Tenders and Procurement Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Tenders and Procurement Committee held in the Level 26, 135 Albert Street, Auckland on Tuesday, 24 November 2015 at 9.30am.

 

present

 

Chairperson

Cr Dick Quax

 

Deputy Chairperson

Cr Denise Krum

From 9.31, item 1

Members

Cr Cameron Brewer

 

 

Cr Sharon Stewart, QSM

 

 

Cr Sir John Walker, KNZM, CBE

From 9.40, item 9

 

ABSENT

 

 

Cr Anae Arthur Anae

 

 

Mayor Len Brown

 

 

Deputy Mayor Penny Hulse

 

 

 

 


Tenders and Procurement Committee

24 November 2015

 

 

 

1          Apologies

 

Resolution number TEN/2015/49

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

That the Tenders and Procurement Committee:

a)         accept the apologies from Cr AJ Anae, Mayor LCM Brown and Deputy Mayor PA Hulse for absence.

CARRIED

 

 

2          Declaration of Interest

 

There were no declarations of interest.

 

 

3          Confirmation of Minutes

 

Resolution number TEN/2015/50

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

That the Tenders and Procurement Committee:

a)         confirm the ordinary minutes of its meeting, held on Wednesday, 21 October 2015, 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

Tenders and Procurement Committee forward work programme to October 2016

 

Note:   Additional recommendations were made with the agreement of the meeting.

 

Cr JG Walker returned to the meeting at 9.40 am.

 

Resolution number TEN/2015/51

MOVED by Chairperson D Quax, seconded by Cr C Brewer:  

That the Tenders and Procurement Committee:

a)        approve the forward work programme from November 2015 to October 2016

b)        request staff to add expected quarter dates to the forward work programme for Tenders and Procurement Committee and request the forward work programme template be amended for all committees to include dates.

CARRIED

 

 

10        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.  

 

 

11        Procedural motion to exclude the public

Resolution number TEN/2015/52

MOVED by Chairperson D Quax, seconded by Cr C Brewer:  

That the Tenders and Procurement Committee:

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

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       Renewals of contracts for stormwater operations and maintenance

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)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

In particular, the report contains commercially sensitive information relating to the procurement of stormwater maintenance services..

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.

 

 

 

C2       Supplier Relationship Management, Downer

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)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

In particular, the report contains third party commercial information..

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 third party commercial information..

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

 

 

9.46 am           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.

 

10.30 am         The public was re-admitted.

 

restatementS

 

It was resolved while the public was excluded:

 

 

C1

Renewals of contracts for stormwater operations and maintenance

 

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

That the Tenders and Procurement Committee:

Restatement

d)    confirm that there be no restatement of the confidential report, attachments or resolutions, with the exclusion of the following information:

i)    for when the total spending of vendors exceeds $100,000, Auckland Council will publish the following details on their website; supplier identification, supplier name and total spend on the Auckland Council website.

 

 

C2

Supplier Relationship Management, Downer

 

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

That the Tenders and Procurement Committee:

a)        receive the presentation on Downer

Restatement:

d)      confirm that clause a) be restated in the open section of the minutes and that the presentation and report remain confidential.

 

 

 

10.30 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:........................................................