Marlborough District Council Roading Assets - Activity Management Plan 2015 - 2018 SECTION 1 EXECUTIVE SUMMARY Changes of use: Any change in use from retail outlets to bars / restaurants has potential to increase demand on street cleaning activities. No allowance has been made in the financial FWP to cover changes to use of sites. 1.6.6.2.4 Life Cycle Management Street cleaning is a routine maintenance activity. There is no renewal activity attached as there are no physical assets to consider. Street cleaning activities are undertaken as lump sum items under the routine maintenance contracts. The maintenance contractors have a responsibility to manage, co-ordinate and audit cleaning activities to ensure compliance with the level of service specified above. Any additional cleaning activities, outside the scope of the specification, which the contractor is directed to complete are undertaken as dayworks under the street cleaning budget. 1.6.6.2.5 Street Cleaning Costs / Financial / FWP The estimated cost of ‘Street Cleaning’ activities is incorporated into the financial FWP for ‘Environmental’ at the end of this Section. The financial FWP is proportionally based on current contract lump sums. The current level of expenditure is meeting the level of service expectation. Allowances have been made in the forward works programme for increases in demand as discussed above. The following options have been considered when setting future budgets for future Street Cleaning programmes; i. Do nothing differently i.e. continue with the existing budget and management practice. Providing the budget is adjusted for escalation this option should be able to maintain the current level of service. ii. Status Quo, i.e. maintaining current level of service. With no asset deterioration involved, this is the same as doing nothing differently. iii. Desired Level of Service i.e. increasing the level of service to meet higher expectations of council and/or consumers. A desire for an improved level of service may be an outcome from consultation over this AMP. The most effective methods of improving the level of service are considered to be: Increased number and/or scope of the ‘on duty’ cleaners (estimated cost +$20k/yr); Increase random independent audits (estimated cost +$ 5k/yr); Remove Street Cleaning from maintenance contracts and engage specialist contractors under a separate contract (estimated cost +$50k/yr); and Specify ‘continuous’ mechanical sweeping and vacuuming (estimated cost +$300k/yr). Ultimately though the level of service is dependent on expenditure, a substantial increase in expenditure will not necessarily provide value, hence an ‘optimal’ solution will need to be found. iv. Reduced level of service i.e. consider reducing the level of service to reduce costs. It is considered that the existing level of service would be considered ‘the minimum’ by most consumers therefore it is considered that reducing the level of service would not be a popular or viable option. 1.6.6.2.6 Issues and Risks The following have been identified as the main issues related to Street Cleaning: (a) Setting the Appropriate level of service: The CBD is literally the front ‘shop window’ of Marlborough and setting a level of service for street cleaning which meets resident and visitor expectations and is practical to manage is a challenge. The consultation process associated with the AMP is hoped to give direction as to the appropriateness of the existing level of service and if any changes are needed. (b) Contractor Compliance with Specified level of service: The contractor’s commitment to meeting the specified levels of service is critical to ensuring that consumers’ expectations are met. Current contract documentation relies heavily on self-auditing. This may needo bet reeevi wd wtihthe use of rndmao independent auditing to monitor performance. (c) Glass Clean Up: With the increasing number of recreational cyclists, particularly road cyclists (on road bikes), the issue of glass on the road surface is becoming a major issue. Removal of glass is now covered under the lump sum contract price. 30 September 2014 Page 83 of Section 1