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Notice is hereby given that a Meeting of the Services and Assets Committee will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 21 June 2017

9am

Council Chambers
15 Forth Street
Invercargill

 

Services and Assets Committee Agenda

 

OPEN

 

 

MEMBERSHIP

 

Chairperson

Brian Dillon

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Committee Advisor

Fiona Dunlop

 

Group Manager Services and Assets

Ian Marshall

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference – Services and Assets Committee

 

The Services and Assets Committee is responsible for overseeing the following Council activities:

·                  

 

 

Transport;

·                 Property management including community facilities, acquisitions and disposals (including land dealings);

·                 Forestry;

·                 Water supply, wastewater and stormwater;

·                 Solid waste management;

·                 Flood protection;

·                 Waste management;

·                 Rural fire management;

·                 Te Anau Airport;

·                 Stewart Island Jetties and Riverton Harbour Committee;

·                 Water supply schemes.

 

The Services and Assets Committee shall have the following delegated powers and be accountable to Council for the exercising of these powers:

 

(a)       Monitoring the delivery of capital works projects and the implementation of the capital works programme.

(b)       Monitoring the delivery of operations and maintenance contracts.

(c)       To approve and/or assign all contracts for work, services or supplies where the value is in excess of $200,000 where those contracts relate to work within approved estimates.  Where the value of the work, services; supplies or business case or the value over the term of the contract is estimated to exceed $2M a prior review and recommendation of the business case by the Finance and Audit Committee is required.  The business case shall include as a minimum; risk assessment, a procurement plan and financial costings.

(d)       To monitor the return on all the Council’s investments including forestry;

(e)       To monitor and track Council contracts and compliance with contractual specifications.

 

The Services and Assets Committee is responsible for considering and making recommendations to Council regarding:

(a)          Policies relating to the scope of activities of the Services and Assets Committee;

(b)          Changes to Council’s adopted Levels of Service;

(c)          The dividend from the Forestry Business Unit.

 

The Services and Assets Committee may delegate the management and control of all Riverton harbour assets vested in the Southland District Council to the Riverton Harbour Committee.

 

The Services and Assets Committee may delegate the responsibility to oversee the development and maintenance of jetties located at Fred’s Camp, Millars Beach,  Ulva Island, Port William and Little Glory Cove to the Stewart Island Jetties Subcommittee.

 


Services and Assets Committee

21 June 2017

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TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

Procedural

1          Apologies                                                                                                                        5

2          Leave of absence                                                                                                           5

3          Conflict of Interest                                                                                                         5

4          Public Forum                                                                                                                  5

5          Extraordinary/Urgent Items                                                                                          5

6          Confirmation of Minutes                                                                                               5

Reports for Resolution

7.1       New Professional Services Contract                                                                        11

Reports

8.1       Forestry Operations - Financial Report to 31 March 2017                                      17

8.2       Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for April 2017                                                                                                                      25

8.3       Roading Operations May 2017                                                                                   31

8.4       Services and Assets Contracts Update                                                                    41

Public Excluded

Procedural motion to exclude the public                                                                              43

C9.1    Southland District Council Resurfacing Programme                                             45  

 


1          Apologies

 

At the close of the agenda no apologies had been received.

 

2          Leave of absence

 

At the close of the agenda the following requests for Leave of Absence were received:

Councillors Duffy, Kremer and Keast.

 

3          Conflict of Interest

 

Committee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4          Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5          Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)      the reason why the item was not on the Agenda, and

(ii)     the reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)     that item may be discussed at that meeting if-

(i)      that item is a minor matter relating to the general business of the local authority; and

(ii)      the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)     no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

6          Confirmation of Minutes

6.1         Meeting minutes of Services and Assets Committee, 5 April 2017

 


 

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Services and Assets Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Services and Assets Committee held in the Council Chambers, 15 Forth Street, Invercargill on Wednesday, 5 April 2017 at 10.32am.

 

present

 

Chairperson

Brian Dillon

 

 

Mayor Gary Tong

 

Councillors

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Gavin Macpherson

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Chief Executive Officer – Steve Ruru, Group Manager, Services and Assets – Ian Marshall, Communications Manager – Louise Pagan, Governance and Democracy Manager – Clare Sullivan and Committee Advisor – Fiona Dunlop

 


Services and Assets Committee

05 April 2017

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1          Apologies

 

Apologies for absence were received from Councillors Baird, Kremer and Paterson.

