of

twelve (12) months for the annual cost

of approximately $60,000 excluding

GST.



twelve (12) months, subject to

satisfactory performance by the

contractor.

FILE No.

: M/608/16

DATE

: 19 October 2016

REF

: GM

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil.


Nil.



2.2.1 Deliver attractive and functional streetscapes, open spaces, City buildings

and facilities


2.3.2 Ensure maintenance activities address required levels of service



2.3.2.2 Ensure balance is maintained between Levels of Service and

affordability

4.3 Financial Sustainability

4.3.3 Seek efficiencies that will reduce service delivery costs

4.3.3.3 Investigate ways that assets service levels can be matched to long

term funding capability








Works can be accommodated within the 2016/17 Parks Operations Budget.

Consultation

Intra Directorate.

BACKGROUND

Tender 16/16 for Maintenance of Citywide Streetscape Gardens was advertised in the 20

August 2016 edition of the West Australian newspaper, the City’s website and in a notice

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

Libraries public notice boards. This work is currently performed by contract.

DETAILS OF PROPOSAL

The successful tenderer will be required to undertake maintenance of the City’s nominated

Streetscape Gardens located in road verges and roundabouts including but not limited to litter

collection, garden bed maintenance, weed spraying, minor tree and shrub pruning, fertilising

and mulching.



Council approval is sought to award the tender for Maintenance of Citywide Streetscape

Gardens for a period of twelve (12) months from 1 December 2016 to 30 November 2017

with an option to be extended for further two (2) periods of twelve (12) months.


Contract Type Schedule of Rates

Contract Duration 12 months


Expiry Date 30 November 2017

Extension Permitted Yes per Request for Tender Clause 4.1

[two (2) twelve (12) month extensions]

Annual Contract Cost Approximately $60,000.00 (ex. GST)

Total Contract Cost Approximately (3 years) $180,000.00 (ex. GST)

CPI Yes

COMMENT

Analysis

The Request for Tender seeks the provision of the required services for a period of one year,

commencing on 1 December 2016, with an option to extend the contract for a further two (2)

periods of twelve (12) months.

The Request for Tender closed at 2:00pm 6 September 2016. Eight tender submissions were

received from:


1. GLG Green Life Group Pty Ltd

2. Horizon West Landscape & Irrigation Pty Ltd

3. Landscape and Maintenance Solutions Pty Ltd

4. The Trinity’s Contractor Pty Ltd

5. Skyline Landscape Services (WA)

6. LD Total

7. WA Treeworks

8. Hort West Industries Pty Ltd

Eight tenders were received after the close of deadline and in accordance with Regulation 18

(1) of the Local Government (Functions and General) Regulations 1996 none were rejected.

No non-conforming tenders were received.



The evaluation process was undertaken having specific regard to the following Criteria:



2 Key Personnel 15%



5 Price 40%

Total 100%

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

follows:

Tender 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

Pri

ce

Ov

era

ll T

ota

l

Ran

kin

g

20% 15% 15% 10% 40% 100

%

GLG Green Life Group Pty Ltd 10.00 5.75 5.00 4.00 16.17 40.92 4

Horizon West Landscape & Irrigation Pty Ltd 10.67 4.50 7.50 4.50 4.03 31.20 5

Landscape and Maintenance Solutions Pty Ltd 11.33 8.25 9.75 7.33 17.61 54.27 2

The Trinity’s Contractor Pty Ltd 7.33 3.00 4.25 5.17 6.49 26.24 7

Skyline Landscape Services (WA) 14.00 7.50 8.50 5.83 40.00 75.83 1

LD Total 9.33 3.00 6.00 4.00 8.23 30.57 6

WA Treeworks 4.00 2.00 3.50 1.67 3.56 14.73 8

Hort West Industries Pty Ltd 8.00 6.50 7.00 3.67 18.53 43.70 3

The tender from Skyline Landscape Services (WA) is ranked the highest and has relevant

experience in the completion of similar works.

With their price being relatively low compared to other submissions, the referees of the

highest ranked submission were contacted. The responses were positive in that their quality

of work and responsiveness were good, and that no complaints regarding their service levels

were apparent.

Therefore, based on the panel’s evaluation and using a combination of the above qualitative

criteria and price, the submission from Skyline Landscape Services (WA) represents the most

advantageous submission. It is therefore recommended this firm be selected as the City’s

preferred supplier for Tender 16/16 Maintenance of Citywide Streetscape Gardens.



