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

Date: Time: Meeting Room: Venue:	Tuesday, 5 April 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

30 March 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 05 April 2022

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          Supplier recommendation for Avondale Library and Community Hub – Early Contractor Involvement (ECI) and construction                   9

9          Summary of Strategic Procurement Committee Information - updates, memos and briefings (including the forward work programme) 5 April 2022                                                             13

10        Consideration of Extraordinary Items

PUBLIC EXCLUDED

11        Procedural Motion to Exclude the Public                           23

C1       CONFIDENTIAL: Supplier recommendation for Avondale Library and Community Hub – Early Contractor Involvement (ECI) and construction                                                                              23

C2       CONFIDENTIAL: Community Facilities Full Facilities Contracts Performance update        23

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, 1 March 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 05 April 2022

Supplier recommendation for Avondale Library and Community Hub – Early Contractor Involvement (ECI) and construction

File No.: CP2022/03580

Te take mō te pūrongo

Purpose of the report

1.       To provide an update on Avondale Library and Community Hub – Early Contractor Involvement (ECI) and construction project.

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.

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.       The procurement plan for the project was approved by the Strategic Procurement Committee on 01 February 2022 (STR/2022/3). The resolution allowed for the procurement and delivery of both the town square and the library and community hub through an ECI process for a single supplier. 

6.       An update on procurement of the project will be provided in the confidential section of the 05 April 2022 Strategic Procurement Committee meeting.

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 (ECI) 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 and commercially confidential information for suppliers.

Horopaki

Context

7.       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.

8.       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, and proposed this priority location area due to 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 created a new heart to the town centre. This site is also well located to support future growth in Avondale.

11.     Community engagement to determine the community’s requirements and aspirations for the new multi-purpose facility was undertaken by council in 2019.

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 05 April 2022 Strategic Procurement Committee meeting.

Tātaritanga me ngā tohutohu

Analysis and advice

14.     Analysis and advice regarding the procurement for the Avondale Library and Community Hub Early Contractor Involvement (ECI) and construction project will be provided in the confidential section of the 05 April 2022 Strategic Procurement Committee meeting.

Tauākī whakaaweawe āhuarangi

Climate impact statement

15.     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.

16.     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.

17.     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.

18.     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.

19.     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

20.     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.

21.     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.

22.     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.

23.     The project has been accepted by the Auckland Council Premium Resource Consents team due to its complexity and political importance. This process facilitates early regulatory engagement with asset owners including Auckland Transport, to ensure better strategic alignment and a smoother consenting process.

24.     Additional impacts arising from the supplier recommendation for Avondale community centre Early Contractor Involvement (ECI) and construction project will be provided in the confidential section of the 05 April 2022 Strategic Procurement Committee meeting.

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

Local impacts and local board views

25.     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.

26.     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.

27.     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.

28.     Whau Local Board approved the finalised concept designs in June 2021.

Tauākī whakaaweawe Māori

Māori impact statement

29.     The Open Tender approach provided all appropriate contractors with an opportunity to submit applications. Both council and eke Panuku’s Sustainable Procurement Benefits formed a key part of the RFP criteria. Council has also reached out and communicated this opportunity to the Māori businesses as much as possible through various existing networks.

30.     The Community Needs Assessment (2016) engaged with both mana whenua (Te Rūnanga o Ngāti Whātua) and residents within the community who identify as Māori.

31.     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 being held from May 2019. A mana whenua vision for the project was developed, 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.

32.     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

33.     There is a shared commitment with mana whenua for ongoing involvement as the project progresses.

34.     Our requirements for Māori outcomes through sub-contracting and employment opportunities were accepted and committed through the RFP response from the recommended supplier.

35.     Further information will be presented in the confidential section of the 05 April 2022 Strategic Procurement Committee meeting.

Ngā ritenga ā-pūtea

Financial implications

36.     Financial implications arising from the procurement for Avondale Library and Community Hub Early Contractor Involvement (ECI) and construction project will be provided in the confidential section of the 05 April 2022 Strategic Procurement Committee meeting.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

37.     Risks and mitigations arising from the procurement for Avondale Library and Community Hub Early Contractor Involvement (ECI) and construction project will be provided in the confidential section of the 05 April 2022 Strategic Procurement Committee meeting.

Ngā koringa ā-muri

Next steps

38.     Next steps arising from the procurement for Avondale Library and Community Hub Early Contractor Involvement (ECI) and construction project will be provided in the confidential section of the 05 April 2022 Strategic Procurement Committee meeting.

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Authors	Ling Hsu – Procurement Specialist, Capital Procurement Shiva Dubey – Senior Project Manager, Community Facilities
Authorisers	Taryn Crewe - General Manager Community Facilities Claudia Wyss - Director Customer and Community Services Jazz Singh - General Manager Procurement

Strategic Procurement Committee 05 April 2022

Summary of Strategic Procurement Committee Information - updates, memos and briefings (including the forward work programme) 5 April 2022

File No.: CP2022/03531

Te take mō te pūrongo

Purpose of the report

1.       To tuhi / 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)      tuhi / 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	15

Ngā kaihaina

Signatories

Author	Maea Petherick - Kaitohutohu Mana Whakahaere Matua / Senior Governance Advisor
Authoriser	Jazz Singh - General Manager Procurement

Strategic Procurement Committee 05 April 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 May 2022 Progress to date: Procurement plan approved for rates valuations RFP on 10 August 2021 (Resolution number STR/2021/31).
Insurance Broker Treasury	Extension of existing contract	Decision: Approval of contract extension with incumbent A report will be provided in May
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 March 2022 (procurement plan) and May June 2022 (supplier recommendations) Progress to date: Procurement plan approved 1 March 2022 (Resolution number STR/2022/12)			ü		June
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 June 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).

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)

Strategic Procurement Committee 05 April 2022

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:

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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.

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Reason for passing this resolution in relation to each matter	Particular interest(s) protected (where applicable)	Ground(s) under section 48(1) for the passing of this resolution
The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.	s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. In particular, the report contains information that could prejudice council's position with 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.