Strategic Procurement Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Strategic Procurement Committee held in the Room 1, Level 26, 135 Albert Street, Auckland on Wednesday, 8 February 2017 at 9.30am.

 

present

 

Chairperson

Mike Lee

 

Deputy Chairperson

Ross Clow

 

Members

Cr Dr Cathy Casey

 

 

Deputy Mayor Bill Cashmore

 

 

Cr Linda Cooper, JP

 

 

Mayor Hon Phil Goff, JP (Ex-officio)

 

 

Cr Penny Hulse

until 11:34 am, item C1

 

Cr Daniel Newman, JP

from 9:43 am, item 9

 

Cr Greg Sayers

 

 

ABSENT

 

 

Cr Alf Filipaina

 

 

 


Strategic Procurement Committee

08 February 2017

 

 

 

1          Apologies

 

Resolution number STR/2017/1

MOVED by Chairperson M Lee, seconded by Cr L Cooper:  

That the Strategic Procurement Committee:

a)         accept the apology from Cr Filipaina for absence and Cr Newman for lateness.

CARRIED

 

 

2          Declaration of Interest

 

There were no declarations of interest.

 

 

3          Confirmation of Minutes

 

Resolution number STR/2017/2

MOVED by Chairperson M Lee, seconded by Deputy Chairperson R Clow:  

That the Strategic Procurement Committee:

a)         confirm the ordinary minutes of its meeting, held on Wednesday, 7 December 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

 

Rod Sheridan, General Manager Community Facilities and Heidi Walkley, Head of Contracts and Supplier Management were in attendance in support of this item.

 

Cr D Newman entered the meeting at 9.43 am.

Deputy Chairperson R Clow left the meeting at 9.54 am.

Deputy Chairperson R Clow returned to the meeting at 10.00 am.

Cr L Cooper left the meeting at 10.31 am.

 

Resolution number STR/2017/3

MOVED by Chairperson M Lee, seconded by Cr P Hulse:  

That the Strategic Procurement Committee:

a)      thank Rod Sheridan, General Manager Community Facilities and Heidi Walkley, Head of Contracts and Supplier Management for their presentation.

b)      receive the report noting the progress of the procurement process for the Facilities Management and Maintenance Contract renewals (Project 17 contracts).

CARRIED

 

 

10

Procurement of refuse collection services - contract for Manukau area

 

Ian Stupple – General Manager Waste Solutions and Terry Coe, Waste Enterprises and Refuse Manager Waste Solutions were in attendance in support of this item.

 

Cr L Cooper returned to the meeting at 10.42 am.

 

Resolution number STR/2017/4

MOVED by Chairperson M Lee, seconded by Deputy Chairperson R Clow:  

That the Strategic Procurement Committee:

a)      note the information contained in this report, on procurement of refuse collection services, enables transparency on the topic due for discussion in the public excluded part of the meeting.

CARRIED

 

 

11

Albany Stadium Pool Contract Variation

 

Rod Sheridan, General Manager Community Facilities and Peter Cunningham, Head of Physical Works and Technical Services Procurement were in attendance in support of this item.

 

Resolution number STR/2017/5

MOVED by Chairperson M Lee, seconded by Cr G Sayers:  

That the Strategic Procurement Committee:

a)         receive the information only report on the Albany Stadium Pool Contract Variation.

b)        note that a full report will be provided to the next Strategic Procurement Committee meeting that will cover any additional provisions to vary the contract.

CARRIED

  

 

12        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.  

 

 

13        Procedural motion to exclude the public

Resolution number STR/2017/6

MOVED by Chairperson M Lee, seconded by Cr G Sayers:  

That the Strategic 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       Confidential: Procurement of refuse collection services - contract for Manukau area

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 detailed information about council's strategy for procuring refuse collection services. If released, this information could prejudice council's position in negotiations with waste suppliers.

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 detailed information about council's strategy for procuring refuse collection services. If released, this information could prejudice council's position in negotiations with waste suppliers.

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       Confidential: Albany Stadium Pool Contract Variation

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 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

 

11.02am          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.

 

12.19pm          The public was re-admitted.

 

 

restatementS

 

It was resolved while the public was excluded:

 

 

C1

Confidential: Procurement of refuse collection services - contract for Manukau area

 

Resolution number STR/2017/7

MOVED by Cr D Newman, seconded by Deputy Mayor B Cashmore:  

Restatement

That the Strategic Procurement Committee:

d)      confirm that the resolutions, agenda report, report attachments and the tabled presentation remain confidential until reasons for confidentiality no longer exist.

CARRIED

 

Note:

·         For contracts awarded over $100,000 Auckland Council will publish the following details on the website; the contract number, contract description, contract type, supplier’s trading name, contract start date and contract expiry date.

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

 

 

 

 

 

C2

Confidential: Albany Stadium Pool Contract Variation

 

Resolution number STR/2017/8

MOVED by Chairperson M Lee, seconded by Deputy Chairperson R Clow:  

That the Strategic Procurement Committee:

a)         receive the information only report on the Albany Stadium Pool contract variation.

b)         note that a full review report will be provided to the next Strategic Procurement Committee meeting that will cover any additional variations to the Albany Stadium Pool contract.

Restatement

d)         agree that resolutions a) and b) be restated in the open section of the minutes and that resolution c) and the agenda report remain confidential until reasons for confidentiality no longer exist.

CARRIED

  

 

 

12.20 pm                                            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 Strategic Procurement Committee HELD ON

 

 

 

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

 

 

 

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