TS 03082015 MIN AT - armadale.wa.gov.au...1 occasion where the storage time had exceeded the 30 day period. 1 occasion where more information was requi red from the Police - not available

CITY OF ARMADALE

MINUTES OF TECHNICAL SERVICES COMMITTEE HELD IN THE COMMITTEE ROOM, ADMINISTRATION CENTRE, 7 ORCHARD AVENUE, ARMADALE ON MONDAY, 3 AUGUST 2015 AT 7:00 PM. PRESENT: Cr G Nixon (Chair)

Cr R Butterfield Cr G A Best Cr J H Munn JP CMC (Deputy for Cr C Frost) Cr M S Northcott Cr J A Stewart

APOLOGIES: Cr C Frost (Leave of Absence)

Cr K Busby (Leave of Absence) OBSERVERS: Cr H A Zelones JP OAM IN ATTENDANCE: Mr K Ketterer Executive Director Technical Services

Mr G Davies Executive Manager Technical Services Mr P Lanternier Manager Parks Mrs Y Armitage Minute Secretary

PUBLIC: 0 “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 3 AUGUST 2015 COMMITTEE

DISCLAIMER The Disclaimer for protecting Councillors and staff from liability of information and advice given at Committee meetings was not read as no members of the public were present. DECLARATION OF MEMBERS’ INTERESTS Nil QUESTION TIME Nil DEPUTATION Nil CONFIRMATION OF MINUTES RECOMMEND

Minutes of the Technical Services Committee Meeting held on 6 July 2015 be confirmed.

Moved Cr R Butterfield MOTION CARRIED (6/0) . ITEMS REFERRED FROM THE INFORMATION BULLETIN Outstanding Matters and Information Items Various Items Monthly Departmental Reports Technical Services Works Programme Committee noted the information and no further items were raised for discussion and/or further Report purposes.

CONTENTS

TECHNICAL SERVICES COMMITTEE

3 AUGUST 2015

1. ENGINEERING ADMINISTRATION

1.1 CLOSED CIRCUIT TELEVISION (CCTV) STATUS REPORT .................................................... 4

1.2 POLICY REVIEW - MOBILE CCTV ............................................................................................. 9

1.3 VACANCY FOR WALGA MEMBER - KEEP AUSTRALIA BEAUTIFUL COUNCIL ....................................................................................................................................... 14

2. ENGINEERING, DESIGN AND DEVELOPMENT

2.1 BUTLER PASS - PARKING RESTRICTION SIGNAGE ........................................................... 17

3. WASTE SERVICES

3.1 WASTE SERVICES - VERGE COLLECTION OVERVIEW ...................................................... 20

3.2 WASTE SERVICES - REQUEST TO WITHDRAW FROM RIVERS REGIONAL COUNCIL - SHIRE OF WAROONA ............................................................................................ 23

3.3 WASTE SERVICES - WASTE COLLECTION FREQUENCY AND CONTAINER SIZES .............................................................................................................................................. 26

4. TENDERS

4.1 TENDER NO. 19/15 - TURF RENOVATION SERVICES ........................................................... 30

4.2 TENDER NO 18/15 - MAINTENANCE OF THE ARMADALE CENTRAL BUSINESS DISTRICT AND KELMSCOTT CENTRAL BUSINESS DISTRICT STREETSCAPES ........................................................................................................................... 35

4.3 TENDER NO.17/15 - LANDSCAPE MAINTENANCE SERVICES, PIARA WATERS ........................................................................................................................................ 40

5. MISCELLANEOUS

5.1 PATHWAY SYSTEM BETWEEN TIJUANA ROAD AND CHADWICK PARADE ................. 45

5.2 THE GROWING NUMBER OF WHITE COCKATOOS .............................................................. 46

6. COUNCILLORS’ ITEMS

NIL ............................................................................................................................................................ 47

7. EXECUTIVE DIRECTOR TECHNICAL SERVICES REPORT

NIL ............................................................................................................................................................ 47 SUMMARY OF “A” ATTACHMENTS ...................................................................................................... 48

TECHNICAL SERVICES 4 3 AUGUST 2015 COMMITTEE - Engineering Administration COUNCIL MEETING – 10 AUGUST 2015

1.1 - CLOSED CIRCUIT TELEVISION (CCTV) STATUS REPORT

WARD

: ALL In Brief:

This report provides Council the status of the City’s Closed Circuit Television (CCTV) and address the following operational aspects: □ Incidents and activities over the past

12 months.

□ Partnership with the Police and the Memorandum of Understanding.

□ Upgrade and expansion of the CCTV network as a result of a Federal Grant.

Recommend:

That Council receive the report on the status of the City’s Closed Circuit Television (CCTV) system.

FILE No.

: M/648/15

DATE

: 3 July 2015

REF

: CB

RESPONSIBLE MANAGER

: Executive Director Technical Services

Tabled Items Nil Officer Interest Declaration Nil Strategic Implications 1. Community Wellbeing. 2. Enhanced Natural and Built Environments

2.5 Safe and efficient movement of goods, services, and people. 4.5 Effective and Efficient Administration Services. 4.5.1 Ensure compliance of relevant Council policies and procedures with

legislative and organisational requirement. Legislation Implications General assessment of relevant legislation (e.g. Local Government Act) has not revealed any restrictions. Council Policy/Local Law Implications Assessment of Policy / Local Law indicates that the following are applicable:


Council Policy ENG 18 – Closed Circuit Television (CCTV). Council Policy ENG 19 – Mobile Closed Circuit Television (MCCTV). Budget/Financial Implications Nil Consultation

WA Police. Australian Government – Attorney General’s Department. BACKGROUND The City of Armadale is committed to taking a strong role in leading safety and crime prevention initiatives in the Armadale community and recognises the importance of working with the Police and other State agencies to help make the City a safer place to live and enjoy. It is recognised that the fear of crime and violence is an important factor in any public perception on actual and perceived levels of safety in certain areas. In an effort to address these issues, the Safer CBD Jull Street CCTV Project was introduced in 2009. Since its conception, the CCTV Network has been increased and now comprises in excess of 120 static and pan-tilt-zoom (PTZ) cameras that cover the following areas: Administration Centre and surrounding car park, Orchard House and surrounding car park, Armadale CBD including Jull Street Mall, Minnawarra Park, Memorial Park, Libraries at Armadale, Kelmscott and Westfield, Armadale Arena, Armadale Aquatic Centre, Champion Centre, Visitors Centre, Armadale Central Shopping Centre. A recent grant from the Australian Government – Attorney General’s Department has allowed the initial analogue CCTV system to be upgraded to digital with a number of additional cameras recently installed at the following locations: The intersection of Fourth Road and Commerce Avenue, Fourth Road, Jull Street opposite Armadale Hall. COMMENT Since the inception of the City’s main CCTV Network in the Armadale City Centre a total of $1.07 million has been spent on the system. A further $ 90,000.00 p.a. is included in the 2015/16 Annual Budget for maintenance and operational purposes. The City of Armadale’s


CCTV system records all images from all cameras 24 hours a day, 7 days a week, and retained for a period of 30 days. The digital images are recorded and stored in a secured CCTV server room at Orchard House. Access to the CCTV control room and sever room are only accessible by the City’s Authorised Officers. The Chief Executive Officer has primary responsibility for compliance with the purposes and objectives for the management, maintenance, and security of the system and the protection of the interests of the public in general. In accordance with the Standard Operation Procedure (SOP) for the Management of a CCTV system, under Point 14 – Evaluation states:

“The Chief Executive Officer is responsible for ensuring that the City’s CCTV system is evaluated to ensure that the system is meeting its aims and objectives, and promotes public confidence in the System. A review of the CCTV system shall be carried out annually by an approved independent agency and will include as a minimum:

□ Assessment of its impact on crime, and fear of crime, for businesses and community.

