I hereby give notice that an ordinary meeting of the Strategic Procurement Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Tuesday, 7 December 2021

10.00am

This meeting will be held remotely and a recording of the meeting will be available on: https://www.aucklandcouncil.govt.nz/about-auckland-council/howauckland-council-works/meetings-council-bodies/Pages/webcastscouncil-meetings.aspx

 

Kōmiti Mahi Āta Torotoro Rawa /

Strategic Procurement Committee

 

OPEN AGENDA

 

 

 

 

MEMBERSHIP

 

Chairperson

Cr Greg Sayers

 

Deputy Chairperson

Cr John Watson

 

Members

Cr Dr Cathy Casey

 

 

Deputy Mayor Cr Bill Cashmore

 

 

Cr Linda Cooper, JP

 

 

Cr Alf Filipaina

 

 

Cr Tracy Mulholland

 

 

IMSB Member Karen Wilson

 

Ex-officio

Mayor Hon Phil Goff, CNZM, JP

 

 

(Quorum 4 members)

 

 

 

Maea Petherick

Kaitohutohu Mana Whakahaere Matua/Senior Governance Advisor

 

1 December 2021

 

Contact Telephone: 021417830

Email: maea.petherick@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 



Terms of Reference

 

 

Responsibilities

 

The committee is established to assist the chief executive to undertake the management procedure of ensuring sound procurement processes are followed in relation to procurement of goods and services necessary to deliver on the work programme and operations outlined in the 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 contracts 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 Finance and Performance Committee chairperson.

 

The committee has responsibility for:

 

·       awarding of contracts of $22.5 million or greater

·       awarding of contracts less than $22.5 million which are sensitive or may impact on the reputation of the council if the chief executive refers the matter to the committee

·       oversight over the procurement processes and procedures.

 

From time to time the committee may advise the chief executive and the 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)        power to establish sub-committees.

 

Code of conduct

 

For information relating to Auckland Council’s elected members code of conduct, please refer to this link on the Auckland Council website - https://www.aucklandcouncil.govt.nz/about-auckland-council/how-auckland-council-works/elected-members-remuneration-declarations-interest/Pages/elected-members-code-conduct.aspx

 

 


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.

 

 


Strategic Procurement Committee

07 December 2021

 

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                                       8

8          Approval for a right of renewal for the contracts for Building Consents Services        9

9          Update on the contract for the Clinker Place stormwater project                                             11

10        Summary of Strategic Procurement Committee Information - updates, memos and briefings (including the forward work programme) - 7 December 2021                                                   17

11        Consideration of Extraordinary Items

PUBLIC EXCLUDED

12        Procedural Motion to Exclude the Public                           27

C1       CONFIDENTIAL: Approval for a right of renewal for the contracts for Building Consent Services                                                               27

C2       CONFIDENTIAL: Approval of supplier recommendation for Clinker Place stormwater project                                                                  27

C3       CONFIDENTIAL: Approval to increase the contract award value for Te Whau Pathway Physical Works                                                   28


1          Apologies

 

An apology from Mayor P Goff 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 Strategic Procurement Committee:

a)          confirm the ordinary minutes of its meeting, held on Tuesday, 2 November 2021, 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 Governance 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.”


Strategic Procurement Committee

07 December 2021

 

Approval for a right of renewal for the contracts for Building Consents Services

File No.: CP2021/17237

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide an update on Auckland Council’s procurement of building consent overflow services.

Whakarāpopototanga matua

Executive summary

2.       Building consent services are currently provided through an overflow delivery model where third-party suppliers are used to process consents and inspect buildings that council staff do not have the capacity to process. On time processing of Building Consent applications is a statutory requirement and directly impacts the council’s reputation. The overflow services are provided under contracts with four suppliers.

3.       Due to the large volume of work and high demand for consenting services during the recovery period from COVID-19 lockdowns, Regulatory Services, together with Procurement, has recently engaged with the suppliers to understand the market challenges and to ensure continued and improved delivery of these critical services in accordance with statutory requirements and to protect the council’s reputation.

