I hereby give notice that an ordinary
meeting of the Strategic Procurement Committee will be held on:
MEMBERSHIP
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Chairperson
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Cr Greg Sayers
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Deputy Chairperson
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Cr John Watson
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Members
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Cr Dr Cathy Casey
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Deputy Mayor Cr Bill Cashmore
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Cr Linda Cooper, JP
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Cr Alf Filipaina, MNZM
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Cr Tracy Mulholland
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IMSB Member Karen Wilson
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Ex-officio
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Mayor Hon Phil Goff, CNZM, JP
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(Quorum 4 members)
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Maea Petherick
Kaitohutohu Mana Whakahaere Matua /
Senior Governance Advisor
1 June 2022
Contact Telephone: 021417830
Email: maea.petherick@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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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.
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Strategic
Procurement Committee
07 June 2022
|
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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 Open Report:
Supplier recommendation report for combined software license provider for
Council and Council Group 9
9 Open Report:
Supplier recommendation report of outsource valuations procurement activity. 15
10 Summary of Strategic
Procurement Committee Information - updates, memos and briefings (including the
forward work programme) 7 June 2022 19
11 Consideration of
Extraordinary Items
PUBLIC EXCLUDED
12 Procedural Motion to Exclude the Public 29
C1 Closed Report: Supplier
recommendation report for combined software license provider for Council and
Council Group 29
C2 Closed Report: Supplier
recommendation report of outsource valuations procurement activity 29
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, 5 April 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
07 June 2022
|
|
Open
Report: Supplier recommendation report for combined software license provider
for Council and Council Group
File No.: CP2022/07143
Te take mō te
pūrongo
Purpose of the report
1. To
seek approval of the proposed supplier recommendation report for the Combined
Software License Provider for Auckland Council and Auckland Council Group
(ACG).
Whakarāpopototanga matua
Executive summary
2. Council’s
Information Communication and Technology (ICT) department is responsible for
managing and delivering an efficient ICT service, this is often achieved through
management of licenses, optimisation of our software assets and maintaining a
balance of high-service delivery through software uptime.
3. Several
ICT products and services contracts are due to expire between September 2022,
and July 2023. Some of these include core council’s services, including
office productivity, email, collaboration tools, operating systems, website
platforms, databases, and server infrastructure.
4. In 2021,
council engaged with Auckland Transport and Watercare Services Ltd to ensure we
take a group procurement approach, hence the “Combined Licensing Provider”
description of this procurement. This is the first time we have taken a group
approach for common software requirements.
5. Historically,
the supply of software across the council group was done independently by the
council organisation and council-controlled organisations, 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.
6. The goal
of the group procurement was to go to market for a combined licensing solution
and select a single supplier for the supply of software licenses.
7. The
scope of the procurement includes the below software and advisory services for
council:
· Microsoft
· Adobe
· VMware
· Autodesk
· Articulate
· Citrix
· Snow
· Veritas
· Atlassian
· Miscellaneous
low value software purchases primarily from Awhina requests.
8. The new
contract will not change how users of the software or application receive the
service, only how the service is delivered at the back end.
9. A procurement plan was approved by the
Strategic Procurement Committee on 01 March 2022 (resolution STR/2022/12).
10. Staff issued a
closed Request for Proposals (RFP) on 30 March 2022 (closing on 11 May 2022) to
the below six resellers available for council through the AoG panel:
· Cyclone
Computer Company Limited
· Datacom
Systems New Zealand Limited
· Fujitsu
New Zealand Limited
· Insight
Enterprises Limited
· NTT
Limited
· Spark
Digital, a Division of Spark Trading New Zealand Limited.
11. A total of 3
proposals were received. All met to the requirements of the RFP.
12. Proposals were
evaluated against non-price attributes first and pricing was assessed
separately.
13. The
recommended contract term is two years with the provision for
one extension of three years, subject to suppliers’ satisfactory
performance.
14. More detail
regarding the recommendation report for this project will be provided in the
confidential section of this meeting agenda.