CONCLUSION

Tenders for the Maintenance of Citywide Streetscape Gardens were recently invited with

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

qualitative criteria.

The result was that the submission received from Skyline Landscape Services (WA)

represented the most advantageous tender to the City.

The evaluation panel therefore recommends that the contract be awarded to Skyline

Landscape Services (WA) for the annual cost of approximately $60,000 excluding GST for a

period of twelve (12) months with the option to be extended for a further two (2) periods of

twelve (12) months.

ATTACHMENTS


RECOMMEND T68/11/16

That with Tender 16/16 Maintenance of Citywide Streetscape Gardens, that Council:

1. Accepts the tender from Skyline Landscape Services (WA) for a period of twelve

(12) months commencing 1 December 2016 for the annual cost of

approximately $60,000 (excluding GST) in accordance with their submitted

tender, Council contract documentation and Budget allocation.

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

twelve (12) months up to 30 November 2019, subject to satisfactory performance

by the contractor and price adjustments specified in the Request for Tender

documentation, Clause 4.1.





4.4 - TENDER 23/16 FOR THE MAINTENANCE OF CONCRETE FOOTPATHS AND

BRICK PAVING

WARD

: ALL In Brief:

Tender 23/16 was recently called for the

maintenance of concrete footpaths and

brick paving.

The Request for Tender seeks the

provision of the required services for a

period of 12 months, with an option for a

further two (2) periods of twelve (12)

months, subject to satisfactory

performance, and in accordance with

Clause 4.1 in the Special Conditions of

Contract.

Recommend:

That with Tender 23/16 for the Maintenance of

Concrete Footpaths and Brick paving, Council:

1. Awards the tender from Dean Kalia for

the Maintenance of Concrete Footpaths

for a period of one year commencing on 1

December 2016, for an approximate

annual cost of $600,000 in accordance

with their submitted tenders, Council

contract documentation, and Budget

allocation;

2. Awards the tender from Associated

Paving and Landscaping for the

maintenance of brick paving, for a period

of one year commencing on 1 December

2016 for an approximate annual cost of

$400,000 in accordance with their

submitted tenders, Council contract

documentation, and Budget allocation.



twelve (12) months to 30 November

2019, subject to satisfactory performance

by the contractors, and price adjustments

as specified in the Request for Tender

document Clause 4.1.

FILE No.

: M/628/16

DATE

: 27 October 2016

REF

: JC

RESPONSIBLE

MANAGER


Technical Services

Tabled Items

Nil.




Nil.


2.1 The natural environment is valued and conserved


2.3.1 Apply best practice design and construction methodologies for the provision

of infrastructure










Works can be accommodated within the 2016/2017 Civil Works Budget.

Consultation

Intra Directorate.

BACKGROUND

Tender 23/16 for the Maintenance of Concrete Footpaths and Brick Paving was advertised in

the Saturday, 1 October 2016, edition of The West Australian newspaper, and in a notice

which was displayed on notice boards at the City’s Administration Centre, Armadale,

Kelmscott and Seville Grove libraries.

The tender is required for the repair of concrete and brick paved footpaths and brick paved

areas within the City boundaries as part of the annual works maintenance programs.



DETAILS OF PROPOSAL

The City requires contractors to repair small sections of concrete footpaths and brick paved

areas in the City.

One contractor for each of the requested services are proposed to be accepted and the

successful tenderers being required to repair concrete footpaths and repair brick paved areas

on various locations within the City’s boundaries as per annual maintenance programs.


Contract Type One contractor for each of the required services

Contract Duration Three years including extensions


Expiry Date 30 November 2019 (including extensions)

Extension Permitted Yes [two (2) options of twelve (12) months]

Annual Contract Cost $600,000 (Approximately for concrete footpaths)

Total Contract Cost (3 years) $1,800,000.00 (Approximately for concrete

footpaths)

Annual Contract Cost $400,000 (Approximately for brick paving)

Total Contract Cost (3 years) $1,200,000.00 (Approximately for brick paving)

Rise and Fall Clause Included No, only annual CPI for extensions

COMMENT

Analysis

Tender 23/16 for the Maintenance of Concrete Footpaths and Brick Paving closed at 2:00PM

on Tuesday, 18th October 2016. Tender submissions were received from:


1. Axiis Contracting

2. Dean Kalia

3. BOS Civil

4. Affirmative Group

5. Associated Paving and Landscaping

6. Stone Perfect Concrete

One part of a submission was received after the close of deadline and in accordance with

Regulation 18 (1) of the Local Government (Functions and General) Regulations 1996 was

rejected.