4.       An update on the continued provision of building consent services will be presented for approval in the confidential section of the 7 December 2021 Strategic Procurement Committee meeting.

 

Ngā tūtohunga

Recommendation/s

That the Strategic Procurement Committee:

a)     note the information in this report enables transparency around the building consents overflow report due for discussion and approval in the public excluded part of the meeting.

Horopaki

Context

5.       Building consent services are currently provided through an overflow delivery model where third-party suppliers are used to process consents and inspect buildings that council staff do not have the capacity to process. Under this model, the third-party suppliers act as agents of Auckland Council. The overflow model is considered an essential component to ensure the delivery of an efficient, quality and timely building consenting service. 

6.       To achieve efficiencies and ensure quality outcomes for the building consents department, only accredited building consent providers are contracted to provide these services.

7.       The information provided in this report enables transparency on the following item which will be discussed in the public excluded part of the meeting: “Confidential: Approval for a right of renewal for the contracts for Building Consent Services”

Tātaritanga me ngā tohutohu

Analysis and advice

8.       The overflow model is considered a more feasible alternative to delivering the full service in-house, as it provides flexibility during seasonal peaks and troughs in building consent volumes.

Tauākī whakaaweawe āhuarangi

Climate impact statement

9.       These contracts do not directly have any climate impact except to the extent of the requirements under the Building Act 2004.

10.     The Building Control department and these suppliers are currently supporting the waste reduction initiatives through paperless and more digital processing and transactions.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

11.     These services are required only by Auckland Council in its regulatory capacity to process Building Consent applications, carry out inspections and issue Code Compliance Certificates. Thus, they do not impact other members of the council group. There will be indirect impact in terms of services provided by Building Consent department as a processor and other council group entities as applicants. This recommendation will have positive impact on improved services available to the council group.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

Local impacts

12.     Building Consent applications must meet the requirements of the Building Act 2004.  Local impacts were taken into consideration when the Building Act 2004 was adopted.

Local board views

13.     Local Boards were not specifically consulted during the development of the recommended delivery model or development of the recommendations in this report.

14.     Consultation with local boards on the contract terms agreed with the suppliers was not required as these will not impact on the currently approved charge out rates to applicants for Building Consents.

Tauākī whakaaweawe Māori

Māori impact statement

15.     As part of the extension, Council will set out the sustainable outcomes’ targets and influence social and sustainable outcomes within the limits of any impact to the service levels required as a processor.

16.     Total numbers of staff within the suppliers for Building Consent services are relatively low and majority of staff are required to hold accredited technical qualifications.

17.     Suppliers are willing to work collaboratively with the council to provide technical training and skill development if the council can recruit and offer Māori/Pasifika apprentices as a longer-term social outcome. Suppliers are also willing to work with the council/MSD Nga Puna Pukenga programme for vacant non-technical or inspection roles.

Ngā ritenga ā-pūtea

Financial implications

18.     Financial implications will be presented in the confidential agenda of the 7 December 2021 Strategic Procurement Committee meeting.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

19.     Failure to process building consent applications within the statutory timeframes has been identified as a risk for the Building Consents department. The recommendation in the Confidential Report will mitigate this risk.

Ngā koringa ā-muri

Next steps

20.     There are no implementation issues arising from the report. Any implementation issues relating to the contracts for provision of building consent overflow services have been noted in the report titled “Confidential: Approval for a right of renewal for the contracts for Building Consent Services”.

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Author

Persees Antia - Strategic Procurement Specialist

Authorisers

Ian McCormick - Manager Building Control

Craig Hobbs - Director Regulatory Services

Jazz Singh - General Manager Procurement

 

 


Strategic Procurement Committee

07 December 2021

 

Update on the contract for the Clinker Place stormwater project

File No.: CP2021/18505

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide an update on the contract for the Clinker Place stormwater project.

Whakarāpopototanga matua

Executive summary

2.       The Clinker Place stormwater project is required to enable significant growth and development in the New Lynn area, while appropriately managing stormwater flows.

