ts 16042018 min at - armadale.wa.gov.au

CITY OF ARMADALE

MINUTES OF THE TECHNICAL SERVICES COMMITTEE HELD IN THE COMMITTEE ROOM, ADMINISTRATION CENTRE, 7 ORCHARD AVENUE, ARMADALE ON MONDAY, 16 APRIL 2018 AT 5.30PM. PRESENT: Cr G Nixon (Chair)

Cr C Frost (Deputy Chair) Cr G Smith Cr R Butterfield Cr L Sargeson Cr J A Stewart

APOLOGIES: Cr K Busby (Leave of Absence)

Cr J H Munn JP CMC OBSERVERS: Cr M Geary IN ATTENDANCE: Mr K Ketterer Executive Director Technical Services

Mr T Naude Executive Manager Technical Services Mr P Lanternier Manager Parks 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 16 APRIL 2018 COMMITTEE COUNCIL MEETING 23 APRIL 2018

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 Cr L Sargeson Recommendation number T26/04/18 – 3.1– Kerbside Collection of

Recyclable Materials. QUESTION TIME Nil. DEPUTATION Nil. CONFIRMATION OF MINUTES RECOMMEND Minutes of the Technical Services Committee Meeting held on 7 March 2018 be confirmed.

Moved Cr Sargeson MOTION CARRIED (6/0) ITEMS REFERRED FROM INFORMATION BULLETIN Outstanding Matters and Information Items

Various Items. Monthly Departmental Reports

Technical Services Works Programme. No further items were raised for discussion and/or further report purposes.

CONTENTS

TECHNICAL SERVICES COMMITTEE

16 APRIL 2018

1. ENGINEERING ADMINISTRATION

1.1 COUNCIL POLICY REVIEW: ENG 18 - CCTV AND MCCTV..................................................... 4

1.2 **REVIEW OF DELEGATIONS OF AUTHORITY RELEVANT TO THE TECHNICAL SERVICES DIRECTORATE 2018 ............................................................................. 9

2. ENGINEERING, DESIGN AND DEVELOPMENT

2.1 PETITION - INSTALLATION OF A PEDESTRIAN PATHWAY CONNECTION TO THE CYCLE PATH ON SOUTH WESTERN HIGHWAY ............................................................15

3. WASTE SERVICES

3.1 KERBSIDE COLLECTION OF RECYLABLE MATERIALS ......................................................19

4. TENDERS

4.1 TENDER 4/18 - TURF MAINTENANCE AND WATER CONSULTANCY ...............................24

4.2 TENDER 5/18 - CROSS PARK HARDCOURT LIGHTING .........................................................30

4.3 TENDER 11/18 - PROVISION OF CONSTRUCTION SURVEY SERVICES .............................36

4.4 TENDER 12/18 - CONSTRUCTION AND ACTIVATION WORKS - ARMADALE RECYCLING AND LANDFILL FACILITY ...................................................................................42

5. MISCELLANEOUS

5.1 LOCATIONS FOR BMX PUMP TRACKS IN ARMADALE (REFERRAL ITEM) ....................48

5.2 FOOTPATHS ON KERB SIDE (REFERRAL ITEM) ....................................................................52

5.3 LACK OF PARKING BAYS (REFERRAL ITEM).........................................................................55

5.4 MANAGEMENT AND MAINTENANCE OF UNATTENDED VERGES AND OPEN SPACES (REFERRAL ITEM) ..........................................................................................................57

5.5 PUBLIC TRANSPORT (REFERRAL MATTER) ...........................................................................59

6. COUNCILLORS’ ITEMS

NIL. ............................................................................................................................................................... 61

7. EXECUTIVE DIRECTOR TECHNICAL SERVICES REPORT

NIL. ............................................................................................................................................................... 61 SUMMARY OF ATTACHMENTS ............................................................................................................. 62

TECHNICAL SERVICES 4 16 APRIL 2018 COMMITTEE - Engineering Administration COUNCIL MEETING 23 APRIL 2018

1.1 - COUNCIL POLICY REVIEW: ENG 18 - CCTV AND MCCTV

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.

Policies ENG 18 – CCTV and ENG 19 -

MCCTV have been reviewed and amended.

It is recommended that the reviewed

policies be combined into one CCTV policy and adopted to operate until July 2021.

FILE No.

: M/146/18

DATE

: 1 March 2018

REF

: MH/JJ

RESPONSIBLE MANAGER

: Executive Director Technical Services

Tabled Items Nil. Officer Interest Declaration Nil. Strategic Implications 1.2 Active community life that is safe and healthy

1.2.3 Encourage initiatives to improve perceptions of safety 1.3 The community has the services and facilities it needs

1.3.2 Deliver services 1.3.2.3 Deliver initiatives that respond to local law enforcement and

legislative compliance 4.1 Visionary Civic leadership and sound governance

4.1.2 Make decisions that are sound, transparent and strategic 4.1.2.1 Implement policies and associated delegations to improve

transparency of decisions Legislative Implications Assessment of legislation indicates that the following applies: 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 Intra Directorate. MANEX. 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 Policies ENG 18 – CCTV and ENG 19 – MCCTV were reviewed along with their associated Management Practices. COMMENT Policies ENG 18 – CCTV and ENG 19 - MCCTV have been reviewed in conjunction with one another with a view to combing the two polices. Following review and consideration by MANEX, the recommended changes to the combined policy are summarised below. The recommended changes to the Management Practice have also been included for Councillors’ information. Policy: In line with the intention to combine both ENG 18 and ENG 19 into one policy, reference to Mobile CCTV (MCCTV) has been added in the Title, Rationale and Policy sections of the document. Wording has been added to the Policy stating “owned and operated by the City” to clearly show the specific monitoring the Policy covers.


Management Practice: Throughout the Management Practice the inclusion of the definition and wording of Mobile CCTV (MCCTV) has been added. Other amendments made are as follows: Definitions of CCTV and MCCTV – add the words “owned and operated by the City”. Definition of CCTV Monitors – delete the words “real time events and/or”; these words

are not required as the Policy clearly states the CCTV will not be monitored on a real time basis.

Definition of Recording 24/7 – delete the words “and photographs” as photographs are

not part of the digital systems now employed. 2.2 – add the words “at particular locations” to confirm that both fixed and mobile cameras are not deployed everywhere in the City. 2.6 - delete the words “and photographs” for the same reason as in the Definition of

Recording 24/7 above. 2.6 – add the words “Mobile CCTV digital images are to be recorded as per the

requirements of the deployment” as this provides the scope for different lengths of recording subject to the situation.

2.7 – add the words “CCTV only” to the Standard Operating Procedure and the

Memorandum of Understanding with WA Police as these documents do not have any reference to Mobile CCTV.

2.8 – change “Technical Services Directorate” to “responsible Directorate”. This is in

line with similar references later on in ENG 18 plus it means that the Policy doesn’t have to change if Technical Services are at any point not responsible for CCTV.

Insert a new section 3 as below. This is the section of the existing Management Practice

for ENG 19 that is specific to Mobile CCTV cameras. MCCTV Cameras

3.1 Request to deploy MCCTV at a location must be approved by the Chief

Executive Officer. 3.2 The responsible Directorate shall arrange a MCCTV camera location

program that shall be based on historical evidence where criminal or anti-social activity such as vandalism and graffiti against Council’s assets has been extensive.

3.3 Amendment to the MCCTV camera location program must be authorised

by the Chief Executive Officer or the responsible Executive Director. 3.4 The WA Police may request a MCCTV camera to be located at a specific

location to assist in their investigation work. Any request from the WA


Police must be in writing and must be approved by the Chief Executive Officer. The City will respond to WA Police in writing.

Delete the old section 3.1 in Evaluation and Monitoring as this refers to a specific

grant that was received and acquitted. The CCTV maintenance contract now has six-monthly reviews and recommendations pertaining to the CCTV system and this is independent to the City.

Include a new 4.1 b) stipulating that an annual report to the CEO on the MCCTV is

only required when there is an actual MCCTV deployment. This eliminates the need for a report if no cameras are used.

CONCLUSION A review of Council Policies ENG 18 – CCTV and ENG 19 – MCCTV has recently been completed. Council Policy ENG 18 – CCTV requires variation to both the Policy and the Management Practice to include wording from Council Policy ENG 19 – MCCTV, therefore creating one overall Council Policy for CCTV. It is recommended that the new combined Policy ENG 18 – CCTV and MCCTV be approved and continue to operate for a further three years until April 2021 or such earlier date as Council may determine. ATTACHMENTS 1.1.1. ENG 18 - Policy 1.1.2. ENG 18 - Management Practice Committee Discussion Committee enquired if anyone other than the CEO or Police could request deployment, for example in response to incidents of illegal dumping. The Executive Director Technical Services (EDTS) clarified that Officers could request deployment of MCCTV cameras as a response to complaints received. Further discussion regarding the Policy wording centred around police access and whether other relevant agencies should also be included. It was agreed to remove the words “in partnership with the Police” from the Rationale paragraph of Policy ENG 18 – CCTV and MCCTV. Committee discussed amendment to the wording of the Management Practice with regard to clarification of the intent of the document, specifically in relation to the authority and approval of deployment of MCCTV cameras as provided in Paragraph 3. The EDTS advised that this would be clarified and that amendments approved by the CEO would be made administratively. In this respect it was suggested that Paragraph 3 of the Management Practice be reviewed. Further discussion ensued regarding requests from members of the public, referring to point 2.5 of the Management Practice. The EDTS advised that members of the public would not have access to CCTV/MCCTV footage and the City would direct members of the public to report any incidents directly to police, who would then request footage from the City as required.