 

Moved Cr Douglas, seconded Cr Keast and resolved:

That the Services and Assets Committee accept the apology.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

There was no public forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

There were no minutes to confirm as this is the first meeting of the Committee.

 

Reports

 

 

7.1

Forestry Operations - Financial Report to 31 December 2016

Record No:         R/17/1/1091

 

IFS Growth Forest Manager South – Reece McKenzie and Group Manager, Services and Assets – Ian Marshall were in attendance for this item.

 

They gave a brief overview of the financial situation with the Southland District Council forestry interests.

 

 

Resolution

Moved Cr Keast, seconded Cr Macpherson and resolved:

That the Services and Assets Committee:

a)         Receives the report titled “Forestry Operations - Financial Report to 31 December 2016” dated 29 March 2017.

 

 

7.2

Forestry Operations Management Report

Record No:         R/17/3/6574

 

IFS Growth Forest Manager South – Reece McKenzie and Group Manager, Services and Assets – Ian Marshall were in attendance for this item.

 

Mr McKenzie advised that the report to the Committee was for the year to date as at 28 February 2017.  He particularly highlighted the Health and Safety section of the report.  He advised that the Forestry industry is very active with drug and alcohol testing.

 

The meeting noted that part of the Health and Safety processes IFS Growth  have undergone two full systems audits within the past 12 months.  One of the audits was a ACC audit and IFS Growth attained Tertiary Status.  This is a major improvement on the Primary Status from the audit conducted two years ago.

 

Mr McKenzie further advised that the improvement in the status is because of their systems being improved and that they are continually being updated and monitored.

 

The meeting also noted that all contractors to IFS have subscribed to the Forest Safe Health and Safety Management Programme.  This is to ensure that all contractors systems are in order and in line with current Health and Safety standards.

 

 

Resolution

Moved Cr Perham, seconded Cr Frazer and resolved:

That the Services and Assets Committee:

a)         Receives the report titled “Forestry Operations Management Report” dated 29 March 2017.

b)         Notes the projected increase in net income for the 2016/17 period.

 

 

7.3

Services and Assets Contracts Update

Record No:         R/17/3/6376

 

Group Manager, Services and Assets – Ian Marshall was in attendance for this item.

 

Mr Marshall advised that the purpose of the report was to inform the Committee on the progress of status of all contracts with the Services and Assets Department.

 

 

Resolution

Moved Chairperson Dillon, seconded Cr Ford and resolved:

That the Services and Assets Committee:

a)         Receives the report titled “Services and Assets Contracts Update” dated 29 March 2017.

 

 

7.4

Roading Operations February 2017

Record No:         R/17/3/6159

 

Commercial Lead Roading – Dylan Rabbidge and Group Manager, Services and Assets – Ian Marshall will be in attendance for this item.

 

Mr Rabbidge advised that the report was to inform the Committee on the progress of the major roading maintenance contracts. 

 

The meeting noted that there are three contracts currently in the tendering process and will be finalised for awarding prior to 30 June 2017.

 

 

Resolution

Moved Cr Duffy, seconded Cr Harpur and resolved:

That the Services and Assets Committee:

a)         Receives the report titled “Roading Operations February 2017” dated 29 March 2017.

 

 

7.5

Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for January 2017

Record No:         R/17/3/5577

 

Strategic Manager Water and Waste – Ian Evans, Operations Manager, Water and Waste Services – Bill Witham and Group Manager, Services and Assets – Ian Marshall will be in attendance for this item.

 

The Officers advised that the report was to update the Committee on the progress of the Downer Water and Wastewater Maintenance Contract 10/01.

 

 

Resolution

Moved Cr Ford, seconded Cr Macpherson and resolved:

That the Services and Assets Committee:

a)         Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for January 2017” dated 29 March 2017.

 

 

The meeting concluded at 11.27am.             CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Services and Assets Committee HELD ON WEDNESDAY 5 APRIL 2017.

 

 

 

DATE:...................................................................

 

 

 

CHAIRPERSON:...................................................

 

 

 

 


Services and Assets Committee

21 June 2017

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New Professional Services Contract

Record No:        R/17/6/12143

Author:                 Hartley Hare, Roading Asset Management Engineer

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        This report outlines the proposed procurement strategy for Southland District Council Transport Professional Services and seeks affirmation from the Services and Asset Committee for the procurement of this service.

