I hereby give notice that an ordinary meeting of the Tenders and Procurement Committee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Tuesday, 22
September 2015
9.30am
Level 26,
Room 1
135 Albert Street
Auckland
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Tenders and Procurement Committee
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Cr Dick Quax
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Deputy Chairperson
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Cr Denise Krum
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Members
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Cr Anae Arthur Anae
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Cr Cameron Brewer
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Cr Sharon Stewart, QSM
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Cr Sir John Walker, KNZM, CBE
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Ex-officio
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Mayor Len Brown, JP
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Deputy Mayor Penny
Hulse
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Ex-officio
(without voting rights)
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All other councillors
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(Quorum 3 members)
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Quorum must include at least 2 named
voting members.
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Katherine Wilson
Democracy Advisor
16 September 2015
Contact Telephone: (09) 890 8133
Email: katherine.wilson@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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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 Chief Executive has power to award contracts up to $20
million alone and the power to award contracts up to $22.5 million jointly with
the mayor and relevant committee chair.
The Committee will have responsibility for:
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Awarding of contracts greater than $22.5
million; and
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Awarding of contracts less than $20 million
which are sensitive or may impact on the reputation of the Council where the
Chief Executive refers the matter to the Committee;
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Oversight over the tendering and procurement
process and procedures of the Governing Body and local board; and
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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’s
responsibilities.
Except:
(a) powers that the
Governing Body cannot delegate or has retained to itself (section 2)
(b) where the Committee’s
responsibility is limited to making a recommendation only
(c) where the Committee’s responsibility sets out
financial limitations
Exclusion of the public – who needs to
leave the meeting
Members of the public
All members of the public must leave the
meeting when the public are excluded unless a resolution is passed permitting a
person to remain because their knowledge will assist the meeting.
Those who are not members of the public
General principles
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Access to confidential information is managed on a “need to know”
basis where access to the information is required in order for a person to
perform their role.
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Those who are not members of the meeting (see list below) must
leave unless it is necessary for them to remain and hear the debate in order to
perform their role.
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Those who need to be present for one confidential item can remain
only for that item and must leave the room for any other confidential items.
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In any case of doubt, the ruling of the chairperson is final.
Members of the meeting
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The members of the meeting remain (all Governing Body members if
the meeting is a Governing Body meeting; all members of the committee if the
meeting is a committee meeting).
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However, standing orders require that a councillor who has a
pecuniary conflict of interest leave the room.
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All councillors have the right to attend any meeting of a
committee and councillors who are not members of a committee may remain,
subject to any limitations in standing orders.
Independent Māori Statutory Board
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Members of the Independent Māori
Statutory Board who are appointed members of the committee remain.
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Independent Māori Statutory Board
members and staff remain if this is necessary in order for them to perform
their role.
Staff
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All staff supporting the meeting (administrative, senior
management) remain.
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Other staff who need to because of their role may remain.
Local Board members
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Local Board members who need to hear the matter being discussed
in order to perform their role may remain. This will usually be if the matter
affects, or is relevant to, a particular Local Board area.
Council Controlled Organisations
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Representatives of a Council Controlled Organisation can remain
only if required to for discussion of a matter relevant to the Council Controlled
Organisation.
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Tenders and
Procurement Committee
22 September
2015
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ITEM TABLE OF
CONTENTS PAGE
1 Apologies 7
2 Declaration of Interest 7
3 Confirmation of Minutes 7
4 Petitions 7
5 Public Input 7
6 Local Board Input 7
7 Extraordinary Business 7
8 Notices of Motion 8
9 Procurement Pipeline Update Report 9
10 Supplier Relationship Management 11
11 Consideration of Extraordinary Items
Apologies from
Cr AJ Anae, Cr CE Brewer, Mayor LCM Brown and Member PA Hulse have 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, 18 August 2015, including the
confidential section, 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
7.7 provides for Public Input. Applications to speak must be made to the
Democracy Advisor, in writing, no later than one (1) clear working day
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
6.2 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 one (1) day’s 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 6.1 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
22 September
2015
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Procurement
Pipeline Update Report
File No.: CP2015/18570
Purpose
1. To provide the Tenders and
Procurement Committee an update on the upcoming procurement activity at
Auckland Council (the “pipeline”).
Executive
Summary
2. In order to leverage the council’s
scale to increase efficiency and value for money, the Procurement Department
has embarked on a journey to build a pipeline of forward works across the
organisation. This will also keep the supply market well-informed of upcoming
opportunities to enable them to better plan and respond to Council’s
requirements.
3. This pipeline view provides the
Tenders and Procurement Committee with an indication of the procurement
projects that will require their consideration and approval.
4. Please note that this report
covers the available forward work programmes. Some business groups are still
in the process of drafting their 2016 Financial Year work programmes.
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Recommendation/s
That the Tenders and
Procurement Committee:
a) receive the first procurement
pipeline report and presentation.
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Attachments
There are no attachments for
this report.
Signatories
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Author
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Julia Khoo, Manager Procurement Analysis and Support
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Authoriser
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Sara Hay – General Manager Procurement
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Tenders and
Procurement Committee
22 September
2015
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Supplier Relationship Management
File No.: CP2015/19016
Purpose
1. To present the Tenders and
Procurement Committee with:
· an
overview of what Supplier Relationship Management in Procurement does,
· an
update on the PACE (Performance Assessment Coordinated Evaluation) trial also
known as supplier scorecard, and
· the
Visy supplier strategic direction and plan.
Executive
Summary
2. As part of taking a strategic
approach to procurement, Auckland Council created a team within Procurement in
November 2014 called Supplier Relationship Management (SRM). The team’s primary
function is to work with Auckland Council’s strategic and critical suppliers
and associated business units to develop supplier plans to ensure contract
value is kept and new value is captured throughout the contract life.
3. One of the initiatives being
rolled out by the SRM team is PACE. NZTA and Auckland Transport are currently
using PACE to manage the performance of their suppliers. Auckland Council is
now looking at applying the same supplier scorecard methodology to increase
dialogue between suppliers and business units whilst at the same time ensuring
work is delivered within contracted key performance indicators.
4. SRM at Council focus on
strategic and critical suppliers. Visy is one of Auckland Council’s strategic
suppliers who are in the waste sector. Auckland Council awarded Visy a contract
that runs until 2024. The supplier relationship management team has put a
supplier plan for actions in the short (1 year), medium (1-2 years) and long
term (2+ years).
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Recommendation/s
That the Tenders and
Procurement Committee:
a) receive the three presentations
on Supplier Relationship, Performance Assessment Coordinated Evaluation and
Visy.
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Attachments
There are no attachments for this report.
Signatories
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Author
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Cristina Lavender, Manager Supplier Relationship
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Authoriser
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Sara Hay – General Manager Procurement
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