3.       The area between Margan Avenue, Rankin Avenue and Clark Street (referred to as Clinker Place) is a designated Special Housing Area (SHA). SHAs were established across Auckland to enable fast-track development of housing, including affordable housing, in key locations.

4.       The project will involve installing a new stormwater pipe that will extend from the existing stormwater detention pond at Clinker Place to a proposed new outlet at Manawa Wetland Reserve.

5.       The project will provide stormwater infrastructure to service the SHA, which comprises approximately 11.5 hectares of brownfield land with the potential for development of 1,800 to 2,500 new houses, as well as a large public park as part of the new residential development.

6.       The project will increase capacity of the network to deal with large rainfall events. The design has takes into account modelling of climate change impacts, including extreme weather events.

7.       The chosen construction method has been selected for its efficiency and to reduce the impact of the project on the community.

8.       More details on the recommended supplier for the Clinker Place stormwater project will be provided in the confidential section of the Strategic Procurement Committee meeting agenda for 7 December 2021.

Ngā tūtohunga

Recommendations

That the Strategic Procurement Committee:

a)      note the information contained in this report, on the contract for the Clinker Place stormwater 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 the council’s position in future negotiations with suppliers.

Horopaki

Context

9.       The area between Margan Avenue, Rankin Avenue and Clark Street is a designated Special Housing Area (SHA) in New Lynn and is referred to as Clinker Place.


 

10.     The Clinker Place stormwater project will construct the required stormwater infrastructure to service new development at Clinker Place and will allow for the development of approximately 11.5 hectares of the brownfield land. The work will also enable Auckland Council’s Community Facilities department to construct a large public park which is associated with the residential development.

11.     The project will involve installing a new stormwater pipe that will extend from the existing stormwater detention pond at Clinker Place to a proposed new outlet at Manawa Wetland Reserve.

12.     The project will provide adequate capacity to convey rainfall events equivalent to a 10-year Annual Recurrence Interval to Manawa Wetland. It will also provide temporary storage for 100-year Annual Recurrence Interval events at 9 Crown Lynn Place, where the proposed park is being designed by Auckland Council Community Facilities.

13.     The location of the proposed stormwater infrastructure has been designed to minimise effects on private property. The construction method has also been chosen for its efficiency and to reduce the impact of the project on the community.

14.     Project benefits include:

·        enabling growth and development in New Lynn by proving resilient stormwater infrastructure for future housing developments in alignment with the Auckland Plan ‘Homes and Places’ outcome

·        enabling development of up to 1,800-2,500 new homes in New Lynn which is an expanding regional centre and a key public transport hub.

15.     Further details will be provided in the confidential section of the 7 December 2021 Strategic Procurement Committee meeting agenda.

Tātaritanga me ngā tohutohu

Analysis and advice

16.     Details regarding the analysis and advice for the Project will be provided in the confidential section of the 7 December 2021 Strategic Procurement Committee meeting agenda.

Tauākī whakaaweawe āhuarangi

Climate impact statement

17.     Increasing the ability of Auckland’s infrastructure to deal with extreme weather events provides climate resilience.

18.     The design project has been based on modelling of climate change impacts such as more extreme weather events including a 100-year Annual Recurrence Interval event. The infrastructure will provide adequate capacity to cope with large rainfall events and minimise the risk of flooding and water-related damage.

19.     More details regarding the climate impacts of the Clinker Place stormwater project will be provided in the confidential section of the Strategic Procurement Committee meeting agenda for 7 December 2021.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20.     Throughout the design Auckland Council’s Healthy Waters department has engaged with key stakeholders and affected parties.

21.     More details regarding the council group impacts and views for the Clinker Place stormwater project will be provided in the confidential section of the Strategic Procurement Committee meeting agenda for 7 December 2021.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

Local impacts

22.     New Lynn is an area highlighted for development and growth. This project will enable increased development in the Special Housing Area. New Lynn has a central network of rail, road and cycle links that offers a range of sustainable travel options and connectivity into the city and surrounding town centres.