Ngā tūtohunga
Recommendation/s
That the Strategic Procurement
Committee:
a) tuhi ā-taipitopito / note the information contained in this report on the
supplier recommendations regarding a combined license provider enables
transparency on the topic due for discussion in the confidential part of the
meeting
b) tuhi ā-taipitopito / note that the confidential report contains information
that could prejudice the council’s position in negotiations with the
suppliers.
Horopaki
Context
Council’s current software contracts
Software applications for collaboration – Adobe, Citrix,
VMWare, and Others
15. A lot of commercial
software is sold through resellers rather than directly by the software
manufacturers. Historically, the software that the council group procures
through the resellers has been done independently; and each council group
organisation has been procuring its software separately.
Office Productivity software - Microsoft
16. Council
currently has enterprise license agreements with Microsoft via Insight our
Licensing Solution Partner, under the previous All of Government Microsoft
agreement negotiated in 2018 (G2018).
17. 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.
18. In
August 2021, council moved across to the 2021 version of the AoG agreement with
Insight. The agreement with Insight is due to expire on 30 September 2022.
There is now a potential opportunity to realise
significant financial savings.
19. Table
1 below details the Licenses due to expire and the potential contract term
proposed through the RFP. Current suppliers and contract expiry dates are
shown in Table 1 below.
Table 1:
Current suppliers and contract expiry dates
|
License
|
Anniversary Date
|
Term (Years)
|
|
Microsoft
MCSSA
|
30/Sep/2022
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2+3
|
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Adobe
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27/Sep/2022
|
2+3
|
|
VMware
Libraries Public Compute
|
30/June/2022
|
2+3
|
|
VMware
Success 360
|
30/Sep/2022
|
2+3
|
|
Autodesk
|
30/Sep/2022
|
2+3
|
|
Articulate
|
30/Sep/2022
|
2+3
|
|
Veritas Enterprise
Vault
|
24/Mar/2022
|
2+3
|
|
Citrix
Libraries Public Compute
|
18/Jun/2022
|
2+3
|
|
Snow Hosted
Platform (Software Management System)
|
04/Dec/22
|
2+3
|
|
General Low
Value Software
|
Various
|
2+3
|
Procuring a new licensing service provider (reseller)
20. By consolidating
the supply of software through a single reseller, the council group is able to
leverages its size and push for economies of scale to extract benefit on price
and service levels.
21. A procurement plan
was approved by the Strategic Procurement Committee on 01 March 2022 through
the resolution STR/2022/12.
Tātaritanga me ngā
tohutohu
Analysis and advice
Tender Process - closed-tender procurement
22. The procurement
plan noted that there were only 6 resellers available for council group through
the All of Government (AoG) panel set up by Department of Internal Affairs
(DIA).
23. A closed
competitive tender process was used to secure a licensing service provider and
the evaluation criteria used to assess tenders was weighted 55% non-price and
45% price.
24. The evaluation
criteria included preconditions (pass/ fail), track record, capability and
capacity, methodology, innovation, and value add.
25. The procurement
approach considered the sustainable procurement objectives and recognised that
this contract presented an opportunity to work together with the reseller in
delivering positive outcomes for Māori through employment and workforce
development.
26. In
their response, suppliers were required to identify the organisation’s
commitment to Te Tiriti o Waitangi and identify activities they have
implemented to support suppliers’ commitment and how successes are
monitored.
27. The
RFP received responses from three resellers which conformed to the
preconditions of the RFP judged on a pass or fail basis.
28. Further analysis and advice regarding the supplier recommendations
will be provided in the confidential section of the Strategic Procurement
Committee meeting.
Tauākī whakaaweawe
āhuarangi
Climate impact statement
29. It is not
anticipated there will be significant climate impact through this procurement
activity.
Ngā whakaaweawe me
ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
30. This procurement
has some impacts on other parts of council family and keeping insight of the
opportunity a group source approach was led. This has led to deliver better
value for the ratepayers and Aucklanders.
Ngā whakaaweawe
ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
31. It is recognised
local boards use most of the applications identified in this RFP, however there
should be no negative impacts experienced because of this activity. Approval of
these recommendations is for the Strategic Procurement Committee.
