Tenders and Procurement Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Tenders and Procurement Committee held in the Room 1, Level 26, 135 Albert Street, Auckland on Tuesday, 17 May 2016 at 9.30am.

 

present

 

Chairperson

Cr Dick Quax

 

Deputy Chairperson

Cr Denise Krum

 

Members

Cr Anae Arthur Anae

 

 

Cr Sharon Stewart, QSM

 

 

Cr Sir John Walker, KNZM, CBE

From 9.39am, Item 9

 

ABSENT

 

 

Cr Cameron Brewer

 

 

Deputy Mayor Penny Hulse

 

 

ALSO PRESENT

 

 

Cr Cathy Casey

Until 10.34am, Item C1

 

Cr Penny Webster

Until 10.14am, Item 11

 

Cr George Wood

From 9.39am, Item 9

 

IN ATTENDANCE

 

 

Harry Doig

Deputy Chair, Puketāpapa Local Board

 

Graeme Easte

Albert-Eden Local Board Member

 

Julie Fairey

Chair, Puketāpapa Local Board

 


Tenders and Procurement Committee

17 May 2016

 

 

 

1          Apologies

 

Resolution number TEN/2016/17

MOVED by Chairperson D Quax, seconded by Cr AJ Anae:  

That the Tenders and Procurement Committee:

a)         accept the apologies from Cr C Brewer and Deputy Mayor PA Hulse for absence.

CARRIED

 

 

2          Declaration of Interest

 

There were no declarations of interest.

 

 

3          Confirmation of Minutes

 

Resolution number TEN/2016/18

MOVED by Chairperson D Quax, seconded by Deputy Chairperson DA Krum:  

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.

CARRIED

 

 

4          Petitions

 

There were no petitions.

 

 

5          Public Input

 

There was no public input.

 

 

6          Local Board Input

 

6.1

Local Board Input - Julie Fairey, Puketāpapa Local Board - Te Auaunga Awa Stormwater Project

 

This item was addressed in the confidential section of the meeting, at Item C1 – Supporting information for the Te Auaunga Awa Procurement Plan.

 

 

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 and Next Steps

 

 

 

A PowerPoint presentation was provided. A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.

 

 

 

Cr GS Wood entered the meeting at 9.39 am.

Cr JG Walker entered the meeting at 9.39 am.

 

 

 

Note:   Changes to the original motion were incorporated with the agreement of the meeting.

 

 

 

Resolution number TEN/2016/19

MOVED by Chairperson D Quax, seconded by Deputy Chairperson DA Krum:  

That the Tenders and Procurement Committee:

a)      receive the presentation for Facilities Management and Maintenance Contracts.

b)      note that quarterly updates will be provided to the Finance and Performance Committee (or appropriate committee) from July 2016.

CARRIED

 

Attachments

a     17 May 2016, Tenders and Procurement, Item 9 - Facilities Management and Maintenance Contracts Presentation

 

10        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.  

 

 

 

11        Procedural motion to exclude the public

 

Cr MP Webster left the meeting at 10.14 am.

 

Resolution number TEN/2016/20

MOVED by Chairperson D Quax, seconded by Deputy Chairperson DA Krum:  

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.

 

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

 

 

 

10.14 am         The public was excluded.

 

10.49 am         The public was re-admitted.

 

 


 

restatementS

 

It was resolved while the public was excluded:

 

C1

Supporting information for Te Auaunga Awa Procurement Plan

 

Resolution number TEN/2016/21

MOVED by Chairperson D Quax, seconded by Deputy Chairperson DA Krum: 

Restatement

c)      confirm that there be no restatement of the confidential report, attachments or resolutions, with the exclusion of the following information:

i)        the Request for Tenders which will be publicly released.

ii)       for contracts arising from this procurement awarded over $100,000 Auckland Council will publish the following details on their website; the contract number, contract description, contract type, supplier’s trading name, contract start date and contract expiry date.

 

 

C2

Stone Cladding Repairs for 135 Albert Street - Appointment of Contractors

 

Resolution number TEN/2016/22

MOVED by Chairperson D Quax, seconded by Deputy Chairperson DA Krum: 

Restatement

d)      confirm that there will be no restatement of the confidential report, attachments or resolutions, with the exclusion of the following information:

i)        the Request for Tenders which will be publically released.

ii)       for contracts arising from this procurement awarded over $100,000 Auckland Council will publish the following details on their website: the contract number, contract description, contract type, supplier’s trading name, contract start date and contract expiry date.

 

 

 

10.49 am                                            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 Tenders and Procurement Committee HELD ON

 

 

 

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

 

 

 

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