Komiti Mahi Āta Torotoro Rawa /

Strategic Procurement Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Strategic Procurement Committee held in Room 1, Level 26, 135 Albert Street, Auckland on Wednesday, 7 November 2018 at 9.37am.

 

present

 

Chairperson

Deputy Mayor Cr Bill Cashmore

 

Deputy Chairperson

Cr Ross Clow

From 9.52am, Item 5.1

Members

Cr Dr Cathy Casey

 

 

Cr Linda Cooper, JP

 

 

Cr Alf Filipaina

Until 11.27am, Item C3

 

Cr Penny Hulse

 

 

Cr Daniel Newman, JP

From 10.07am, Item 11

 

ABSENT

 

Ex-officio

Mayor Hon Phil Goff, CNZM, JP

 

 

 

 


Strategic Procurement Committee

07 November 2018

 

 

 

 

1          Apologies

  

Resolution number STR/2018/68

MOVED by Chairperson BC Cashmore, seconded by Cr L Cooper:  

That the Strategic Procurement Committee:

a)         accept the apology from Mayor P Goff for absence on council business, Cr A Filipaina for early departure on council business, and Cr D Newman for lateness.

CARRIED

 

 

 

2          Declaration of Interest

 

There were no declarations of interest.

 

 

 

 

3          Confirmation of Minutes

 

Resolution number STR/2018/69

MOVED by Cr P Hulse, seconded by Cr L Cooper:  

That the Strategic Procurement Committee:

a)         confirm the ordinary minutes of its meeting, held on Wednesday, 3 October 2018, including the confidential section, as a true and correct record.

CARRIED

 

 

 

 

4          Petitions

 

There were no petitions.

 

 

 

5          Public Input

 

 

5.1

Public input - Sarah Thompson and Imogen Allan, Waitematā Low Carbon Network

 

Deputy Chairperson R Clow joined the meeting at 9.52 am.

 

A document was tabled in support of the item. A copy has been placed on the minutes and is available on the Auckland Council website as a minutes attachment.

 

Te take mō te pūrongo / Purpose of the report

 

1.    Sarah Thompson and Imogen Allan on behalf of the Waitematā Low Carbon Network presented to the committee on item 12, Fleet optimisation update report.

 

 

Resolution number STR/2018/70

MOVED by Chairperson BC Cashmore, seconded by Cr P Hulse:  

That the Strategic Procurement Committee:

a)    receive the public input from Sarah Thompson and Imogen Allan on behalf of the Waitematā Low Carbon Network, about fleet optimisation, and thank them for attending.

CARRIED

 

Attachments

a     Item 5.1 - Strategic Procurement Committee - 20181107 - Waitemata Low Carbon Network

 

 

 

6          Local Board Input

 

There was no local board input.

 

 

 

 

7          Extraordinary Business

 

There was no extraordinary business.

 

 

 

8

Ports of Auckland stormwater outfall upgrade

 

Resolution number STR/2018/71

MOVED by Cr L Cooper, seconded by Deputy Chairperson R Clow:  

That the Strategic Procurement Committee:

a)      note the information contained in this report, on the Ports of Auckland stormwater outfall upgrade project, enables transparency on the topic due for discussion in the public excluded part of the meeting.

b)      note that the confidential report contains information that could prejudice council's position in negotiations with the supplier.

CARRIED

 

 

 

9

Update on capital projects over $5 million

 

Resolution number STR/2018/72

MOVED by Chairperson BC Cashmore, seconded by Cr C Casey:  

That the Strategic Procurement Committee:

a)      note the information contained in this report, on the updated summary of currently agreed capital projects, enables transparency on the topic due for discussion in the public excluded part of the meeting.

b)      note that the confidential report contains information that could prejudice council's position with suppliers.

CARRIED

 

 

10

Westgate multipurpose facility (integrated library and community centre) construction: status update

 

Resolution number STR/2018/73

MOVED by Cr L Cooper, seconded by Cr P Hulse:  

That the Strategic Procurement Committee:

a)      note the Westgate multipurpose facility (integrated library and community centre) construction: status update report. 

b)      note the information in this report enables transparency on the construction status update for the Westgate multipurpose facility (library and community facilities), due for discussion and approval in the public excluded part of the meeting.