One non-conforming tender was received and was not assessed on the basis they did not

satisfactorily meet the compliance criteria, namely they did not complete the price schedule as

requested. This non-conforming tender is the same tender received incomplete as detailed

above.

Not all submissions addressed concrete and brick paving elements, with four competitive

submissions received in each category.



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

Criteria:

Concrete Footpaths

Ten

der

er

Rel

eva

nt

Ex

per

ien

ce

Key

per

son

nel

skil

ls a

nd

exp

erie

nce

Ten

der

er’s

reso

urc

es

Dem

on

stra

ted

Un

der

sta

nd

ing

Pri

ce

To

tal

Ra

nk

ing

20% 15% 15% 10% 40%

Dean Kalia 12.67 10.00 8.50 6.00 40.00 77.17 1

Axiis Contracting 13.33 10.50 11.00 8.00 34.17 77.01 2

BOS Civil 8.67 7.00 6.50 5.00 28.11 55.27 3

Affirmative Group 7.33 4.50 4.50 4.00 30.73 51.06 4

Brick paving

Ten

der

er

Rel

evan

t

Exp

erie

nce

Key

per

son

nel

skil

ls a

nd

exp

erie

nce

Ten

der

er’s

reso

urc

es

Dem

on

stra

ted

Un

der

stan

din

g

Pri

ce

Tota

l

Ran

kin

g

20% 15% 15% 10% 40%

Associated Paving

and Landscaping 14.67 9.00 9.00 6.67 40.00 79.33 1

Axiis Contracting 13.33 10.50 11.00 8.00 32.86 75.70 2

Affirmative Group 7.33 4.50 4.50 4.00 36.01 56.35 3

BOS Civil 8.67 7.00 6.50 5.00 27.59 54.76 4

Repairs to the City’s existing footpath network and medians are part of the daily activities

carried out by the Civil Works Department. Contractors engaged in these types of works can

be called upon at short notice. The Request for Tender specified that one (1) tenderer for each

of the requested services will be accepted, based on the City’s requirements.

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

understanding of the Request for Tender have been closely examined and assessed based on

the selection criteria.

Based on the panel’s evaluation using the above selection criteria, the tenders from Dean

Kalia for Maintenance of Concrete Footpaths and Associated Paving and Landscaping for the

Maintenance of Brick Paving represent to be advantageous submissions

Both tenderers have provided quality works to the City of Armadale construction and

maintenance operations areas for more than five years.



CONCLUSION

Tender 23/16 for Maintenance of Concrete Footpaths and Brick Paving was recently invited

with all conforming tenders being received and assessed by an evaluation panel against

compliance, qualitative criteria and price.

The result was that the submissions received from Dean Kalia for Maintenance of Concrete

Footpaths, and Associated Paving and Landscaping for the Maintenance of Brick Paving

were assessed as the most advantageous tenders and are recommended to be accepted.

The evaluation panel therefore recommends that the contract be awarded to Dean Kalia for

Maintenance of Concrete Footpaths for an approximate annual cost of $ 600,000 and

Associated Paving and Landscaping for the Maintenance of Brick Paving for an approximate

annual cost $ 400,000 for a period of one year, with 2 periods of one year extensions.

ATTACHMENTS


RECOMMEND T69/11/16

That with Tender 23/16 for Maintenance of Concrete Footpaths and Brick Paving,

Council:

1. Awards the tender for the Maintenance of Concrete Footpaths to Dean Kalia for a

period of one year commencing on 1 December 2016, for an approximate annual

cost of $600,000 in accordance with their submitted tenders, Council contract

documentation, and Budget allocation.

2. Awards the tender for the Maintenance of Brick Paving to Associated Paving and

Landscaping for a period of one year commencing on 1 December 2016 for an

approximate annual cost of $400,000 in accordance with their submitted tenders,

Council contract documentation, and Budget allocation.

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

of twelve (12) months to 30 November 2019, subject to satisfactory performance

by the contractors, and price adjustments as specified in the Request for Tender

document Clause 4.1.