Tauākī whakaaweawe
Māori
Māori impact statement
32. The responses from
the market have shown a range of focus and commitment to social objectives, and
to Māori. From the evaluation of the proposal and through following
clarifications, the recommended supplier has evidenced a strong commitment to
Māori objectives.
33. The procurement and
evaluation outcomes for this contract contribute to several of these Māori
priority actions:
34. Commitment to Te
Tiriti o Waitangi: The recommended supplier has demonstrated their commitment
through various training, formation of the recommended supplier’s Te
Tiriti o Waitangi Advisory group in consultation with Julian Wilcox, and
partnerships such as AATEA and Te Runanga o Ngai Tahu. The objective of their
Advisory Group is to is to assist, help guide, and where appropriate, lead the
recommended supplier in matters relating to Tiriti o Waitangi partnerships,
principles, and work programmes. The recommended supplier as has assured as
that they will seek guidance, support, and approvals from this committee to
support its commitment to Auckland Council and its partners.
35. Support of
Māori owned businesses: emphasis has been demonstrated through involvement
with Amotai (He Waka Eke Noa), Te Runanga o Ngai Tahu a strategic partnership,
HTK Group, Ko Māui Hangarau, Programming Māori Potential, and Take 2.
36. Enhancing
Māori employment, professional development, and participation: The
recommended supplier engages in multiple partnerships to attract and grow
Māori and Pasifika talent such as: Unitec and Te Pūkenga, TupuToa, Te
Manuka, Uptempo, Programming Māori Potential, TalentX, Take 2, and Digital
Boost Alliance. The recommended supplier has provided evidence that these
partnerships are fruitful and are delivering outcomes. Not just for Māori,
but for Pasifika, and people with disabilities. For example, the recommended
supplier became the first to employ a student of the Take 2 program, where all
the students are of Maori or Pasifika heritage. The recommended supplier has
also committed to two direct roles for the first year of the contract in the
software product and asset management service area, directly related to this
agreement, with growth moving forward.
Ngā ritenga
ā-pūtea
Financial implications
37. Details
regarding the financial implications of the proposed contract is due to be
discussed in the confidential section of this report.
Ngā raru tūpono me
ngā whakamaurutanga
Risks and mitigations
38. Key
risks relating to the procurement and proposed mitigations to ensure successful
outcomes are summarised below.
39. Disruption: any
risk of disruption to business as usual is mitigated by extending the current
Microsoft contract by 12 months from September 2021 to August 2022 to
accommodate group source activity and potential change management.
40. 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.
41. 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.
42. 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
43. Auckland
Council’s Procurement and ICT staff will notify all successful and
unsuccessful suppliers of the outcome of this procurement, subject to the approval
of the supplier recommendations outlined in the confidential report. A
transition plan will be enacted where required, working with both current and
future suppliers to ensure there is no disruption to existing services.
44. A debrief meeting
will be held with all unsuccessful suppliers to provide them with feedback on
how to improve their bids in future, and to keep them engaged for future
opportunities for delivery of services to the council.
45. A
new contract will commence from 10th June 2022.
Ngā tāpirihanga
Attachments
There are no attachments for
this report.
Ngā kaihaina
Signatories
|
Authors
|
Dilin Abraham Kuriakose - Procurement Manager
James Miller - Software Asset & Capacity Mgmt Team
Leaderr
|
|
Authorisers
|
Mark Denvir - Director ICT
Richard Jarrett - Director Group Services
Jazz Singh - General Manager Procurement
|
|
Strategic
Procurement Committee
07 June 2022
|
|
Open Report: Supplier recommendation
report of outsource valuations procurement activity.
File No.: CP2022/06969
Te
take mō te pūrongo
Purpose of the report
1. To seek approval of the proposed Supplier Recommendation Report
awarding the Outsource Valuations contracts.
Whakarāpopototanga matua
Executive summary
2. Auckland
Council’s rating valuation responsibilities are to meet the day-to-day
legislative requirements under the Rating Valuations Rules 2008 and Rating
Valuations Act 1998 and conduct a successful triennial revaluation of
approximately 590,000 properties.
3. Based
on legacy arrangements, rating valuation services are currently performed
partly in-house, and partly outsourced. QV maintain 75 per cent of the Auckland
region’s valuations and the internal valuation team maintains the
remaining 25 per cent.
4. The
RFP process closed in October 2021 and was evaluated in November 2021.
5. Since
the initial procurement was put on hold, the evaluation team have conducted
scenario modelling which included a revised scope of work around the division
of Auckland Council’s legacy territorial authorities (TA) and various
pricing options.
6. More
detail regarding the recommendation report for this project will be provided in
the confidential section of this meeting agenda.
Ngā tūtohunga
Recommendation/s
That the Strategic Procurement
Committee:
a) tuhi ā-taipitopito / note the information contained in this report on the
supplier recommendations regarding the outsource valuation provider enables
transparency on the topic due for discussion in the confidential part of the
meeting
b) tuhi ā-taipitopito / note that the confidential report contains information
that could prejudice the council’s position in negotiations with the
suppliers.
Horopaki
Context
7. Under
the Rating Valuations Act 1998, the council is required
to undertake rating valuations for all properties listed within its rating
database. By function, the activities can be broadly categorised into two
discrete areas: (1) triennial revaluations; and (2) roll maintenance of
valuations following resource consents, building consents and changes of
ownership.
8. The
council currently manages this through an internal team and a contract with the
valuation service provider (VSP), QV.
Quotable Value
9. QV
is a state-owned enterprise specialising in both private and rating property
valuations.
10. In
Auckland, QV maintain the legacy areas of Waitākere, Manukau, North Shore,
Rodney and non-commercial areas within Franklin and Papakura District Councils.
This contains around 75 per cent of Auckland’s property base.
Auckland Council’s Internal Valuation Team
11. The
council use a software package called Valor. This system is provided as a
Software as a Service (SaaS) model by Opteon.
12. Further details
regarding the context of this procurement activity would be shared in the
confidential section of this meeting agenda.
Tātaritanga me ngā
tohutohu
Analysis and advice
13. There
are currently a limited number of providers of
sufficient scale and expertise to conduct rating valuations across New Zealand.
14. The
topics relating to analysis, advice and recommendations are confidential
information and the staff will provide further details in the confidential
section of this meeting.
Tauākī whakaaweawe
āhuarangi
Climate impact statement
15. Suppliers
in their proposal would contribute to climate change mitigation by reducing
Auckland’s greenhouse gas emissions.
16. Overall,
the recommended decision is well aligned with council’s Waste Management
and Minimisation Plan.
17. Staff will provide further
detail in the confidential section of this meeting.
Ngā whakaaweawe me
ngā tirohanga a te rōpū Kaunihera
Council group impacts and views
18. There was no engagement with the
wider group as council has sole responsibility for the ratings valuation
function.
Ngā whakaaweawe
ā-rohe me ngā tirohanga a te poari ā-rohe
Local impacts and local board views
19. It is not anticipated that there will be any impact on local boards.
Local boards will see no change as a result of this procurement activity.
Tauākī whakaaweawe
Māori
Māori impact statement
20. Procurement
staff engaged with the Independent Māori Statutory
Board secretariat staff to help with the development of a set of Māori
outcome priorities for this procurement activity. These included the
suppliers’ commitment to Te Tiriti o Waitangi, programmes to enhance
Māori employment, development and participation outcomes including
representation in their firm’s senior leadership, and pathways for
Māori to become accredited valuers.
21. Staff
will provide further details in the confidential section of this meeting.
Ngā ritenga
ā-pūtea
Financial implications
22. Commercial
negotiations are ongoing and further details relating to financial implications
will be provided in the confidential section of this meeting.
Ngā raru tūpono me
ngā whakamaurutanga
Risks and mitigations
23. The
evaluation team, in consultation with the internal Audit and Probity team,
carried out a detailed risk assessment of the submissions. These risks were
factored into the considerations and recommendation by the evaluation panel.
24. Staff will provide further
details in the confidential section of this meeting.
