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Technical Services Minutes

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Technical Services Minutes CITY OF ARMADALE MINUTES OF TECHNICAL SERVICES COMMITTEE HELD IN THE COMMITTEE ROOM, ADMINISTRATION CENTRE, 7 ORCHARD AVENUE, ARMADALE ON MONDAY, 23RD FEBRUARY 2004, AT 7.02 PM. PRESENT: Cr V L Clowes Hollins Chair Cr L Reynolds JP Cr F R Green Cr J Everts Cr A L Cominelli JP Cr J Knezevich Cr PJ Hart Deputy for Cr DL Hopper JP APOLOGIES: Cr DL Hopper JP OBSERVERS: Cr JH Munn JP CMC (7:00pm – 7:32pm) IN ATTENDANCE: Mr WA Bruce Executive Director Technical Services Mr R G Davies Manager Technical Services Mr G Elsegood Manager Civil Works Mr M Hall Senior Projects Engineer Mr R Sutton Coordinator Waste Services Mr J Glassford Manager Property Services Mrs J Campion Coordinator Support Services Mr P Lanternier Manager Parks Miss J Munn Minutes Secretary PUBLIC: 0 TECHNICAL SERVICES 2 23 FEBRUARY 2004 COMMITTEE DISCLAIMER The Disclaimer for protecting Councillors and staff from liability of information and advice given at Committee meetings was not read by the Chairman as no members of the public were in attendance. DECLARATION OF MEMBER’S INTERESTS Page 18 Cr Green Non financial interest-Eleventh Road / Rowley Road Intersection – Roundabout, Armadale Page 25 Cr Reynolds Non financial interest-Armadale Urban Design Style Guide DEPUTATION Nil. QUESTION TIME Nil. CONFIRMATION OF MINUTES RESOLVED Minutes of the Technical Services Committee Meeting held on 27th January 2004, were confirmed. MOVED Cr Reynolds ITEMS REFERRED FROM INFORMATION BULLETIN – ISSUE NO. 4 The following items were included for information in the “Technical Services” section: Outstanding Matters Report on Outstanding Matters – Technical Services Committee…………… T-1 Minutes of Advisory Committees Armadale Settlers Common – November 2003……………………………… T-2 Local Government Working Group Meeting – November 2003…………….. T-7 General Media Release “Major Downpayment on Australia’s Transport Future”…… T-11 Swan River Trust…………………………………………………………….. T-14 Wetland Watch……………………………………………………………….. T-16 Works Program………………………………………………………………. T-17 If any of the items listed above requires clarification or a report for a decision of Council, this item to be raised for discussion at this juncture. I N D E X TECHNICAL SERVICES COMMITTEE 23 FEBRUARY 2004 WASTE SERVICES TENDER NO. 36/03 COLLECTION OF RECYCLABLE MATERIAL,............................4 PROPOSAL FOR A JOINT PROMOTION WITH THE ARA AND ARMADALE SHOPPING CITY – REUSABLE CALICO SHOPPING BAGS...................................11 ENGINEERING DESIGN AND DEVELOPMENT FOOTPATHS IN FORREST ROAD ..................................................................................13 HAWKSTONE ROAD – ROLEYSTONE, COMPENSATION BASIN ...........................14 ELEVENTH ROAD / ROWLEY ROAD INTERSECTION-ROUNDABOUT, BROOKDALE.................................................................................................................18 ARMADALE URBAN DESIGN STYLE GUIDE .............................................................21 **WARTON ROAD / RANFORD ROAD BLACKSPOT PROJECT...............................26 MISCELLANEOUS 2004 PUBLIC WORKS ENGINEERING STATE CONFERENCE ..................................30 LATE ITEMS WORKS PROGRAMME REVISIONS TO ACCOMMODATE ARMADALE ROAD DUALLING BY CITY OF ARMADALE ON BEHALF OF MAIN ROADS WA.......32 TECHNICAL SERVICES 4 23 FEBRUARY 2004 COMMITTEE – Waste Services TENDER NO. 36/03 COLLECTION OF RECYCLABLE MATERIAL, TENDER NO. 37/03 PROCESSING OF RECYCLABLE MATERIAL WARD ALL In Brief: Council called tenders for its recycling services. FILE REF: TEN/36/03 & Recommend: TEN/37/03 1. That Council accepts: DATE 17/2/04 (i) The Tender of Brambles Australia Limited entitled Alternative Offer in Tender REF BS No. 36/2003 at a cost of RESPONSIBLE MTS $0.91/service/fortnight; and MANAGER (ii) the Tender of Brambles Australia Limited entitled Alternative Offer 2 Part C in Tender No. 37/2003, at a cost of $13.50/tonne of recyclable material; Subject to the negotiation of the contract to the satisfaction of the Executive Director Technical Services to address operation and insurance matters. 