It was also clarified that MCCTV is for a specific purpose so is not covered by the MOU with the Police. Committee questioned whether statistics from the Police regarding numbers of incidents where CCTV/MCCTV assisted in gaining convictions were available.. The EDTS advised that WA Police do not have this information but would investigate whether providing this information could be included in the MOU with the Police when next revisited. RECOMMEND T23/4/18 That Council: 1. Pursuant to section 2.7(2)(b) of the Local Government Act 1995 approve combining

policies ENG 18 - CCTV and ENG 19 - MCCTV into one Policy ENG 18 – CCTV and MCCTV and approve the continued application and operation of Policy ENG 18 – CCTV and MCCTV, as amended and attached to this report, for a further three (3) years or such earlier date as Council may determine from time to time.

2. Approve a further amendment to Policy ENG 18 – CCTV and MCCTV as

outlined below:

remove the wording “in partnership with the Police” from the Rationale paragraph.

3. Pursuant to section 2.7(2)(b) of the Local Government Act 1995 approve the

deletion of Council Policy ENG 19 – MCCTV. 4. Note the attached Management Practice to Policy ENG 18 and request that the

Management Practice be reviewed by the CEO in order to clarify the authorities relating to the approval of the deployment of MCCTV Cameras referred to in paragraph 3.

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

Amended at the Council Meeting of 23 April 2018.


**1.2 - REVIEW OF DELEGATIONS OF AUTHORITY RELEVANT TO THE TECHNICAL SERVICES DIRECTORATE 2018

WARD

: ALL In Brief: It is a requirement of the Local

Government Act 1995 that all Delegations be reviewed annually.

The Annual Review of Council

Delegations of Authority to the Chief Executive Officer, as relevant to the functions of the Technical Services Directorate, has been undertaken.

The report recommends that Council

confirms the amended Delegations to the Chief Executive Officer as having ongoing application, relevance, and accuracy.

FILE No.

: M/202/18

DATE

: 28 March 2018

REF

: MH/JJ/GC/PL

RESPONSIBLE MANAGER


Tabled Items Nil. Officer Interest Declaration Nil. Strategic Implications 4.1 Visionary Civic leadership and sound governance

4.1.2 Make decisions that are sound, transparent and strategic Legislative Implications Assessment of legislation indicates that the following apply: Local Government Act 1995:

Section 5.42 – Delegations of Some Powers and Duties to the Chief Executive Officer

Section 5.43 – Limits on Delegations to Chief Executive Officers Section 5.44 – Chief Executive Officer May Delegate Powers and Duties to

Other Employees Section 5.46 – Register of, and Records Relevant to, Delegations to Chief

Executive Officers and Employees


Council Policy/Local Law Implications General assessment has not revealed any applicable Policies/Local Laws. Budget/Financial Implications The adoption of the recommendations contained in this report has no direct financial implication. Consultation Intra Directorate. Governance and Administration. BACKGROUND It is a requirement of Section 5.46(2) of the Local Government Act 1995 that Delegations of Authority are reviewed at least once every financial year. The last review was conducted in April 2017 (T27/4/17). DETAILS OF PROPOSAL Approval is sought to renew Council’s Delegations of Authority relating to the functions of the Technical Services Directorate for the next twelve months. COMMENT Last year there were 10 Delegations attributable to the Technical Services Directorate. Three of them will be presented by other directorates. These are: Local Government Act 1995

No: DELEGATED AUTHORITY

Assigned by CEO Section

Reference Delegation Described

1 3.25 (1) Notices requiring certain things to be done by owner or occupier of land.

Yes

14 3.26 (2) Take action to achieve compliance with notice given under s3.25 (1).

Yes

No 1 and 14 will be reviewed by Development Services.


Local Law – Activities and Trading in Thoroughfares and Public Places


Assigned by CEO

Section Reference

Delegation Described

200 5.42 (1) Authority to discharge all powers and functions under the Activities and Trading in Thoroughfares and Public Places Local Law but not including the following powers and functions; - approve a Traders permit under clause 7.2(1)(a); - approve an outdoor eating facility permit under

clause 7.2(1)(a); - cancel a traders or outdoor eating facility permit

under clause 7.10; - hear an objection – refer clause 8.1; - declare a thoroughfare to be a “flora road” under

clause 5.3; - designate a thoroughfare or part of a thoroughfare

as a “special environmental area” under clause 5.7.

Yes (other than

the authority to

appoint authorised

persons who are not employees

under section 9.10 of the Local Government

Act 1995) No.200 will be reviewed by the City Strategy Committee following Council’s decision on 26 February 2018 (CS18/2/18) to delegate the power to issue traders permits to the CEO. There has been one delegation added to the Technical Services Directorate since the report last year: Graffiti Vandalism Act 2016



Reference

Delegation Described 1200 16 The Chief Executive Officer is delegated authority to

exercise all of its powers and the discharge of all of its duties under Part 3 of the Act.

Yes

The review has also identified some necessary wording edits of the following delegations: Local Government Act 1995 No. 3 Section 3.27 (1) Delete the wording “Things that can be done on land that is not local government property” and replace with the wording “Go onto private land in circumstances prescribed in Schedule 3.2 and carry out works, even if the owner’s consent is not obtained”. No.7 Section 3.54 (1) Add additional wording so as to read “Authority to do anything on land vested or under the control and management of Council that it could do under the Parks and Reserves Act 1895 if it were a board appointed under that Act, to control and manage any land reserved under the Land Administration Act 1997”. Local Law Local Government Property No.221 Section various iv) - amend reference to clause 3.13 (l) to read clause 3.13 (L) as the correct clause.


Policies of Council This was previously listed as No.500 but should now be added to the Local Government Act 1995 section as No.28 Section 3.50 and 3.50A with the wording “Authority to approve road closures in accordance with sections 3.50, 3.50A of the Act and for events on roads, in accordance with Council Policy ENG 3 – Road Closures for Events”. In line with statutory requirements, all Council Delegations of Authority relating to the functions of the Technical Services Directorate have now been reviewed, with confirmation that all eight (8) current Delegations: (i) remain legislatively accurate and compliant, and (ii) have ongoing relevance. CONCLUSION It is recommended that the Council Delegations of Authority relating to the functions of the Technical Services Directorate and as presented in the following report recommendation, be confirmed as being legislatively accurate and compliant and have ongoing relevance.

ATTACHMENTS There are no attachments for this report. RECOMMEND T24/4/18 That Council confirms the following current Delegations to the Chief Executive Officer as having ongoing application, relevance, and accuracy. Local Government Act 1995


Assigned by CEO

Section Reference

Delegation Described

3 3.27 (1) Go onto private land in circumstances prescribed in Schedule 3.2 and carry out works, even if the owner’s consent is not obtained.

Yes

7 3.54 (1) Authority to do anything on land vested or under the control and management of Council that it could do under the Parks and Reserves Act 1895 if it were a board appointed under that Act, to control and manage any land reserved under the Land Administration Act 1997.

Yes

28 3.50 & 3.50A

Authority to approve road closures in accordance with sections 3.50, 3.50A of the Act and for events on roads, in accordance with Council Policy ENG 3 – Road Closures for Events.

Yes


Local Government (Uniform Local Provisions) Regulations 1996




172 13 Authority to serve notice on owners or occupiers of land abutting a street or way to construct or repair a crossing from the common boundary of the land and the street or way to the paved portion of the carriageway of the street or way.

Yes

173 17 Approve private works on, over or under a public thoroughfare or other public place and take action for offences under this Regulation.

Yes

Local Law – Local Government Property




221 Various Authority to administer the Local Government Property Local Law including the appointment of authorised persons (under Section 9.10 of the Local Government Act 1995) to perform any of the functions of an authorised person under the local law subject to the following: (a) The CEO may refer any matter at his

discretion for the decision of Council. (b) Only Council is to: (i) make a determination under Part

2; (ii) adopt or vary a policy containing

conditions subject to which an application for a permit may be approved under Clauses 3.3 (1) (a);

(iii) enter into an agreement with a permit holder in respect of ownership of materials in a building (Clause 3.7);

(iv) issue a permit under Clause 3.13 (l) (erect a building) or 3.13 (n) (erect or install any utility service structure);

(v) appoint authorised persons who are not employees under Section 9.10 of the Act.

Yes


Local Law – Pest Plant




270 3.1 & 3.2 The Chief Executive Officer is delegated authority to discharge the following powers and functions under the City of Armadale Pest Plant Local Law 2013: a) Serve on the owner or occupier of

private land within the district a duly completed notice in the form of the Schedule 2 requiring him to destroy, eradicate or otherwise control any pest plant on that land.

b) Where a person fails to comply with a notice under clause 3.1 served upon him, may: (a) without payment of any

compensation in respect thereof, destroy, eradicate or control, as the case may be, any pest plant the destruction, eradication or control of which was required by the notice; and

(b) recover in a court of competent jurisdiction from the person to whom the notice is directed, the amount of the expense of such destruction, eradication or control.

No

Graffiti Vandalism Act 2016




1200 16 The Chief Executive Officer is delegated authority to exercise all of its powers and the discharge of all of its duties under Part 3 of the Act.

Yes

ABSOLUTE MAJORITY RESOLUTION REQUIRED Moved Cr C Frost MOTION CARRIED (6/0)

TECHNICAL SERVICES 15 16 APRIL 2018 COMMITTEE - Engineering, Design and Development COUNCIL MEETING 23 APRIL 2018

2.1 - PETITION - INSTALLATION OF A PEDESTRIAN PATHWAY CONNECTION TO THE CYCLE PATH ON SOUTH WESTERN HIGHWAY

WARD

: HILLS In Brief: A petition was presented at the Ordinary

Council Meeting of 26 February 2018, the prayer of which requested a footpath be installed to provide a connection to the cycle way/walking path on the South Western Highway through the water catchment area located in Woodcroft Place.