Executive Summary

2        This report covers the Transport Professional Services requirements and outlines the proposed procurement methodology of these services.  The contract covers technical, specialised and support services for the Council’s Transport activity.

 

Recommendation

That the Services and Assets Committee:

a)         Receives the report titled “New Professional Services Contract” dated 13 June 2017.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Approves the procurement of Transport Professional Services.

e)         Endorse that delegation be provided to the Chief Executive to award the contract based on an estimated tender value of $1.950M.

 

 

Content

Background

3        The current Transport Professional Services Contract is due to expire on 30 September 2017.  At this time the contract would have be held by the incumbent consultant Stantec (formally MWH) since 1 July 2012.

4        The tender documents for the new Professional Services Contract (Contract 17/04) effective from 1 October 2017 have been written to promote a focused approach to Council’s core professional service’s needs.

5        The contract term is three years plus potential renewals of two further one year terms (3+1+1).

6        The new contract provides for transparent and succinct performance monitoring against an agreed set of Key Result Areas (KRAs).

7        The scope includes a small dedicated team of six engineers to support the Transport Team in a range of tasks including:

·              Providing advice in respect of Council’s network and bridging strategies including development, asset management, maintenance and safety.

·              Management of the road corridor under a range of legislative requirements.

·              Asset management including data capture, interpretation and reviews of the Asset Management Plans.

·              Pavement condition rating.

·              Network safety and traffic engineering.

·              Structural inspections of bridges and other structures and drafting gazette notices for posted bridges.

·              Developing the capital works programmes for pavement and bridge renewals and reseals.

·              Procurement and contract management of the reseals contract.

·              Design and procurement of delivery of pavement rehabilitations.

·              Preparation of business cases for larger bridge renewals for NZTA approval.

·              Design and procurement and contract management of delivery of the bridge renewal programme.

·              Processing of overweight and High Productivity Motor Vehicle permits.

·              Network asset valuations.

8        The contract provided for additional specialist resources when required by Council (eg, geotechnical investigations, legal survey, etc).

Review and improvement

9        Overall the contract has been very successful in its purpose of supporting Council’s delivery of its transport programmes however there have been some issues primarily relating to workloads and the levels of resource available to deliver parts of the capital programme.

 

10      In particular, the full delivery of the pavement rehabilitation programme and bridge programme has be challenging for Council’s management and this has caused some rethinking of the best way of procuring these services to enable more flexibility for Council, recognising that there are at least three local consultant firms with pavement design and contract management capability and at least two with in-depth structural capability for bridge and related works including the incumbent consultant Stantec.

11      It is proposed therefore to structure the new professional services contracts in a way that provides solid technical/professional support with continuity in key areas but with higher flexibility that is designed to more efficient and to fully deliver Council’s Transport programme.  This will be achieved by the following approach;

·              A Professional Services for Core Transport Operations Contract - this includes a small dedicated team of engineers and most of the scope of the current contract except for bridge and pavement rehabilitation projects.  Proposals are about to be sought for this as services must commence on 1 October 2017.

·              A Bridge Services Contract that includes specialist structural inspections of current bridge stock, planned renewal programming, business cases to support larger renewal for NZTA approvals, design and procurement of the renewal programme including contract management.  Proposals will shortly be sought for this contract.

·              A small panel (say three) of pre-qualified pavement consultants who are expert in pavement design, procurement and delivery of pavement rehabilitation projects. 
The pre-qualification will be done through an ‘expression of interest’ process which includes considering each consultants’ experience and capability to provide the required services.  This will enable simple procurement of projects either on a negotiated basis or competitively amongst the panel as appropriate.  It also enables Council to take in to account past delivery performance when seeking proposals and award projects on a best value basis taking quality, time and cost into account.  This approach maintains an ongoing competitive regime which should improve overall delivery performance.  Registrations of interest will be called for shortly.

Tender Process

12      A two envelope system is proposed for submission of tenders with Envelope 1 containing non-price information and Envelope 2 containing price information. Tenders are to be evaluated using a modified Price Quality Method and a preferred tenderer selected in a staged process

13      Tenderers were required to establish their credentials in terms of non-price attributes:

·              Relevant experience and track record;

·              Technical and management skills;

·              Methodology;

·              Health and safety; and

·              Insurance.

