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

 

Date:

Time:

Meeting Room:

Venue:

 

Tuesday, 1 March 2022

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, MNZM

 

 

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

 

24 February 2022

 

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

01 March 2022

A picture containing logo

Description automatically generated

 

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          Combined Software Licensing Solutions Provider for Council and Council Group           9

9          Review of Forward Work Programme - Strategic Procurement Committee                   13

10        Consideration of Extraordinary Items

PUBLIC EXCLUDED

11        Procedural Motion to Exclude the Public                           25

C1       Confidential Report: Combined Software Licensing Solutions Provider for Council and Council Group                                                     25


1          Apologies

 

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, 1 February 2022, 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 March 2022

 

Combined Software Licensing Solutions Provider for Council and Council Group

File No.: CP2022/01600

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To approve the procurement plan to secure a Licensing Solution Partner (LSP) from the All-of-Government (AoG) panel available for Auckland Council and Auckland Council Group as an eligible government agency.

Whakarāpopototanga matua

Executive summary

2.       In September 2018 Auckland Council signed the Microsoft Cloud, Software and Service Agreement (MCSSA) negotiated by Department of Internal Affairs (DIA) to form the G2018 agreement. Council reviewed its licensing requirements and through a tendering process selected a Licensing Solution Partner (LSP) from the AoG panel.

3.       DIA have concluded negotiations with Microsoft to form the G2021 agreement of MCSSA that has been renewed for additional three years expiring in August 2024. This agreement replaces its predecessor G2018. The agreement leverages the scale of New Zealand’s government agencies as a single customer.

4.       In August 2021 Auckland Council renewed its enrollment for the MCSSA G2021 agreement and the contract with our incumbent LSP was extended for 12 months to avoid issuing a Request for Proposal (RFP) during Covid-19 lockdowns. This also aligned our contract end date with the CCOs, to enable a group source approach for the new contract.

5.       The objectives in this RFP are to:

·    Take a group approach, including Auckland Unlimited, Eke Panuku Development Auckland, Auckland Transport and Watercare Service Ltd in relevant software licenses.

·    retain the benefits from the G2021 agreement negotiated by DIA.

·    go out to market to select a single supplier for the supply of software licenses and advisory services across software manufacturers.

·    emphasise strategic alignment, including Māori outcomes and sustainability, and seek active partners for council group in pursuing these shared objectives.

Ngā tūtohunga

Recommendation/s

That the Strategic Procurement Committee:

a)      note the information contained in this report on the procurement for Combined Licensing Solutions Provider 2022 enables transparency on the topic due for discussion in the public excluded part of the meeting.

 

Horopaki

Context

6.       Delivery of efficient IT services requires management of licenses, optimisation of our software assets and maintaining a balance of high-service delivery through software uptime (expressed as the percentage of time a machine, typically a computer or software has been working and available).

7.       The G2018 MCSSA agreement and LSP agreement with council also cover Auckland Unlimited and Eke Panuku Development (with charging back to those CCOs for certain portions of the agreements). The agreements focus on:

·    Microsoft software council is currently subscribing to

·    maintaining the software to allow for upgrades to later versions

·    support for any software issues

·    value added service benefits

·    Microsoft Azure cloud platform – infrastructure/ platform as a service.

8.       Council achieved significant financial savings, service-level improvements and vendor-relationship management benefits from previous contracts and the aim of this RFP is to build on that success.

9.       In 2021, council engaged with Auckland Transport and Watercare Services Ltd to ensure we take a group procurement approach, i.e. a “Combined Licensing Solution. This is the first time we have taken a group approach for common licensing.

10.     The council group aims to go out to market for a Combined Licensing Solution to select a single supplier for the supply of software licenses, not limited to Microsoft software. The scope would be increased to other software and advisory services across software manufacturers.

11.     Historically, the supply of software across the council group has been done independently of each other with multiple retail providers, this proves to be inefficient in managing the day-to-day activities and has been a lost opportunity to consolidate our spend.

12.     Most of council and council group current agreements for the supply of software are coming to the end of their terms between June 2022 and 30 September 2022. In these agreements the software from the manufacturers is retailed through a reseller, and council and the group don’t have an opportunity to direct source from the manufacturers themselves.

