Agenda infrastructure & works 8 september 2014 by Devonport City Council

NOTIICE OF MEE ETING

a Workss Committtee meeting of the e Notice is hereby giiven that an Infrasttructure and onday 8 September uncil will be b held in the Counc cil Chamb bers, on Mo S r Devonporrt City Cou 2014, com mmencing at 6:00pm. he public a at 6:00pm. The meetiing will be open to th

QUA ALIFIED PERS SONS dance with h Section 65 of the Local Go overnmentt Act 19933, I confirm m that the e In accord reports in this agen nda conta ain advice e, informattion and recommen ndations given by a person w who has the t qualifications o or experie ence nece essary to give such advice,, informatio on or recom mmendatio on.

Paul Westt GENERAL MANAGER R ber 2014 3 Septemb

AGENDA FOR AN ORDINARY MEETING OF DEVONPORT CITY COUNCIL HELD ON MONDAY 8 SEPTEMBER 2014 AT THE COUNCIL CHAMBERS AT 6:00PM Item

Page No.

1.0

APPOINTMENT OF CHAIRMAN ...................................................................... 5

2.0

APOLOGIES

3.0

DECLARATIONS OF INTEREST

4.0

PROCEDURAL ............................................................................................ 6

4.1

PUBLIC QUESTION TIME .................................................................................................... 6

4.1.1

Responses to Questions raised at prior meetings ...................................................................... 7

4.1.2

Questions on notice from the public ........................................................................................... 7

4.1.3

Questions without notice from the public ................................................................................... 7

4.2

QUESTIONS ON NOTICE FROM ALDERMEN ............................................................................ 7

4.3

NOTICE OF MOTIONS ....................................................................................................... 7

5.0

TENDERS ................................................................................................... 8

5.1

Tender Report Contract 1274 Supply, Delivery and Placement of Hotmix Asphalt (D338426) .......................................................................................................................................... 9

5.2

Tender Report Contract 1273 Supply, Delivery and Placement of Sprayed Bituminous Surfacing (D338427) .................................................................................................. 13

6.0

INFRASTRUCTURE AND WORKS REPORTS Nil

7.0

INFRASTRUCTURE AND WORKS MONTHLY UPDATE .......................................... 16

7.1

Infrastructure and Works Report (D337460)............................................................................... 17

8.0

CLOSURE ................................................................................................ 30

PAGE 5 Report to Council meeting on 8 September 2014

Agenda of a meeting of the Devonport City Council’s Infrastructure and Works Committee to be held at the Council Chambers, Fenton Way, Devonport on Monday, 8 September 2014 commencing at 6:00pm. PRESENT Present Chairman

Ald W M Squibb Ald J T Keay Ald G B Kent Ald G F Goodwin Ald P G Hollister Ald L M Laycock

Apology √ √

IN ATTENDANCE

1.0 APPOINTMENT OF CHAIRMAN

The Chairman Ald WM Squibb is an apology for this meeting of the Infrastructure and Works Committee. The Council Committee Policy states at section 5.9: “In circumstances where the Chairman is absent from a Committee meeting, either the Mayor or Deputy Mayor (if they are members of that Committee) will assume the role of Chairman for that meeting. If the Mayor or Deputy Mayor are not members of that Committee the members of the Committee will appoint a member as Acting Chairman for the meeting”.

The Deputy Mayor is a member of the Infrastructure and Works Committee however is currently on leave of absence and will therefore not be in attendance. In line with the Council Committee Policy it is necessary for a Chairman to be appointed as Acting Chairman for this meeting as the first item of business. RECOMMENDATION That Ald ___________________________ be appointed as Acting Chairman for the conduct of this meeting of the Infrastructure and Works Committee.

2.0 APOLOGIES

The following apologies were received for the meeting. Ald Kent Ald Squibb

Leave of Absence Apology

3.0 DECLARATIONS OF INTEREST

PAGE 6 Report to Infrastructure and Works Committee meeting on 8 September 2014

4.0 PROCEDURAL 4.1 PUBLIC QUESTION TIME Members of the public are invited to ask questions in accordance with the following resolution of Council (Min Ref 5824): 1.

Public participation shall take place at Council meetings in accordance with Regulation 31 of the Local Government (meeting Procedures) Regulations 2005.

Public participation will be the first agenda item following the formal motions regarding Leave of Absence, Apologies, Minutes and Declarations of Interest.

A maximum period of time of 30 minutes in total will be allowed for public participation.

A maximum period of time of 3 minutes will be allowed for each individual.

A member of the public may give written notice to the General Manager 7 days before an ordinary meeting of Council of a question to be asked at that meeting.

A member of the public will be entitled to ask questions relating to the activities of Council, giving an explanation that is necessary to give background to the question and ask supplementary or follow up questions relating to that specific matter that may come to light as a result of the answer.

Questions do not have to be lodged prior to the meeting, whether verbal or in writing. If a verbal response cannot be given or if specifically a written response is required, the question must be reduced to writing and be submitted to the Chairperson prior to the end of the public section of the meeting.

A question by any member of the public and an answer to that question are not to be debated.

The Chairperson may a. Address questions on notice submitted by members of the public; b. Refuse to accept a question.

10.

If the Chairperson refuses to accept a question, the Chairperson is to give reason for doing so.

11.

Verbal questions and the fact that a verbal response was supplied will be recorded in the minutes and where a written question is submitted the written question will be included in the minutes as well as any written answer or summary of that answer to that question.

12.

Council will continue its current practice of receiving deputations from organisations and individuals who wish to make submissions to Council at informal workshop sessions held between Council meetings. The date and purpose of any workshop sessions will be listed in the next agenda. Where necessary, reports of those deputations will be included in future agendas for Council to make a decision.