 

 

14      The price schedule provided for:

·    Specified Core Services provided by a dedicated team based in the District (three year lump sum) which does represent a commitment.

·    Other Services that are of a specialist nature that may be used from time to time as required but there is no commitment to use any specified quantum of these services (priced as a schedule of hourly rates based on nominated numbers of hours for the purpose of comparing tender prices)

Issues

15      There are no specific or unusual issues to note beyond those discussed elsewhere in the report.

Factors to Consider

Legal and Statutory Requirements

16      No significantly unusual legal consideration are involved with this tender.  As with all larger value tenders, there is the risk of a legal challenge regarding the tender outcome form unsuccessful tenders.

17      To reduce this risk an external consultant (Morrison Low) will be engaged to assist with the procurement process including participation as part of the Tender Evaluation Team.

Community Views

18      No specific community view have been sought outside of Council’s Long Term Plan or Annual Plan process due the nature of the service primarily being s professional engineering services contract for the continued support and deliver of Council’s Transport activates .

19      As outlined in the report the objective is to deliver better decision making and outcomes to the benefit of the wider community.

Costs and Funding

20      The costs will continue to be part of the overall roading budget with the NZTA share being apportioned appropriately.

21      As an indication of the order of the annual estimated budget (including NZTA share), the service value for the core service is assessed at $1.950M for the initial three year term.

Policy Implications

22      The NZTA evaluation process will be followed along with Council’s Procurement Policy.


 

Analysis

Options Considered

23      The options considered look at service delivery of in-house versus outsourced.

Analysis of Options

Option 1 - In House Services

Advantages

Disadvantages

·        Greater level of direct control

·        Loss of focus due to other priority’s (squeaky wheel).

·        Paying for specialised services that may not be fully utilised.

 

Option 2 - Out Sourced Services

Advantages

Disadvantages

·        Access to greater number of specialised resources.

·        Greater flexibility to use specialised resources only when required.

·        Greater focus on getter the job done well.

·        Greater ability to deal with work load peaks and troughs.

·        Loss of control as no direct over sight.

·        Lack of trust, as it can be challenging to trust that the effort required is being put in.

·        Risk of lack of customer focus.

 

24      The Review of Roading Service Delivery carried out by Morrison Low during September and October 2015 recommended that SDC continues to use its current service delivery framework of in-house client/ owner and representational functions and outsourced specialist engineering advice.

Assessment of Significance

25      While the dollar value and the term of the contract could be considered significant the recurring nature and need for the work is not.

Recommended Option

26      It is recommended that Services and Assets approve the procurement methodology for the Professional Engineering Services.

Next Steps

27      Complete tendering, evaluation and award of Professional Engineering Services.

 

Attachments

There are no attachments for this report.    


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21 June 2017

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Forestry Operations - Financial Report to 31 March 2017

Record No:        R/17/5/11530

Author:                 Ben du Mez, Graduate Accountant

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                              Recommendation                         Information

 

  

 

Management Commentary

1        Forestry activity is gaining momentum with a strong finish expected for the year.  This past period has seen the start of the main harvest program in Dipton Forest, with production in excess of 10,000 tonnes per month.  The annual harvest target this year is 46,000, with 45% cut so far.  

2        Income to date comprises of $2.3M of timber sales from Dipton and road-line harvesting in the Waikaia Forest.  Total forecast timber sales should be close to $4.6M by the end of the financial year, up $1.3M on the reported October year end forecast.  Strong log prices ($20/tonne higher than budget) are the main driver of this result.

3        Expenditure to date stands at $1.4M.  This has been predominantly associated with harvest and roading operations at Dipton and Waikaia ($990K), pruning in Ohai and Gowan Hills ($150K), replanting in Dipton ($31K) and costs for forest management and general maintenance. Expenditure at year end is forecast at $2.5M.

4        The year to date position reflects a surplus of $907K, it is now expected the net surplus at year end will be $2.1M, compared to a budget of $813K.  This $1.3M variation is reflective of stronger log prices as noted above.

 

 

Reece McKenzie

FOREST MANAGER

IFS GROWTH LIMITED

 


 

Financial Reports

 


 


 

 


 


 

 

 

Recommendation

That the Services and Assets Committee:

a)         Receives the report titled “Forestry Operations - Financial Report to 31 March 2017” dated 13 June 2017.