23.     The project will provide capacity for the network to deal with large rainfall events and will minimise the potential for flooding in the area.

Local board views

24.     Landowner approval to occupy Ambrico Reserve for construction was granted by the Whau Local Board in 2019 (WH/2019/83).

25.     Healthy Waters has provided regular updates to the local board regarding the progress of the project.

26.     More details on local impacts and local board views for the Clinker Place stormwater project will be provided in the confidential section of the Strategic Procurement Committee meeting agenda for 7 December 2021.

Tauākī whakaaweawe Māori

Māori impact statement

27.     Consultation has been undertaken with all mana whenua groups identified by Auckland Council Healthy Waters as having an interest in the project. Te Rūnanga o Ngāti Whātua, Te Kawerau ā Maki, Te Ākitai Waiohua, Ngāti Pāoa expressed their interest in the project. A hui took place in April 2019 to discuss the project. None of the iwi consulted with have requested that a Cultural Impact Assessment be undertaken for this project.

28.     More details regarding the impact of the Clinker Place stormwater project on Māori will be provided in the confidential section of the Strategic Procurement Committee meeting agenda for 7 December 2021.

Ngā ritenga ā-pūtea

Financial implications

29.     Details regarding the financial implications of the Project will be provided in the confidential section of the Strategic Procurement Committee meeting agenda for 7 December 2021.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

30.     Details regarding the risks and mitigations for the Clinker Place stormwater project will be provided in the confidential section of the Strategic Procurement Committee meeting agenda for 7 December 2021.

Ngā koringa ā-muri

Next steps

31.     Details regarding the next steps for the Clinker Place stormwater project will be provided in the confidential section of the Strategic Procurement Committee meeting agenda for 7 December 2021.


 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.    

Ngā kaihaina

Signatories

Authors

Persees Antia – Strategic Procurement Specialist

Athira Jayakumar – Project Manager

Authorisers

Craig Mcilroy – General Manager Healthy Waters

Barry Potter - Director Infrastructure and Environmental Services

Jazz Singh - General Manager Procurement

 


Strategic Procurement Committee

07 December 2021

 

Summary of Strategic Procurement Committee Information - updates, memos and briefings (including the forward work programme) - 7 December 2021

File No.: CP2021/18813

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To note the progress on the forward work programme appended as Attachment A.

Whakarāpopototanga matua

Executive summary

2.       This is a regular information-only report which aims to provide greater visibility of information circulated to Strategic Procurement Committee members via memoranda/briefings or other means, where no decisions are required.

3.       Note that, unlike an agenda report, staff will not be present to answer questions about the items referred to in this summary.  Strategic Procurement Committee members should direct any questions to the authors.

 

 

Ngā tūtohunga

Recommendation/s

That the Strategic Procurement Committee:

a)      note the progress on the forward work programme appended as Attachment A of the agenda report.

 

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Forward Work Programme

19

     

Ngā kaihaina

Signatories

Author

Maea Petherick - Kaitohutohu Mana Whakahaere Matua / Senior Governance Advisor

Authoriser

Jazz Singh - General Manager Procurement

 



Strategic Procurement Committee

07 December 2021

 

 

+Komiti Mahi Āta Torotoro Rawa / Strategic Procurement Committee
Forward Work Programme 2021

This committee deals with ensuring sound procurement processes are followed in order to deliver on the work programme and operations outlined in council’s adopted Annual Plan. It has responsibility for awarding contracts of $22.5 million or greater, awarding sensitive contracts and oversight of procurement strategies, processes and procedures.

The full terms of reference can be found here: Governing Body Terms of Reference

 

 

Area of work and Lead Department

Reason for work

Committee role

(decision and/or direction)

Expected timeframes

Highlight the month(s) this is expected to come to committee in 2021

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

7 Sep

28 Sep

Nov

Dec

Building Consents overflow services variation approval for additional years

Building Consents - Regulatory services

With the increased demand in consenting services, a review is done across the various current suppliers’ services. To get service certainty and retention of key personnel, there is a need for providing certainty to the market with longer duration contracts and hence a variation approval is required for the current contracts to enable this.

