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.
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
|
That the Strategic Procurement Committee:
a)
confirm the ordinary minutes of its meeting,
held on Tuesday, 7 December 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
01 February
2022
|
|
Procurement
plan for Avondale Library and Community Hub – Early Contractor
Involvement (ECI) and construction
File No.: CP2022/00035
Te take mō te
pūrongo
Purpose of the report
1. To
provide an update on the procurement plan for the Avondale
Library and Community Hub Early Contractor
Involvement (ECI) and construction contracts.
Whakarāpopototanga matua
Executive summary
2. Eke
Panuku and Community Facilities (CF) are working in collaboration to deliver
the new Avondale town square, library and community hub. CF leads the delivery
of the building and has engaged Athfield Architects as the design lead. Eke
Panuku leads the delivery of the surrounding town square and public realm upgrade
and has engaged The Isthmus Group as the design lead. The
project design team is working as one group for producing the integrated design
package for construction.
3. Whau
Local Board has approved the finalised concept design of the new Avondale
Library and Community Hub (Resolution number WH/2021/50).
4. Considering
the complexity of the project and the requirement for constructability input
during design stages, early contractor involvement during the design process is
critical to ensure technical specifications and buildability aspects are
managed well.
5. A
number of delivery models were considered, and an ECI delivery model is
recommended as being most suitable to deliver the project within the programme
and deliver value for money.
6. A
single-staged open tender procurement approach is proposed as it enables the council
to find the most suitable supplier from the current market.
7. More
detail regarding the procurement plan for this project will be provided in the
confidential
section of the Strategic
Procurement Committee meeting agenda of 1 February 2022.
Ngā tūtohunga
Recommendation/s
That the Strategic Procurement
Committee:
a) note the
information contained in this report, on the Avondale Library
and Community Hub Early Contractor Involvement
and construction 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 commercial position with suppliers.
Horopaki
Context
8. In
September 2017, the Whau Community Facilities Indicative Business Case was
presented to the Environment and Community Committee in a confidential report.
The indicative business case recommended a new integrated library and community
centre be built in the heart of Avondale Town Centre. The expected benefits of
the new centre include urban renewal, improved service, enhanced community
wellbeing and improved social connectedness.
9. In
2017, Eke Panuku identified Avondale as a priority location area. Eke Panuku is
tasked with enabling urban renewal, primarily this is as a result of
significant opportunities for urban intensification in the town centre.
10. In 2018,
Auckland Council, Eke Panuku and Auckland Transport undertook a process to
identify a preferred location for a new facility. The identified site was
chosen to maximise the benefits of co-locating a new library and community
facility, town square and open space and best create a new heart to the town
centre. This site is also well located to support future growth in Avondale.
11. In 2019
community engagement to determine the community’s requirements and
aspirations for the new multi-purpose facility was undertaken by council.
12. Eke Panuku
and Auckland Council have continued to collaborate. The Eke Panuku Unlock
Avondale Programme includes a project to deliver a town square and surrounding
public realm upgrade to complement the new multi-purpose facility and enhance
the wider regeneration benefits for Avondale.
13. Further
context will be presented in the confidential section of the 1 February 2022
Strategic Procurement Committee meeting.
Tātaritanga me ngā
tohutohu
Analysis and advice
14. Considering
the complexity of the project and the need to test the buildability and
structural aspects of the buildings, early contractor
involvement during the design process is critical.
Analysis of options for delivery model
15. The options
that were considered as delivery models for this project include
· Traditional
(construct only)
· Design
and Construct
· Early
Contractor Involvement (ECI)
16. Analysis of
the delivery model for delivering this contract will be provided in the
confidential section of the Strategic Procurement Committee meeting agenda of 1
February 2022.
Analysis of options for procurement approach
17. Analysis
of the procurement approach for delivering this contract will be provided in
the
confidential section of the
Strategic Procurement Committee meeting agenda of 1 February 2022.
Sustainability
outcomes achieved from the preferred option
18. This
procurement approach is supporting council’s sustainable procurement
framework, enabling us to positively impact the economic, environmental, social
and cultural well-being of the community. One of the criteria within the
Request for Proposal (RFP) will be focussed on providing
apprenticeship/employment opportunities to particular targeted communities,
partnering or subcontracting with iwi organisations, Māori businesses and
social enterprises. ECI provides a great opportunity for suppliers to partner with
council in achieving the social and sustainable outcomes through a longer-term
engagement to plan and execute the initiatives.
Tauākī whakaaweawe
āhuarangi
Climate impact statement
19. Building and public realm operational emissions are to be minimised
through the design of the building. Renewable energy will be utilised to
off-set any remaining operational emissions. The project will increase
greenhouse gas emissions through construction activity and the use of
materials. These embodied emissions will be reduced, but not eliminated through
design changes via lifecycle analysis of building form.
20. The selection of materials within the public realm will seek to
limit the use of high emissions materials e.g., concrete and where possible use
lower carbon alternatives. The project aims to minimise transport emissions
through its town centre location and close proximity to active and public
transport connections.
21. Climate change is likely to subject Avondale to increased
temperatures, increased frequency and severity of drought conditions and
increased flood risks. Additionally, heat vulnerability will likely be
exacerbated due to low tree canopy cover levels. This project aims to protect significant
trees and to increase the site's net tree canopy cover. Through these actions,
materials choices in the public realm, and water sensitive design strategies,
the project aims to reduce the project's vulnerability to and contribution
towards the urban heat island effect and the effects of flooding.