□ The use of digitally recorded images for evidentiary purposes. □ Operation of the Standard Operations Procedure. □ Meeting the systems objectives”.

As part of the 2014 annual report the Chief Executive Officer was advised that the City’s CCTV Contractor for Maintenance and Minor Works undertook all aspects of the City’s CCTV system including: Minor installation of new equipment. Minor upgrading the existing system. Minor repairs. Two six monthly maintenance service schedules.

As part of this six monthly service, the CCTV Contractor checks on the performance and accuracy of equipment including the validity and quality of recorded information for compliance purposes. During 2014 the City received 51 requests for CCTV footage from the Police. Of these requests CCTV footage could not be supplied on 24 occasions for the following reasons: 11 occasions where the incident occurred outside the sight lines of fixed cameras or the

incident was obscured by other factors (trees, vehicles etc). 5 occasions where the cameras were not functioning (3 of these were during relocation of

the equipment to Orchard House). 6 occasions where no footage was found regarding the incident requested. 1 occasion where the storage time had exceeded the 30 day period. 1 occasion where more information was required from the Police - not available.

In summary, of the 51 requests received, just two could not be supplied due to system malfunction. However, it is believed that the recent upgrade to digital and extension of the system will significantly reduce the number (17) where no footage was available or the incident was out of range of surveillance.


Authorised Officers received three “Witnesses Summons to Give Evidence” from the Magistrates Court of Western Australia in relation to CCTV footage provided to the Police. One Authorised Officer attended the Magistrates Court in October 2014 to give evidence. The City of Armadale has installed a new computer at the Armadale Police Station which now has access to the significantly enhanced images available from CCTV cameras around the Armadale CBD. A Memorandum of Understanding between the City and the Armadale Police has been established that will continue to strengthen the relationship between both agencies to ensuring that the City Centre provides a safe and secure environment. An independent consultant was engaged to supply CCTV training to Authorised Officers including representation from the Armadale Police. Specialised training in the use of the City’s CCTV network and Video Management System (VMS) was supplied by the City’s CCTV Contractor to representatives from both organisations. CONCLUSION In summary, the management of the CCTV system has been consistent with Council’s Policies and Management Practice relating to CCTV (ENG 18), the Standard Operations Procedure and the Code of Conduct in order to meet Council’s objectives.

ATTACHMENTS There are no attachments for this report. Committee Discussion Committee sought clarification on the wording of the second paragraph under “Background” of this report, with the Executive Director Technical Services advising that fear of crime and violence has been recognised as an important factor in the perception of levels of safety in certain areas. Committee then discussed the CCTV Status Report, raising the following queries: The effectiveness of CCTV cameras in relation to crime prevention, and whether there

was any evidence that crime had reduced following installation of the CCTV system. Committee Members were advised that the CCTV System was installed as an additional tool to aid the City and the Police in addressing crime. The “Public Perceptions Survey”, conducted by the University of Western Australia in 2012 and reported to Council in April 2013, indicated that there is a perception that the Armadale CBD is safer as a result.

Level of effectiveness of the CCTV System, as statistics could indicate that cameras do

not provide full coverage, and therefore may not record some incidents. The Executive Director Technical Services advised that camera coverage is not 100%; to provide full cover would be at considerable cost to the City. Current installations are sufficient to record most incidents, and do provide valuable information to the Police.


Utilising the CCTV System to identify those areas where crime occurs most often. Committee Members were advised that crime statistics do not reveal any pattern of crime location, and that incidents appear to occur randomly.

The Police be requested to make a short presentation to Committee on activities

relating to CCTV, and how the System benefits Police operations. The Executive Director Technical Services confirmed that an approach would be made in this regard.

T56/8/15 RECOMMEND

That Council:

Receive the report on the status of the City’s Closed Circuit Television (CCTV) system.

Moved Cr J A Stewart MOTION CARRIED (6/0)


1.2 - POLICY REVIEW - MOBILE CCTV

WARD

: ALL In Brief:

At its Ordinary Meeting of 4 March 2003, Council formally adopted the Policy Manual and endorsed the associated Management Procedures for developing, amending and reviewing policies.

Policy ENG 19 – MCCTV (Mobile CCTV) has been reviewed with a minor amendment to both the Policy and Management Practice; it is recommended that the reviewed policy be adopted to operate until July 2018.

Recommend:

That Council endorse the following policy, as detailed in the attachments to this Report: ENG 19 – MCCTV (Mobile CCTV).

FILE No.

: M/576/15

DATE

: 5 June 2015

REF

: CB

RESPONSIBLE MANAGER


Tabled Items Nil Officer Interest Declaration Nil Strategic Implications 4.5 Effective and Efficient Administration Services. 4.5.1 Ensure compliance of relevant Council policies and procedures with

legislative and organisational requirement. Legislation Implications Assessment of legislation indicates that the following apply: Local Government Act 1995. Council Policy/Local Law Implications Assessment of Policy / Local Laws indicates that the following is applicable: Policy Manual.


Budget/Financial Implications The adoption of the recommendation contained in this report has no direct financial implication. Consultation Technical Services Directorate. BACKGROUND At its Ordinary Meeting of 4 March 2003, Council formally adopted the Policy Manual and endorsed the associated Management Procedures for developing, amending and reviewing policies. Part 3 of the Procedures states:

“A review of every policy is to be made every 3 years by the relevant Executive Director, with a third of the policies reviewed each year.”

As per the procedure for developing, amending and reviewing Policies, Council Policy ENG 19 – MCCTV (Mobile CCTV) was presented at the Council Meeting of 11 May 2015, Council resolved (T33/5/15) the following: “Part 2 That the Policy relating to ENG 19 – MCCTV (Mobile CCTV)

be deferred to the Technical Services Committee Meeting in July 2015”.

The reason for the deferral was to respond to a query relating to aspects of the Management Practice relating to the provision of a report on the MCCTV activities during the year, and the request that a report be provided to Council. A Status Report on the City’s Closed Circuit Television (CCTV) is provided elsewhere in this Agenda. COMMENT The Management Practice relating to Policy ENG 19 MCCTV (Mobile CCTV) states as follows:

Section 4. Evaluation and Monitoring.

Previous 4.2 The Technical Services Directorate will run regular monitoring reports with

advice to Council;

This line was meant to reflect the Standard Operating Procedures for the Management of CCTV, Point 14, which states:-

“The Chief Executive Officer is responsible for ensuring that the City’s CCTV system is evaluated to ensure that the system is meeting its aims and objectives, and promotes


public confidence in the System. A review of the CCTV system shall be carried out annually by an approved independent agency and will include as a minimum:

□ Assessment of its impact on crime, and fear of crime, for businesses and community.

□ The use of digitally recorded images for evidentiary purposes. □ Operation of the Standard Operations Procedure. □ Meeting the systems objectives”.

The reference to “with advice to Council” in the City’s Management Practice was meant to imply that where a decision of Council was required a report to Council would occur. The word “advice” also enables communication via the Information Bulletin or Memo. There are two objectives behind the requirement to report annually on CCTV activities. One requirement is to report to the CEO such that the CEO can certify that all surveillance activities are conducted in accordance with the Surveillance Devices Act 1998 and the Privacy Act 1998 and other relevant legislation. The second objective is to continually evaluate the performance and effectiveness of CCTV activities. In retrospect it is agreed the line in the City’s Management Practice is ambiguous and will be amended to clearly indicate the requirement that the Technical Services Directorate must report to the CEO on the operation of the CCTV system, but to the Council on the effectiveness of CCTV operations. Amended 4.2 (a) The Technical Services Directorate shall provide an annual report on

the operations of the MCCTV function to the Chief Executive Officer at the end of each calendar year.

(b) The Technical Services Directorate will provide a report to Council every two years on strategic evaluation of the City’s MCCTV program.