Assessment of the request has determined

that it is not possible to provide a pedestrian pathway connection to the cycle way/walking path on the South Western Highway through the water catchment area located in Woodcroft Place.

The report recommends that Council note

the restrictions outlined in this report and inform the petition convener accordingly.

FILE No.

: M/131/18

DATE

: 27 February 2018

REF

: EV/YA/AO

RESPONSIBLE MANAGER


Tabled Items Nil. Officer Interest Declaration Nil. Strategic Implications 2.3 Well Managed Infrastructure

2.3.1 Apply best practice design and construction methodologies for the provision of infrastructure

2.3.1.1 Implement a best practice project management approach to the

planning and delivery of infrastructure

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


Legislative Implications General assessment of relevant legislation (e.g. 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 The adoption of the recommendation contained in this report has no financial implication. Consultation Intra Directorate. BACKGROUND A petition was presented at the Ordinary Council Meeting of 26 February 2018 with 16 signatories, which requested a footpath be installed through the water catchment area located in Woodcroft Place, Mount Richon. Council received the petition and referred it to the Technical Services Committee. A copy of the prayer of the petition is included below:

“We the residents of Mount Richon request a pedestrian pathway connection to the cycleway/walking path on the South Western Highway through the water catchment area located in Woodcroft Place. This access would benefit the residents;

- as an escape path in the event of fire or smoke blocking access from Cooliabberra Drive.

- would allow mothers with prams and elderly residents access to the walkway without being forced on the roadway down to the start of the cycleway at Cooliabberra Drive.


Walking on the grass verge is impractical due to sprinklers, spongy grass, driveway edges etc. (no footpaths in this area). At this time, the only path/fire escape is an unofficial track located between the water catchment dam and the steep gully bordering the Caravan Park.”

The City has reviewed the requests submitted within the petition and the following information is provided for Councillors’ consideration. Woodcroft Reserve is owned by the State of Western Australia and vested in the City of Armadale. It covers an area of 0.3674 hectare and is located between residential properties at numbers 16 and 20, Woodcroft Place, Mount Richon. The reserve provides drainage to the area around Woodcroft Place and abuts the Rails Crescent Bridle Trail, which runs along the South West Highway road reserve, from the Southern boundary of 274 South West Highway, to Cooliabberra Drive, Mount Richon. The reserve includes a seasonally inundated drainage basin and this area is fenced to restrict access. The basin is surrounded by raised natural ground walls. The northern wall has a steep drop off of approximately 6m into the drainage canal without any fall protection. Other issues such as existing elevation changes and a high level overflow structure, result in the northern side of the reserve being considered unsuitable for provision of a pedestrian pathway. COMMENT The City assessed the request for a pedestrian pathway through the Woodcroft Reserve drainage basin area, to link Woodcraft Place with the existing concrete pathway along the South Western Hwy. Findings are as follows: Alignment on Northern Side of Basin This side has steep embankments towards the basin on the one side and towards the open drainage canal on the other side. In this location, the path would cross the high level overflow from the basin to the storm water canal, which would result in numerous safety constraints. The above considerations and ground level differences would create unsuitable gradients in a path along this alignment. Considering the above restrictions, construction of a pathway in this location that would conform to relevant safety and Australian Standards, is unachievable. Alignment on Southern Side of Basin There is an existing Water Corporation water supply pipeline along the southern side of the reserve which prevents the provision of any infrastructure along this alignment.


Provision of a Footpath on Woodcroft Place At this stage, the provision of a footpath on Woodcroft Place is not considered to be warranted, when measured against the assessment criteria in this regard, and has not been included in the City’s Skeletal Path Plan Stage 2. CONCLUSION Due to the findings of these investigations, it is not possible to provide a pedestrian pathway connection to the cycle way/footpath on the South Western Highway through the water catchment area located in Woodcroft Place. No footpaths in the Mount Richon area are currently included in the Skeletal Path Plan Stage 2. ATTACHMENTS There are no attachments for this report. Committee Discussion Committee discussed and included the location of the footpath in the Officers recommendation. RECOMMEND T25/4/18 That Council: 1. Note the restrictions outlined in this report that preclude the installation of the

requested footpath between the South West Highway and Woodcroft Place, through the Woodcroft Reserve.

2. Inform the petition convener accordingly. Moved Cr R Butterfield MOTION CARRIED (6/0)

TECHNICAL SERVICES 19 16 APRIL 2018 COMMITTEE - Waste Services COUNCIL MEETING 23 APRIL 2018

3.1 - KERBSIDE COLLECTION OF RECYLABLE MATERIALS

Cr L Sargeson declared a financial interest in this item as he has previously undertaken contract work for Cleanaway and a number of companies that have dealings or contracts with Cleanaway and left the meeting at 5.58 pm.

WARD

: ALL In Brief: This report is provided to inform

Council regarding the award of contract 61/17 for the Collection and Processing of Recyclable Material

The report recommends that Council

note the award of RFQ 61/17 - Collection and Processing of Recyclable Material.

FILE No.

: M/203/18

DATE

: 28 March 2018

REF

: JL

RESPONSIBLE MANAGER


Tabled Items

Nil. Officer Interest Declaration

Nil. Strategic Implications

2.1 The natural environment is valued and conserved

2.1.4 Minimise the City’s carbon footprint 2.4 Best Practice Waste Management

2.4.1 Apply effective waste collection methodologies

2.4.2 Maximise recycling opportunities

2.4.3 Improve waste disposal practices Legislative 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 (s. 3.57)


Council Policy/Local Law Implications

Assessment of Policies/Local Law indicates that the following are applicable: ADM 19 – Procurement of Goods and Services ADM 21 – Authority to Sign Documents Budget/Financial Implications

The expenditure can be accommodated in the City’s 2017/18 financial year Budget and Long Term Financial Plan estimates commensurate with the prices submitted by the successful contractor. Consultation WALGA Procurement Department. Inter Directorate. BACKGROUND At the end of June 2018, the current contracts for the collection and processing of kerbside recyclables will expire. The City has now concluded the process of procuring a contractor and awarding the new contract for this service for the next five (5) years. The procurement process was conducted in terms of Policy ADM 19 Procurement of Goods and Services and the associated Management Practice which provides for the option of utilising the WALGA Preferred Supplier Arrangements as an alternative to inviting public tenders, and where the CEO has the authority to approve such contracts. While it is a common practice for the CEO to authorise contracts utilising the WALGA Preferred Supplier Arrangements in terms of Policy ADM 19 Procurement of Goods and Services, consideration of the scale and duration of this contract has determined that this award be brought to the attention of Council. The purpose of this report is therefore to inform Councillors regarding the award of RFQ 61/17 for the Collection and Processing of Recyclable Material for an initial contract period of five (5) years, commencing 1 July 2018 with the option to extend the contract for a further two (2) periods of twelve (12) months each, subject to the satisfactory performance of the contractor and mutual agreement by the contractor and the City.


DETAILS OF PROPOSAL The City issued a Request for Quotation (RFQ) for the Collection and Processing of Recyclable Material through the WALGA Preferred Supplier Panel Waste Collection Goods and Services. The scope of works requires the contractor to collect and process recyclable material through kerbside collections and a materials recovery facility. RFQ documents were issued to contractors via the WALGA E-Quotes Portal on 17 November 2017 and closed on 20 December 2017. Six (6) service providers (contractors) were issued copies of the RFQ and three (3) submissions were received from: Rico Enterprises Pty Ltd ATF Rico Family Trust T/A Solo Resource Recovery SUEZ Recycling & Recovery Pty Ltd Cleanaway Pty Ltd An evaluation panel assessed each submission on Experience, Resources and Methodology. Thereafter the tender was assessed on a value for money basis. ANALYSIS The following is a summary of the evaluations and assessments. Solo Resource Recovery Solo Resource Recovery have only recently expanded into Western Australia and secured one local contract resulting in this firm receiving a lower score for relevant experience and resources; although they do have substantial resources in the eastern states. It was noted that Solo Resource Recovery does not operate their own materials recovery facility in Western Australia and makes use of a third-party facility. Considering their low assessed Total Weighted Score and their estimated annual cost of more than double the City’s current expenditure, the submission from Solo Resource Recovery was not considered to be the best value for money option for the City. Cleanaway Pty Ltd Cleanaway is the current contractor to the City for the collection and processing of recyclables and this is reflected in the highest Total Weighted Score. In their submission, Cleanaway Pty Ltd requested changes to certain contract clauses that were considered to be significant. The panel was concerned that the acceptance of these contract changes would expose the City to the risk of higher costs which at this stage are not quantifiable.