Decision: Approval of variation to increase the term of contract.

A report will be provided in December 2022.

 

 

 

 

 

 

 

 

 

 

 

 

 

Te Whau pathway shovel-ready funding project

Community Facilities

To provide an update on the progress of the project and amendments in scope if any from the previously approved procurement plan.

Environmental outcomes and better transport connectivity through walkways and pathways. Faster project delivery and construction to support multiple community outcomes using the shovel-ready funding.

Progress to date: Procurement plan approved to approach market for the main project works covered by shovel-ready funding.

Authority delegated to council’s chief executive to execute the procurement plan, approve the supplier recommendation report, award of contract, and approval of variations on 13 October 2020 (Resolution number STR/2020/20).

 

Update to committee with any changes in project scope.

A report will be provided in December 2021.

 

 

 

 

 

 

 

 

 

 

 

 

Clinker Place Stomwater network project

Healthy Waters

To award a contract to deliver the project for Stormwater network from Clinker Place to Rankin Avenue and Ambrico Place to a proposed outfall in Manawa wetland reserve. This project supports the Special Housing Area development at Clinker Place.

Progress to date: Early Contractor Involvement (ECI) is completed after a closed tender with suitable suppliers.   

 

Decision: Approval of the supplier recommendation report to award the construction contract after ECI phase.

A report will be provided in December 2021.

Note: the construction phase is currently being priced and the estimate is likely to be in the Strategic Procurement Committee’s approval threshold. Subject to time needed for negotiation, this report may be delayed.

 

 

 

 

 

 

 

 

 

 

 

 


 

Completed

Lead Department

Area of work

Committee Role

(decision and/or direction)

Decision

Community Facilities

Full Facilities contract performance update

To update the Strategic Procurement Committee on suppliers’ performance under Community Facilities’ arboriculture services, ecological services, and full facilities maintenance contracts.

To receive the Community Facilities full facilities contracts performance update for Financial Year 19/20.

The update was received in December 2020.

(Resolution number STR/2020/26)

Community Facilities

Te Whau pathway shovel-ready funding project

Environmental outcomes and better transport connectivity through walkways and pathways. Faster project delivery and construction to support multiple community outcomes using the shovel-ready funding.

Approval of procurement plan to approach market for the main project works covered by the shovel-ready funding.

Procurement plan approved.

Authority delegated to council’s chief executive to execute the procurement plan.

Authority delegated to council’s chief executive to approve the supplier recommendation report, award of contract and approval of variations.

(Resolution number STR/202019)

Community Facilities

Electricity Network Resilience Tree and Vegetation Maintenance

 

To procure tree pruning services on trees covering areas around powerlines within the Auckland Council region.

Decision: Approval of the supplier recommendations.

.

Procurement Plan approved

(Resolution  STR/2021/20).

Supplier recommendation report and award of contractS

Delegate financial signing authority to council’s chief executive

(Resolution STR/2021/52)

Environmental Services

Biodiversity protection services delivered through the Natural Environment Targeted Rate – Category Strategy

This procurement category strategy will support effective implementation of the council’s key services related to the natural environment targeted rate work programmes.

Endorsement of procurement category strategy for biosecurity protection services delivered through the Natural Environment Targeted Rate.

The Category Strategy was endorsed.

(Resolution number STR/2020/4)

Environmental Services

Update on suppliers for the Retrofit Your Home panels

To provide an update on the suppliers who were appointed to the Retrofit Your Home panels.

Establishment of supplier panels.

The establishment of the panels was approved.

(Resolution number STR/2019/66)

Healthy Waters

Healthy Waters Maintenance contracts

To provide effective operations and maintenance of the regional stormwater network. This contributes to managing and improving the health of Auckland’s harbours and waterways and responding to flooding events. This is council’s responsibility under the Regional Stormwater Network Discharge Consent.