The City’s administration and management of the CCTV system is to be measured against the appropriate Australian Standard – AS 4860 1-2006. The City last provided a status report on MCCTV effectiveness in April 2012. MOU For purpose of oversight of the MCCTV operations the CEO at the City and Officer-in-Charge at Armadale Police Station have drafted a Memorandum of Understanding on the performance of various aspects of the operation of MCCTV within the City environs. The MOU is not a public document as it constitutes an agreement on the roles of members of each organization and the processing of information involved. The MOU is an operational document and does not form part of Policy ENG 19 – MCCTV CONCLUSION Council Policy ENG 19 – MCCTV (Mobile CCTV) does require minor variation to clarify that this policy applies to the operation of both mobile and “static” CCTV cameras.


The policy is also considered to be aimed at “creating a safer community environment” rather than the previous descriptor. It will be recommended that the Policy be amended accordingly, noting that the Management Practice has also been altered to reflect current reporting practice.

ATTACHMENTS 1. ENG 19 - Policy - MCCTV 1.2.12. ENG 19 - Management Practice - MCCTV (Mobile CCTV) 1.2.2 Committee Discussion Committee discussed Policy ENG 19, making the following suggestions: That with Policy ENG 19 – Mobile CCTV, the words “and other community policing

groups” be removed from the Policy Statement, as the City primarily works with the Police and not directly with community groups.

That with Management Practice ENG 19 – Mobile CCTV, the wording of Paragraph

2.4 be reconsidered to make the intention clear, namely that the use of CCTV footage is restricted to approved uses, and is to be viewed by approved Officers only, in terms of applicable legislation.

That corresponding Policy ENG 18 – CCTV be similarly amended to remove the

wording “and other community policing groups” from the “Rationale” section”. That the wording of Management Practice ENG 18 – CCTV, Paragraph 2.3, be

similarly reconsidered to make the intention clear, namely that the use of CCTV footage is to be restricted to approved uses, and is to be viewed by approved Officers only, in terms of applicable legislation.


Mr G Davies left the meeting at 7:36pm

T57/8/15 RECOMMEND

That Council; 1. Approve Policy ENG 19 – Mobile CCTV with the following

amendment: that the words “and other community policing groups” be removed from the Policy Statement, as the City primarily works with the Police and not directly with community groups.

2. Amend Policy ENG 18 – CCTV by the removal of the words “and

other community policing groups”, from the “Rationale” section, as the City primarily works with the Police and not directly with Community Groups.

3 Request that the Chief Executive Officer consider amending

Management Practices ENG 18 – CCTV, Paragraph 2.3, and ENG 19 – Mobile CCTV, Paragraph 2.4, to make the intention clear, namely that the use of CCTV footage is restricted to approved uses, and is to be viewed by approved Officers only, in terms of applicable legislation.

Moved Cr G Nixon MOTION CARRIED (6/0)


1.3 - VACANCY FOR WALGA MEMBER - KEEP AUSTRALIA BEAUTIFUL COUNCIL

WARD

: ALL In Brief: Advice has been received from the Western

Australian Local Government Association (WALGA), announcing that nominations are now being sought for the vacancies of a Metro Member and Deputy for the Keep Australia Beautiful Council (WA).

Recommend: That Council nominate Councillor ……………….. for the position of Western Australian Local Government Association (WALGA) Member on the Keep Australia Beautiful Council (WA).

Should no nomination be received, then the recommendation is as follows: Make no nomination for the position of Western Australian Local Government Association (WALGA) Member on the Keep Australia Beautiful Council (WA).

FILE No.

: M/686/15

DATE

: 20 July 2015

REF

: KK

RESPONSIBLE MANAGER


Tabled Items Nil Officer Interest Declaration Nil Strategic Implications 2. Enhanced Natural and Built Environments 2.10 Best practice integrated waste management. 2.10.1 Deliver improved municipal waste and recycling collection services. 2.10.2 Implement continuous improvement of recycling, reuse, and

minimisation of waste. 2.10.3 Maintain the existing improvement programmes for waste disposal

and recycling facilities. Legislation Implications General assessment of relevant legislation (eg Local Government Act 1995) has not revealed any restrictions.


Council Policy/Local Law Implications General assessment has not revealed any applicable Policies/Local Laws. Budget/Financial Implications Nil Consultation Intra Directorate. BACKGROUND Advice has been received from the Western Australian Local Government Association (WALGA), announcing that nominations are now being sought for the vacancies of Metro Member and Deputy for the Keep Australia Beautiful WA (KABWA). Keep Australia Beautiful Council of Western Australia is a Statutory Authority established to administer The Litter Act 1979. The Council provides strategic management of litter in Western Australia through seven key strategic approaches as outlined in the 2015-2020 Litter Prevention Strategy for Western Australia. Research and data Education, awareness and training Litter prevention tools Incentives Enforcement Collaboration and partnerships Policy and legislation

Council members are required to contribute to the direction and advice given to KABWA regarding litter prevention and the reduction of littering. KABWA provides leadership in the field of litter prevention and reduction in Western Australia through community awareness and engagement, education, legislation and enforcement strategies. KABWA offers a range of innovative programs and initiatives for individuals and community groups as well as schools, businesses, community groups and local government authorities to inspire community action and positive environmental outcomes. KABWA is committed to the development of activities and targeted campaigns in order to educate different sectors of the community in litter prevention and environmental sustainability. KABWA’s programs include: Clean Clubs. Litter Report Scheme. Litter Prevention Grants. Tidy Towns Sustainable Communities. Adopt–a-Spot Bin Your Butt


Sustainable Cities. Keep Australia Beautiful Week. Clean Schools. Clean Marine. Rethink, Reuse, Recycle Membership The Council consists of 15 persons appointed by the Minister and will have representation from: Conservation Council of WA. Consumers Association of WA. WALGA. Soft Drinks Manufacturers Association of WA. Chamber of Commerce and Industry. Department of Education. Department of Local Government and Communities. Department of Parks and Wildlife. Unions WA. Persons appointed by the Minister with special knowledge of or experience in either

litter management or environmental matters or both. Nominations are due by close of business on Monday, 17 August 2015.

ATTACHMENTS 1. WALGA Vacancy Keep Australia Beautiful (WA). 1.3.1 T58/8/15 RECOMMEND

That Council nominate Councillor ……………….. for the position of Western Australian Local Government Association (WALGA) Member on the Keep Australia Beautiful Council (WA).

Should no nomination be received, then the recommendation is as follows: Make no nomination for the position of Western Australian Local Government Association (WALGA) Member on the Keep Australia Beautiful Council (WA).

Moved Cr G Nixon MOTION CARRIED (6/0) Council resolved: That Council make no nomination for the position of Western Australian Local Government Association (WALGA) Member on the Keep Australia Beautiful Council (WA).

Amended at the Ordinary Council Meeting 10 August 2015

TECHNICAL SERVICES 17 3 AUGUST 2015 COMMITTEE - Engineering, Design and Development COUNCIL MEETING – 10 AUGUST 2015

2.1 - BUTLER PASS - PARKING RESTRICTION SIGNAGE

WARD

: RIVER In Brief:

An anomaly has been noted in the existing parking arrangements along Butler Pass, adjacent to the Clifton Hills Primary School, specifically that the existing bus embayment is not appropriately sign posted.

The site has been inspected and the

installation of parking signage to re-enforce the existing bus embayment is recommended.

Recommend:

That Council approve the installation of parking restriction signage as shown on Drawing No. 15-52 along Butler Pass, adjacent to the Clifton Hills Primary School.

FILE No.

: M/685/15

DATE

: 20 July 2015

REF

: SA

RESPONSIBLE MANAGER


Tabled Items Nil Officer Interest Declaration Nil Strategic Implications 2. Enhanced Natural and Built Environments.

2.5.1 Provide a safe and efficient movement network including local and arterial roads and associated infrastructure.

Legislation Implications Assessment of legislation indicates that the following are applicable: Local Government Act 1995 – Schedule 9.1, Section 2.1 Road Traffic Code 2000 Act 1975 – Various Sections. Council Policy/Local Law Implications General assessment of Policy/Local Law indicates that the following are applicable: Local Law relating to Parking Facilities.


Budget/Financial Implications Proposed signs and installation can be accommodated within the Civil Works 2015/16 Draft maintenance budget. Consultation Inter – Directorate. BACKGROUND As part of the law enforcement actions around the various side streets adjacent to the Clifton Hills Primary School, an anomaly has been noted which relates to the lack of parking restriction signage for an existing bus embayment along Butler Pass. Following inspection it has been determined that, whilst the bus embayment is marked with white paint, the lack of signage is resulting in some parents parking within it during morning and afternoon peak periods. The embayment is primarily used between 8:00am to 8:30am in the morning and 2:40pm to 3:40pm in the afternoon by child care centre buses. The school’s principal has confirmed that they are having difficulties educating some parents about not parking in this embayment and therefore welcomes the installation of a bus parking sign to re-inforce the embayment’s necessity. Without appropriate parking restriction signage, law enforcement is unable to take place. DETAILS OF PROPOSAL Whilst the bus bay is linemarked along Butler Pass, it is proposed that appropriate signage be installed to re-enforce this embayment. As such, “bus parking only” signage as shown on Drawing No. 15-52 is recommended. In addition to this parking restriction, a short length of embayment between the bus bay and a new crossover into a school carpark should also be sign posted as “no parking road or verge”. Parking in this short embayment will restrict sight lines for those motorists exiting the carpark and is also shown on the attached drawing. The remainder of this embayment can remain open to parking, hence no parking signs are proposed. Existing parking restriction signs along the southern side of Butler Pass are to remain, as they are effective. CONCLUSION To assist with law enforcement within the bus embayment along Butler Pass, it is recommended that Council approve the installation of signage in accordance with Drawing No. 15-52. Parking signage is also proposed adjacent to this bus embayment to ensure sight lines are not restricted for motorists exiting the internal school carpark (again as shown on the attached drawing).


ATTACHMENTS 1. Drawing 15-52 Clifton Hills Primary School - Parking Restriction Plan 2.1.1 T59/8/15 RECOMMEND

That Council approve the installation of parking restriction signage as shown on Drawing No. 15-52 along Butler Pass, adjacent to the Clifton Hills Primary School.

Moved Cr R Butterfield MOTION CARRIED (6/0)

TECHNICAL SERVICES 20 3 AUGUST 2015 COMMITTEE - Waste Services COUNCIL MEETING – 10 AUGUST 2015

3.1 - WASTE SERVICES - VERGE COLLECTION OVERVIEW

WARD

: ALL In Brief: The bulk verge collections in the City have

been executed with success in the past two years.

This can be largely attributed to the changes made which restricts the time junk waste is allowed to be put out on the verge.

A minimal number of complaints regarding verge collections has been received from the public.

Recommend: That Council note the content of the report on bulk verge collections within the City.

FILE No.

: M/673/15

DATE

: 14 July 2015

REF

: JL

RESPONSIBLE MANAGER


Tabled Items Nil Officer Interest Declaration Nil Strategic Implications 2.10 Best practice integrated waste management. 2.10.1 Maintain determined service standards related to municipal waste and

recycling collection services. 2.10.2 Implement continuous improvement of recycling, reuse, and minimisation of

waste. 2.10.3 Maintain the existing improvement programmes for waste disposal and

recycling facilities. 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 Works can be accommodated within the 2015/2016 Waste Services Budget.


Consultation Intra Directorate. Bulk Waste Contractor. BACKGROUND The City received a request for a report on the verge collection activities of the City for the 2014/2015 Financial Year, to be submitted to the Technical Services Committee. This report addresses the request, and covers both junk and green waste collections. COMMENT Junk Collections The following statistics are relevant to the Junk Collections for 2014/2015:

Year Tonnes No of Loads 2011 1,696 463 2012 1,983 507 2013 2,653 703 2014 2,440 635 2015 2,512 650

An analysis of the above figures shows that the collected tonnages have increased significantly since 2011, which is mainly attributed to the increase in the number of households over this time. Whilst the number of households has continued to grow to present day, the junk collection tonnages have plateaued out at approximately 2,500 tonnes per annum. General comment on these collections as follows: In 2013, a large number of complaints were received, mainly relating to the number of

days that junk was left on verges, and the consequent vandalism, littering, wind-blown rubbish, and scavenging.

Council supported the recommendation to reduce the lead time that junk was able to

be placed out on the verge from three weeks, to one week, including two weekends. This decreased time has reduced the number of complaints to virtually nil, with a very small number being processed, with only ten complaint calls received in 2014/2015. Most complaint calls related to refrigerators being left uncollected, as these are collected separately on a flat-bed trailer after the bulk waste has been removed.

Televisions are still being put out for collection, despite there being advice to the

contrary, both in flyers and in advice by City Staff. Televisions are accepted at the landfill site free of charge, then processed through the EWaste area.

With continued growth of the City, and the high junk tonnages collected, it is intended

to give consideration to extending junk collections from the current 11 areas over 11 weeks, to 13-15 areas over 13-15 weeks.


Green Waste Collections The following statistics are relevant to the green waste collections for 2014/2015:

Year Tonnes / Autumn Tonnes - Spring 2011 1,660 1,328 2012 1,789 1,207 2013 2,185 1,759 2014 1,503 1,149 2015 In Progress In Progress

General comment on these collections as follows: There was a great increase in the tonnages collected immediately following the bush

fires of 2011. This continued into 2013, but seems to have decreased back to previous levels. The collections for 2015 are being monitored to confirm trends in this respect.

Very few complaints on green waste are received, as almost no scavenging takes

place, and no great degree of littering is experienced. Some delays can be experienced with collection from the hills areas due to the

distances travelled to and from the landfill site. These collections will be monitored, and possible changes made to areas and timetables may be introduced as required.

CONCLUSION In general, the junk and green waste collections are running very well, with complaints received being reduced significantly when compared to past years. This is largely attributed to the change in lead time that junk is able to be placed on the verge from three weeks, to one week. This has resulted in the City being less prone to an untidy presentation and less opportunity for scavenging to take place.

ATTACHMENTS There are no attachments for this report. T60/8/15 RECOMMEND

That Council note the content of the report on bulk verge collections within the City.

Moved Cr M S Northcott MOTION CARRIED (6/0)


3.2 - WASTE SERVICES - REQUEST TO WITHDRAW FROM RIVERS REGIONAL COUNCIL - SHIRE OF WAROONA

WARD

: ALL In Brief: The Shire of Waroona has requested to

withdraw as a Member of Rivers Regional Council under certain conditions.

These conditions are considered to be

acceptable. Recommend: That Council support the application for

the withdrawal of the Shire of Waroona as a Member of the Rivers Regional Council under certain conditions.

FILE No.

: M/674/15

DATE

: 14 July 2015

REF

: JL

RESPONSIBLE MANAGER





recycling facilities. 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 There are no budgetary implications in relation to this report.


Consultation Rivers Regional Council. Intra Directorate. BACKGROUND Rivers Regional Council (RRC) is a body which has the responsibility of coordinating various aspects of waste management within the Region, and with the primary function of establishing the Alternative Waste Treatment (AWT) facility. The AWT tender was recently awarded, and is in the final stages of contract finalisation. During the AWT establishment process, the Shire of Waroona had concerns regarding their contractual responsibilities, and has requested that they be permitted to withdraw their membership of the RRC. The Establishment Agreement of the RRC permits such a withdrawal, but all Members are to be in agreement for this to occur. This report addresses this requirement. The Shire of Waroona request has therefore been referred by the RRG to each member Council for consideration. COMMENT The written request from the Shire of Waroona is attached to this report, and details the following matters: 1. Date of Withdrawal – This is cited as being 16 October 2015, the date on which the

tenure of Elected Members representing Member Councils ends. This date is logical, as all Elected Members then end their tenure; thereafter new nominations are to be made by each Member Council.

2. The Establishment Agreement provides for determination of financial implications in

cases of withdrawal, which largely addresses the surplus of assets over liabilities. In the case of the RRC, assets are in excess of liabilities by a small margin, and the Shire of Waroona has indicated that after withdrawal they will not be claiming their potion for this small surplus. Waroona’s membership proportion is very small, and their entitlement would be minimal in financial terms.

3. The Shire of Waroona will pay their full annual membership fees for 2015/2016,

however have requested that a pro-rata repayment of these fees be applicable based on the final agreed date of withdrawal. This is considered to be a reasonable condition.

CONCLUSION The request by the Shire of Waroona is considered to be reasonable, and the conditions under which this request is made are considered to be acceptable. It is therefore recommended that the application for withdrawal as a member of the RRC be supported.


ATTACHMENTS 1. Notification - Withdrawal from Membership in Rivers Regional Council - Shire of

Waroona. 3.2.1

T61/8/15 RECOMMEND

That Council support the application for withdrawal of the Shire of Waroona as a member of the Rivers Regional Council, on the following conditions:

1. The effective date for termination of membership be Friday, 16 October 2015.

2. That there be no distribution of any financial excess of assets over liabilities from Rivers Regional Council to the Shire of Waroona.

3. That the Shire of Waroona be refunded a pro rata amount of their 2015/2016 membership fees, based on the actual date of membership termination.

4. That Rivers Regional Council be informed accordingly.

Moved Cr JH Munn MOTION CARRIED (6/0)


3.3 - WASTE SERVICES - WASTE COLLECTION FREQUENCY AND CONTAINER SIZES

WARD

: ALL In Brief: A Councillor referral requested additional

information on waste generation trends, specifically relating to the options on bin sizes and collection intervals.

The waste collections statistics are

presented to provide some insight into the questions raised.

Recommend: That Council note the contents of the report on household and recyclable waste collections in response to the Councillor referral.

FILE No.

: M/675/15

DATE

: 14 July 2015

REF

: JL

RESPONSIBLE MANAGER





recycling facilities. 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 There are no budgetary implications in relation to this report. Consultation Intra Directorate. BACKGROUND At the Ordinary Council Meeting of 22 June 2015, the following matter was raised by Cr Geary, and subsequently referred to the Technical Services Committee: “That the matter of recycling waste collection frequency and sizes be referred to the

Technical Services Committee.” Cr Geary provided considerable comment on the matter, which covered the following: Interrelationship between dwelling type and size, volume of waste produced,

collection frequency, and bin size. Long term forecasting on community needs and associated cost benefits. Review of waste collection volumes (municipal solid waste and recycling) per

dwelling for the last five years. Demand for change in collection frequency and/or bin size, and associated costs. This matter was discussed at the Technical Services Committee Meeting of 6 July 2015 (T55/7/15), and subsequently presented to Council on 13 July 2015, where it was resolved (255/7/15), as follows: “That a report to be submitted to Council in September 2015.” This report addresses that request. ANALYSIS The following table indicates the most recent waste statistics relevant to the Councillor referral and questions posed. The contents will be referred to in the responses below.


2010/ 2011

2011/ 2012

2012/ 2013

2013/ 2014

2014/ 2015

% Increase Over 5 Years

Number of Properties Receiving Service

24,239 25,167 26,247 27,596 29,321 21%

Annual Tonnes – Municipal Solid Waste

19,663 21,465 22,446 23,653 24,614 25%

Average Kilograms – Municipal Solid Waste – Per Household, Per Annum

811 853 855 858 840 stable

Annual Tonnes - Recycled 6,115 6,256 6,256 6,526 6,573 7%

Average Kilograms – Recyclables - Per Household Per Annum

252 249 238 236 224 -11%

Based on the above set of statistics, the queries raised in the above referral are addressed as follows: 1. The average mixed waste generated per household is consistent at approximately

850kg per annum, where general waste is considered. The recyclable waste however is showing a downward trend of some 11% over 5 years. This leads to the conclusion that less waste is being generated by every household. This plateau effect could be attributed to the growing trend of smaller households, as well as more and more members of the community becoming waste wise, and dealing with their waste in a more appropriate manner.

2. From these statistics, there is no motivation for a greater frequency of recyclable

collections. Households can however request an additional recycle bin at only $70 per annum, should they consider their recyclable waste generation warrants an additional bin. The experiences in the field however have shown such instances to be few.

3. Larger recycling bins are available on the market, but there has been no demand for

such a service in the City to date, and the second recycle bin at a minimal cost is available should the need for an additional service exist. The table above provides an indication that in fact the tonnages of recyclable waste per household are diminishing at an annual rate of some 7%.

4. Waste costs are largely determined on a tonnage basis and not volume. The above

table indicates a relatively stable waste generation environment, but if the waste tonnages per household were showing a reducing statistic, then smaller bins could be considered. Under the current scenario however, this is not the case, and there is no justification for smaller bins to be introduced at this stage.


CONCLUSION Waste statistics are closely monitored for new trends, and are shared between local governments through industry bodies and working groups. The City of Armadale trends are largely reflected in other local governments, and there is no motivation at this stage for a change to the current service delivery methodology.


That Council note the contents of the report on household and recyclable waste collections in response to the Councillor referral.


TECHNICAL SERVICES 30 3 AUGUST 2015 COMMITTEE – Tenders COUNCIL MEETING – 10 AUGUST 2015

4.1 - TENDER NO. 19/15 - TURF RENOVATION SERVICES

WARD

: ALL In Brief: Contract 17/12 Turf Renovation

Maintenance of the City’s parks and reserves is due to expire 31 August 2015. The successful tenderer will be required to carry out turf renovation works in the City’s public open space areas to ensure a consistently high standard of work and amenity.

Recommend:

That with Tender No. 19/15 for Turf Renovation Services, Council:

1. Accepts the tender from Statewide Turf

Services for a period of two (2) years.

2. Authorise the Chief Executive Officer to extend the contract for one (1) period of twelve months up to 31 August 2018.

FILE No.

: M/692/15

DATE

: 20 July 2015

REF

: GM

RESPONSIBLE MANAGER


Tabled Items Nil Officer Interest Declaration Nil Strategic Implications 1. Community Wellbeing. 1.5 Sport, recreation and leisure opportunities that contribute to community health

and wellbeing. 1.5.1 Provide and promote Council sport, recreation and leisure facilities.

2. Enhanced Natural and Built Environments. 2.4 Attractive and user-friendly streetscapes and open spaces. 2.4.1 Implement townscape, streetscape and parkland improvements to

enhance the distinctive character of the City. 2.4.2 Maintain and improve where required the quality, amenity and

accessibility of open spaces. 2.7 Assets and infrastructure managed over the long term to meet current and

future needs. 2.7.1 Develop and implement long-term Service and Asset Management

Plans for all Council assets, having regard for current and future asset needs and the City’s long-term financial plan.