Moved Cr Sargeson




5.1 - CONSIDERATION OF MEN'S SHED AND COMMUNITY GARDENS FOR

INCLUSION IN THE PARKS FACILITIES STRATEGY

At the Council meeting held on 22 August 2016, Cr C M (Caroline) Wielinga referred the

following matter to the Technical Services Committee.

That the matter of consideration of Men’s Shed and Community Gardens for inclusion

in the Parks Facilities Strategy be referred to the Technical Services Committee.

Comment from Cr Wielinga

At present there are no guidelines for the location of Men’s Sheds and Community Gardens.

It is suggested that these facilities be included in the Parks Facilities Strategy, particularly

large central hub parks. This would enable community groups to make more informed

decisions regarding the use of these facilities.

Officer Comment

The matter is to be investigated and a report will be submitted for consideration at a future

Technical Services Committee meeting.

ATTACHMENTS There are no attachments for this report.

Officer Recommendation

That a report be received on this matter at a future Technical Services Committee meeting.


It was suggested there would be an increase in requests such as these. Committee agreed to progress

the item administratively and refer it to the next review of the Parks Facilities Strategy.

RECOMMEND T70/11/16

That the item be referred to a future review of the Parks Facilities Strategy.





5.2 - LIGHTING AT CROSS PARK

At the Council meeting held on 12 September 2016, Cr C M (Caroline) Wielinga referred the

following matter to the Technical Services Committee.

That the matter of lighting at Cross Park near the Girl Guides and new courts be

referred to the Technical Services Committee.

Comment from Cr Wielinga

Request to investigate the possibility of installing lights in the carpark at the Northern end of

Cross Park oval, and if possible also outside of the Girl Guides hall, as there is currently

limited lighting and the Girl Guides finish late at night.

Officer Comment

The matter is to be investigated and a report will be submitted for consideration at a future

Technical Services Committee meeting.

ATTACHMENTS There are no attachments for this report.

Officer Recommendation

That a report on this matter be submitted at a future Technical Services Committee meeting.


Committee discussed the item briefly and agreed to refer the item to Technical Services for further

investigation and reporting.

RECOMMEND T71/11/16

That the item be referred to Technical Services for investigation and a report submitted

to a future Technical Services Committee meeting.




COMMITTEE COUNCIL MEETING 14 NOV 2016

COUNCILLORS’ ITEMS

Nil.

EXECUTIVE DIRECTOR TECHNICAL SERVICES REPORT

Nil.

MEETING DECLARED CLOSED AT 9:27 PM


COMMITTEE COUNCIL MEETING 14 NOVEMBER 2016

TECHNICAL SERVICES COMMITTEE

SUMMARY OF ATTACHMENTS 7 NOVEMBER 2016

ATT

NO. SUBJECT PAGE

1.1 MASTER PLANNING PROJECT REPORTS

1.1.1 Master Planning Initiative - Works for Inclusion in Renewal and Upgrade Programme 50

5.3 DEPARTMENTAL ACTIVITY REPORT - ENVIRONMENTAL SERVICES

5.3.1 Departmental Activity Report - Environmental Services 65

5.3.2 Appendix 1 - Photo from Motion Sensitive Camera 88

5.3.3 Appendix 2 - Wungong Project Area 89

5.3.4 Appendix 3 - Signage Improvements in Armadale Settlers Common 90

5.3.5 Appendix 4 - Streamcare Brochure 91

5.3.6 Appendix 5 - Little Green Steps Brochure 97

5.3.7 Appendix 6 - National Tree Day 99

2.1 ENTRY STATEMENTS

2.1.1 Attachment 1 - Local and District Entry Statement Proposed Locations - 7 November 2016 100

2.1.2 Attachment 2 - Proposed Kelmscott Entry Statement - 7 November 2016 101

2.1.3 Attachment 3 - Proposed Forrestdale Entry Statement - 7 November 2016 102

2.1.4 Attachment 4 - Proposed Roleystone Entry Statement - 7 November 2016 103

2.1.5 Attach544ment 5 - Proposed Armadale Entry Statement - 7 November 2016 104

2.1.6 Attachment 6 - Kelmscott Historic Map - 7 November 2016 105

3.1 PLASTIC BAG BAN

3.1.1 Discussion Paper - Plastic Bags - August 2016, WALGA 106

Technical Services 50 ATTACHMENT 5.3.1 COMMITTEE - 7 November 2016 COUNCIL MEETING 14 NOVEMBER 2016

minutes of technical services committee meeting - 7 ... · recommend t62/11/16 that council: 1....

Documents