Although Cleanaway Pty Ltd received the highest weighted score on the assessment criteria, their submission was not considered to be the best value for money option for the City due to the large price difference between Cleanaway and the lowest priced offer, in addition to the undetermined financial impact of contract clause changes as mentioned above. SUEZ Recycling & Recovery Pty Ltd SUEZ Recycling & Recovery Pty Ltd owns and operates a materials recovery facility at Bibra Lake that opened in 2013. The facility, designed and installed in partnership with the US-based CP Group (through their Australian agent Wastech Engineering), has a maximum throughput of 142,000 tonnes per annum. The current throughput is 93,000 tonnes per annum. Waste material will be consolidated at the waste transfer station at the SUEZ Bibra Lake Resource Recovery Park then transferred to the landfill at SUEZ North Bannister Resource Recovery Park. This submission had the lowest price. COMMENT Due the price difference between SUEZ Recycling & Recovery Pty Ltd and the second lowest offer, the evaluation panel deemed it necessary to conduct due diligence on the SUEZ Recycling & Recovery Pty Ltd submission. The City and WALGA’s procurement sections were consulted accordingly. Additional to the City’s internal procurement process, WALGA was requested to review the City’s specifications, the RFQ document and the submission received from SUEZ Recycling & Recovery Pty Ltd to identify any items that may expose the City to unexpected price increases during the contract. During this process, clarifications were sought and the changes to the contract suggested by SUEZ were not considered to be significant. The evaluation panel also undertook research into recent pricing supplied to other Councils for this service. SUEZ were contracted with two other Local Governments in 2017 with comparable pricing (taking into account size of contract and location to recycling facility) and excellent reviews of service. In summary, SUEZ Recycling & Recovery Pty Ltd was considered best suited to meet the requested requirements, demonstrating that they can meet the City’s requirements with the highest quality at a competitive price and therefore represents good value for money. Their contract price submitted will also have no impact on the 2018/19 Budget and future waste charges. CONCLUSION The City recently issued a Request for Quotation (RFQ) for the Collection and Processing of Recyclable Material through the WALGA Preferred Supplier Panel Waste Collection Goods and Services. It was the view of the evaluation panel that the submission from SUEZ Recycling & Recovery Pty Ltd was the most advantageous to the City and on 20 March 2018 the CEO awarded RFQ/61/17 - Collection and Processing of Recyclable Material to SUEZ Recycling & Recovery Pty Ltd, effective from 1 July 2018.


ATTACHMENTS There are no attachments for this report. Committee Discussion Committee sought clarification as to the purposes of this report. The EDTS advised that this tender was awarded through the WALGA pre-approved tender process and was being presented to Council for their information. RECOMMEND T26/4/18 That Council note the award of Contract RFQ/61/17 - Collection and Processing of Recyclable Material to SUEZ Recycling & Recovery Pty Ltd from 1 July 2018, for a period of five (5) years, with an option to extend the contract for two (2) periods of twelve (12) months. Moved Cr R Butterfield MOTION CARRIED (5/0)

TECHNICAL SERVICES 24 16 APRIL 2018 COMMITTEE – Tenders COUNCIL MEETING 23 APRIL 2018

4.1 - TENDER 4/18 - TURF MAINTENANCE AND WATER CONSULTANCY

WARD

: ALL In Brief: The City invited tenders for Turf

Maintenance and Water Strategy Consultancy on 10 February 2018.

One (1) compliant tender was received

by the specified closing time and evaluated against qualitative criteria.

The report recommends that the tender

from Sports Turf Technology Pty Ltd be accepted.

FILE No.

: M/148/18

DATE

: 2 March 2018

REF

: BS/DH

RESPONSIBLE MANAGER


Tabled Items

Nil. Officer Interest Declaration Nil. Strategic Implications 2.2 Attractive and Functional Public Places

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

2.3 Well Managed Infrastructure

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


Legislative 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 Policy/Local Law indicates that the following is applicable: Council Policy ADM 19 – Procurement of Goods and Services Budget/Financial Implications

The proposed expenditure can be accommodated in the 2017/18 financial year Budget and Long Term Financial Plan estimates commensurate with the successful tenderer recommended in this report. Consultation

Intra Directorate. BACKGROUND Tender 4/18 for Turf Maintenance and Water Strategy Consultancy was advertised in the 10 February 2018 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 City requires a highly experienced and efficient consultancy firm to provide turf, soil and groundwater consultancy and monitoring services. Services will predominately be undertaken on active and high profile reserves, public open space (POS) areas and all groundwater licences within the City. Situated on the Swan Coastal Plain, the City’s active sporting reserves range from a size of 1.5ha to 5ha and reserves and POS are predominately Kikuyu turf surfaces situated on the Bassendean Sand Dune system and the Darling Scarp. The City of Armadale abstracts groundwater primarily from the Superficial Swan and Leederville Aquifers, Karri Fractured Rock Aquifer and non ‘Rights in Water and Irrigation Act’ (RIWI) areas. In addition, the City is also licenced to draw surface water from the Middle Canning (Canning River/Rushton Park).


Tender 4/18 for Turf Maintenance and Water Strategy Consultancy comprises various specialist services, including the following scope of works: Soil nutrient analysis and reporting

Leaf tissue nutrient analysis and reporting

Weed, pest and disease analysis and monitoring

Soil moisture monitoring and reporting

Supply of various environmental monitoring devices

Bore telemetry systems

Monitoring of nutrient leaching

Annual and ad-hoc groundwater sampling

Irrigation system performance auditing

Testing of product samples and distribution of uniformity

Turf condition monitoring and reporting

Consultancy and expert advice on matters pertaining to groundwater operating strategies, licencing, reporting and other groundwater management as required by the Department of Water and Environment Regulation (DWER)

Consultancy and expert advice on matters directly relating to nutrient monitoring, irrigation system management and turf culture

Provision of cloud based software ‘Swan System’ irrigation and turf management and scheduling

DETAILS OF PROPOSAL Council approval is sought to award the tender for Turf Maintenance and Water Strategy Consultancy for a period of twelve (12) months commencing 1 May 2018 and expiring 30 April 2019 with the option to extend the contract for two (2) periods of twelve (12) months or part thereof up to 30 April 2021. COMMENT Analysis Tender 4/18 closed at 2.00pm on 27 February 2018. Tenders were received from:

Tenderer’s Name 1. Sports Turf Technology 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: Relevant Experience (30% weighting) This criterion required tenderers to describe their experience in completing/supplying similar requirements, including noting: Details of similar contracted works

The scope of the tenderer’s involvement including details of outcomes

Provide example reports demonstrating level of detail as required in the specification

A project reference sheet

Sports Turf Technology Pty Ltd provided a very informative tender that established the tenderer’s experience in past works of relevant scale and nature of the request with regard to turf and water management in Western Australia. Key Personnel (30% weighting) This criterion required tenderers to provide information describing the operational personnel to be allocated to this project, including: Their role in the performance of the contract

Their qualifications and curriculum vitae Sports Turf Technology Pty Ltd provided a detailed introduction of relevant project team personnel, demonstrating depth of experience, qualifications and knowledge across the required range of expert services, including multiple turf agronomists experienced with State and Local Government level turf and water management and a hydrogeologist principally involved with state-wide groundwater management and reporting. Tenderers Resources (10% weighting) This criterion required tenderers to demonstrate their ability to supply and sustain the necessary resources, including noting: Laboratory, devices and materials

Resources commitment schedule indicating availability Sports Turf Technology Pty Ltd identified and detailed the relevant internal and external resources required to fulfil the requirements of the tender. Details were provided on the local National Association of Testing Authorities (NATA) laboratories that will be utilised as well as the plant and pathogen pathologists sub contracted to undertake more technical analyses in line with industry standards.


Pricing (30% weighting) This criterion required tenderers to submit prices for the works as outlined in the tender specifications. The tendered prices were structured as a schedule of rates table for various goods and services required by the City. A typical consumptive sample of services was established to implement a weighted cost method that was used in the evaluation of the tender. The ranking of the compliant tenders as determined by the evaluation panel is as follows:

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30% 30% 10% 30% Sports Turf Technology Pty Ltd 20.00 16.50 5.00 30.00 71.50 1

Considering that only one tender was received, the price submitted was assessed and deemed to be appropriate in the current market. Based on the panel’s evaluation, using a combination of the above qualitative criteria, the tender from Sports Turf Technology Pty Ltd represents an advantageous tender. CONCLUSION Tenders for Turf Maintenance and Water Strategy Consultancy were recently invited with one (1) tender being received and assessed by an evaluation panel against compliance and qualitative criteria. The result was that the tender received from Sports Turf Technology Pty Ltd is an advantageous tender to the City. The evaluation panel therefore recommends that the contract be awarded to Sports Turf Technology Pty Ltd for a period of twelve (12) months with an option to be extended for a further two (2) periods of twelve (12) months or part thereof up to 30 April 2021. NB: The Confidential Attachment to this report detailing the recommended tenderer’s

price/consideration will be made public when Council has accepted the successful tender.


ATTACHMENTS 4.1.1. Confidential Attachment - Schedule of Rates - Tender 4/18 - This matter is considered to

be confidential under Section 5.23(2) (c) of the Local Government Act, as it deals with the matter relates to a contract entered into or which may be entered into by the City of Armadale

RECOMMEND T27/4/18 That Council, in regard to Tender 4/18 for Turf Maintenance and Water Strategy Consultancy: 1. Accept the tender from Sports Turf Technology Pty Ltd for a period of twelve (12)

months commencing 1 May 2018 to 30 April 2019 in accordance with: The tenderer’s submitted Schedule of Rates as presented in Confidential

Attachment 4.1.1 Council’s contract documentation, Budget and Long Term Financial Plan

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

twelve (12) months or part thereof up to 30 April 2021, subject to satisfactory performance by the contractor and price adjustments, as specified in the Request for Tender Special Conditions of Contract Clause 4.1.

Moved Cr C Frost MOTION CARRIED (5/0) Cr L Sargeson returned to the meeting at 6.00 pm


4.2 - TENDER 5/18 - CROSS PARK HARDCOURT LIGHTING Councillor Butterfield disclosed that her children could possibly play sports on the Cross Park Hardcourts. As a consequence, she advised that there may be a perception on the basis of her non-financial interests that her impartiality on the matter may be affected, but declared that she would set aside this association, consider the matter on its merits and vote accordingly.

WARD

: HILLS In Brief: The City invited tenders for Cross Park

Hardcourt Lighting on 24 February 2018.

Three (3) tenders and one (1) alternative

tender were received by the specified closing time and evaluated against compliance and qualitative criteria.


from Future Power WA Pty Ltd be accepted.

FILE No.