Legislation Implications Assessment of legislation indicates that the following apply: Local Government Act 1995 Section 3.57 – Tenders for providing goods or services. Local Government (Functions and General) Regulations 1996 – Division 2 - Tenders

for providing goods or services. Council Policy/Local Law Implications Assessment of Policies/Local Laws indicates that the following are applicable: Council Policy ADM 19 – Procurement of Goods or Services. Budget/Financial Implications Works can be accommodated within the 2015/16 Parks Maintenance Budget. Consultation Intra Directorate Governance and Administration BACKGROUND Contract 17/12 Turf Renovation Maintenance of the City’s parks and reserves is due to expire 31 August 2015. Tender No 19/15 for Turf Renovation Services was advertised in the 27 June 2015 edition of the ‘West Australian’ newspaper, and in a notice which was displayed on the Administration Centre, Armadale, Kelmscott and Seville Grove Libraries public notice boards. DETAILS OF PROPOSAL The City of Armadale invited tenders for Turf Renovation Services on 27 June 2015. The scope of works generally includes: Verti-Mowing (including Pedestrian Verti-mowing), Scarifying (including Pedestrian Scarifying), Top Dressing (including application of soil amendments), Coring (Hollow and Solid Tyne), Low Mowing, Sweeping, Minor returfing and over seeding (Sting Nematode Free Certification required at all

times); and Other relevant renovation techniques (unspecified).


The proposed Contract shall be in place for a period of two (2) years with the option for a further twelve months extension. Volume of works The Principal has an annual turf renovation programme it aims to achieve for the City's Active Playing Fields at 12 locations. The Principal offers no guarantee as to the quantity of works required or the total value of expenditure. Definitions Council approval is sought to award the Tender for Turf Renovation Services for the period 1 September 2015 to 31 August 2017, with the option for a 12 month extension. Contract Type : Fixed Schedule Rates Contract Duration : Two Years Commencement Date : 1 September 2015 Expiry Date : 31 August 2017 Extension Permitted : Yes as per Request for Tender Clause 4.1 (One Year Extension)Annual Contract Cost : Estimated at $230,000.00 Total Contract Cost : Estimated at $690,000.00 Rise And Fall Clause Included

: Fixed for the first year. Rise and fall for the second and third year as per Request for tender Clause 4.1.

COMMENT Evaluation The tender closed at 2:00pm on 14 July 2015. Tender submissions were received from:

Tenderer’s OR Respondent’s Name 1. Lovegrove Turf Services 2. Statewide Turf Services 3. Turf Care WA Pty Ltd 4. Turfmaster Facility Management 5. Lawn Doctor

No tenders were received after the close of deadline. No non-conforming tenders were received. An evaluation process was undertaken having specific regard to the following Qualitative Criteria:


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Lovegrove Turf Services

19.34 8.10 10.00 20.00 57.34 16.01 73.35 5

Statewide Turf Services

20.00 9.02 10.00 19.94 58.94 38.44 97.40 1

Turf Care WA 19.67 8.79 8.12 18.72 55.30 28.57 83.87 2

Turf Master 16.17 6.90 5.00 13.82 41.89 * 40.00 81.89 3

Lawn Doctor 15.85 10.00 7.94 17.55 51.34 29.76 81.10 4

* note price schedule not fully completed. Based on the panel’s evaluation, using a combination of the above qualitative criteria and price, the submission from Statewide Turf Services represents the most advantageous submission. Statewide Turf Services is a well established, highly regarded turf renovation company that has provided high quality contract renovation services to the City in previous years. Conclusion Tenders for Turf Renovation Services for the period 1 September 2015 to 31 August 2017 were recently invited with five (5) tenders being received and assessed by an evaluation panel against compliance and qualitative criteria. The result was that the submission received from Statewide Turf Services represented the most advantageous tender to the City of Armadale. The evaluation panel therefore recommends Tender No 19/15 Turf Renovation Services be awarded to Statewide Turf Services at the tendered prices as listed in the Price Fixed Schedules of Rates for a period of two (2) years with the option for a further twelve months extension subject to satisfactory performance.



That with Tender No 19/15 for Turf Renovation Services, Council: 1. Accepts the tender from Statewide Turf Services for a period of

two (2) years from the date of the contract, as per tendered rates at an estimated annual cost of $230,000.00 in accordance with the submitted tender, Councils contract documentation, and Budget allocation; and

2. Authorise the Chief Executive Officer to extend the contract for one (1) period of twelve months up to 31 August 2018 subject to satisfactory performance by the contractor and price adjustments as specified in the Request for Tender document Clause 4.1.



4.2 - TENDER NO 18/15 - MAINTENANCE OF THE ARMADALE CENTRAL BUSINESS DISTRICT AND KELMSCOTT CENTRAL BUSINESS DISTRICT STREETSCAPES

WARD

: MINNAWARRA RIVER

In Brief: The current contract for the Maintenance of the Armadale Central Business District and Kelmscott Central Business District Streetscapes expires 31 August 2015. The successful tenderer will be required to

maintain the streetscapes within the Armadale Central Business District and Kelmscott Central Business District areas to ensure a consistently high standard of cleanliness and amenity.

The Request for Tender seeks the

provision of the required services for a period of one (1) year, commencing on 1st September 2015 with an option to extend the contract for a further two (2) twelve month periods.

Recommend: That with Tender No 18/15 - Maintenance of the Armadale Central Business District and Kelmscott Central Business District Streetscapes, Council: 1. Accepts the tender from Hort West

Industries Pty Ltd for a period of one (1) year from 1st September 2015, for an estimated cost of $270,000.

2. Authorise the Chief Executive Officer to

extend the contract for two (2) periods of twelve months up to 31 August 2018.

FILE No.

: M/693/15

DATE

: 20 July 2015

REF

: GM

RESPONSIBLE MANAGER


Tabled Items Nil Officer Interest Declaration Nil


Strategic Implications 2. Enhanced Natural and Built Environments

2.4 Attractive and user-friendly streetscapes and open spaces. 2.4.1 Implement townscape, streetscape and parkland improvements to enhance

the distinctive character of the City. 2.4.2 Maintain and improve where required the quality, amenity and

accessibility of open spaces. 2.7 Assets and infrastructure managed over the long term to meet current and future

needs. 2.7.1 Develop and implement long-term Service and Asset Management Plans

for all Council assets, having regard for current and future asset needs and the City’s long-term financial plan.

Legislation Implications Assessment of legislation indicates that the following apply: 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. Council Policy/Local Law Implications Assessment of Policies/Local Laws indicates that the following are applicable: Council Policy ADM 19 – Procurement of Goods or Services. Budget/Financial Implications Works can be accommodated within the 2015/16 Parks Maintenance Budget. Consultation Intra Directorate Governance and Administration BACKGROUND The current contract for the Maintenance of the Armadale Central Business District (CBD) and Kelmscott Central Business District (CBD) Streetscapes expires on the 31 August 2015. Request for Tender No 18/15 for Maintenance of the Armadale CBD and Kelmscott CBD Streetscapes was advertised in the 27 June 2015 edition of the ‘West Australian’ newspaper, and in a notice which was displayed on the Administration Centre, Armadale, Kelmscott and Seville Grove Libraries public notice boards. DETAILS OF PROPOSAL The City of Armadale invited tenders for the Maintenance of the Armadale CBD and Kelmscott CBD Streetscapes.


The successful tenderer will be required to maintain the streetscapes within the Armadale CBD and Kelmscott CBD areas to ensure a consistently high standard of amenity. The tender includes the following activities: Litter Collection; Rubbish Bin Emptying; Furniture and Fixture Maintenance; Garden Bed Maintenance; Minor Tree and Shrub Pruning; Minor mowing; Minor "On the Spot" Reticulation Repairs; Graffiti Removal; Public Liaison; Pathway blowing and litter collection -Youth Activity Area; Pathway blowing and litter collection -Tourist Information Centre; and Pathway/Playground blowing and litter collection- Memorial Park. Council approval is sought to award the Tender for Maintenance of the Armadale CBD and Kelmscott CBD Streetscapes for the period 1 September 2015 to 31 August 2016 with the option for two (2) twelve month extensions.