Award contracts to recommended suppliers for Healthy Waters operations and maintenance contracts, and the regional maintenance of catchpits and treatment devices.

Procurement plan for operations and maintenance services for: the southern area of the Auckland region; regional maintenance of catchpits; regional maintenance of treatment devices.

Overall strategy approved for procuring stormwater operations and maintenance services for the northern and central areas.

(Resolution number STR/2019/67)

 

Emergency Committee approved the awarding of the southern and regional maintenance contracts.

(Resolution number EME/2020/14)

 

Procurement plan approved for the operations and maintenance contract for the northern and central area of the Auckland region.

(Resolution number STR/2020/10)

 

Supplier recommendation report and award of contract approved for northern and central area of the Auckland region.

(Resolution number STR/2021/11)

Healthy Waters

Update on suppliers for physical works and technical services panels

To provide an update on the suppliers who were appointed to the Healthy Waters technical services and physical work panels.

Establishment of supplier panels.

The establishment of the panels was approved.

(Resolution number STR/2019/25)

Healthy Waters

Healthy Waters Programme Delivery model

With the growing requirements for Healthy Waters asset investments and increased capex budget to be delivered in future financial years, a more efficient and collaborative delivery model is required. Heathy Waters department is pursuing a sustainable and efficient delivery of the programme of capex projects for the next six years and beyond.

Approval of procurement plan and strategy to approach the market for Healthy Waters alternate programme delivery model.

Procurement plan and strategy to approach the market approved.

(Resolution number STR/2021/35)

Healthy Waters

Corban Reserve Supplier recommendation

To procure a contractor to deliver the project to divert stormwater flows from the 78-hectare Waitaro Stream catchment away from the existing culvert under the closed landfill site at Corbans Reserve by installing a new pipeline discharging to Opanuku Stream. The existing culvert under Corban Reserve is currently a high-risk asset due to the infiltration of landfill gas and leachate.

Approval of the supplier recommendation report.

Procurement Plan approved to approach market for tender

(Resolution number STR/2021/12)

Supplier recommendations approved

Delegate council’s chief executive to carry out the award and signing of contract

(Resolution STR/2021/53)

Information Communication Technology

SAP Maintenance Agreement

The current SAP maintenance agreement is due to expire at the end of December 2021. Procurement plan to approve direct negotiation with SAP.

Approval of procurement plan to directly negotiate with SAP.

Procurement plan to directly negotiate with SAP approved.

(Resolution number STR/2021/45)

Legal and Risk

External Legal Services

To procure external legal services. Current contracts expired in December 2020.

Award contracts to recommended suppliers for external legal services.

Extension of current legal contract for legal services approved.

(Resolution number STR/2020/24)

 

Procurement plan for new external legal contract/services approved.

(Resolution number STR/2021/5)

 

Supplier recommendations approved.

(Resolution number STR/2021/21)

People and Capability

All of Government (AOG) Recruitment Panel

To approve further budget, spend against AOG Recruitment panel.

Approval of contract variation to AOG Recruitment Panel.

Contract variation of AOG Agreement approved.

(Resolution number STR/2021/44)

Procurement

SAP Licensing Renegotiation

To re-negotiate current SAP agreement to better suit council’s current and future needs, and to better align with SAP’s commercial and technical roadmap.

Approval of contract variation for support and maintenance services for a 5-year period until December 2025.

A report was provided in December 2020.

(Resolution number STR/2020/25)

Procurement

Group Procurement Policy

To address recommendation 64 of the CCO Review which called for a revision of the council’s Group Procurement Policy to better mandate Group Procurement activity.

Noting revision of Group Procurement Policy.

Policy approved at the Finance and Performance Committee meeting.

(Resolution number FIN/2021/61)

Waste solutions

Award of Waiheke waste services

New waste services for Waiheke were procured in 2019 to deliver on the objectives on the Waste Management and Minimisation Plan 2018 and the Tīkapa Moana Hauraki Gulf Islands Waste Plan which is an appendix to the overall waste plan. Implementing these plans is a legislative requirement under the Waste Minimisation Act 2008.