: M/180/18

DATE

: 16 March 2018

REF

: BS

RESPONSIBLE MANAGER


Tabled Items



2.2 Attractive and Functional Public Places


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

2.3 Well Managed Infrastructure








The proposed expenditure can be accommodated in the 2017/18 financial year Budget and Long Term Financial Plan estimates commensurate with the successful tenderer recommended in this report. Consultation Intra Directorate. Consulting Engineer Focus Consulting WA. BACKGROUND Tender 5/18 for Cross Park Hardcourt Lighting was advertised in the 24 February 2018 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 City seeks the services of a suitably qualified electrical contractor to decommission and remove existing hardcourt lighting infrastructure and supply and install new hardcourt flood lighting at Cross Park Hardcourts, Jarrah Road Roleystone, in accordance with the specifications, drawings and: AS 2560.2.1-2003 Lighting for Outdoor Tennis -Club Competition

AS 2560.2.4-1986 Lighting for Outdoor Netball and Basketball -Recreation & Training The successful tenderer will be expected to work consultatively with the City and local resident sporting clubs to ensure a successful high quality outcome.


The scope shall include, but not be limited to: Liaison with the client and consultant on a weekly basis

Modifications to the existing distribution boards DB2 and DB3

New LV final circuit cabling

Trenching and rock sawing/breaking

New underground conduit containment system

New cable pit installation including concrete collars around the pits at finished floor level

New sports lighting installation including brackets, accessories and luminaires

New light poles

New light pole pile foundations

New wireless lighting control system

Associated builder’s works

Removal of redundant lighting infrastructure

Occupational health and safety systems to ensure the public space remains safe

Testing and commissioning

As Built drawings and maintenance handbooks

Maintenance during the defects period

DETAILS OF PROPOSAL Council approval is sought to award the tender for Cross Park Hardcourt Lighting for a period twelve months (12) months commencing 1 May 2018 and expiring 30 April 2019. COMMENT Analysis The request for tender closed at 2.00pm on Wednesday, 15 March 2018. Three (3) tenders and one (1) alternative tender were received from:

Tenderer’s Name

1. Hender Lee Electrical Contractors Pty Ltd

2. Future Power WA Pty Ltd

3. Nites (WA) Pty Ltd T/As Nites Electrical

No tenders were received after the close of deadline.

No non-conforming tenders were received.


One alternative tender was presented by Hender Lee Electrical Contractors Pty Ltd which was assessed and deemed not preferred by the evaluation panel based on electrical compliance issues and the potential for increasing financial and site operational risks to the City. The alternative solution offered to encase the conduits in 150mm of conduit. This option is not fully in accordance with the Wiring Rules AS3000 for a category C underground wiring system. In addition, rock may not be continuous to all areas resulting in a combination of category A and C underground wiring systems being required which can cause confusion and safety concerns on site. The compliant tender from Hender Lee Electrical Contractors Pty Ltd was evaluated with the other two compliant tenders. An evaluation process was undertaken having specific regard to the following Qualitative Criteria: Relevant Experience (20% weighting) This criterion required tenderers to describe their experience in completing/supplying similar projects, including noting: Details of similar contracted works

Details of outcomes, reaching milestones and issue management

Project values and references All tenders applicable to this criterion were of a high quality, however Future Power WA Pty Ltd provided the most informative tender that best demonstrated and established the firm’s vast experience in past works of a similar relevant scale and nature of the request. Key Personnel and Resources (20% weighting) This criterion required tenderers to provide information describing the ‘on-ground’ operational personnel to be allocated to this project, including: Curriculum vitae and qualifications, with particular emphasis on experience of

personnel in projects of a similar scope

Copies of Electrical Licences and Registration

Plant, equipment and materials

Any contingency measures or back up of resources including personnel

Commitment Schedule demonstrating availability While all tenderers demonstrated compliance with the criteria, Future Power WA Pty Ltd provided a detailed introduction of relevant project team personnel, demonstrating depth of experience, qualifications and knowledge across the required range of works. Future Power WA Pty Ltd best demonstrated their proposed selection of plant and equipment required to fulfil the requirements of the contract when undertaking the works in the difficult geological constraints of the site in Roleystone.


Demonstrated Understanding (30% weighting) This criterion required tenderers to demonstrate their processes and ability to undertake the electrical installation project in accordance with the specifications and in consideration of the geologically difficult conditions associated with the Roleystone area and the necessary resources, including noting: A demonstrated understanding of the scope of work

A description of the processes involved for the project delivery

A proposed indicative project schedule and resource allocation Future Power WA Pty Ltd identified and detailed the relevant internal and external resources required to fulfil the requirements of the request. Future Power WA Pty Ltd best complied with the request by acknowledging the requirement to undertake the works within an operating hardcourt sporting facility, providing a detailed methodology for the progression of works while protecting the hardcourt surfaces from damage. Future Power WA Pty Ltd recognised and best complied with the request in terms of sourcing and detailing appropriate excavation equipment suitable for addressing any hard rock excavation issues in a manner that mitigated risk of increasing financial costs and time delay risk to the City. Pricing (30% weighting) This criterion required tenderers to submit a Lump Sum price for two alternative lighting options for the works as outlined in the tender specifications and drawings. The Sylvannia lighting option was chosen as a reliable, quality product and for consistency across other City lighting installations. A weighted cost method was used in the evaluation of the tender. The ranking of the compliant tender submissions as determined by the evaluation panel is as follows:

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20% 20% 30% 30% Future Power WA Pty Ltd 14.33 13.33 20.50 30.00 78.16 1 Hender Lee Pty Ltd 14.00 14.00 13.00 22.42 63.42 3 Nites Electrical 13.67 13.67 18.00 26.18 71.52 2 Based on the panel’s evaluation, using a combination of the above qualitative criteria, the tender from Future Power WA Pty Ltd represents the most advantageous tender to the City.


CONCLUSION Tenders for the Cross Park Hardcourt Lighting were recently invited with three (3) tenders and one (1) alternative tender being received and assessed by an evaluation panel against compliance and qualitative criteria. The result was that the tender received from Future Power WA Pty Ltd represented the most advantageous tender to the City. The evaluation panel therefore recommends that the contract be awarded to Future Power WA Pty Ltd for a period of twelve (12) months. NB: The Confidential Attachment to this report detailing the recommended tenderer’s


ATTACHMENTS 4.2.1. Confidential Attachment - Price Schedule - Tender 5/18 - This matter is considered to be

confidential under Section 5.23(2) (c) of the Local Government Act, as it deals with the matter relates to a contract entered into or which may be entered into by the City of Armadale

Committee Discussion Committee discussed the type of lighting and enquired if LED lighting had been considered. The EDTS advised that the specifications of the tender dictated the type of lighting required particularly the specifications for ‘small ball’ sports/courts such as tennis. The EDTS advised he would confirm details and supply feedback to Councillors before the next Council meeting on Monday, 23 April 2018. RECOMMEND T28/4/18 That Council, in regard to Tender 5/18 for Cross Park Hardcourt Lighting, accepts the tender from Future Power WA Pty Ltd for a period of twelve (12) months commencing 1 May 2018 and expiring 30 April 2019 in accordance with: The tenderer’s submitted Lump Sum consideration as presented in Confidential


estimates Moved Cr G Nixon MOTION CARRIED (6/0)


4.3 - TENDER 11/18 - PROVISION OF CONSTRUCTION SURVEY SERVICES

WARD

: ALL In Brief: Tender 11/18 was recently advertised for

the Provision of Construction Survey Services.

Twelve (12) compliant submissions were

received by the specified closing time and evaluated against compliance and qualitative criteria.


from Level and Detail Surveys be accepted.

FILE No.

: M/201/18

DATE

: 26 March 2018

REF

: JR

RESPONSIBLE MANAGER


Tabled Items



2.1 The natural environment is valued and conserved 2.3 Well Managed Infrastructure



2.3.4 Develop long term transport network planning



providing goods or services


Council Policy/Local Law Implications


The proposed expenditure can be accommodated in the 2017/18 financial year Budget and Long Term Financial Plan estimates commensurate with the successful tenderer recommended in this report. Consultation Intra Directorate. BACKGROUND Tender 11/18 for the Provision of Construction Survey Services was advertised in the 3 March 2018 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 scope of works to be provided under this tender is the provision of Survey Services for the City’s Civil Works department. Works completed under the tender will primarily involve survey set out works for road and drainage construction projects within the City. DETAILS OF PROPOSAL Council approval is sought to award the tender for the Provision of Construction Survey Services for a period of twelve (12) months commencing 1 May 2018 with an option to be extended for a further two periods of twelve (12) months up to 30 April 2021.


COMMENT Analysis Tender 11/18 for the Provision of Construction Survey Services closed at 2.00pm on 20 March 2018. Tenders were received from:

Tenderer’s Name

1. BCE Surveying Pty Ltd

2. Mine Survey Services Pty Ltd T/A Survey Group

3. Exact Surveying and Project Management Pty Ltd

4. Survey Dynamics Pty Ltd

5. Survey Results Pty Ltd

6. Brook and Marsh Pty Ltd

7. Level and Detail Surveys

8. CK Maloney Surveying Pty Ltd

9. Ascon Survey and Drafting Pty Ltd

10. Bushtrek Pty Ltd T/A JBA Surveys

11. Towntrek Pty Ltd T/A Brown McAllister Surveyors

12. KR Surveys 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: Relevant Experience and Key Surveyor Details (40% weighting) This criterion required tenderers to describe their experience in completing similar requirements. This included providing: Details of similar contracted works

The scope of the tenderer’s involvement including details of outcomes

Their role in the performance of the contract

Qualifications and curriculum vitae of key surveyors noting experience and role of personnel in similar projects

Level and Detail Surveys outlined works of a similar nature which had been completed for local governments including recent works completed for the City. The examples and projects described showed that Level and Detail Surveys have the appropriate experience, customer service and skills to complete the required works.