ITEM 4.0

PAGE 7 Report to Infrastructure and Works Committee meeting on 8 September 2014

4.1.1 Responses to Questions raised at prior meetings Nil 4.1.2 Questions on notice from the public At the time of compilation of the agenda no questions on notice from the public were received. 4.1.3 Questions without notice from the public

4.2 QUESTIONS ON NOTICE FROM ALDERMEN At the time of compilation of the agenda no questions on notice from Aldermen were received.

4.3 NOTICE OF MOTIONS At the time of compilation of the agenda no notices of motion were received.

ITEM 4.0

PAGE 8 Report to Council meeting on 8 September 2014

5.0

TENDERS

In accordance with Section 22(1) of the Local Government Act 1993 Council has delegated powers to the Infrastructure and Works Committee to accept tenders for activities related to the functions of the Committee to the extent of the estimates for the current financial year (Min 83/14 refers). The following items are to be dealt with by the Infrastructure and Works Committee in accordance with delegated authority. 5.1

Tender Report Contract 1274 - Supply, Delivery and Placement of Hotmix Asphalt (D338426)

5.2

Tender Report Contract 1273 - Supply, Delivery and Placement of Sprayed Bituminous Surfacing (D338427)

The following table details all tenders and contracts which have been entered into by Council above $100,000 for the 2014/15 financial year. Contract Number & Contractor/ Supplier Contract 1264 Landscapes

Classic

Description of Contract Mersey Vale Memorial Garden construction

ITEM 5.0

Contract or Supply Period 14 July 2014

$ Value (Excluding GST) $278,240

PAGE 9 Report to Council meeting on 8 September 2014

5.1

TENDER REPORT CONTRACT 1274 - SUPPLY, DELIVERY AND PLACEMENT OF HOTMIX ASPHALT File: 29374-02 D338426

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.1

Provide and maintain roads, bridges, footpaths, bike paths and car parks to appropriate standards

SUMMARY To award a contract for the supply, delivery and placement of hotmix asphalt sealing services associated with the hotmix asphalt component of the annual reseal program.

BACKGROUND This contract relates to the hotmix asphalt component within the re-sealing works listed in the 2014/15 capital works program. Included within the scope of works is supply only of asphalt materials and also milling and road edge treatments associated with hotmix sealing work. Tenderers were asked to submit a schedule of rates based on a bill of quantities. The bill of quantities is a prioritised list of roads requiring resealing. Only the higher priority roads were included in the bill of quantities for the purpose of tendering. After the contract is awarded the final list of roads to be resealed will be confirmed based on the tendered schedule of rates and Council’s budget allocation. The tender specification also makes provision for rise and fall adjustments in the contract rate. This is a sensible inclusion to the contract to lessen the risk to both Council and the Contractor during periods of oil and bitumen price volatility.

STATUTORY REQUIREMENTS Council is required to comply with Section 333 of the Local Government Act 1993 and its adopted Code for Tenders and Contracts when considering awarding tenders over the prescribed amount of $100,000.

DISCUSSION The three tenders received were all conforming. A Tender Planning and Evaluation Committee was formed to evaluate all tenders received. The Tender Planning and Evaluation Committee minutes and the tenderers schedule of rates have been attached as confidential attachments. The tender is based on a schedule of rates with actual scope to be determined by Council. For the purpose of evaluating the tenders the bill of quantities was utilised. The figures in table 1 are the tendered sums based on the bill. Table 1 Summary:

Tendered Price

Roadways P/L

Hardings Hotmix P/L

Venarchie Contracting P/L

$236,683

$285,279

$317,935

ITEM 5.1

PAGE 10 Report to Council meeting on 8 September 2014

As highlighted in the table, Roadways Pty Ltd ($236,683) is the lowest tender. The Tender Planning and Evaluation Committee has considered each of the selection criteria and Roadways Pty Ltd has ranked highest overall and therefore offer Council best value for money.

COMMUNITY ENGAGEMENT A public advertisement calling for tenders was placed in the Advocate Newspaper on 19 August 2014 and tenders were also advertised on Council’s web site.

FINANCIAL IMPLICATIONS A budget allocation of $660,000 has been allowed in the 2014/15 capital works budget for resealing of Council’s road network. This budget allocation is for both the hotmix asphalt and sprayed bituminous surfacing contracts as well as the design and project management costs (approximately $23,000) associated with the annual reseal program. Hotmix and bituminous seal works will be undertaken based on the accepted schedule of rates up to the budget figure.

RISK IMPLICATIONS 

Work Health and Safety Projects and purchases within the capital program include activities designated as high risk under the model Work Health and Safety Regulations Part 6.1, R291. Hazard identification, risk assessment and development of safe systems of work are required to be carried out on all projects.



Political/Governance The tender administration and reporting processes related to this contract comply with Division 2A - Tenders and contracts for goods and services of the Local Government Act, 1993.



Assets, Property and Infrastructure The scope of work or goods supplied under this contract form part of Council’s infrastructure asset management strategy and therefore reduces the risk of asset performance and cost issues.



Contractual/Legal Contract management of consultants and contractors is carried out in accordance with developed policy, procedures and Council’s Code for Tenders and Contracts.



Financial The tender amount is within the budgeted allowance and monthly monitoring of expenditure will assist in avoiding over expenditure.



Professional Indemnity/Public Liability Contracts for consulting and contracting and supply of services include clauses to mitigate risks.

CONCLUSION Taking into account the selection criteria assessment and the tendered rates, the Tender Planning and Evaluation Committee has determined that Roadways Pty Ltd has achieved the highest total score and is therefore most likely to offer “best value” in relation to Contract 1274.

ITEM 5.1

PAGE 11 uncil meeting on o 8 Septembe er 2014 Report to Cou

ATTACHMENTS 1.

CT0106 Contra act 1274 Assphalt Eval uation Committee Minutes M Sign ned

Con nfidential

act 1274 Ho otmix Conttract sched dule of rate es CT0106 Contra

Con nfidential

RECOMMENDATTION That the In nfrastructu ure and Wo orks Comm mittee in relation to Contract C 12274 - Supply, Delivery y and Plac cement of Hotmix Asphalt A an nd in accordance with w the d delegated d authority y provided to it by Co ouncil under Minute 83/14 awa ard the contract bassed on the e tendered d schedule of rates ass listed belo ow to Road dways Pty Ltd.

ITEM 5.1

PAGE 12 uncil meeting on o 8 Septembe er 2014 Report to Cou

Author: Position:

Shannon Eade ent Officer Project Manageme

Endo orsed By: Position:

ITEM 5.1

Matthew A Atkins Deputy Managerr General ure Works and Development Infrastructu

PAGE 13 Report to Council meeting on 8 September 2014

5.2

TENDER REPORT CONTRACT 1273 - SUPPLY, DELIVERY AND PLACEMENT OF SPRAYED BITUMINOUS SURFACING File: 29374-01 D338427

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.1

Provide and maintain roads, bridges, footpaths, bike paths and car parks to appropriate standards

SUMMARY To award a contract for the supply, delivery and placement of sprayed bituminous surfacing services associated with the two-coat bituminous seal component of the annual reseal program.

BACKGROUND This contract relates to the spray seal component within the resealing works listed in the 2014/15 capital works program. Tenderers were asked to submit a schedule of rates based on a bill of quantities. The bill of quantities is a prioritised list of roads requiring resealing. Only the higher priority roads were included in the bill of quantities for the purpose of tendering. After the contract is awarded the final list of roads to be resealed will be confirmed based on the tendered schedule of rates and Council’s budget allocation. The tender specification also makes provision for rise and fall adjustments in the contract rate. This is a sensible inclusion to the contract to lessen the risk to both Council and the Contractor during periods of oil and bitumen price volatility.

DISCUSSION The three tenders received were all conforming. A Tender Planning and Evaluation Committee was formed to evaluate all tenders received. The Tender Planning and Evaluation Committee minutes and the tenderers schedule of rates have been attached as confidential attachments. The tender is based on a schedule of rates with actual scope to be determined by Council with the successful contractor. For the purpose of evaluating the tenders the bill of quantities was utilised. The figures in table 1 are the tendered sums based on the bill. Table 1 Summary

Tendered Price

Hardings Hotmix P/L

Roadways P/L

Venarchie Contracting P/ L

$232,562

$277,273

$278,644

ITEM 5.2

PAGE 14 Report to Council meeting on 8 September 2014

As highlighted in the table, Hardings Hotmix Pty Ltd ($232,562) is the lowest tender. The Tender Planning and Evaluation Committee have considered each of the selection criteria and Hardings Hotmix Pty Ltd has ranked highest overall and therefore offer Council best value for money.

COMMUNITY ENGAGEMENT A public advertisement calling for tenders was placed in the Advocate Newspaper on 19 August, 2014 and tenders were also advertised on Council’s web site.

FINANCIAL IMPLICATIONS A budget allocation of $660,000 has been allowed in the 2014/15 capital works budget for resealing of Council’s road network. This budget allocation is for both of the sprayed bituminous surfacing and the hotmix asphalt contracts as well as the design and project management costs (approximately $23,000) associated with the annual reseal program. Bituminous and hotmix seal works will be undertaken based on the accepted schedule of rates up to the budget figure.

RISK IMPLICATIONS 



Political/Governance The tender administration and reporting processes related to this contract comply with Division 2A- Tenders and contracts for goods and services of the Local Government Act, 1993.



Contractual/Legal Contract management of consultants and contractors is carried out in accordance with developed policy, procedures and Council’s Code for Tenders and Contracts.



Financial The tender amount is within the budgeted allowance and monthly monitoring of expenditure will assist in avoiding over expenditure.



Professional Indemnity/Public Liability Contracts for consulting and contracting and supply of services include clauses to mitigate risks.

CONCLUSION Taking into account the selection criteria assessment and the tendered rates, the Tender Planning and Evaluation Committee has determined that Hardings Hotmix Pty Ltd has achieved the highest total score and is therefore most likely to offer “best value” in relation to Contract 1273

ITEM 5.2

PAGE 15 uncil meeting on o 8 Septembe er 2014 Report to Cou

ATTACHMENTS 1.

CT0106 Contra act 1273 Sp pray Seal Ev valuation Committee C e Minutes Signe ed

Con nfidential

CT0106 Contra act 1273 Sp pray Seal C Contract Sc chedule of rates

Con nfidential

RECOMMENDATTION That the Infrastructu ure and Wo orks Comm mittee in re elation to Contract C 11273 Supply, Delivery y and Place ement of Sprayed S Bituminous SSurfacing and in accordance with the delegated d d authority provided to t it by Co ouncil unde er Minute 83/14 awa ard the con ntract bassed on the e tendered schedule of rates listted below to Harding gs Hotmix Pty P Ltd.

ITEM 5.2

PAGE 16 uncil meeting on o 8 Septembe er 2014 Report to Cou

Author: Position:

Shannon Eade ent Officer Project Manageme

Endo orsed By: Position:

ITEM 5.2

Matthew A Atkins Deputy Managerr General ure Works and Development Infrastructu

PAGE 17 Report to Council meeting on 8 September 2014

7.0

INFRASTRUCTURE AND WORKS MONTHLY UPDATE

7.1

INFRASTRUCTURE AND WORKS REPORT File: 29528 D337460

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.4.1

Provide timely, efficient, consistent and quality services which are aligned with and meet our customers needs

SUMMARY This report provides a summary of the activities undertaken by the Infrastructure and Works Department during the month of August 2014.

BACKGROUND This report is provided to the Infrastructure and Works Committee every month and aims to update Aldermen and the community on matters of interest. The function areas of Council covered by this report are:  Asset Management Program (forward planning and maintenance)

 Recreation Reserves (incl. playgrounds, parks and gardens)

 Capital Works

 Sporting Grounds and Facilities

 Roads, Footpaths and Cycle ways

 Tracks and trails

 Streetscape Design (incl. lighting, signs, furniture, vegetation)

 Public Buildings (incl. public halls, toilets)

 Storm water Management

 Marine Structures (incl. jetties, boat ramps)

 Traffic Management

 Recreation and open space planning

 Waste Management

STATUTORY REQUIREMENTS Council is required to comply with the provisions of the Local Government Act 1993 and other relevant legislation.

DISCUSSION 1.

2014/2015 Capital Works Program 1.1. Work is progressing well on the 2014/2015 Capital Works Program. The monthly Capital Works report combining both the physical progress and the financial status has been attached to this report. Designs have been completed for a number of projects allowing construction prices to be sought from contractors. The construction of a number of projects will commence in September. Items of note are listed below. 1.2. PAYL Parking Machines – Tenders have been called for new parking machinery with a closing date of 9 September 2014. A tender report will be provided at the September Council Meeting. It is anticipated that there will be a twelve week delivery timeframe for the machinery once it is ordered. There will be ITEM 7.1

PAGE 18 uncil meeting on o 8 Septembe er 2014 Report to Cou

some civ vil works required to the exxisting Besst Street Car Park including g installatio on of powe er, new co oncrete isla ands and alterations a to line ma arking. The e design fo or the civiil work altterations iss progressing. As co opy of the e conceptt drawings for the civ vil work altterations have been displayed at this Infrrastructure e ks Committee Meetin ng for inforrmation an nd review. and Work 1.3. Mersey Vale V – Mo odular Buri al System - A multistage ten der proce ess for the e design and constru uction of a new burrial system at the Me ersey Vale Memoriall Cemeterry has bee en advertis ed. The te ender will be to dessign and construct a new buria al system fo or the Cem metery. The tender process p willl be in two stages: 1.

Exprression of Interest – Contrac ctors will be requirred to pro ovide the e nec cessary documenta ation and d supportting inforrmation to clearly y criteria; dem monstrate the t necesssary abilitie es for the assessment a

Req quest for Te ender – As a result of stage 1, re espondentts will be ra anked and d shorrt listed. Those resp pondents who are short listed d will be invited to o partticipate in the tende er processs. A tende er report w will be included in a futu ure Infrastru ucture and d Works Co ommittee Agenda. A

1.4. BBQ Replacementss – The BBQ Q’s at the northern end e of Whe et and the e eeler Stree eastern end e of Cole es Beach w were replaced;

ad Rural Widening W SStage 2 – the contract was awarded to Treloarr 1.5. River Roa Transportt. It is antic cipated tha at Treloar’ss will comm mence on ssite in Septtember. e Road Ro ound-a-bou ut – The design draw wings have e been sub bmitted to o 1.6. Stony Rise DIER for their apprroval. A co opy of the e plan and d a typica al section has been n displayed d at this In nfrastructurre and Wo orks Comm mittee Mee eting for in nformation n and revie ew. um Concrrete Path – contrac ctors comp pleted the e 1.7. Bass Straight Maritiime Museu constructtion of a footpath a around the Museum m and a sscreen wa all to store e wheelie bins b behind d.

ITEM 7.1

PAGE 19 uncil meeting on o 8 Septembe er 2014 Report to Cou

nagement Man 2.1. Council have h rece eived $210 0,000 of grrant fundin ng through h the ‘Safe er Roads Vulnerab ble Road Usser Program m’. The funding is for three pro ojects: 

Ston ny Rise Roa ad Shared Path from Friend Stre eet to Learry Avenue - the totall projject value for the 180 0m of concrete path h is $147,0000. The fun nding is forr $127,000 and the rema aining $20,0 000 will be e funded ffrom the ‘Pedestrian n Nettwork Strate pital Workss Program; egy Action n Plan’ Projject in this year’s Cap



Footpath and d Pedestria an Facilitiess at Don Road R and Hillcrest Road – the e valu ue of the project p is $5 55,000 which will be funded f en ntirely from the grant.. The works will be comp pleted in conjunction n with the project in this year’ss Cap pital Workss Program m titled ‘Do on/Hillcrestt Essential Pavement Renewall and d Sight Distance Imprrovements’;



Don n Road Pe edestrian R Refuge an nd Ramp – the valu ue of the project iss $28,000 which h will be fu unded entirely from the grant. This projec ct involvess con an refuge island on Don Road nstructing a pedestria d near the Gateway y Chu urch to give pedestri an accesss to the sou uthern end d of Laptho orn Close.

ntre management c contract a full assett 2.2. In accordance witth the Aq uatic Cen register of o plant and d equipme ent at the Centre C hass been devveloped. wing table e is a summ mary of th he Action Requests ffor the Infrrastructure e 2.3. The follow and Work ks Departm ment. Action n Requests created c in A August

Action n Requestss complete ed in Augu ust

194

Balance of Actio on Requessts

197

hnical and Engineerin ng Tech 3.1. Black Spot Funding g Applicattion – an applicatio on was su bmitted fo or funding g under the e Black Sp pot Program m for the 15/16 1 Finan ncial Year.. The three e locationss that were e identified d and inclu uded in the e application were: 

Mid ddle Road – Morris Av ve to Bass Highway H



Ston ny Rise Roa ad & Lawre ence Drive e Intersection



Dev vonport Ro oad & Merssey Main Road R Intersection ITEM 7.1

PAGE 20 Report to Council meeting on 8 September 2014

3.2. Kelcey Tier Road Safety Improvements Stage 2 – Arrangements have been made for the contractor to recommence on site in early September. Discussions are continuing with the Consulting Engineer regarding responsibility for payment of additional costs associated with the redesign and delays to construction. 3.3. King Street Parking Issues – The current parking arrangements and signage were reviewed as a result of a number of complaints received by Council. New signage has been ordered and will be installed early September. 3.4. Food Organics and Garden Organics Collection (FOGO) - The Cradle Coast Waste Management Group are waiting on feedback from all member Councils before proceeding further with investigating the feasibility of a domestic FOGO collection. Additional information has been requested by one of the Councils before indicating its willingness to give in-principle support to continue with the feasibility work. 3.5. Eleven National Heavy Vehicle Regulator Assessments were completed in August. The following graph details the National Heavy Vehicle Regulator Assessments that have been issued so far this calendar year:

National Heavy Vehicle Regulator Assessments 2014 12 10 8 6 4 2 0 Jan‐14 NHVR Assessments

Feb‐ 14

Mar‐ 14

Apr‐ May‐ Aug‐ Jun‐14 Jul‐14 14 14 14 4

Sep‐ 14

Oct‐ 14

Nov‐ 14

Dec‐ 14

3.6. The following table is a summary of the asset capitalisations that were processed during August. Number of Projects Capitalised this month

Total Value of Capitalisations this month

$1,479,460

Total Value of Works in Progress (WIP) at 28/08/2014

$4,076,788

3.7. Two new contracts or formal agreements for Council under $100,000 were awarded during August. The following table details the contracts for Council under $100,000 that have been awarded this financial year: ITEM 7.1

PAGE 21 Report to Council meeting on 8 September 2014

Contract No. & Description of Contract: Contractor/Supplier:

$ Value: (exc. GST)

Contract 1272

River Road Widening – Treloar Transport $82,802 (trading as Kentish Construction & Engineering Co. Pty. Ltd.)

Agreement

Money Collection – JRB Protection P/L

$92,248

3.8. The following table details the contracts for Council under $100,000 that have been extended this financial year: Contract No. & Description of Contract: Contractor/Supplier:

$ Value: (exc. GST)

Contract 1246

Scrap Metal Recycling Contract – Sims $139.30 Metals – The original contract was tonne adopted by Council in July, 2013. The contract has an option for an additional 12 months. Further to a review in June the option for the additional 12 months was accepted.

per

Contract 1217

Roadside Mowing Contract – Cutting $42,400 Edge – The original contract signed in annum August, 2012 had an option for a 12 month extension. Further to a review in June the option for the additional 12 months was accepted.

per

Contract 1218

Weed Spraying Contract – Steeds $36,428 Weeds & Seeds – The original contract annum signed in August, 2012 had an option for a 12 month extension. Further to a review in June the option for the additional 12 months was accepted.

per

ITEM 7.1

PAGE 22 Report to Council meeting on 8 September 2014

3.9. The following graph details the engineering development assessments that have been completed to date this calendar year:

Development Application Engineering Assessments 2014 30

Jan‐14

Feb‐14

Mar‐14

Apr‐14

May‐14

Jun‐14

Jul‐14

Aug‐14

Building Assessments

Subdivision Assessments

Planning Assessments

Pre Assessments

Sep‐14

Oct‐14

Nov‐14

Dec‐14

3.10. Brooke Street Subdivision Stormwater Assessment – as part of the assessment of this subdivision it has been identified that by increasing the capacity of the drainage in the new subdivision there is an opportunity to improve stormwater capacity in Illuka Avenue and to make it compliant with Council’s Stormwater Strategy. By increasing a 200m section of new proposed pipework from 450mm diameter to 600mm diameter pipe the capacity of the system will increase in that vicinity to accommodate a 1 in 100 year rainfall event which is the specified design requirement within Council’s strategy. Final costs are still being determined with the developer however it is anticipated that Council’s contribution will be in the order of $20,000 which will be funded from the “Minor Stormwater Works” project in the 2014/15 Capital Works Budget. 3.11. Investigations have commenced to inform a report on the suggested one-way traffic in Turton Street. Traffic counts are currently being undertaken and input from Council’s traffic committee will be sought before a report is presented to a future Infrastructure and Works Committee.

ITEM 7.1

PAGE 23 uncil meeting on o 8 Septembe er 2014 Report to Cou

3.12.. The follow wing grap ph details the Road d Occupa ation Perm mits that ha ave been n issued so far this calendar yea ar:

Road Occu upation Pe ermits 2014 4 25

Jan‐14

Feb‐14

Mar‐14 4

Apr‐14

M May‐14

Jun‐14

Jul‐14

Augg‐14

Tas Gas

2 21

Aurora/Tellstra

Taswater

Public

Sep‐14

Oct‐14

Nov‐1 14

Dec‐14

Civil Work and Storm watter Mainte nance 4.1. Maintena ance in ac ccordance e with the e Service Level Doc cument, undertaken n during Au ugust included:





Carr Park at the t Senior Citizens Club C was altered to o address a tripping g hazard raised d by the C Club. The ese alterations includ ded the re emoval off whe eel stops and additio onal linema arking.



Major Patching was com mpleted in Gunn Stre eet and Wrright Street



ITEM 7.1

PAGE 24 uncil meeting on o 8 Septembe er 2014 Report to Cou



Storrmwater pipes on Blu uff Road we ere cleared

4.2. Next mon nth it is anticipated tthat civil and a storm water ma intenance e works willl include:



ntinuation of o major p patching Con



Con ntinuation of o cleaning g out open n drains an nd rural roa ad mainten nance

Parkks and Rese erves Maintenance 5.1. Maintena ance in ac ccordance e with the Service Le evel Docum ment, undertaken in n August in ncluded: 

Clea aning up after a the sto ed. The esttimated va alue of the e orms in July continue clea an-up is in excess off $70,000. Insurance claims ha ave been submitted d whe ere applic cable. Ad vice rega arding cle ean-up co osts has also a been n prov vided to Departme nt of Prem mier and Cabinet ffor consideration off assisstance to Council th hrough the e State Governmen t’s Tasman nian Relieff and d Recovery y Arrangem ments.



The roses in th he existing g garden beds b in Ro oundhouse e Park together with h the plaques were w reloc cated to an existing g garden bed along Victoria a Para ade near James J Stre eet.



Soil testing was carried d out on seven of Council’s C ssports grou unds. The e resu ults from these tests w will be used d to determ mine a turf rf management plan n for the t next tw welve montths includin ng soil nutrrition. ITEM 7.1

PAGE 25 uncil meeting on o 8 Septembe er 2014 Report to Cou

5.2. Mersey Vale V Memorial Cem metery Inte erment figu ures to da ate this ye ear are ass follows:

Merssey Vale Ce emetery Intterment Figgures 20 18 16 14 12 10 8 6 4 2 0 Jul‐14 10

Burial

Aug‐14 12

Ash Intermen nt

Monthly Totaal

13/14 Month hly Total

Sep p‐14

Oct‐14

Nov‐14

Dec‐14 4

Jan‐15

Feeb‐15

Mar‐15

Apr‐15

May‐‐15

Jun‐15

19 9

5.3. Next mon nth it is an nticipated that Park ks and Reserves maiintenance works willl include: 

anging ove er the sport rts grounds from winte er sports to o summer sports. s Thiss Cha inclu udes remo oval of g oal posts, reinstatem ment of c cricket wic ckets and d esta ablishing lin ne marking g for summer sports.

ding and Fa acilities Ma aintenance e Build 6.1. Maintena ance in accordanc a ce with Se ervice Lev vel Docum ment unde ertaken in n August in ncluded: 

Jazzz Banners were w remo oved from the t mall an nd CBD are ea



Con ncrete worrks were c carried outt on the ends e of plin nths at Me ersey Vale e Mem morial Cem metery



A broken b window at th e Senior Citizens C Clu ub was rep placed. The broken n wind dow was a result of v vandalism. ITEM 7.1

PAGE 26 Report to Council meeting on 8 September 2014



New flashings were installed on the Devonport Cricket Club roof and facias.



Lights and a section of glass balustrade at Mrs. Jones Restaurant was replaced as a result of vandalism.

6.2. Next month it is anticipated that building maintenance works will include:



Shelter structures at the Bluff Plaza will be re-stained



The stage floor at the DECC will be painted



Repairs to the Waverly Road Boardwalk after the July storms.

Waste Management Operations 7.1. Waste Management Services were conducted in accordance with the Service Level Document during August. Items of note included: 

2,400m³ of green waste was mulched at the Spreyton Waste Transfer Station. All of this mulch is then transported to the Dulverton Waste Management’s Composting Facility at Dulverton.

7.2. The following graph details the volumes of waste and recycling from the domestic collection services and the total volume of waste to landfill from the Spreyton Waste Transfer Station:

Waste & Recycling Monthly Figures 1200

1000

800

600

400

200

0 Domestic Waste (tonnes)

Jun‐14 595

Jul‐14 486

Aug‐14 484

Domestic Recycling (tonnes)

131

118

122

Total Waste to Landfill (tonnes)

1086

1111

1025

Sep‐14

Oct‐14

ITEM 7.1

Nov‐14

Dec‐14

Jan‐15

Feb‐15

Mar‐15

Apr‐15

May‐15

PAGE 27 Report to Council meeting on 8 September 2014

7.3. The following table details the monthly figures for the Spreyton Waste Transfer Station: Landfill Figures:

June 2014

July 2014

August 2014

Asbestos – large loads

0 tonnes

Asbestos – small loads

6m³

13m³

12m3

Mattresses

Vehicle Loads – up to 0.5m3

355

401

345

Vehicle Loads – 0.5m3 to 1.5m3

861

745

825

Vehicle Loads – 1.5m3 to 2m3

376

299

403

Truck Loads – landfill waste

98 tonnes

103 tonnes

Truck Loads – non-landfill waste

79 tonnes

91 tonnes

110

762 tonnes

629 tonnes

703

Resource Recovery Figures:

June 2014

July 2014

August 2014

Steel Recycling

52 tonnes

68 tonnes

48 tonnes

e-Waste

10 tonnes

7 tonnes

0m³

0m3

DCC Garbage Trucks (Domestic Commercial Collection Services)

Tyres Sale of Crushed Concrete

COMMUNITY ENGAGEMENT The information provided above details any issues relating to community engagement.

FINANCIAL IMPLICATIONS Any financial or budgetary implications related to matters discussed in this report will be separately reported to Council. There is not expected to be any impact on Council’s operating budget as a result of the recommendation.

RISK IMPLICATIONS Any specific risk implications will be outlined in the discussion above. Any specific issue that may result in any form of risk to Council is likely to be subject of a separate report to Council.

CONCLUSION This report is provided for information purposes only and to allow Council to be updated on activities undertaken by the Infrastructure and Works Department.

ATTACHMENTS 1.

Capital Works Summary - August 2014

ITEM 7.1

PAGE 28 Report to Council meeting on 8 September 2014

RECOMMENDATION That it be recommended to Council that the Infrastructure and Works monthly report for August 2014 be received and noted.

Author: Position:

Kylie Lunson Infrastructure & Works Manager

Endorsed By: Position:

ITEM 7.1

Matthew Atkins Deputy General Manager

PAGE 29 Capital Works Summary - August 2014

ATTACHMENT [1]

Devonport City Council Capital Works Income & Expenditure Report 31 August 2014 As at 28/8/2014

Income 2014/15 Additional Funds Carried forward Annual Budget $ $

External Funding (inc. Grants) $

Expenditure 2014/15 Total Budget Available $

Actual $

Balance

Total Commitments Expenditure $ $

Remaining Funds $

Performance Measures Works Start Month

Works % Completion Budget Month Spent

Comments

Summary Open Space & Recreation Facilities Stormwater Transport Living City Plant & Fleet Other Equipment Total Capital Works

776,500 436,400 402,000 4,923,000 3,312,090 365,600 233,742 10,449,332

656,500 356,000 92,000 20,000 800,000 1,924,500

173,500 30,000

126,500

380,528 1,741,000 2,121,528

1,433,000 792,400 494,000 4,943,000 4,112,090 365,600 233,742 12,373,832

15,079 3,836 14,443 41,250 (17,727) 56,880

58,956 74,829 1,715 3,421 138,921

15,079 62,791 89,272 42,965 38,127 248,234

1,417,921 729,609 404,728 4,900,035 4,112,090 365,600 233,742 12,163,725

Open Space & Recreation CP0086 CP0094

Mersey Vale Master Plan Works Cycling Net work St rat egy Act ion Plan Year 2 - actions

CP0095 CP0096 CP0097

Girdlest one Park - Drainage Upgrade & ground renovat ion Aquatic Centre - overflow car park east Signage St rategy Implement at ion 2014-15

CP0098 CP0099 CP0100 CP0101 CP0102

Meercroft Park - reserve car park Mersey Vale - MBS st age 1 Rooke St reet Mall Improvement Shared pat h renewals program (2014/15) BBQ Replacement s (2014/15)

300,000 30,000

1,516 218

298,484 29,782

Oct 2014 Jan 2015

Jan 2015 Feb 2015

39,000 40,000 55,200

41 227 -

38,959 39,773 55,200

TBA Oct 2014 Oct 2014

TBA Nov 2014 Nov 2014

165,000 500,000 75,000 55,000 15,000

347 12,018

165,000 499,653 75,000 55,000 2,982

TBA Mar 2015

TBA June 2015

Aug 2014

Sept 2014

30,000 35,000 15,000 78,800 1,433,000

240 389 62 20

29,760 34,611 14,938 78,780

TBA Aug 2014 TBA

TBA Sept 2014 TBA

15,079

1,417,921

617,400 30,000 10,000 5,000 10,000 45,000 5,000 5,000 15,000 50,000 792,400

509 2,182 91 1,054 3,836

58,956 58,956

59,464 2,182 91 1,054 62,791

557,936 27,818 10,000 5,000 9,909 43,946 5,000 5,000 15,000 50,000 729,609

50,000

7,408

42,592

25,000

180

24,820

30,000 30,000 35,000 65,000 35,000 12,000 10,000

30,000 30,000 35,000 65,000 35,000 12,000 10,000 92,000 110,000 494,000

4,713 411 1,341 389 14,443

4,713 411 76,170 389 89,272

30,000 30,000 35,000 65,000 35,000 7,287 9,589 15,830 109,611 404,728

39,000 40,000 55,200 165,000 500,000 75,000 55,000 15,000

TasWat er Meter Consolidat ion Reg Hope Park - Safet y Mowing St rip & sea wall repairs Mariners Park safet y mowing st rip Mersey Bluff playground - bark soft fall replacement with rubber Proceeds on disposal of assets Total Open Space & Recreation

776,500

656,500

Facilities CEEP - energy efficiency funding ( yr 1 $292,000 yr 2 $271,400) CB0050 Public Art CB0059 Art Acquisit ion - Tidal Art Award (2014/2015) CB0060 BSMC - concret e path and bin screen CB0061 BSMC - concret e path east ern side CB0062 Establishment of fill site Bay Drive CB0063 WTS - PA Syst em for Push Pit area CB0064 WTS - CCTV t o St eel waste area CB0065 Julie Burgess - pont oon alt erat ions CB0066 Mersey Bluff Caravan Park - ground levelling CB0067 Total Facilities

271,400 20,000 10,000 5,000 10,000 45,000 5,000 5,000 15,000 50,000 436,400

346,000 10,000

CP0070 CP0103 CP0104 CP0105

Stormwater Pit Replacement s CS0029 CS0030

Manhole Lid Replacement s

Minor St ormwat er Works CS0031 SW Out fall Risk Improvement & Renewal CS0032 326 Kelcey Tier Road - Culvert renewal and outlet protection CS0033 118 Madden St - new pipe in easement CS0034 259 Melrose Road - crossing renewal outlet works CS0035 14 Chelsea Court - manhole renewals CS0036 Miandet ta Park SW inlet CS0037 Kelcey Tier Drain Renewal CS0018 William St SW Catchment Upgrade - St age 4 CS0038 Total Stormwater

30,000 35,000 15,000 78,800

356,000

380,528

92,000 110,000 402,000

92,000

ITEM 7.1

74,829 74,829

0.5% Tender accept ed by council, Cont ract or engaged 0.7% Brooke St reet link Prices being obt ained from cont ractors - sit e works will be complet ed and reinst at ed prior t o 2015 0.1% foot ball season 0.6% Design being finalised 0.0% Await ing funding cont ribut ion confirmat ion from 0.0% Meercroft Home 0.1% EOI current ly being sought 0.0% WiFi installat ion being progressed 0.0% Bluff foot pat h north of skat e park t o be upgraded 80.1% BBQ inst allat ion have been complet ed 0.8% 1.1% 0.4% 0.0%

Majority of Locat ions confirmed, await ing Tas wat er Design being finalised Finalising lease with Crown Land Services Alt ernat ive product s being invest igat ed

1.1%

Sept 2014 NA Dec 2014 Aug 2014 Aug 2014 Sept 2014 Oct 2014 Oct 2014

June 2015 NA Dec 2015 Sept 2014 Sept 2014 Oct 2014 Oct 2014 Oct 2014

Oct 2014

April 2015 Feb 2015 Mar 2015 Jul 2014

May 2015 Mar 2015 Apr 2015 Jul 2014

Aug 2014

Sep 2014

9.6% 7.3% 0.0% 0.0% 0.9% 2.3% 0.0% 0.0% 0.0% 0.0% 7.9%

Tenders for DECC HVAC syst em being reviewed Trees - Forrest Walk' piece purchased in July Works completed Works completed Design for ent rance alt erat ions finalised Quot ations being reviewed Quot ations being reviewed Project t o progress after summer t ourist season Project t o progress after summer t ourist season

14.8% First list of priorit y locations has been complet ed First list of priorit y locations has been ident ified, 0.7% project planning underway Budget t o be used t o fund increased pipe size for 0.0% Brooke St reet Subdivision 0.0% 0.0% 0.0% 0.0% 39.3% Project Complet ed 4.1% 82.8% Cont ract or nearing complet ion 0.4% 18.1%

PAGE 30 Capital Works Summary - August 2014

ATTACHMENT [1]

Income 2014/15

Additional Funds Carried Annual Budget forward $ $

External Funding (inc. Grants) $

Total Budget Available $

Expenditure 2014/15

Balance

Total 2015 Actual Commitments Expenditure $ $

Remaining Funds $

Performance Measures Works Start Month

Works % Completion Budget Month Spent

Comments

Transport CT0103 CT0104 CT0105 CT0106 CT0107

PAYL conversion - Car Park to be ident ified (Best St Car park) Formby Road Car park Arcade Link Road Network Minor Works Re-seal programme Street Light Provision

300,000 18,000 25,000 660,000 20,000

831 200 4,971 -

CT0108 CT0109 CT0110 CT0111 CT0112 CT0113 CT0114 CT0115 CT0116 CT0117 CT0095 CT0118 CT0119 CT0120

Footpath Minor Renewal in Road Reserve William St - Fourways pavement reconstruct ion William St reet pavement reconst ruction - Tasman to Charles Don/Hillcrest essent ial pavement renewal and sight distance Devonport Road Reconstruct ion - Turners Lane t o McLeod Thomas St base correction and reseal Mersey Bluff car park renewal Torquay Road reconst ruction and widening stage 1- east of James st footpat h renewal - sout h side of Devonport Oval st age 1 Road Traffic Devices Minor Works Road Traffic Devices Macfie St reet Pedest rian Network St rategy (2012) Act ion Plan Implementat ion Stony Rise Rd - Middle Rd intersect ion New Roundabout Rooke St Safet y Barrier - Rooke and St eele Junction

25,000 330,000 515,000 215,000 275,000 155,000 60,000 450,000 50,000 25,000

25,000 330,000 515,000 215,000 275,000 155,000 60,000 450,000 50,000 25,000 20,000 40,000 1,200,000 15,000

8,662 1,147 5,499 982 6,179 666 931 3,591 1,785 3,355 40

CT0121 CT0122 CT0123 CT0124 CT0125 CT0125

Kelcey Tier Rd. safety improve. st age 3 - wall and guard rail Clayt on Drive guard rail renewal River Road Rural - Widening Stage 2 Stony Rise Pat hway - Leary Ave. To Friend Street. Don & Hillcrest Road Pedestrian Facilities Don Road Pedestrian Safet y Island - Lapthorne Close Black Spot Funding - Improvement s

310,000 40,000 90,000 105,000

Tenders being sought for PAY L machinery, layout 0.3% design being finalised 0.0% Hub Arcade Traders to be advised prior t o works 0.8% 0.8% Preparation works t o commence in August 0.0% First sect ion in Nicholls Street complet ed - additional 34.6% locat ion t o be progressively complet ed 0.3% 1.1% 0.5% 2.2% Design being finalised for DIER approval 0.4% 1.6% 1.1% 3.6% Design has commenced 0.0% Design has commenced 0.0% 0.0% 0.3% Design forwarded t o DIER for approval 0.3%

831 200 4,971 -

299,169 18,000 24,800 655,030 20,000

2 1 1,205 500 -

8,662 1,153 5,499 984 6,179 668 932 4,796 1,785 3,855 40

16,338 328,847 509,501 214,016 268,821 154,332 59,069 445,204 48,215 25,000 20,000 40,000 1,196,145 14,960

456 1,955 -

309,544 40,000 88,045 105,000

4,943,000

41,250

1,715

42,965

4,900,035

4,112,090

265,000

0.0% Parks/Wast e Truck quotations being reviewed

Minor Plant Replacement Plan

58,600

0.0% List of identified items to be progressively purchased

Fleet Replacement Plan Proceeds on disposal / trade-in of assets Total Plant & Fleet

42,000

0.0% List of identified items to be progressively purchased

165,500

20,000 40,000 1,200,000 15,000

1,200,000

310,000 40,000 90,000 105,000

127,000 55,000 28,000

Total Transport

4,923,000

20,000

Living City Living Cit y - St rategic Initiat ives CB0053

3,312,090

800,000

Total Living City

3,312,090

800,000

Plant & Fleet CF0010 Hire Plant Replacement Plan CF0011 CF0012

1,741,000

5 2 -

(17,727) 365,600

TBC

Oct 2014

Dec 2015

Jan 2015

April 2015

Sept 2014

Nov 2014

Design completed - const ruction to be t endered 0.1% once additional land is required 0.0% 2.2% Cont ractor engaged New project as a result of grant funding New project as a result of grant funding New project as a result of grant funding 0.0% Grant Funding not available. Projects will not 0.9%

July 2014

June 2015

4,112,090

0.0% Project t o continue t hrough duration of year 0.0%

(17,727)

365,600

(17,727)

3,421

38,127

365,600

10,462

10.4%

Other Equipment CE0004

Furniture & Fittings - Renewal

Furniture & Fittings - New Information Technology - Renewal Information Technology - New Proceeds on disposal / trade-in of assets Total Other Equipment CE0005 CC0005 CC0006

TOTAL CAPITAL EXPENDITURE

10,462 32,631

32,631

121,400

69,249

0.0% List of identified items to be progressively purchased

32,631

0.0% List of identified items to be progressively purchased

121,400

0.0% Ongoing program of IT infrast ructure upgrades

69,249

0.0% Ongoing program of IT infrast ructure upgrades

233,742 10,449,332

1,924,500

2,121,528

233,742 12,373,832

56,880

ITEM 7.1

138,921

248,234

233,742

0.0%

12,163,725

2.0%

PAGE 31 Capital Works Summary - August 2014

8.0 CLOSURE There being no further business the Chairman declared the meeting closed at

ITEM 8.0

pm.