TERMS
OF REFERENCE
Responsibilities
The Committee is established to assist the Chief Executive
to undertake the management procedure of ensuring sound probity procedures are
followed in relation to procurement of goods and services necessary to deliver
on the work programme and operations outlined in Council’s adopted Annual
plan.
It will ensure that reasonable purchasing procedures have
been followed in awarding contracts and will provide an efficient mechanism for
documenting the approvals for those contracts.
Within a framework where contracts are an operational matter
delegated to the Chief Executive, this Committee will consider all tenders
beyond the Chief Executive’s financial delegations. The Chief Executive may
refer contracts within his financial delegations which are sensitive or may
impact on the reputation of the Council.
The Committee will have responsibility for:
·
Awarding of contracts greater than $7.5 million;
and
·
Awarding of contracts less than $7.5 million
which are sensitive or may impact on the reputation of the Council where the
Chief Executive refers the matter to the Committee;
·
Oversight over the tendering and procurement
process and procedures of the Governing Body and local board; and
·
Developing a tendering and procurement strategy
as policy for recommendation to the Governing Body for adoption.
·
From time to time the Committee may advise the Chief Executive
and Council on changes to the Procurement and Contracts probity procedures.
Powers
All powers necessary to perform the Committee
responsibilities.
Except:
(a) powers that the Governing Body
cannot delegate or has retained to itself (see Governing Body responsibilities)
(b) where the Committee’s
responsibility is limited to making a recommendation only
(c) where the Committee’s responsibility sets out financial
limitations
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Tenders and
Procurement Committee
10 September
2014
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ITEM TABLE OF
CONTENTS PAGE
1 Apologies 5
2 Declaration of Interest 5
3 Confirmation of Minutes 5
4 Petitions 5
5 Public Input 5
6 Local Board Input 5
7 Extraordinary Business 5
8 Notices of Motion 6
9 Consideration of Extraordinary Items
PUBLIC EXCLUDED
10 Procedural Motion to Exclude the Public 7
C1 Procurement Plan for Electricity Supply for Time of Use Sites 7
At the close of
the agenda no apologies had been received.
2 Declaration of Interest
Members are
reminded of the need to be vigilant to stand aside from decision making when a
conflict arises between their role as a member and any private or other
external interest they might have.
3 Confirmation of Minutes
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That the Tenders and Procurement Committee:
a)
confirm the ordinary minutes of its meeting,
held on Tuesday, 26 August 2014, as a true and
correct record.
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4 Petitions
At the close of
the agenda no requests to present petitions had been received.
5 Public Input
Standing Order
3.21 provides for Public Input. Applications to speak must be made to the
Committee Secretary, in writing, no later than two (2) working days
prior to the meeting and must include the subject matter. The meeting
Chairperson has the discretion to decline any application that does not meet
the requirements of Standing Orders. A maximum of thirty (30) minutes
is allocated to the period for public input with five (5) minutes
speaking time for each speaker.
At the close of
the agenda no requests for public input had been received.
6 Local Board Input
Standing Order
3.22 provides for Local Board Input. The Chairperson (or nominee of that
Chairperson) is entitled to speak for up to five (5) minutes during this
time. The Chairperson of the Local Board (or nominee of that Chairperson)
shall wherever practical, give two (2) days notice of their wish to
speak. The meeting Chairperson has the discretion to decline any application
that does not meet the requirements of Standing Orders.
This right is
in addition to the right under Standing Order 3.9.14 to speak to matters on the
agenda.
At the close of
the agenda no requests for local board input had been received.
7 Extraordinary Business
Section 46A(7)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“An item that is
not on the agenda for a meeting may be dealt with at that meeting if-
(a) The local authority by resolution so decides; and
(b) The presiding member explains at the meeting, at a time
when it is open to the public,-
(i) The
reason why the item is not on the agenda; and
(ii) The reason why the discussion of the item cannot be
delayed until a subsequent meeting.”
Section 46A(7A)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“Where an item
is not on the agenda for a meeting,-
(a) That item may be discussed at that meeting if-
(i) That item is a minor matter relating to the general
business of the local authority; and
(ii) the presiding member explains at the beginning of the
meeting, at a time when it is open to the public, that the item will be
discussed at the meeting; but
(b) no resolution, decision or recommendation may be made in
respect of that item except to refer that item to a subsequent meeting of the
local authority for further discussion.”
8 Notices of Motion
At the close of the
agenda no requests for notices of motion had been received.
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Tenders and
Procurement Committee
10 September
2014
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Exclusion of the Public: Local Government Official
Information and Meetings Act 1987
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 Procurement Plan for Electricity Supply for Time of Use Sites
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Reason for passing this resolution in relation to each
matter
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Particular interest(s) protected (where applicable)
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Ground(s) under section 48(1) for the passing of this
resolution
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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.
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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 with respect to contracts for the supply of electricity.
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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.
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