Location and Availability (30% weighting) This criterion required tenderers to demonstrate their ability to supply and sustain services as required by the Principal, including: Location of business

Evidence of availability to supply services when required including at short notice (less than 24 hours notice)

Any contingency measures or back up of resources including personnel The best responses to this qualitative criteria item were received from Level and Detail Surveys and Brook and Marsh Pty Ltd. Both tenderers are located in either the Armadale or Gosnells area and were able to demonstrate that they would be able to provide services at short notice while also having contingency measures, should any issues arise. Demonstrated Understanding (10% weighting) This criterion required tenderers to detail the process they intend to use to achieve the requirements of the Specifications. The responses which best addressed this criteria were received from CK Maloney Surveying Pty Ltd and Level and Detail Surveys. Both tenderers provided thorough details on how works would be conducted as part of the tender and covered multiple areas including liaison with the City and survey procedures. Pricing (20% weighting) This criterion required tenderers to submit prices for the services as outlined in the tender specifications and drawings. The prices were structured as a schedule of rates table with the price component calculated on the rates provided for a surveyor during standard hours (this is almost exclusively used by the City). The weighted cost method was used in the evaluation of the tenders. The tenders were ranked according to the qualitative criteria to determine the tender that is most advantageous to the City.


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

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40% 30% 10% 20% BCE Surveying Pty Ltd 16.00 12.00 3.67 20.00 51.67 10 Mine Survey Services Pty Ltd T/A Survey Group

24.00 10.00 4.67 20.00 58.67 6

Exact Surveying and Project Management Pty Ltd

16.00 19.00 4.00 12.41 51.41 11

Survey Dynamics Pty Ltd 26.67 15.00 4.00 18.95 64.62 2 Survey Results Pty Ltd 28.00 13.00 5.00 18.37 64.37 3 Brook and Marsh Pty Ltd 22.67 21.00 5.00 11.61 60.28 4 Level and Detail Surveys 29.33 24.00 7.00 14.40 74.73 1 CK Maloney Surveying Pty Ltd 20.00 13.50 7.33 16.36 57.19 7 Ascon Survey and Drafting Pty Ltd

16.00 10.00 6.50 16.36 48.86 12

Bushtrek Pty Ltd T/A JBA Surveys

22.67 11.00 5.17 15.65 54.49 9

Towntrek Pty Ltd T/A Brown McAllister Surveyors

22.67 13.50 5.67 15.00 56.84 8

KR Surveys Pty Ltd 21.33 13.50 4.33 20.00 59.16 5 Based on the panel’s evaluation, using a combination of the above qualitative criteria, the tender from Level and Detail Surveys represents the most advantageous tender. CONCLUSION Tenders for the Provision of Construction Survey Services were recently invited with twelve (12) tenders being received and assessed by an evaluation panel against compliance and qualitative criteria. The result was that the tender received from Level and Detail Surveys represents the most advantageous tender to the City. The evaluation panel therefore recommends that the contract be awarded to Level and Detail Surveys for a period of twelve (12) months with an option to be extended for a further two periods of twelve (12) months. NB: The Confidential Attachment to this report detailing the recommended tenderer’s



ATTACHMENTS 4.3.1. Confidential Attachment - Schedule of Rates - Tender 11 18 - This matter is considered to

be confidential under Section 5.23(2) (c) of the Local Government Act, as it deals with the matter relates to a contract entered into or which may be entered into by the City of Armadale

RECOMMEND T29/4/18 That Council, in regard to Tender 11/18 for the Provision of Survey Services: 1. Accept the tender from Level and Detail Surveys for a period of twelve (12)

months commencing 1 May 2018 in accordance with: The tenderer’s submitted Schedule of Rates as presented at Confidential


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

of twelve (12) months up to 30 April 2021, subject to satisfactory performance by the contractor and price adjustments, as specified in the Request for Tender Special Conditions of Contract Clause 4.1.

Moved Cr C Frost MOTION CARRIED (6/0)


4.4 - TENDER 12/18 - CONSTRUCTION AND ACTIVATION WORKS - ARMADALE RECYCLING AND LANDFILL FACILITY

WARD

: ALL In Brief: Tender 12/18 was recently advertised for

Construction and Activation Works at the Armadale Recycling and Landfill Facility.

Two (2) tenders were received by the

specified closing time and evaluated against compliance and qualitative criteria.

The report recommends that Council not

accept either of the submitted tenders, and approve the separation of the elements of the project into electrical building and civil works disciplines to be implemented independently and in accordance with Council Policy ADM 19 - Procurement of Goods and Services.

FILE No.

: M/225/18

DATE

: 10 April 2018

REF

: SG

RESPONSIBLE MANAGER


Tabled Items



2.2 Attractive and Functional Public Places







The proposed expenditure can be accommodated in the City’s 2017/18 financial year budget and Long Term Financial Plan estimates. Consultation Intra Directorate. BACKGROUND Tender 12/18 for Construction and Activation Works - Armadale Recycling and Landfill Facility was advertised in the 6 March 2018 edition of the West Australian newspaper, on 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 scope of the works included: Building and civil works to construct wash-down bays

Power supply to the office and equipment complex

Access roads for operational plant and machinery

Transportable office complex fit out.

DETAILS OF PROPOSAL The Request for Tender sought the provision of the required Construction and Activation Works - Armadale Recycling and Landfill Facility for a period of four (4) months, commencing on 24 April 2018.


COMMENT Analysis Tender 12/18 for Construction and Activation Works at the Armadale Recycling and Landfill Facility closed at 2.00 pm on 27 March 2018. Tenders were received from:

Tenderer’s Name 1. Densford Civil Pty Ltd 2. Spectrum West Pty Ltd

No tenders were received after the close of deadline. An evaluation process was undertaken having specific regard to the Qualitative Criteria listed below. It should be noted that the tender submitted by Spectrum West did not include specific attachments for the Relevant Experience, Key Personnel or Methodology criteria, however where possible the evaluation panel attempted to ascertain this information from the other information contained within their tender documentation. Relevant Experience (25%) This criterion required tenderers to describe their experience in completing similar projects including a project brief of at least three examples and including the following information: Provide details of the project including timeframes and achievements of milestones

Provide outcomes of the involvement including details of outcomes

Provide details of issues that arose during the project and how these were managed such as site challenges/requirements

Provide project value

Provide contact details of a referee for each project. The tender submitted by Spectrum West successfully demonstrated their experience in fit outs and refurbishments, however it did not successfully demonstrate examples of experience in Civil and Structural Projects. Densford Civil are predominately an earthworks and drainage contractor. Although experienced, the tender submitted did not successfully demonstrate examples of subcontractor management of various different trades as required for this project. Key Personnel skills and experience (20%) This criterion required tenderers to provide information describing the operational personnel to be allocated to this project, including: Their role in the performance of the contract

Their qualifications and curriculum vitae noting experience and role of personnel in similar projects

Allocated percentage of each key personnel to the project


The tender submitted by Spectrum West successfully provided details of an experienced project management team, however the experience was limited to fitout and refurbishment works. The tender submitted by Densford Civil detailed a less experienced project management team, and did not provide a high level of detail regarding their sub-contractors key personnel. Methodology (25%) This criterion required tenderers to detail the process they intend to use to achieve the requirements of the specification including a statement of construction methodology, specifically including: Site access and traffic management process

Mobilisation timeframe

Construction sequencing

Commissioning for handover

Occupational health and safety management process

Environmental management

A detailed construction program Both tenderers provided detail regarding their proposed methodology, however did not fully address all of the project elements, resulting in both tenderers being unsuccessful in demonstrating a comprehensive understanding of the project. This is reflected in the score both tenderers were awarded under the Methodology criterion in the table below. Price (30%) The tenders were ranked according to the weighted Key Personnel, Methodology and Relevant Experience criteria, with the evaluation panel subsequently assessing the price component. The tenders were structured as a lump sum. The score achieved by each tenderer against the price criterion in the table below reflects the difference in price between both submitted tenders. The associated costs of both tenders are well in excess of pre-tender estimates. Both tenders included a range of exclusions and qualifications to their tender which are considered to place the City at risk of claims and variations, the cost of which is likely to be considerable. Under Regulation 18(5) of the Local Government (Functions and General) Regulations 1996 a local government may decline to accept any tender. Council approval is therefore sought to not accept either tender for RFT 12/18 Construction and Activation Works at the Armadale Recycling and Landfill Facility.


Following assessment, the ranking of the tenders received as determined by the evaluation panel is as follows:

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25% 20% 25% 30% Spectrum West 3.50 6.00 9.50 28.10 47.10 2 Densford Civil Pty Ltd 15.00 10.00 11.00 30.00 66.00 1

Upon assessment of the tenders, it is clear that neither of the submitted tenders adequately address the City’s requirements with regard to price or project methodology. Considering the poor standard of tenders received, the City has reviewed the methodology for the implementation of this project. It has been concluded that a simplification of the project be facilitated, through the separation of elements of the project into the related disciplines of Civil Engineering (roads and structures), Building Works (transportable fit out, electrical works, plumbing etc,) and Electrical Bulk Supply works (distribution boards, feeder cable installation etc). It should be noted, that there was a high level of interest when the RFT was initially advertised, the City having received over 20 requests for the tender documentation to be provided, suggesting that a separation of the project elements may also attract additional respondents who did not submit a tender for the full scope of the works. It is recommended that council support this approach in order to facilitate the progress of this project. The City’s Governance department has been consulted, and has confirmed that this alternative approach is not in contravention of the City’s Procurement Policy and that the proposed alternative approach meets all procedural requirements. CONCLUSION Tenders for Construction and Activation Works - Armadale Recycling and Landfill Facility were recently invited with two (2) tenders being received and assessed by an evaluation panel against compliance and qualitative criteria. Neither tenderer sufficiently demonstrated their suitability to undertake the works required. The evaluation panel therefore recommends that the contract not be awarded and a review of the implementation methodology be undertaken.


