I hereby give notice that an ordinary meeting of the Tenders and Procurement Committee will be held on:
Date: Time: Meeting Room: Venue:
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Tuesday, 17 May 2016 9.30am Room 1, Level
26 |
Tenders and Procurement Committee
OPEN AGENDA
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MEMBERSHIP
Chairperson |
Cr Dick Quax |
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Deputy Chairperson |
Cr Denise Krum |
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Members |
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 |
Mayor Len Brown, JP |
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Member Penny Hulse |
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Ex-officio (without voting rights) |
All other councillors |
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(Quorum 3 members)
Quorum must include at least two named voting members. |
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Jaimee Maha Democracy Advisor
11 May 2016
Contact Telephone: (09) 890 8126 Email: jaimee.maha@aucklandcouncil.govt.nz Website: www.aucklandcouncil.govt.nz
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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 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:
· Awarding of contracts greater than $22.5 million; and
· 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;
· 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’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
· 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.
· 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.
· 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.
· In any case of doubt, the ruling of the chairperson is final.
Members of the meeting
· 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).
· However, standing orders require that a councillor who has a pecuniary conflict of interest leave the room.
· 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
· Members of the Independent Māori Statutory Board who are appointed members of the committee remain.
· Independent Māori Statutory Board members and staff remain if this is necessary in order for them to perform their role.
Staff
· All staff supporting the meeting (administrative, senior management) remain.
· Other staff who need to because of their role may remain.
Local Board members
· 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
· Representatives of a Council Controlled Organisation can remain only if required to for discussion of a matter relevant to the Council Controlled Organisation.
Tenders and Procurement Committee 17 May 2016 |
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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
6.1 Local Board Input - Julie Fairey, Puketāpapa Local Board - Te Auaunga Awa Stormwater Project 7
7 Extraordinary Business 8
8 Notices of Motion 8
9 Facilities Management and Maintenance Contracts: Progress Update and Next Steps 9
10 Consideration of Extraordinary Items
PUBLIC EXCLUDED
11 Procedural Motion to Exclude the Public 23
C1 Supporting information for Te Auaunga Awa Procurement Plan 23
C2 Stone Cladding Repairs for 135 Albert Street - Appointment of Contractors 23
1 Apologies
An apology from Deputy Mayor PA Hulse has 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
That the Tenders and Procurement Committee: a) confirm the ordinary minutes of its meeting, held on Tuesday, 26 April 2016, including the confidential section, as a true and correct record. |
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.
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.
Tenders and Procurement Committee 17 May 2016 |
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Facilities Management and Maintenance Contracts: Progress Update and Next Steps
File No.: CP2016/09089
Purpose
1. To receive the presentation on the facilities management and maintenance contracts renewal.
Executive Summary
2. The Community Facilities Department is responsible for the management and maintenance of a large portfolio of community facilities.
3. The current Facility Maintenance contracts represent a total annual value of $124 million per annum and are scheduled to expire on 30 June 2017.
4. The presentation will provide background and summary of progress to date.
That the Tenders and Procurement Committee: a) receive the presentation for Facilities Management and Maintenance Contracts. |
Comments
5. Current contracts were set up following a competitive tender process in 2012 (Project Genesis).
Consideration
Local Board views and implications
6. Consultation and engagement with Local Boards has been initiated and will continue throughout this process to ensure community needs priorities are met.
Māori impact statement
7. Through the renewal of these contracts, opportunities to develop Māori capacity will be explored.
8. Community facilities play a key role in developing vibrant communities and positively impact Māori well-being.
Implementation
9. Details will be provided through the presentation.
No. |
Title |
Page |
aView |
Facilities Management and Maintenance Contracts: Progress Update and Next Steps |
11 |
Signatories
Author |
Marie Jones - PA to GM Procurement |
Authoriser |
Sara Hay - General Manager Procurement |
Tenders and Procurement Committee 17 May 2016 |
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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 Supporting information for Te Auaunga Awa Procurement Plan
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 relating to procurement of stormwater management services. |
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 Stone Cladding Repairs for 135 Albert Street - Appointment of Contractors
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. 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 proposed contractual terms and conditions, and contract values that if known would compromise council's ability to effectively manage and control the contract works. |
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. |