Tenders and Procurement Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Tenders and Procurement Committee held in the Council Chamber, Auckland Town Hall, 301-305 Queen Street, Auckland on Tuesday, 27 May 2014 at 8.32am.

 

present

 

Chairperson

Cr Dick Quax

 

Deputy Chairperson

Cr Denise Krum

 

Members

Cr Anae Arthur Anae

 

 

Cr Cameron Brewer

From 8.53am, item C1

 

Cr Sharon Stewart, QSM

 

 

APOLOGIES

 

 

Cr Sir John Walker, KNZM, CBE

For absence

 

ALSO PRESENT

 

 

Cr Bill Cashmore

 

 

Cr Calum Penrose

 

 

 


Tenders and Procurement Committee

27 May 2014

 

 

 

1          Apologies

 

Resolution number TEN/2014/12

MOVED by Chairperson D Quax, seconded by Deputy Chairperson DA Krum:  

That the Tenders and Procurement Committee:

a)         accept the apology from Cr J Walker for absence.

 

CARRIED

 

2          Declaration of Interest

 

There were no declarations of interest.

 

3          Confirmation of Minutes

 

Resolution number TEN/2014/13

MOVED by Chairperson D Quax, seconded by Deputy Chairperson DA Krum:  

That the Tenders and Procurement Committee:

a)         confirm the ordinary minutes of its meeting, held on Tuesday, 25 March 2014, including the confidential section, as a true and correct record.

 

CARRIED

 

4          Petitions

 

There were no petitions.

 

5          Public Input

 

There was no public input.

 

6          Local Board Input

 

There was no local board input.

 

7          Extraordinary Business

 

There was no extraordinary business.

 

8          Notices of Motion

 

There were no notices of motion.


 

9

Parks Contracts - Changes in Value

 

Martin van Jaarsveld, Manager, Local and Sports Parks North and Mark Bowater - Manager, Local and Sports Parks, gave a presentation.

 

A copy of the presentation “Parks contracts – changes in value” has been placed on the file copy of the minutes and can be viewed on the Auckland Council website.

 

 

Resolution number TEN/2014/14

MOVED by Chairperson D Quax, seconded by Cr AJ Anae:  

That the Tenders and Procurement Committee:

a)      approve the attached Contract Variation Approval Form for the Parks Full Facility North Urban contract:

i)       revised annual value $13,256,449

ii)      revised 5 year value $63,262,256

b)      approve the attached Contract Variation Approval Form for the Parks Full Facility North Rural contract:

i)       revised annual value $5,026,844

ii)      revised 5 year value $24,414,655

c)      approve the attached Contract Variation Approval Form for the Parks Full Facility South Urban contract:

i)       revised annual value $12,070,337

ii)      revised 5 year value $57,208,359

d)      approve the attached Contract Variation Approval Form for the Parks Full Facility South Rural contract:

i)       revised annual value $5,779,937

ii)      revised 5 year value $25,492,407

e)      approve a CPI adjustment of up to 3% per annum, and a contingency of up to 5% per annum of the total contract cost for any increase in contract scope due to new assets being brought into scope.

f)       delegate the financial signing authority for the revised contract values to the Chief Executive.

CARRIED

 

Attachments

a     Parks contracts - changes in values  

  


10        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.  

 

11        Procedural motion to exclude the public

Resolution number TEN/2014/15

MOVED by Chairperson D Quax, seconded by Cr SL Stewart:  

That the Tenders and Procurement Committee:

a)      exclude the public from the following part(s) of the proceedings of this meeting.

b)      agree that Debbie Acott, Manager Rates and Mindy James, Revaluation Manager be permitted to remain for Confidential Item C1: 2014 Rating Valuation QV Procurement Plan after the public has been excluded, because of their knowledge of confidential contract information with regards to Rating Valuation Services to Auckland Council, which will help the Tenders and Procurement Committee in its decision-making.

 

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

 

C1       2014 Rating Valuation QV Procurement Plan

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

In particular, the report contains confidential contract information with regards to Rating Valuation Services to Auckland Council.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

 

CARRIED

 


 

8.50am            The public was excluded.

 

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

 

 

9.02am            The public was re-admitted.

 

 

restatementS

 

It was resolved while the public was excluded:

 

C1

2014 Rating Valuation QV Procurement Plan

 

The resolutions and report remain confidential until reasons for confidentiality no longer exist.

 

 

 

9.02 am                                              The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Tenders and Procurement Committee HELD ON

 

 

 

DATE:.........................................................................

 

 

 

 

CHAIRPERSON:........................................................