ATTACHMENTS There are no attachments for this report. Committee Discussion Committee briefly discussed the budget, value and scope of this tender. The EDTS clarified that the tenders received did not adequately cover the scope of works required and that the scope of works would be reviewed with a view to separating the works as recommended. RECOMMEND T30/4/18 That Council: 1. Not accept any of the tender submissions received for Tender 12/18 –

Construction and Activation Works – Armadale Recycling and Landfill Facility, as the two tenders received were assessed as being unsuitable.

2. Approve the separation of the elements of the project into electrical, building and

civil works disciplines, to be implemented independently and under separate contracts in accordance with Council Policy ADM 19 – Procurement of Goods and Services.

Moved Cr R Butterfield MOTION CARRIED (6/0)

TECHNICAL SERVICES 48 16 APRIL 2018 COMMITTEE – Miscellaneous COUNCIL MEETING 23 APRIL 2018

5.1 – LOCATIONS FOR BMX PUMP TRACKS IN ARMADALE (REFERRAL ITEM)

At the Council meeting held on 12 February 2018, Cr R Butterfield referred the following matter to the Technical Services Committee.

That the matter of identification of sites for informal use as BMX or pump tracks throughout the City of Armadale be referred to the Technical Services Committee.

Comment from Cr R Butterfield Councillors have been approached several times for help with identifying potential sites for construction/modification of a pump track in the hills areas of the City. Over the last few years bicycle riding has experienced a surge in popularity, with many children and adults building their own tracks, jumps and obstacles to ride around. These circuits are built in places which are convenient to the riders but are sometimes dangerous (one is 2m from Brookton Highway) or inappropriate (in the middle of a small ‘bush forever’ site on the Canning River, Kelmscott). These tracks are cost effective to build, but there has often been many hours of effort put into the construction (by the bike riders). Due to the inappropriate placement of the informal tracks, the City is often called upon to remove them which could lead to conflicts. Some tracks have also been built in a dieback or bush regeneration areas/sites. It is suggested that a small working group is formed to identify sites that may be able to be utilised for pump tracks and identify an appropriate site for a mountain biking track. A range of very small sites is envisaged, perhaps in some of our dry parks. My suggested recommendation would be: “That the City work with mountain bike and BMX bike riders to identify sites within the City, where it would be appropriate to allow the building of one or more ‘pump tracks’ and perhaps a larger mountain bike trail.” Officer Comment

There are a variety of different structures and sporting styles to consider when looking at the demand and placement of BMX or pump tracks. Bicycle Motocross (BMX) is comprised of BMX Racing, Freestyle BMX and off-road activity. BMX Racing is conducted as sprint races on purpose-built off-road single-lap race tracks. Freestyle BMX is practiced at skate parks and other freeform locations. It is an extreme sport descended from BMX racing that consists of five disciplines: street, park, vert, trails and flatland.


Mountain Biking (MTB) is essentially about riding specialised bikes in an off-road setting. It includes riding different styles of trails, such as cross-country, downhill, freeride and off-road touring, as well as using facilities such as skills parks, dirt jumps and pump tracks. As such there are different types of tracks to meet the styles and intended use: Dirt Jumps are mounds of packed dirt or other material that are designed to lift riders

into the air. Riders often perform tricks whilst airborne. Similar to BMX or mountain bike racing in that the rider jumps off mounds of dirt. It differs in that the jumps are usually much larger and designed to lift the rider higher into the air. Additionally, the goal is not to complete the course with the fastest time but rather to perform the best tricks with the best style.

Pump track is a closed circuit with rollers and berms. Designed to be ridden without

pedalling by using weight shifts (pumping) and gravity. Most pump tracks link a series of rollers to steeply bermed corners that bring cyclists back around. Tracks are commonly constructed from dirt and can be small, or to make them more durable may be paved. Paved pump tracks also have the advantage that they can be ridden by skateboarders, in-line skaters and foot-powered scooters.

Skills park is a purpose-built venue with features to build technical skills.

Well-designed skills parks allow riders to progress safely from beginner to advanced levels. Can be natural, imported, constructed or off the shelf.

BMX Race Track usually consists of a starting gate for up to eight racers, a groomed,

serpentine, dirt race course made of various jumps and rollers and a finish line. MTB Trails can be cross-country, down-hill, freeride, touring, urban, informal or

formal. They can include built and natural elements. Current Provision The City currently has the following provision of facilities or events: For Mountain Biking Munda Biddi

An informal trail that ends at Karagullen oval Bike facilities/trails Forrestdale Trail (concrete/limestone) Events Grand Fondo

Champion Lakes Triathlon


Current Considerations and Projects The City currently has the following proposed relevant projects for consideration: John Dunn BMX/Cycle Facility Feasibility Study As a part of the John Dunn Masterplan a BMX/Cycle experience in the area located at John Dunn Reserve was proposed. At its meeting of 14 November 2016, Council endorsed a feasibility study to be undertaken on the potential BMX project (recommendation C/42/11/16). As reported to Council at its meeting of 12 March 2018, work has commenced on the feasibility study for the project and it is hoped that the outcome of the work will be available when Council reviews the key projects listed in the Corporate Business Plan/ Long Term financial plan as part of the 2018/19 budget deliberations. Forrestdale Hub Feasibility Forrestdale Hub currently includes a skate park. In the review of the feasibility a ‘youth space’ will be maintained with further community input required as to what elements are included. This may include alternatives such as a wheeled sport space. Parks Facilities Strategy – Revised 2018 The revised strategy will detail a strategic framework to guide the provision of Public Open Space and Park Facilities now and into the future. In particular, the Strategy will outline the POS which have a low facility rating compared against similar scale POS across the City. The document will also consider POS which may be under pressure due to an increase in residential population and utilises a matrix similar to the Masterplans to determine a 15 year plan outlining the list of POS to be upgraded and prioritised. In addition the document will provide rough guiding principles for determining suitable spaces for general park facilities. Madox Development A small paved pump track has been proposed within the Madox Estate on the corner of Terracina Parkway and Novelli Parade, Piara Waters. ATTACHMENTS There are no attachments for this report. Committee Discussion Committee noted that this report offered more detail than required. After further discussion, Committee agreed to amend the recommendation as below: Officer Recommendation: “That a detailed report be presented at a future Community Services Committee or Technical Services Committee meeting as appropriate, on the opportunities and identification of sites within the City for BMX pump tracks and other off-road cycle trails.”


Amended Recommendation: “1. That the City identify local areas for the provision of pump tracks. 2. That a detailed report be submitted to a future Community Services Committee meeting

on off-road mountain bike trails.” Moved: Cr Butterfield Seconded: Cr Nixon MOTION CARRIED (6/0) RECOMMEND T31/4/18 1. That the City identify local areas for the provision of pump tracks. 2. That a detailed report be submitted to a future Community Services Committee

meeting on off-road mountain bike trails. Moved Cr R Butterfield MOTION CARRIED (6/0)


5.2 - FOOTPATHS ON KERB SIDE (REFERRAL ITEM)

At the Council meeting held on 26 February 2018, Cr J Munn referred the following matter to the Technical Services Committee.

That the matter of footpaths being aligned on kerb side and the progress with developers in relation to this be referred to the Technical Services Committee.

Comment from Cr J Munn We are often told how dangerous it is to build footpaths directly on the kerb line, however I am not aware of any recorded incidents between pedestrians and vehicles in these situations. The perceived danger could possibly be addressed by barrier kerbs; Main Roads Western Australia state the following:

“3.1 Barrier Kerb Barrier kerbs are steep-faced and are designed to prevent vehicle encroachment on the roadside. Their main functions are: to discourage vehicles from using areas outside the travelled way, not intended

for vehicular travel to control drainage to control parking of vehicles to reduce the risk to pedestrians The typical barrier kerb is 150mm high. This height is effective to prevent vehicle encroachment into the roadside at low to moderate speeds. Barrier and semi-barrier kerbing should generally be avoided on freeways or highways with design speeds of over 70 km/h because impact with kerbing on high-speed roads may overturn a vehicle or result in a vehicle becoming airborne. Barrier-type kerbs may be used on sections of road where separation of opposing traffic is essential due to the high safety risks associated with traffic volumes, percentage of heavy vehicles, speed, crash history etc.”

Most of the City’s roads have low to moderate speed limits. There seems to be no policy regarding the placing of footpaths, as in the newer estates placement of footpaths varies from area to area. A consistent policy throughout the City could alleviate some of the issues which could possibly be solved at the design stage before development starts as well as assist in reducing the occurrence of unkempt strips of land between the footpath and the roadside kerb.


Officer Comment

Footpaths within new subdivisions are generally located adjacent to the property boundary for lower order residential streets. The lower order road reserve width of 15m is made up of a 6m wide road pavement and 4.5m wide verge on each side. The verge then is to accommodate the installation of underground services and surface services, each with a specific alignment as recommended in the Utilities Providers Code of Practice. The Code prescribes that street lights and street trees are located between 3m to 3.4m from the property boundary, which means that these are to be located close to the kerb line. The minimum footpath width is 1.5m and were the footpaths placed at the back of the kerb, there would be no place for street trees to be planted on their designated alignment. Therefore, of necessity, the footpath must be located away from the kerb, and in most cases the most appropriate location is against the property boundary, which creates a larger area for planting, as opposed to two small areas for planting. Footpaths can be placed at the back of kerb on wider verge areas, usually on higher order roads, where this is considered suitable and where street trees can still be installed. However, many requests for footpaths not to be placed along kerbs are received from residents, in order to provide a safer pedestrian passage, particularly for children.