13.     While the first RFP mostly focused on price and partnership, the 2022 RFP approach will add to sharpen the focus on strategic alignment. The aim is that the council group partners with an IT vendor that is ready to:

·    support and share council group’s values, objectives and behaviors

·    contribute to our commitments to Māori and support Māori outcomes

·    be committed to council group’s social and sustainable outcomes and diverse and inclusive workforce.

Tātaritanga me ngā tohutohu

Analysis and advice   

14.     Both council and the group spend a significant portion (> 50 percent) of its annual licenses budget on Microsoft products. This RFP aims to leverage the scale of New Zealand’s government agencies as a single customer and invite the panel members of AoG for a closed tender approach.

15.     While the previous RFP focused on Microsoft products this RFP takes a ‘bundling’ approach to integrate other software solutions to build efficiencies in the operating model.

16.     There are six licensing solutions partners available to government agencies through the AoG panel.

17.     The procurement approach and procurement activity scope is set out in the report due for discussion in the public excluded part of this meeting.


 

Tauākī whakaaweawe āhuarangi

Climate impact statement

18.     It is not anticipated that there will be significant climate impact through this procurement activity.

19.     In line with the council’s Sustainable Procurement Guidelines, this RFP will also consider how further low carbon and climate action outcomes can be achieved in the contracts and are measured/ reported within New Zealand.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

20.     A group source approach will lead to better value for ratepayers.

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

Local impacts and local board views

21.     It is recognised local boards use most of the applications identified in this RFP, however they will see no change because of this procurement activity.

Tauākī whakaaweawe Māori

Māori impact statement

22.     Council’s Sustainable Procurement Benefits will form a key part of the evaluation criteria for the RFP and we have provided for Māori outcomes as a specific evaluation criterion, distinct from other sustainability and social procurement objectives.

23.     The RFP content will stress the importance of working with a retailer who share values and commitment to Te Tiriti o Waitangi and who look for actions in delivering positive outcomes for Māori, this would include:

·    Incorporating tikanga Māori

·    Te Reo Māori into everyday business and upskilling non- Māori staff members

·    committment to increase Māori employment and providing internship opportunities for Māori students.

Ngā ritenga ā-pūtea

Financial implications

24.     The recommendation to tender the scope is within the existing budget and is due to be discussed in the public excluded part of this report.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

25.     Key risks relating to the procurement and proposed mitigations to ensure successful outcomes are summarised below.

26.     Disruption: any risk of disruption to business as usual is mitigated by extending the current contract by 12 months from September 2021 to August 2022 to accommodate group source activity and potential change management.

27.     Risk of procurement failure: risk of procurement failure is low due to the scope of services being procured. It is expected that this will be mitigated through continuous engagement and consultation with internal and group stakeholders for oversight.

28.     Market size: with the limitation of six suppliers as panel members available for government agencies this may result in a need to re-procure some licenses outside of this RFP.

29.     Three Waters Review: any change in the review of Three Waters will have an impact to councils licensing numbers.

Ngā koringa ā-muri

Next steps

30.     Once the Strategic Procurement Committee has approved the procurement plan, staff will start the RFP process.

31.     The supplier recommendations will come back to the Strategic Procurement Committee for approval in May 2022.

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Authors

Dilin Abraham Kuriakose - Strategic Procurement Specialist

Brian Chan - Commercial Finance Manager

Authorisers

Mark Denvir - Director ICT

Anita Furniss - Acting Group Services Director

Jazz Singh - General Manager Procurement

 

 


Strategic Procurement Committee

01 March 2022

 

Review of Forward Work Programme - Strategic Procurement Committee

File No.: CP2022/01883

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To arotake / review and tuhi / note progress on the 2022 Strategic Procurement Committee forward work programme appended as Attachment A.

Whakarāpopototanga matua

Executive summary

2.       The forward work programme for the Strategic Procurement Committee was adopted by the committee at its meeting held on 10 March 2020.  It was agreed that the forward work programme would be reported for information and reviewed on a six-monthly basis.

3.       The Strategic Committee work programme was reviewed in September 2020 and August 2021.

4.       All committees have been requested to review their forward work programme, by the end of March 2022.

5.       Following approval, all committee forward work programmes will be reported to the Governing Body in April 2022, for oversight as per the Terms of Reference.

6.       The current forward work programme for the Strategic Procurement Committee is appended as Attachment A.

7.       Specific amendments have been made [since the last review in August 2021], as follows:

i)       any new additions will be highlighted in red text

iii)      any deletions will be shown in strikethrough.

 

Ngā tūtohunga

Recommendation/s

That the Strategic Procurement Committee:

a)      riro / receive and arotake / review the progress on the 2022 forward work programme as appended in Attachment A of the agenda report

b)      whakaae / approve the forward work programme as agreed to at the meeting to October 2022.

Ngā tāpirihanga

Attachments

No.

Title

Page

a

Forward Work Programme

15

     

Ngā kaihaina

Signatories

Author

Maea Petherick - Kaitohutohu Mana Whakahaere Matua / Senior Governance Advisor

Authoriser

Jazz Singh - General Manager Procurement

 

 


Strategic Procurement Committee

01 March 2022

 

 

+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

 

 

 

Avondale Community Centre

Community Facilities

To approve supplier recommendation report for Early Contractor Involvement engagement and construction of Avondale Community Centre

Decision: Approval of the supplier recommendation report for Early Contractor Involvement phase and construction.

 

 

 

 

 

 

 

 

 

 

 

 

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.

Decision: Approval of supplier recommendation report.

A report will be provided in December 2021 February 2022 May 2022

 

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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 supplier recommendation report.

A report will be provided in February 2022 March 2022.

 

 

 

 

 

 

 

 

 

 

 

 

Victoria Linear Park streetscape upgrade

Development Programme Office

 

Procurement Plan for construction of Victoria Linear Park streetscape upgrade along Victoria St from Albert St to Kitchener St aligning with CRL works

Decision: Approval of the procurement plan for construction.

A report will be provided in May 2022.

 

 

 

 

 

 

 

 

 

 

 

 

 

Materials Recycling Facility Operator Contract

Waste Solutions

To procure a materials recycling facility operator.

The current contracts expire on 30 June 2024.

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

A report will be provided in August 2022.

 

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Insurance Broker

Treasury

Extension of existing contract

Decision: Approval of contract extension with incumbent

A report will be provided in May

 

 

 

 

 

 

 

 

 

 

 

 

SAP Maintenance Agreement

Information Communication Technology

Current contract expires 31 Dec 22. Procurement Plan to be presented to recommend contract for the next period.

Decision: Approval of procurement plan.

A report will be provided timing TBC.

 

Decision: Approval of supplier recommendation report.

A report will be provided timing TBC.

 

 

 

 

 

 

 

 

 

 

 

 

 

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.

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

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/2020/20)

Increase the contract award value for the Te Whau Pathway Physical Works approved

Delegate authority to council’s chief executive to award and approve variations within contingency

(Resolution number STR/2021/62)

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.

Approval of the supplier recommendations.

Procurement Plan approved

Supplier recommendations for enhanced tree and vegetation maintenance around electricity network

Delegate financial signing authority to council’s chief executive

(Resolution STR/2021/52)

Community Facilities

Avondale Community Centre

To approve procurement plan for Early Contractor Involvement engagement and construction of Avondale Community Centre

Approval of the procurement plan for Early Contractor Involvement phase and construction.

 

Procurement Plan approved

Delegate authority to council’s chief executive to execute the procurement plan

(resolution number  STR/2022/3).

 

 

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)

Healthy Waters

Clinker Place Stormwater network project

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.

 

  

 

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

 

supplier for Clinker Place stormwater project approved

Delegate council’s chief executive to award contract and execute any necessary variations

(Resolution number STR/2021/61)

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)

Regulatory Services

 

Building Consents overflow services variation approval for additional years

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

Approval of variation to increase the term of contract.

 

Right of renewal for the contracts for the Building Consent Service approved

Estimated contracted spend over renewal period approved

Delegate authority to chief executive to execute variations and extensions

(resolution number STR/2021/60)

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

 

 

 

 


 


Strategic Procurement Committee

01 March 2022

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Description automatically generated

 

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 Report: Combined Software Licensing Solutions Provider for Council and Council Group

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.