CARRIED

 

 

11

Update on city centre development programme

 

Cr D Newman joined the meeting at 10.07 am.

Cr A Filipaina left the meeting at 10.08 am.

 

Resolution number STR/2018/74

MOVED by Cr P Hulse, seconded by Cr L Cooper:  

That the Strategic Procurement Committee:

a)      receive the update on procurement of city centre development programmes.

CARRIED

 

 

12

Fleet optimisation update report

 

Resolution number STR/2018/75

MOVED by Chairperson BC Cashmore, seconded by Cr C Casey:  

That the Strategic Procurement Committee:

a)       note the information contained in this report, on fleet optimization, enables transparency on the topic due for discussion in the public excluded part of the meeting.

b)       request that staff create a business plan that includes support for the Auckland Council group passenger car fleet being replaced with full electric or plug-in hybrid vehicles to meet the C40 fossil fuel aspirations.

CARRIED

 

 

13

Information report: Group Source Procurement update

 

Resolution number STR/2018/76

MOVED by Cr P Hulse, seconded by Cr L Cooper:  

That the Strategic Procurement Committee:

a)      receive the information report.

CARRIED

 

 

14

Information report - 7 November 2018

 

Resolution number STR/2018/77

MOVED by Chairperson BC Cashmore, seconded by Cr P Hulse:  

That the Strategic Procurement Committee:

a)      receive the information report – 7 November 2018.

CARRIED

 

 

 

 

15        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.   

 

 

 

16        Procedural motion to exclude the public

Resolution number STR/2018/78

MOVED by Chairperson BC Cashmore, seconded by Cr L Cooper:  

That the Strategic Procurement Committee:

a)      exclude the public from the following parts 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: Supplier recommendations for Ports of Auckland stormwater outfall project

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 that could prejudice council's position in negotiations with stormwater 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: Update on capital projects over $5 million

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 information that may prejudice council's position with 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.

 

C3       CONFIDENTIAL: Westgate multipurpose facility (integrated library and community centre) construction: status update

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 information that could prejudice council's position with suppliers and other parties with regard to the resolution of disputes.

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.

 

C4       CONFIDENTIAL: Community Facilities full facilities contracts performance update - November 2018

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 information that could prejudice council's position with 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.

 

C5       CONFIDENTIAL: Fleet optimisation update report

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 information that could prejudice council's position with 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.

 

 

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

 

 

 

10.22am          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.

 

12.11pm          The public was re-admitted.

 

 

 

restatementS

 

It was resolved while the public was excluded:

 

 

C1

CONFIDENTIAL: Supplier recommendations for Ports of Auckland stormwater outfall project

 

Resolution number STR/2018/79

MOVED by Cr C Casey, seconded by Chairperson BC Cashmore:  

Restatement

d)         confirm that the resolutions and report remain confidential until reasons for confidentiality no longer exist.

 

 

 

 

C2

CONFIDENTIAL: Update on capital projects over $5 million

 

Resolution number STR/2018/80

MOVED by Chairperson BC Cashmore, seconded by Cr A Filipaina:  

Restatement

b)      confirm that the resolutions and report remain confidential until reasons for confidentiality no longer exist.

 

 

 

C3

CONFIDENTIAL: Westgate multipurpose facility (integrated library and community centre) construction: status update

 

Resolution number STR/2018/81

MOVED by Chairperson BC Cashmore, seconded by Cr P Hulse:  

Restatement

b)      confirm that the resolutions and report remain confidential until reasons for confidentiality no longer exist.

 

 

 

C4

CONFIDENTIAL: Community Facilities full facilities contracts performance update - November 2018

 

Resolution number STR/2018/82

MOVED by Chairperson BC Cashmore, seconded by Deputy Chairperson R Clow:  

Restatement

c)      confirm that the resolutions and report remain confidential until reasons for confidentiality no longer exist.

 

 

 

C5

CONFIDENTIAL: Fleet optimisation update report

 

Resolution number STR/2018/83

MOVED by Chairperson BC Cashmore, seconded by Deputy Chairperson R Clow:  

Restatement

b)      confirm that the resolutions and report remain confidential until reasons for confidentiality no longer exist.

 

 

 

 

12.11 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:........................................................