Main Roads design criteria for kerbing refers to their arterial road system. Kerbing within residential streets is defined by the City’s Subdivisional and Development Guidelines and the IPWEA Local Government Guidelines for Subdivisional Development as adopted by the Western Australian Planning Commission and the Department of Planning, Landscape and Heritage. Kerbs in residential streets are mountable type to allow the resident the flexibility in the location of their vehicle crossovers. Were a barrier type kerb to be installed in residential streets then unnecessary additional works and costs would be incurred in the provision of crossovers to service the lots.


Suggested recommendation: “That the contents of the report on the location of footpaths on lower order residential streets be noted.” ATTACHMENTS There are no attachments for this report. Committee Discussion As Cr Munn was not present at the meeting the Chair moved to defer the consideration of this item to next Technical Services Committee Meeting in order that Cr Munn could address the item. Moved: Cr Nixon Seconded: Cr Butterfield MOTION CARRIED (6/0) RECOMMEND T32/4/18 That the consideration of this item is deferred to the next Technical Services Committee Meeting. Moved Cr G Nixon MOTION CARRIED (6/0)


5.3 - LACK OF PARKING BAYS (REFERRAL ITEM)

At the Council meeting held on 26 February 2018, Cr J Munn referred the following matter to the Technical Services Committee.

That the matter of lack of parking bays in the intensely developed areas be reviewed and referred to the Technical Services Committee.

Comment from Cr J Munn Concerns have been expressed that insufficient numbers of parking bays in the new areas, especially with the very small frontages, are being provided by developers. Many of the residents have two or three cars and vehicles are being parked over footpaths or parked in drive ways with part of the vehicle protruding onto the footpath. At times, vehicles are parked along the footpath. Similarly with Local Parks, three or four parking pays are insufficient, especially when there is a group gathering/function. Car parking bays could be created all around the park to alleviate the problem. It is suggested that investigations be conducted to consider policy changes to encourage developers to provide more street parking. Officer Comment

The City is required to apply standards and norms relating to the provision of parking in urban areas. These are in essence as follows: a. Parking for large lots - on site, normally two in garage and two on driveway b. Parking for smaller lots (<350m2) – 1/2 garage parking plus one visitor parking bay for

every two lots in new subdivisions c. Laneway lots - 1/2 garage parking plus one visitor parking bay for every two lots

These requirements are expressed to the developers and their planning consultants at all stages of the development process from structure planning to subdivision. The Western Australian Planning Commission (WAPC) accepts that the provision of parking can be anywhere within the pedestrian walkable catchment of 400m.

d. There is no specific requirement for provision of parking bays adjacent to Public Open

Space (POS) areas unless it is an active POS, then parking is generally provided within the site based on standard parking ratios for such facilities.


General expectation is that local use will be from a pedestrian walkable catchment of 400m. It is however recognised that parks such as Robot Park and Shipwreck Park will attract visitors from further afield and that additional parking should be provided at such facilities. At this stage this has been done and all indications are that immediately following the opening such facilities, the parking provided seems to be well short of requirements. However, after the initial period of usage has stabilised, the parking is only placed under stress during peak usage times and for short periods only. This is deemed acceptable from a facility provision aspect. The City requests provision of some parking bays adjacent to POS areas irrespective of the POS use. While noting the above advice, the City will further investigate this referral item particularly with regard to potential amendments to the design standards relating to the provision of parking for new subdivision areas and the possible inclusion of additional parking bays in existing POS areas, where a need for these has been identified. Accordingly, it is proposed that a report be presented to a future Technical Services Committee meeting for Council’s consideration. A suggested recommendation is as follows: “That Council: 1. Note the advice provided regarding the existing design standards for the provision of

parking bays in new subdivision areas. 2. Request a report to be presented at a future Technical Services Committee meeting

regarding: a. potential amendments to the existing design standards to address the desired

parking requirements at POS areas b. the possible provision of additional parking bays adjoining existing POS areas

where a need has been identified.” ATTACHMENTS There are no attachments for this report. As Cr Munn was not present at the meeting the Chair moved to defer the consideration of this item to next Technical Services Committee Meeting in order that Cr Munn could address the item. RECOMMEND T33/4/18 That the consideration of this item is deferred to the next Technical Services Committee Meeting. Moved Cr G Nixon MOTION CARRIED (6/0)


5.4 - MANAGEMENT AND MAINTENANCE OF UNATTENDED VERGES AND OPEN SPACES (REFERRAL ITEM)

At the Council meeting held on 26 February 2018, Cr M Geary referred the following matter to the Technical Services Committee.

That the matter of the management and maintenance of unattended verges and open spaces be referred to the Technical Services Committee.

Comment from Cr M Geary The appearance of public spaces is of great interest to most residents and important for the presentation of the City. The City has maintenance contracts for an assortment of areas – active playing fields, public open spaces, roundabouts etc, however there appears to be a number of areas where the management and maintenance of spaces is not clearly defined, which on occasion results in areas that don’t appear to be maintained. Newer subdivision areas appear to be creating more of these sorts of spaces. I would consider defining all these areas as ‘unattended’ spaces. This would include any space in the City’s boundaries that is not associated with a property or use that otherwise has standards or expectations for maintenance. I would like the City to consider setting a policy for management of these areas. The policy should consider the use or purpose of these spaces and that each requires different servicing. Following consideration of such a policy, funding and operation could then be considered by Council. Suggested recommendation is that Council receive a report on the management and maintenance of unattended verges and open spaces, including types or areas and approach to different land tenures. Officer Comment

The matter of verge management within the City has been considered over a lengthy period of time. The City reviews its verge management practices and service levels annually to ensure best practice is applied. These practices however only apply to the verges fronting: 1. Private properties

2. City owned land

3. State owned land under management of the City


These practices do not address those properties which front: 1. Bushland not under the management of the City

2. State owned properties outside the CBD

3. Pockets of land resulting from new subdivision designs eg:

a. verges located below retaining walls

b. ‘long’ verges on corner blocks

c. odd ‘pockets’ of land e.g. between parking bays and on wide corner truncations It is suggested that, while a number of reports have been considered by Council on this subject in the past, a more comprehensive report which includes those areas not currently covered by the current practices, be compiled for consideration. This report would also include options for implementation with costs, for consideration by Council. Given the above, a suggested recommendation is as follows: “That Council receive a report on the management and maintenance of unattended verges and open spaces, including types or areas and possible approaches to different land tenures, at a future Technical Services Committee meeting.” ATTACHMENTS There are no attachments for this report. RECOMMEND T34/4/18 That Council receive a report on the management and maintenance of unattended verges and open spaces, including types or areas and possible approaches to different land tenures, at a future Technical Services Committee meeting. Moved Cr R Butterfield MOTION CARRIED (6/0)


5.5 - PUBLIC TRANSPORT (REFERRAL MATTER)

Councillor Frost disclosed that as she is on the Forrestdale Primary School Council she had an association with this project. As a consequence, she advised that there may be a perception on the basis of her non-financial interests that her impartiality on the matter may be affected, but declared that she would set aside this association, consider the matter on its merits and vote accordingly.

At the Council meeting held on 12 March 2018, Cr C Frost referred the following matter to the Technical Services Committee.

That the matter of public transport for residents of Hilbert, Haynes and Forrestdale be referred to the Technical Services Committee.

Comment from Cr C Frost The Forrestdale Primary School Council has noted concerns from residents in Hilbert and Haynes regarding students from these areas not being able to access the school by public transport. Lack of public transport for these areas was also discussed. The request is that the City of Armadale, in their discussions and meetings with Department of Transport officers, highlight this issue and request any information on plans to provide public transport for these areas. Suggested Recommendation: “That Council write to the Department of Transport requesting information on the plans for servicing these areas and to advocate for services to these areas as soon as possible.” Officer Comment

Transperth has a long term Service Development Plan which contains future improvement projects to the public transport service in Perth. As Transperth operates on a finite budget, resources are allocated by prioritising projects so that the broader community receives the maximum benefit from the resources available. Transperth has advised that currently there are no new resources allocated to the Transperth bus service expansion, therefore bus services to Hilbert and Haynes cannot be provided at this point in time. The next review of bus services which covers these areas, is planned to be held in October 2018. The timing of future bus service improvements will depend on both the rate of development in these areas and when the necessary funding can be secured. Transperth also advised that they do not introduce school specials or regular route deviations for primary schools as the demand is generally low, due to the age of primary school students and their ability for independent travel. The City will continue to advocate for improved public transport services throughout its boundaries as opportunities arise.


A suggested recommendation is as follows: “That Council note the comments provided on the public transport arrangements and the limited possibility of the expansion of this service to include Hilbert and Haynes.” ATTACHMENTS There are no attachments for this report. Committee Discussion Committee agreed with the suggested recommendation with the addition that the City continue to advocate for inclusion of bus services to these areas. The recommendation was amended include this comment. RECOMMEND T35/4/18 That Council note the comments provided on the public transport arrangements and the limited possibility of the expansion of this service to include Hilbert and Haynes and that the City continue to advocate for the inclusion of such a service in this area. Moved Cr C Frost MOTION CARRIED (6/0)


COUNCILLORS’ ITEMS Nil. EXECUTIVE DIRECTOR TECHNICAL SERVICES REPORT Nil.

MEETING DECLARED CLOSED AT 6.25 pm


TECHNICAL SERVICES COMMITTEE

SUMMARY OF ATTACHMENTS 16 APRIL 2018

ATT NO. SUBJECT PAGE

1.1 COUNCIL POLICY REVIEW: ENG 18 - CCTV AND MCCTV

1.1.1 ENG 18 - Policy 63

1.1.2 ENG 18 - Management Practice 64

Technical Services 63 ATTACHMENT 1.1.1 COMMITTEE - 16 April 2018 COUNCIL MEETING 23 APRIL 2018