 

 

Attachments

There are no attachments for this report.  

 


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21 June 2017

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Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for April 2017

Record No:        R/17/5/11529

Author:                 Bill Witham, Operations Manager - Water and Waste Services

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                              Recommendation                         Information

 

  

 

Background

1       Downer was awarded Contract 10/01 for delivery of water and wastewater services to Council for the Southland District.  The contract was awarded in 2010 for a maximum period of 12 years.

Purpose

2       The purpose of this report is to update the Committee on the progress of this contract. 
A representative of Water and Waste Services will be in attendance to speak to the report.

Summary

3       KPI scoring of 79%.

Compliance (Drinking-water)

4        All drinking water compliance testing was completed and carried out as per
New Zealand Drinking-water Standards.  All samples were absent of Escherichia Coli, thus meeting the required standards.

Compliance (Environmental)

5        There were no non-compliant tests reported.

Operations and Maintenance

6        Service request calls for the month were 90; higher than usual for this time of year.

Financial

7        There were no outstanding claims or variations to the contract.  All claims and invoices for completed work were certified and accepted.

Customer Service

8        There were 90 service requests received with 85 inspected within response time, no odour complaints, 78 treated water related service requests, eight wastewater related service requests and four rural water supply related requests.

Health and Safety

9        There were no incidents reported.

Quality Assurance

10      Zero Non Conformance/Opportunity for Improvement Reports were issued and no instances of rework or product failure during the month.


 

11      Water Consumption

 

12     Explanation of Differential - Water

Rural water projects let but awaiting suitable weather window.

$318,000

Winton water main residual to be used for following staged work.

$400,000

Riverton water treatment plant residual enhancement costs.

$527,011

Eastern Bush upgrade is a multi-year project.

$76,503

Te Anau lateral replacements awaiting tender closing.

$179,630

District monitoring.

$150,100

Residual projects - various minor projects yet to be started or awaiting synergy of another project to commence.

$56,531

$1,707,775

13     Explanation of Differential - Sewer

CCTV awaiting availability of limited resource in Southland.

$101,900

Otautau pump station upgrades not yet carried out due to subcontractor availability.

$153,096

Riverton Bay Street main replacement carried out in 2015/2016 year.

$93,420

Riversdale sewer option.

$44,986

Stewart Island sewer treatment and disposal upgrade - awaiting subcontractor availability.

$119,140

Adjustment for Te Anau treatment and disposal contract taken at different cost centre.

$194,642

Residual projects - various minor projects yet to be started.

$90,992

$798,176

 

 

Recommendation

That the Services and Assets Committee:

a)         Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for April 2017” dated 13 June 2017.

 

 

Attachments

a         Downer KPI Report - April 2017    

 


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21 June 2017

 



Services and Assets Committee

21 June 2017

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Roading Operations May 2017

Record No:        R/17/4/8728

Author:                 Dylan Rabbidge, Commercial Lead Roading

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                              Recommendation                         Information

 

  

 

Background

1       SouthRoads currently have the Waimea and Central Alliance maintenance contracts with Fulton Hogan having the Foveaux Alliance.  The Tendering process has been completed and approved by Council with no change to any of the Alliances.  These new contracts begin on
1 July 2017.

Purpose

2       The purpose of this report is to update the Committee on the progress of the major roading maintenance and capital contracts.  A representative of Strategic Transport will be in attendance to speak to the report.

Summary

3       Customer Satisfaction; 100 Requests for Service (RFS), across the three Alliance contracts were received in May with three not completed on time.  2015/16 112 RFS’ were received in May. 

4       Health and Safety; 12 near missis were reported for May with no Lost Time Injuries reported.  12 Site Safety Audits were completed in May.

5        Activity Performance:

·              Metalling, 61,615 m3 or 84% is completed Year to Date.

·              Grading, 13,253 km have been graded Year to Date.

·              2017/18 Pre-Reseal Repairs, 98 of 150 sites have been released for inspection. 
The length completed is 73.93 km of 155.37 km or 47.58%.

·              Stabilisations, 10,135 m2 (100%) have been completed of a total programmed
10,135 m2.

·              Edge Break, 16,187 m (57%) of a programmed 28,513 m.