Contract Type : Fixed Price Contract Contract Duration : One Year Commencement Date : 1 September 2015 Expiry Date : 31 August 2016

Extension Permitted : Yes as per Request for Tender Clause 4.1 (Two twelve month extensions)

Annual Contract Cost : Approximately $270,000.00 Total Contract Cost : Approximately $810,000.00 Rise And Fall Clause Included

: Fixed for the first year. Rise and fall for the second and third year as per Request for Tender Clause 4.1.

COMMENT Evaluation Tender No 18/15 Maintenance of the Armadale CBD and Kelmscott CBD Streetscapes closed at 2:00pm on14 July 2015. Tender submissions were received from:

Tenderer’s OR Respondent’s Name 1. Skyline Landscape Services 2. Minda Mia Contracting 3. Landscape and Maintenance Solutions 4. Hort West Industries Pty Ltd

No tenders were received after the close of deadline. No non-conforming tenders were received. An evaluation process was undertaken having specific regard to the following Qualitative Criteria:


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

Hort West have a high level of relevant experience having undertaken this contract for approximately eight years. Key personnel have been stable throughout the contract period. The tenderers resources and demonstrated understanding are well proven. Hort West have continued to maintain the streetscapes within the Armadale CBD and Kelmscott CBD areas to a consistently high standard of amenity. Hort West undertake a range of amenity horticulture projects and perform similar contracts for other local government authorities. Based on the panel’s evaluation, using a combination of the above qualitative criteria and price, the submission from Hort West Pty Ltd represents the most advantageous submission. It is therefore recommended that Hort West Industries Pty Ltd be awarded Tender No 18/15 - Maintenance of the Armadale CBD and Kelmscott CBD Streetscapes. Conclusion Tenders for the Maintenance of the Armadale CBD and Kelmscott CBD Streetscapes were recently invited with four (4) tenders being received and assessed by an evaluation panel against compliance and qualitative criteria. The result was that the submission received from Hort West Industries Pty Ltd represented the most advantageous tender to the City of Armadale. In consideration of each the submitted tenders performance against the evaluation criteria the City’s Parks Services supports the appointment of Hort West Industries Pty Ltd as the preferred tenderer on the basis of relevant experience, personnel, resources, demonstrated understanding and price.

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Skyline Landscape Services

18.78 9.06 9.76 19.24 56.84 35.49 92.33 3

Minda Mia Contracting

11.78 7.55 8.78 8.86 36.97 17.25 54.22 4

Landscape and Maintenance Solutions

20.00 7.11 8.78 17.22 53.11 40.00 93.11 2

Hort West Industries

19.56 10.00 10.00 20.00 59.56 36.90 96.46 1


The evaluation panel therefore recommends that the Tender No 18/15 - Maintenance of the Armadale CBD and Kelmscott CBD Streetscapes contract be awarded to Hort West Industries Pty Ltd for an estimated cost of $270,000 (including GST) for a period of one (1) year with the option for a further two (2) 12 month extensions, subject to satisfactory performance, in accordance with their submitted tender, Councils contract documentation, and Budget allocation.

ATTACHMENTS There are no attachments for this report. Committee Discussion The Executive Director Technical Services advised that due to transposition errors on the initial tables, a Memo with the amended tables had been circulated to all Councillors and the amended tables had been included in the meeting minutes. T56/8/15 T64/8/15

RECOMMEND That with Tender No 18/15 - Maintenance of the Armadale Central Business District and Kelmscott Central Business District Streetscapes, Council: 1. Accepts the tender from Hort West Industries Pty Ltd for a

period of one (1) year from the date of the contract, for an estimated cost of $270,000 (including GST) for a period of one (1) year, in accordance with their submitted tender, Councils contract documentation, and Budget allocation; and

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

two (2) periods of 12 months up to 1 September 2018 subject to satisfactory performance by the contractor and price adjustments as specified in the Request for Tender document Clause 4.1.

Moved Cr J H Munn MOTION CARRIED (6/0)

Amended at the Ordinary Council Meeting 10 August 2015.


4.3 - TENDER NO.17/15 - LANDSCAPE MAINTENANCE SERVICES, PIARA WATERS

WARD

: LAKE In Brief:

The current contract 14/12 for the Landscape Maintenance of the New Haven Estate, Piara Waters expires on the 31 August 2015. Since the award of that contract additional reserves and streetscapes have been handed over to the City through the subdivision process including other estates with the remit that the scope of the works has been expanded.

The successful tenderer will be required to maintain the streetscapes, drain swales and public open space within Piara Waters to ensure a consistently high standard of cleanliness and amenity.

Recommend:

That with Tender No 17/15 - Landscape Maintenance Services Piara Waters, Council:

1. Accepts the Tender from LD Total for a

period of one (1) for the annual estimated cost of $230,000 (including GST) with an option to extend the Contract for a further two (2) twelve month periods.

2. Authorise the Chief Executive Officer to

extend the contract for two (2) periods of twelve months.

FILE No.

: M/704/15

DATE

: 24 July 2015

REF

: GM

RESPONSIBLE MANAGER


Tabled Items Nil Officer Interest Declaration Nil Strategic Implications 1. Community Wellbeing 1.5 Sport, recreation and leisure opportunities that contribute to community health

and wellbeing. 1.5.1 Provide and promote Council sport, recreation and leisure facilities.


2. Enhanced Natural and Built Environments 2.4 Attractive and user-friendly streetscapes and open spaces.

2.4.1 Implement townscape, streetscape and parkland improvements to enhance the distinctive character of the City.

2.4.2 Maintain and improve where required the quality, amenity and accessibility of open spaces.

2.7 Assets and infrastructure managed over the long term to meet current and future needs.

2.7.1 Develop and implement long-term Service and Asset Management Plans for all Council assets, having regard for current and future asset needs and the City’s long-term financial plan.

Legislation Implications Assessment of legislation indicates that the following apply: 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. Council Policy/Local Law Implications Assessment of Policies/Local Laws indicates that the following are applicable: Council Policy ADM 19 – Procurement of Goods or Services. Budget/Financial Implications Works can be accommodated within the 2015/16 Parks Maintenance Budget. Consultation Intra Directorate Governance and Administration BACKGROUND Contract T14/12 for Landscape Maintenance of the New Haven Estate, Piara Waters expires on the 31 August 2015. Since the award of the above contract additional reserves and streetscapes have been handed over to the City through the subdivision process including other estates. As a result, in renewing this contract, the Request for Tender has been prepared as “Landscape Maintenance Services Piara Waters” to provide for continued expansion in this growth area. Request for Tender No 17/15 Landscape Maintenance Services Piara Waters was advertised in the 27 June 2015 edition of the ‘West Australian’ newspaper, and in a notice which was displayed on the Administration Centre, Armadale, Kelmscott and Seville Grove Libraries public notice boards.


DETAILS OF PROPOSAL The City of Armadale invited tenders for the Landscape Maintenance Piara Waters. The successful tender will be required to carry out maintenance of the Public Open Space (POS), Streetscapes and Drainage Swales within Piara Waters. The tender includes the following activities: Turf Maintenance; Garden Bed Maintenance in the POS; Streetscape and Bio Retention Swale Maintenance; Park Furniture Maintenance; Irrigation Maintenance and Operation (station run times determined by Principal); Rubbish Removal; Park Furniture Maintenance; Bushland Maintenance (limited); Lake Maintenance; and Swale Drain Maintenance (limited). Council approval is sought to award the Tender for Landscape Maintenance Services Piara Waters for the period 1 September 2015 to 31 August 2016, with the following details. Contract Type : Fixed Price Contract Contract Duration : Two Years Commencement Date : 1 September 2015 Expiry Date : 31 August 2016

Extension Permitted : Yes as per Request for Tender Clause 4.1 (two (2) x twelve month extensions)

Annual Contract Cost : Approximately $230,000.00 Total Contract Cost : Approximately $690,000.00 Rise And Fall Clause Included

: Fixed for the first year. Rise and fall for the second and third year as per Request for Tender Clause 4.1.

COMMENT Analysis Tender No 17/15 Landscape Maintenance Services closed at 2:00pm on 14 July 2015. Tender submissions were received from:

Tenderer’s OR Respondent’s Name 1. Skyline Landscape Services 2. Lochness Landscape Services 3. Landscape Maintenance Solutions 4. Environmental Industries Pty Ltd 5. ELM WA Pty Ltd 6. LD Total 7. Jims Mowing Kardinya


No tenders were received after the close of deadline. There were no non-conforming tenders. An evaluation process was undertaken having specific regard to the following Qualitative Criteria:

Based on the panel’s evaluation, using a combination of the above qualitative criteria and price, the submission from Skyline Landscape Services and Lochness Landscape Services are ranked 1 and 2 respectively. The assessment panel is however of the opinion that the tender submissions of these tenderers do not adequately meet the requirements to fulfil this contract successfully. The current contracts for Piara Waters landscape maintenance are valued at $206,124 per annum month. Additional parks and streetscape items have been included in this new Request for Tender. The tendered prices submitted by both Skyline Landscape Services and Lochness Landscape Services are not considered realistic to undertake this contract. Whilst being reasonably compliant with the tender requirements, at the extremely low prices submitted, it is highly improbable that the tenderers will be able to deliver on the tender requirements, and consideration for acceptance of these submissions is not recommended. The submitted prices are significantly lower from the other submissions by some 40% and 65% respectively of what is considered to be a realistic market cost. The other five contractors have prices in a similar range are considered to be realistic to undertake the necessary works. The contract for Landscape Maintenance Services, Piara Waters is complex due to the nature of the type of development of Public Open Space within the City’s new estates and needs to be of the highest possible standard.

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Skyline Landscape Services

7.66 7.48 5.64 10.58 31.36 50.00 81.36 1

Lochness Landscape Services

10.80 8.13 6.67 14.81 40.41 30.17 70.58 2

Landscape Maintenance Solutions

11.79 9.57 8.87 13.46 43.69 18.06 61.75 4

Environmental Industries Pty Ltd

11.04 7.91 8.97 10.58 38.50 14.74 53.24 6

ELM WA Pty Ltd 12.45 8.13 7.95 11.35 39.88 17.90 57.78 5

LD Total 15.00 10.00 10.00 15.00 50.00 19.59 69.59 3

Jims Mowing Kardinya

3.79 3.67 3.08 3.65 14.19 18.14 32.33 7


The third highest ranked tender from LD Total represents the most advantageous submission. LD Total is a well established, highly regarded landscape maintenance company and is currently undertaking Estate Maintenance works for the City and other Local Government authorities and Developers. LD Total is a highly experienced company with skilled personnel and well resourced to undertake this contract. It is therefore recommended that LD Total be awarded Tender No 17/15 Landscape Maintenance Services Piara Waters. Conclusion Tenders for the Landscape Maintenance Services Piara Waters were recently invited with seven (7) tenders being received and assessed by an evaluation panel against compliance and qualitative criteria. The result was that the submission received from LD Total represented the most advantageous tender to the City of Armadale. In consideration of each the submitted tenders performance against the evaluation criteria, the appointment of LD Total as the preferred contractor on the basis of past experience, good understanding of contract requirements and resourcing is supported. The evaluation panel therefore recommends that the contract be awarded to LD Total at an estimated cost of $230,000 (including GST) for a period of one (1) year with the option for a further two (2) twelve month extensions, subject to satisfactory performance.

ATTACHMENTS There are no attachments for this report. Committee Discussion The Executive Director Technical Services advised that due to transposition errors on the initial tables, a Memo with the amended tables had been circulated to all Councillors and the amended tables had been included in the meeting minutes. T65/8/15 RECOMMEND

That with Tender No 17/15 - Landscape Maintenance Services Piara Waters, Council: 1. Accepts the tender from LD Total for a period of one (1) year

from the date of the contract, for an estimated annual cost of $230,000 (including GST), in accordance with their submitted tender, Councils contract documentation, and Budget allocation; and

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

two (2) periods of twelve months up to 31 August 2018 subject to satisfactory performance by the contractor and price adjustments as specified in the Request for Tender document Clause 4.1.


TECHNICAL SERVICES 45 3 AUGUST 2015 COMMITTEE – Miscellaneous COUNCIL MEETING – 10 AUGUST 2015

5.1 - PATHWAY SYSTEM BETWEEN TIJUANA ROAD AND CHADWICK PARADE

At the Council meeting held on 13 July 2015, Cr HA Zelones JP OAM, Mayor referred the following matter to the Technical Services Committee.

“That the matter of assessing the pathway system between Tijuana Rd and Chadwick Parade be referred to the Technical Services Committee.”

Comment from Cr HA Zelones The issue was brought to my attention via a Brookdale resident at a meeting with police and local Armadale member Dr Tony Buti. The concern with the pathway is its long and continuous run and being used by unlicensed trail bike riders. The police are patrolling the area, but I was asked to see if Council could do something to restrict the access of these riders and introduce some means to limit the speed being attained by these riders. Estimated speeds are over 100 Kph. Officer Comment A memorandum was distributed in July 2015 to Mayor and Councillors detailing actions to be taken.


That Council note actions have already been taken to address the issues raised, as detailed in the memorandum from the Executive Director Technical Services to all Councillors dated 16 July 2015.


TECHNICAL SERVICES 46 3 AUGUST 2015 COMMITTEE – Miscellaneous COUNCIL MEETING – 10 AUGUST 2015

5.2 - THE GROWING NUMBER OF WHITE COCKATOOS

At the Council meeting held on 13 July 2015, Cr Butterfield referred the following matter to Technical Services Committee.

“That the matter of the growing number of white cockatoos be referred to the Technical Services Committee.”

Comment from Cr Butterfield There has been a noticeable increase in the number of corellas across the Perth Metro area (including the City of Armadale) in the last couple of years. The birds are now at numbers where their impacts are beginning to be felt. Officer Comment

Nil


That the City liaise with surrounding local governments to determine if a coordinated approach can be made to the State Government regarding the control of corellas in the metro area.


TECHNICAL SERVICES 47 3 AUGUST 2015 COMMITTEE COUNCIL MEETING – 10 AUGUST 2015

COUNCILLORS’ ITEMS Nil EXECUTIVE DIRECTOR TECHNICAL SERVICES REPORT Nil

MEETING DECLARED CLOSED AT 8:00 pm

TECHNICAL SERVICES 48 3 AUGUST 2015 COMMITTEE

TECHNICAL SERVICES COMMITTEE

SUMMARY OF “A” ATTACHMENTS 3 AUGUST 2015

ATT NO. SUBJECT PAGE

1.2 POLICY REVIEW - MOBILE CCTV

1.2.1 ENG 19 - Policy - MCCTV 49

1.2.2 ENG 19 - Management Practice - MCCTV (Mobile CCTV). 50

1.3 VACANCY FOR WALGA MEMBER - KEEP AUSTRALIA BEAUTIFUL COUNCIL

1.3.1 WALGA Vacancy Keep Australia Beautiful (WA). 52

2.1 BUTLER PASS - PARKING RESTRICTION SIGNAGE

2.1.1 Drawing 15-52 Clifton Hills Primary School - Parking Restriction Plan 58

3.2 WASTE SERVICES - REQUEST TO WITHDRAW FROM RIVERS REGIONAL COUNCIL - SHIRE OF WAROONA

3.2.1 Notification - Withdrawal from Membership in Rivers Regional Council - Shire of Waroona. 59

Technical Services 49 ATTACHMENT 1.2.1COMMITTEE - 3 August 2015












Documents

TS 03082015 MIN AT - armadale.wa.gov.au...1 occasion where the storage time had exceeded the 30 day period. 1 occasion where more information was requi red from the Police - not available