Tenders and Procurement Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Tenders and Procurement Committee held in Room 1, Level 26, 135 Albert Street, Auckland on Tuesday, 19 July 2016 at 9.30am.

 

present

 

Chairperson

Cr Dick Quax

 

Members

Cr Anae Arthur Anae

 

 

Cr Cameron Brewer

From 9.32am, Item 3

 

Cr Sharon Stewart, QSM

 

 

Cr Sir John Walker, KNZM, CBE

From 9.43am, Item 9

 

ABSENT

 

 

Deputy Chairperson Denise Krum

 

 

Deputy Mayor Penny Hulse

 

 

ALSO PRESENT

 

 

Cr Dr Cathy Casey

From 10.09am, Item C1

 

Cr George Wood, CNZM

From 10.04am, Item C1

 

 


Tenders and Procurement Committee

19 July 2016

 

 

 

1          Apologies

 

Resolution number TEN/2016/29

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

That the Tenders and Procurement Committee:

a)         accept the apologies from Deputy Chairperson DA Krum for absence, from Cr C Brewer for lateness, and from Deputy Mayor PA Hulse for absence on council business.

CARRIED

 

 

2          Declaration of Interest

 

There were no declarations of interest.

 

 

3          Confirmation of Minutes

 

Cr C Brewer entered the meeting at 9.32 am.

Resolution number TEN/2016/30

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 Tuesday, 21 June 2016, 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

Facilities Management and Maintenance Contracts: Progress Update

 

A PowerPoint presentation was provided. A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.

 

Cr JG Walker entered the meeting at 9.43 am.

 

Resolution number TEN/2016/31

MOVED by Chairperson D Quax, seconded by Cr JG Walker:  

That the Tenders and Procurement Committee:

a)      receive the progress update presentation on the Facilities Management and Maintenance contracts renewals.

CARRIED

 

Attachments

a     19 July 2016, Tenders and Procurement Committee, Item 9 - Facilities Management and Maintenance Contracts Tabled Presentation

                                                                                              

 

10        Consideration of Extraordinary Items

There was no consideration of extraordinary items.  

 

 

11        Procedural motion to exclude the public

Resolution number TEN/2016/32

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

That the Tenders and Procurement Committee:

a)      exclude the public from the following part 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       Facilities Management and Maintenance Contract Renewal 2017 - Category Strategy

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 commercially sensitive 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

 

9.57am            The public was excluded.

 

 

10.24am          The public was re-admitted.

 

 

 

restatementS

 

It was resolved while the public was excluded:

 

C1

Facilities Management and Maintenance Contract Renewal 2017 - Category Strategy

 

Resolution number TEN/2016/33

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

That the Tenders and Procurement Committee:

a)      approve the category strategy for Facilities Management and Maintenance Contract Renewals 2017.

b)      approve the procurement process and timelines outlined in the category strategy for Facilities Management and Maintenance Contract Renewals 2017.

Restatement

c)      agree that there be no restatement of the confidential report or attachment with the exclusion of the following information:

i)        the Request for Tenders which will be publicly released.

ii)       for contracts arising from this procurement awarded over $100,000 Auckland Council will publish the following details on their website; the contract number, contract description, contract type, supplier’s trading name, contract start date and contract expiry date.

  

 

 

10.24 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:........................................................