22. The building will utilise passive design principles of daylighting
and natural ventilation. Paired with renewable energy generation and reduced
potable water consumption, the project aims to further reduce its vulnerability
during potential severe climate events.
23. The project has been identified in the Sustainable Policy adopted by
Environment and Community Committee. The facility will be a minimum Greenstar 5
Star rating (based on the New Zealand Green Building Council Design and
As-Built rating tool) as well as achieving operational carbon neutrality.
Lifecycle design strategies will be considered for incorporation, in addition
to the careful selection and arrangement of building materials.
Ngā whakaaweawe me
ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
24. Community
Facilities and Eke Panuku are in collaboration to deliver two separate but
integrated projects. Community Facilities leads the delivery of the new
Avondale library and community hub and Eke Panuku the delivery of the
surrounding upgraded town square and public realm.
25. There is
regular and ongoing communication between the two teams which have separate
budgets, project managers and design leads but shared outcomes, milestones,
project governance, regulatory processes, and community and stakeholder
engagement.
26. Community
Facilities, Connected Communities and Eke Panuku are working in collaboration
as a part of project control group to ensure operational requirements and
service objectives are met through the design process.
27. Additional
impacts arising from the procurement plan for Avondale
community centre Early Contractor Involvement (ECI) and construction project will
be provided in the confidential section of the 1 February 2022 Strategic
Procurement Committee meeting.
Ngā whakaaweawe
ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
28. Community involvement has included defining the service
requirements, input into the design brief and feedback on the concept plan. A
new, integrated, fit-for-purpose community facility and public realm will have
positive impacts on the services, programmes and activities available to the
Avondale community.
29. The Whau Local Board endorsed the findings of the community
consultation and resulting Avondale Multipurpose Community Facility and Public
Realm Design Brief on 28 August 2019.
30. Engagement with the Whau Local Board during the concept design phase
took place in November 2020, March 2021 and June 2021. The results of the
community consultation were presented to the Whau Local Board in June 2021.
31. Whau
Local Board approved the finalised concept designs in June 2021.
Tauākī whakaaweawe
Māori
Māori impact statement
32. The
proposed Open Tender approach will provide all appropriate contractors with an
opportunity to submit. Council’s Sustainable Procurement Benefits will
form a key part of the evaluation criteria for the RFP. Council will also reach
out and communicate this opportunity to Māori businesses as much as
possible through various existing networks.
33. If
council is unable to find a Māori business as the main contractor, the
proposed procurement approach allows the following options for positive impact
on Māori:
· suppliers
being encouraged to achieve outcomes for Māori, including employment
opportunities and/or apprenticeship schemes and sub-contracting to Māori suppliers.
· sourcing
of aspects of the project from Māori businesses. The project includes the
installation of signage and art which provides many opportunities for mana
whenua engagement.
34. The Community
Needs Assessment (2016) engaged with both mana whenua (Te Rūnanga o
Ngāti Whātua) and residents within the community who identify as
Māori.
35. Following the needs assessment, a mana whenua working group
(including representatives from Te Ākitai and Te Kawerau ā Maki) was
set up with regular meetings taking place from May 2019. A mana whenua vision
for the project was developed and is included in the design brief and informed
the concept design. It includes the underlying principle of hononga –
connection, relationship and bond. Hononga underpins the project in its
entirety, from how we work together, the services and design of the facility
through to how the facility is operated when it opens.
36. The mana whenua working group reviewed the concept design prior to
public consultation and there continues to be ongoing engagement on how the
design of the facility will
· remember
and celebrate the local and wider cultural landscape
· express
cultural identity and sense of place
· provide
for cultural welcoming processes and protocol.
The concept design was also presented on 29 March 2021 to
the Eke Panuku mana whenua forum.
37. There is a shared commitment with mana whenua for ongoing
involvement as the project progresses.
38. Further information will be
presented in the confidential section of the 1 February 2022 Strategic
Procurement Committee meeting.
Ngā ritenga
ā-pūtea
Financial implications
39. Financial
implications arising from the procurement plan for Avondale Library and
Community Hub Early Contractor Involvement (ECI) and construction project will
be provided in the confidential section of the 1 February 2022 Strategic
Procurement Committee meeting.
Ngā raru tūpono me
ngā whakamaurutanga
Risks and mitigations
40. Risks and
mitigations arising from the procurement plan for Avondale Library and
Community Hub Early Contractor Involvement (ECI) and construction project will
be provided in the confidential section of the 1 February 2022 Strategic
Procurement Committee meeting.
Ngā koringa ā-muri
Next steps
41. Next steps
arising from the procurement plan for Avondale community centre Early
Contractor Involvement (ECI) and construction project will be provided in the
confidential section of the 1 February 2022 Strategic Procurement Committee
meeting.
Ngā tāpirihanga
Attachments
There are no attachments for this
report.
Ngā kaihaina
Signatories
|
Authors
|
Shiva Dubey – Senior Project Manager Community
Facilities
Ling Hsu – Procurement Specialist Capital
Procurement
|
|
Authorisers
|
Taryn Crewe - General Manager Community Facilities
Claudia Wyss - Director Customer and Community
Services
Jazz Singh - General Manager Procurement
|