6        Risk and Strategy:

·              Slips, Brydone Glencoe and Chaslands Highway have both completed an ILM (Investment Logic Mapping) which is the first step in developing a Business Case.  Waiarikiki Mimihau Road, Temporary repairs holding well with approval for permanent repairs being worked on.

·              Roads, Mandeville Kingston Crossing Road high crash site with Roy Clearwater (Safety Engineer) investigating this site is to be monitored for a solution.  The hedge has been removed from this site and additional signs are to be erected.

·              Coastal Route, “High Crash Rate” signage and 50 kph signs helping to reduce the number and severity of crashes.  Road has been approved for seal extension.

Financial

7        There were no outstanding claims or variations to the contract.  All claims and invoices for completed work were certified and accepted.

Capital Projects

8        The Alternative Coastal Route Seal Extension is progressing well with The Roading Company currently ahead of schedule.  The Project Status Report is attached.

9        Strategic Roading have tendered for five bridge replacements, through applying for resource consent the Department of Conservation (DoC) are not prepared to grant “Affected Party” approval.  DoC’s concerns are around impeding of fish passage both during construction and the final installation of the box culverts.  The financial implications on this year’s programme are approx. $800K which will be carried forward into the 2017/18 financial year.  Currently we are applying for a “Fish Passage Permit” which can take up to six months to be awarded or not, this application goes to the Director General of Conservation.  Strategic Roading are looking at alternative capital projects that will ensure SDC can utilise the NZTA budget.

 

 

Recommendation

That the Services and Assets Committee:

a)         Receives the report titled “Roading Operations May 2017” dated 13 June 2017.

 

 

Attachments

a         Project Status Report - Alternative Coastal Route Seal Extension

b         13-01 Central Alliance May 2017 A3

c         12-01 Waimea Alliance A3 monthly report April 2017

d         06-26 Foveaux Alliance A3 report May 2017    

 


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21 June 2017

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Services and Assets Contracts Update

Record No:        R/17/6/12625

Author:                 Trudy Saunders, Contracts Adminstrator

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                              Recommendation                         Information

 

  

 

Background

1       The Services and Assets Contract Management tracks Roading, Water and Waste and Property Divisions operations and capex contracts.  This report just lists the status of the Community Services contracts.

2       The Water and Waste and Roading opex and capex contracts are reported through their respective operations reports.

Purpose

3       The purpose of this report is to update the Committee on the progress of status of all Contracts within Services and Assets.

Summary

4       Property:  As of 1 May 2017 the following Property related contracts are in progress:

Department

Current

Due soon

Work In Progress

Overdue

Total

Property

21

2

23

Community Engineers

25

6

2

8

41

 

46

6

4

8

64

Overview

5       Property Department contracts cover hall custodians and cleaning of buildings owned by SDC, such as offices and libraries.

6       Community Engineers contracts cover township Maintenance, mowing, gardening and cleaning of public toilets.

7       Some cleaning of toilets and mowing areas are covered within the Roading Alliance Contracts.

Analysis

8       The eight contracts that are overdue are currently with Community Engineers to discuss scope and price with the contractors. Three new contracts were drafted in April after the discovery that the contractors did not have the appropriate paperwork in place during an audit of payroll contractors.

 

 

9       Of the four that are Work In Progress:

·              Two are with the Contract Administrator to find out further information.

·              One is with the Community Engineer to review the supplier.

·              One is with the Community Engineer to obtain the signed contract.

·              One is with the Property Officer and currently being advertised for the Custodian position.  

Risk and Strategy:

10     Three of our cleaning or beautification contractors are not currently on our Health and Safety Approved Contractors List.  This has been highlighted to the Community Engineer who is working with the contractors to provide the appropriate paperwork.

Financial

11      It is difficult to get an accurate summary of costs of all Property related contracts due to the majority of these being maintenance contracts and paid out per clean or mow. 

 

 

Recommendation

That the Services and Assets Committee:

a)         Receives the report titled “Services and Assets Contracts Update” dated 13 June 2017.

 

 

Attachments

There are no attachments for this report.  

  

 


Services and Assets Committee

21 June 2017

sdclogo

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

 

Recommendation

 

That the public be excluded from the following part(s) of the proceedings of this meeting.

C9.1  Southland District Council Resurfacing Programme

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Southland District Council Resurfacing Programme

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists.