ordinary meeting of council to be held on tuesday, 18 july 2006

Ordinary Meeting <strong>of</strong> Council - 18 July 2006 13 / 3
Item 13
S02977
11 July 2006
Council’s responsibilities.
There is currently only one level <strong>of</strong> cutting frequency specified (13 cuts per year) in the contracts
for each site. In normal situations this level <strong>of</strong> service is considered <strong>to</strong> <strong>be</strong> the absolute minimum
standard that the community will accept. During periods <strong>of</strong> strong growth <strong>of</strong> grass within some
park locations and at most <strong>of</strong> the high pr<strong>of</strong>ile locations at these sites, as a direct consequence,
community complaints regarding the level <strong>of</strong> service are received by Council. Staff have
consequently reviewed each site <strong>to</strong> ensure that the service level and structure <strong>of</strong> service level
delivery reflect the diversity <strong>of</strong> public expectation, sustainability <strong>of</strong> ecological processes, land
management objectives, community use and climatic variations.
A num<strong>be</strong>r <strong>of</strong> changes have <strong>be</strong>en implemented with regards <strong>to</strong> improving both the management <strong>of</strong>
and the service delivery relating <strong>to</strong> these contracts over the last five years. These include proactive
and random inspections and quarterly liaison sessions with each service provider and the nominated
contract supervisor. From this process a myriad <strong>of</strong> issues have <strong>be</strong>en identified, refined, and <strong>to</strong> this
point all service providers have demonstrated a positive and responsive approach.
COMMENTS
Following the withdrawal <strong>of</strong> Sterling Group, staff sought quotations <strong>to</strong> deliver the services
previously provided by them until the comprehensive review <strong>of</strong> the contracts could <strong>be</strong> completed.
The existing contrac<strong>to</strong>rs have <strong>be</strong>en maintained on a month by month basis <strong>to</strong> address the remaining
two contracts.
These service providers will continue <strong>to</strong> provide grass cutting services until the commencement <strong>of</strong>
new contracts. A transition period is scheduled <strong>to</strong> commence from Septem<strong>be</strong>r 2006. This allows a
reasonable transitional period <strong>to</strong> the commencement <strong>of</strong> the summer growing season.
Expression <strong>of</strong> Interest (EoI)
Staff advertised an EoI in the Sydney Morning Herald on Tuesday 27 June, Thursday 29 June and
Saturday 1 July 2006 for the provision <strong>of</strong> grass cutting services <strong>to</strong> the Ku-ring-gai local government
area with a view <strong>to</strong> undertake in a selective tender process from those contrac<strong>to</strong>rs who have the
experience, resources and capability <strong>to</strong> service Ku-ring-gai’s needs by EoI submissions. The EoI
closes 2.30pm on 18 July 2006 (<strong>be</strong>ing a minimum <strong>of</strong> 21 days from the advertised date <strong>of</strong> 27 June
2006).
Selective Tendering
Seeking tenders from an open tender process is likely <strong>to</strong> result in submissions <strong>be</strong>ing received from a
range <strong>of</strong> contrac<strong>to</strong>rs, including small opera<strong>to</strong>rs who clearly would not have the capacity <strong>to</strong> service
contracts <strong>of</strong> this size.
It is, therefore, considered advantageous <strong>to</strong> undertake a selective tendering process, seeking
Expressions <strong>of</strong> Interest in the first instance, <strong>to</strong> identify those contrac<strong>to</strong>rs who have the resources and
capability <strong>to</strong> service Ku-ring-gai's needs. This process will allow potential organisations that can
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