Approval of procurement plan to approach the market for the new waste services for Waiheke Island.

Procurement plan approved for Waiheke waste services.

(Resolution number STR/2019/3)

 

Supplier recommendations for Waiheke waste services approved.

(Resolution number STR/2019/69)

 

A memo was sent in November 2019 to provide an update on the award of Waiheke waste services.

Waste Solutions

Inorganic services contract

To procure an inorganics service, which is an action in the Waste Management and Minimisation Plan 2018: Working together for Zero Waste. Implementing the waste plan is a legislative requirement under the Waste Minimisation Act 2008.

Approval of procurement plan and supplier recommendation report for new inorganic contract/services commencing February 2022.

Procurement plan for new inorganic contract/services commencing February 2022 approved.

(Resolution number STR/2020/19)

 

Supplier recommendation report approved.

(Resolution number STR/2021/19)

Waste Solutions

Extension to inorganic services contracts

To allow time for a review of the current inorganics service, which is an action in the Waste Management and Minimisation Plan 2018: Working together for Zero Waste. Implementing the waste plan is a legislative requirement under the Waste Minimisation Act 2008.

To approve a one-year extension/variation with incumbent suppliers for the inorganic collection and inorganic processing contracts.

Procurement plan approved for the inorganic collection service, and the six-month extension of the current inorganic collection contracts.

(Resolution number STR/2020/18)

 

 


Komiti Mahi Āta Torotoro Rawa / Strategic Procurement Committee
Forward Work Programme 2022

This committee deals with ensuring sound procurement processes are followed in order to deliver on the work programme and operations outlined in council’s adopted Annual Plan. It has responsibility for awarding contracts of $22.5 million or greater, awarding sensitive contracts and oversight of procurement strategies, processes and procedures.

The full terms of reference can be found here: Governing Body Terms of Reference

 

 

Area of work and Lead Department

Reason for work

Committee role

(decision and/or direction)

Expected timeframes

Highlight the month(s) this is expected to come to committee in 2022

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Rates Valuations

Rates, Valuations and Data Management

Auckland Council currently operates under a dual valuation service provider model for valuations.

The overall objective of the Request for Proposal (RFP) is to streamline the valuations function to:

·    reduce operating costs

·    increase the quality of data, enabling future opportunities for commercialisation of valuation products

increase the quality and consistency of data to ensure we can meet our legislative requirements.

Progress to date: Procurement plan approved for rates valuations RFP on 10 August 2021 (Resolution number STR/2021/31).  

 

Decision: Approval of supplier recommendation report.

A report will be provided in February 2021.

 

 

 

 

 

 

 

 

 

 

 

 

Microsoft Licensing

Information Communication Technology

The Microsoft licensing reseller agreement expires in September 2022, and Auckland Council plans to approach the market again with Auckland Transport and Watercare.

Decision: Approval of procurement plan.

A report will be provided in February 2022.

 

Decision: Approval of supplier recommendation report.

A report will be provided in April 2022.

 

 

 

 

 

 

 

 

 

 

 

 

Materials Recycling Facility Operator Contract

Waste Solutions

To procure a materials recycling facility operator.

The current contracts expire on 30 June 2024.

Progress to date: Procurement plan approved for the new material recycling facility operator on 28 September 2021 (Resolution number STR/2021/43). 

 

Decision: Approval of supplier recommendations for the new material recycling facility operator.

A report will be provided in August 2022.

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Strategic Procurement Committee

07 December 2021

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

That the Strategic 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       CONFIDENTIAL: Approval for a right of renewal for the contracts for Building Consent Services

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 information that could prejudice the council's position with potential 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: Approval of supplier recommendation for Clinker Place stormwater 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)(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 information that could prejudice the council's position with potential 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: Approval to increase the contract award value for Te Whau Pathway Physical Works

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 information that could prejudice the council's position with potential 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.