Ngā koringa ā-muri
Next steps
25. If the Strategic
Procurement Committee approves awarding of the contracts, staff will determine
the final contract terms and conditions with both suppliers.
26. Internal council
staff members will be informed of decisions and the impacts on them.
Ngā tāpirihanga
Attachments
There are no attachments for
this report.
Ngā kaihaina
Signatories
|
Author
|
Danny Doyle, Strategic Procurement Specialist
|
|
Authorisers
|
John Bishop - Group Treasurer
Peter Gudsell - Group Chief Financial Officer
Jazz Singh - General Manager Procurement
|
|
Strategic
Procurement Committee
07 June 2022
|
|
Summary of Strategic Procurement
Committee Information - updates, memos and briefings (including the forward
work programme) 7 June 2022
File No.: CP2022/06896
Te take mō te
pūrongo
Purpose of the report
1. To note
the progress on the forward work programme appended as Attachment A.
Whakarāpopototanga matua
Executive summary
2. This is
a regular information-only report which aims to provide greater visibility of
information circulated to Strategic Procurement Committee members via
memoranda/briefings or other means, where no decisions are required.
3. Note
that, unlike an agenda report, staff will not be present to answer
questions about the items referred to in this summary. Strategic
Procurement Committee members should direct any questions to the authors
Ngā tūtohunga
Recommendation/s
That the Strategic Procurement
Committee:
a) tuhi ā-taipitopito / 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
|
21
|
Ngā kaihaina
Signatories
|
Author
|
Maea Petherick - Kaitohutohu Mana Whakahaere Matua /
Senior Governance Advisor
|
|
Authoriser
|
Jazz Singh - General Manager Procurement
|
|
Strategic Procurement
Committee
07 June 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
|
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Jan
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Feb
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Mar
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Apr
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May
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Jun
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Jul
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Aug
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Sep
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Rates
Valuations
Rates,
Valuations and Data Management
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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.
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Decision: Approval of supplier recommendation
report.
A report will be provided in June 2022
Progress to date:
Procurement plan approved for rates valuations RFP on
10 August 2021 (Resolution number STR/2021/31).
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Insurance
Broker
Treasury
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Extension of existing contract
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Decision: Approval of contract
extension with incumbent
A report will be provided in August
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Microsoft
Licensing
Information
Communication Technology
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The Microsoft licensing reseller
agreement expires in September 2022, and Auckland Council plans to approach
the market again with Auckland Transport and Watercare.
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Decision: Approval of supplier recommendation
report.
A report will be provided in March 2022 (procurement
plan) and June 2022 (supplier recommendations)
Progress to date:
Procurement plan approved
1 March 2022 (Resolution number STR/2022/12)
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ü
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Victoria
Linear Park streetscape upgrade
Development
Programme Office
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Procurement Plan for construction of Victoria Linear
Park streetscape upgrade along Victoria St from Albert St to Kitchener St
aligning with CRL works
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Decision: Approval of the procurement plan for
construction.
A report will be provided in August 2022.
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Materials
Recycling Facility Operator Contract
Waste
Solutions
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To procure a materials recycling facility operator.
The current contracts expire on 30 June 2024.
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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).
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Ports of
Auckland Stormwater upgrade project
Healthy
Waters
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Stormwater pipeline upgrade tunnelling project through
Ports. Construction contract awarded.
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Decision: Approval of
variation to contract amount & additional contingency to the construction
project and update on project status.
A report will be provided in August
2022.
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Manukau
Hub construction
Corporate
Property
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Construction contract award for Manukau Hub as part of
Corporate Property WorkSmart programme
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Update: Update to the
Committee on the recent construction contract award for Manukau Hub.
A report will be provided in August
2022.
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Completed
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Lead Department
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Area of work
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Committee Role
(decision and/or direction)
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Decision
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Community Facilities
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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.
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To receive the Community Facilities full facilities
contracts performance update for Financial Year 19/20.
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Update
received April 2022
(Resolution
number STR/2022/20)
The
update was received in December 2020.
(Resolution number STR/2020/26)
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Community Facilities
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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.
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Approval of procurement plan to approach market for
the main project works covered by the shovel-ready funding.
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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)
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Community Facilities
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Electricity Network
Resilience Tree and Vegetation Maintenance
To procure tree pruning services on trees covering
areas around powerlines within the Auckland Council region.
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Approval of the supplier recommendations.
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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)
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Community Facilities
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Avondale Community Centre
To approve procurement plan
for Early Contractor Involvement engagement and construction of Avondale
Community Centre
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Approval of the procurement plan for Early Contractor
Involvement phase and construction.
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Procurement Plan approved
Delegate authority to
council’s chief executive to execute the procurement plan
(resolution number STR/2022/3).
supplier for the Early
Contractor Involvement contract and construction of the Avondale Library and
Community Hub approved
delegate authority to the Chief Executive to approve the
award and signing of construction contracts
(resolution number STR/2022/19)
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Environmental Services
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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.
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Endorsement of procurement category strategy for
biosecurity protection services delivered through the Natural Environment
Targeted Rate.
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The
Category Strategy was endorsed.
(Resolution number STR/2020/4)
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Environmental Services
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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.
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Establishment of supplier panels.
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The establishment of the panels was approved.
(Resolution number STR/2019/66)
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Healthy Waters
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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.
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Award contracts to recommended suppliers for Healthy
Waters operations and maintenance contracts, and the regional maintenance of
catchpits and treatment devices.
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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)
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Healthy Waters
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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.
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Establishment of supplier panels.
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The establishment of the panels was approved.
(Resolution number STR/2019/25)
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Healthy Waters
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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.
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Approval of procurement plan and strategy to approach
the market for Healthy Waters alternate programme delivery model.
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Procurement plan and
strategy to approach the market approved.
(Resolution number STR/2021/35)
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Healthy Waters
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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.
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Approval of the supplier recommendation report.
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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)
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Healthy Waters
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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.
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Approval of the supplier recommendation report to
award the construction contract after ECI phase.
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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)
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Information Communication Technology
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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.
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Approval of procurement plan to directly negotiate
with SAP.
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Procurement plan to
directly negotiate with SAP approved.
(Resolution number STR/2021/45)
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Legal and Risk
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External Legal Services
To procure external legal services. Current contracts
expired in December 2020.
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Award contracts to recommended suppliers for external
legal services.
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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)
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People and Capability
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All of Government (AOG) Recruitment Panel
To approve further budget, spend against AOG
Recruitment panel.
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Approval of contract variation to AOG Recruitment
Panel.
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Contract variation of AOG Agreement approved.
(Resolution number STR/2021/44)
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Procurement
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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.
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Approval of contract variation for support and
maintenance services for a 5-year period until December 2025.
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A
report was provided in December 2020.
(Resolution
number STR/2020/25)
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Procurement
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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.
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Noting revision of Group Procurement Policy.
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Policy approved at the Finance and Performance Committee
meeting.
(Resolution number FIN/2021/61)
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Regulatory Services
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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
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Approval of variation to increase the term of
contract.
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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)
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Waste solutions
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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.
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Approval of procurement plan to approach the market
for the new waste services for Waiheke Island.
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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.
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Waste Solutions
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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.
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Approval of procurement plan
and supplier recommendation report for new inorganic contract/services
commencing February 2022.
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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)
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Waste Solutions
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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.
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To approve a one-year extension/variation with
incumbent suppliers for the inorganic collection and inorganic processing
contracts.
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Procurement plan approved for
the inorganic collection service, and the six-month extension of the current
inorganic collection contracts.
(Resolution number STR/2020/18)
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Strategic Procurement
Committee
07 June 2022
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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 Closed
Report: Supplier recommendation report for combined software license provider
for Council and Council Group
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Reason for
passing this resolution in relation to each matter
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Particular
interest(s) protected (where applicable)
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Ground(s)
under section 48(1) for the passing of this resolution
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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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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.
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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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C2 Closed
Report: Supplier recommendation report of outsource valuations procurement
activity
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Reason for
passing this resolution in relation to each matter
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Particular
interest(s) protected (where applicable)
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Ground(s)
under section 48(1) for the passing of this resolution
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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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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.
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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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