Work to Council Assets by Community Groups Policy | City of Casey
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6 September 2016

Work to Council Assets by Community Groups Policy

1.0

Definitions

Asset

means the property that is owned or managed by the Council

Council

means Casey City Council, being a body corporate constituted as a municipal Council under the Local Government Act 1989

Councillors

means the individuals holding the office of a member of Casey City Council

Council officer

means the Chief Executive Officer and staff of Council appointed by the Chief Executive Officer.

Scope

This policy relates to the procurement of construction services requested by community groups using facilities owned by Council.

The services may include minor works activities, the engagement of contractors to carry out large and complex works, or to deliver specialist services.

Context

Council would normally address issues of improvements to Council owned assets through our rigorous procurement policy and internal procedures. These policies and procedures are in place to obtain the best value for the community, ensure that all works, goods and services are fit for purpose, comply with relevant standards, legislation, Acts and guidelines and to meet the required design and service level requirements with regard to space provision, durability, maintenance and facility longevity.

It is acknowledged however, that there may be from time to time, instances where a community group has been able to secure contributions or funding for proposed construction works that are considered beyond the scope of Council responsibility or planned service levels.

There may also be instances where external funds (eg grants) are secured and not held or managed by Council, and this policy endeavours to address these variations to established procurement methodologies.

This policy provides the parameters and framework under which construction activities/ projects may be outsourced to suitably qualified community groups.

In instances where a community group has been able to secure contributions, or funding for proposed construction works that are considered beyond the scope of Council responsibility and planned service levels, requests will continue to be evaluated on an individual basis. In instances where external funds (eg grants) are secured, and not held or managed by Council, variations to procurement methodologies may be possible, however, these will need to be evaluated on a case-by-case basis. In any such instances, Council would need to put in place contractual arrangements that mitigate it from risks associated with the work.

Council, as the owner of a building asset, has the ultimate and final responsibility for any works undertaken on that building structure. Building construction is a high risk, highly regulated activity that must only be undertaken by suitably experienced, qualified and licensed professionals to ensure community and public safety, protect Council’s financial investments and reduce as best as practicable or eliminate Council’s risk exposure. In exceptional circumstances where community groups are able to clearly demonstrate their commitment to successfully undertake and complete works, then the assessment of such proposals must be undertaken and considered on an individual case-by-case basis.

Policy

The outsourcing of Council construction projects to qualified and certified trades suggested from within community groups will be evaluated by officers on a case-by-case basis in keeping with legislative requirements, Council’s Procurement policy and procedures, asset management, service level requirements and risk management strategies.

The evaluation process will be in the form of assessment against the following criteria:

  • Adherence to Council’s Procurement policy and procedures.
  • Appropriate qualification, licensing (insurances / WorkCover), experience and capacity of the proposed contractors, trades people, project managers etc.
  • Proposal represents an acceptable level of risk to Council (as determined through Council’s risk assessment process)
  • Proposal meets Council’s construction standards and is in keeping with any relevant adopted strategies including service levels (eg. Leisure Facilities Development Plan)
  • The project will be completed in a timely manner
  • Once complete, the construction has been undertaken to the satisfaction of Council, is sustainable and does not represent an unbudgeted maintenance / renewal burden to Council

The above listed criteria will also be utilised to evaluate proposals received by community groups occupying Council land who wish to undertake self-funded improvements that are not part of Council’s current capital works program.

Administrative updates

It is recognised that, from time to time, circumstances may change leading to the need for minor administrative changes to this document. Where an update does not materially alter this document, such a change may be made administratively. Examples include a change to the name of a Council department, a change to the name of a Federal or State Government department, and a minor update to legislation which does not have a material impact. However, any change or update which materially alters this document must be by resolution of the Executive Management Team (EMT).

Review

The next review of this document is scheduled for completion by 31 September 2018.

Disclaimer

Council policy documents change from time to time and it is recommended that you consult the electronic reference copy at www.casey.vic.gov.au/policiesstrategies to ensure that you have the current version. Alternatively you may contact Customer Service on 9705 5200.