2. That Council approve $100,000 being listed for consideration of inclusion in the draft 2004- 05 budget for transfer to the Waste Management Reserve Account to replace damaged and aged recycling bins. Tabled Items Contract Document. Officer Interest Declaration Nil. Strategic Implications Corporate Services To achieve maximum community benefit from effective use of resources (staff, finances and information technology). Legislation Implications Assessment of legislation indicates that the following regulations apply: Local Government (Functions and General) Regulations 1996 s3.57(11) (2) (f) Council Policy/Local Law Implications Assessment of Policy / Local Law indicates that the following are applicable: Policy ENG 5 – Tendering and Purchasing Budget/Financial Implications Allocated in the Waste Minimisation Budget M113 Consultation Nil. Background The formation of the South East Metropolitan Regional Council (SEMRC) by the Cities of Armadale, Gosnells and South Perth enabled the members to examine the possibility of jointly calling tenders. TECHNICAL SERVICES 5 23 FEBRUARY 2004 COMMITTEE – Waste Services The collection and processing of recyclable material for the three member councils and the collection of domestic waste for South Perth was the first opportunity to test the market. Armadale's contract for the kerbside collection and processing of recyclable material with Cleanaway (Brambles Australia Limited ) concluded on the 2nd May 2003. An interim contract was granted to Cleanaway (Brambles Australia Limited ) for the period 3rd May 2003 until 30th June 2004 to allow the SEMRC members time to complete current contracts and jointly call tenders for the kerbside collection and processing of recyclable material and, collection of domestic waste for the City of South Perth. The formation of the Regional Council has influenced the tender process. Beside this, there were a number of other factors that have been taken into account when setting up the documents. They were: • The original intention was to call tenders through the Regional Council however under the Establishment Agreement the tender period required was much longer than the time frame available to complete the tendering process. • In 1993, when the previous tender was awarded, there was only one Material Recovery Facility (MRF) in WA, which had been operating for approximately 3 years. There are now 6 MRFs available to metropolitan councils. There has been significant market development and the competition to process recycled material is therefore much greater. • Both Gosnells and Armadale intended to submit in-house bids for the collection of the recycled material. • New separation/energy technologies are being developed and could be on the market in several years. Two tenders were therefore called by each of the three member Councils relating to recycling, one for the collection and one for the material processing. A further tender was called for collection of domestic waste in South Perth. Tenderers for the collection were requested to give prices for servicing one, two and three Councils with various distances to the processing MRF or waste disposal site. Tenderers for the processing of recyclable material were requested to give prices for three, four and five year periods. TECHNICAL SERVICES 6 23 FEBRUARY 2004 COMMITTEE – Waste Services EXISTING CONTRACT INFORMATION Table 1 : Existing Contract Information CONTRACTOR Cleanaway (Brambles Australia Limited ) CONTRACT TYPE Schedule of rates CONTRACT DURATION 13 months interim contract (10years prior) COMMENCEMENT DATE 3 May 2003 EXPIRY DATE 30 June 2004 EXTENSION PERMITTED None ANNUAL CONTRACT COST $665,000 RISE AND FALL Included DETAILS OF PROPOSAL The City of Armadale requires the services of a contractor/s capable of collecting and/or processing recyclable material collected fortnightly from the residents of Armadale. NEW CONTRACT INFORMATION Table 2 : New Contract Information CONTRACT TYPE Schedule of rates CONTRACT DURATION 5 years COMMENCEMENT DATE 1st July 2004 EXPIRY DATE 30th June 2009 EXTENSION PERMITTED No RISE AND FALL Yes – CPI SELECTION CRITERIA The selection criteria and weightings for the evaluation of the tender are as follows: ITEM No. DESCRIPTION WEIGHTING 1. Capability and Viability of Tenderer 10% 2. Experience of Tenderer 20% 3. Tender Proposal for Provision of Services 20% 4. Price 50% TOTAL 100% TENDERS RECEIVED Three tenders for the collection of the recyclable material were received from City of Armadale, Brambles Australia Limited (Cleanaway) and Collex. TECHNICAL SERVICES 7 23 FEBRUARY 2004 COMMITTEE – Waste Services Two tenders for the processing of recyclable materials were received from Cleanaway (Brambles Australia Limited ) and The Recycling Company of Western Australia. Cleanaway (Brambles Australia Limited ) submitted alternative tenders for both tenders subject to winning the collection and processing contracts for all three Councils. The Recycling Company of Western Australia submitted alternative tenders for the processing tender, offering various discounts, for winning the contract for all three Councils and the Councils accepting the cost of the residue disposal. Details of tenders received are as follows: Table 4a : Tenders Received Tender No. 36/03 Collection of recyclable material Tenderer ITEM COST ($/fortnight/resident)* Armadale alone All three councils Cleanaway $0.96 $0.94 Cleanaway (alternative)** $0.91 Collex $1.20 Armadale $0.83 *Based on the 0-20km zone
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