Kōmiti Mahi Āta Torotoro Rawa/

Strategic Procurement Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Strategic Procurement Committee held remotely on Tuesday, 7 June 2022 at 10.00am. A recording of the meeting will be available on the Auckland Council website: https://www.aucklandcouncil.govt.nz/about-auckland-council/how-auckland-council-works/meetings-council-bodies/Pages/web-casts-council-meetings.aspx

 

present

 

Chairperson

Cr Greg Sayers

 

Deputy Chairperson

Cr John Watson

Until 12.20pm, Item C2

Members

Cr Dr Cathy Casey

 

 

Cr Alf Filipaina, MNZM

From 11.26am, Item C1

 

Cr Tracy Mulholland

 

 

IMSB Member Karen Wilson

Until 12.01pm, Item C2

 

 

ABSENT

 

 

Cr Linda Cooper, JP

 

 

Deputy Mayor Cr Bill Cashmore

 

 

Mayor Hon Phil Goff, CNZM, JP

 

 


Strategic Procurement Committee

07 June 2022

 

 

 

Note:   a roll-call was conducted that ascertained the following members were in attendance at the commencement of the meeting.

 

Member

Member

Cr G Sayers

ü

Mayor P Goff

 

Cr C Casey

ü

Cr T Mulholland

ü

Deputy Mayor BC Cashmore

 

IMSB Member K Wilson

ü

Cr L Cooper

 

Cr J Watson

ü

Cr A Filipaina

 

 

 

 

 

1          Apologies

 

Resolution number STR/2022/21

MOVED by Cr T Mulholland, seconded by Cr C Casey:  

That the Strategic Procurement Committee:

a)           accept the apologies from:

Absence

Deputy Mayor BC Cashmore – on council business

Cr L Cooper – on council business

Mayor Hon P Goff – on council business

Lateness

Cr A Filipaina

Early Departure

IMSB Member K Wilson.

CARRIED

 

 

2          Declaration of Interest

 

There were no declarations of interest.

 

 

3          Confirmation of Minutes

 

Resolution number STR/2022/21

MOVED by Cr G Sayers, seconded by Cr C Casey:  

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.

CARRIED

 

 

4          Petitions

 

There were no petitions.

 

 

5          Public Input

 

There was no public input.

 

 

6          Local Board Input

 

There was no local board input.

 

 

7          Extraordinary Business

 

There was no extraordinary business.

 

 

8

Open Report: Supplier recommendation report for combined software license provider for Council and Council Group

 

A PowerPoint presentation was given in support of the item. A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.

 

Note:   Changes were made to the original recommendations, with new clause c) being added as a Chair’s recommendation.

 

Resolution number STR/2022/22

MOVED by Cr G Sayers, seconded by Cr C Casey:  

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.

c)           note and acknowledge the collaboration between Auckland Council and Council Controlled Organisations in achieving innovative Māori outcomes, value for money, cost efficiencies and positive social outcomes.

CARRIED

 

Attachments

a     7 June 2022 Strategic Procurement Committee - Item 8 - Open Report: Supplier recommendation report for combined software license provider for Council and Council Group - presentation

 

 

9

Open Report: Supplier recommendation report of outsource valuations procurement activity.

 

A PowerPoint presentation was given in support of the item. A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.

 

Note:   Changes were made to the original recommendation, with new clause c) being added as a Chair’s recommendation.

 

Resolution number STR/2022/23

MOVED by Cr G Sayers, seconded by Cr J Watson:  

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.

c)           refer to Audit and Risk Committee for their information and oversight

CARRIED

 

Attachments

a     7 June 2022 Strategic Procurement Committee - Item 9 - Open Report: Supplier recommendation report of outsource valuations procurement activity - presentation

 

 

 

10

Summary of Strategic Procurement Committee Information - updates, memos and briefings (including the forward work programme) 7 June 2022

 

Resolution number STR/2022/24

MOVED by Cr T Mulholland, seconded by Cr C Casey:  

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.

CARRIED

 

 

 

11        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.

 

 

 

12        Procedural motion to exclude the public

Resolution number STR/2022/25

MOVED by Cr G Sayers, seconded by Cr T Mulholland:  

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

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

Ground(s) under section 48(1) for the passing of this resolution

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

In particular, the report contains information that could prejudice the council's position with potential suppliers.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

 

C2       Closed Report: Supplier recommendation report of outsource valuations procurement activity

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.

 

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

CARRIED

 

 

10.50 am         The public was excluded.

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

 

12.32 pm         The public was re-admitted.

 

 

restatementS

 

It was resolved while the public was excluded:

 

 

C1

Closed Report: Supplier recommendation report for combined software license provider for Council and Council Group

 

Resolution number STR/2022/26

MOVED by Cr T Mulholland, seconded by Cr C Casey:  

c)         confirm that there be no restatement of the confidential report, attachments, presentation or resolutions, until the reasons for confidentiality no longer exist.

 

 

C2

Closed Report: Supplier recommendation report of outsource valuations procurement activity

 

Resolution number STR/2022/27

MOVED by Cr T Mulholland, seconded by Cr G Sayers:

f)          confirm that the agenda report, attachments of the agenda report, resolutions and presentation will remain confidential until reasons for confidentiality no longer exist.

 

 

 

 

12.32 pm                                            The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Strategic Procurement Committee HELD ON

 

 

 

DATE:.........................................................................

 

 

 

CHAIRPERSON:.......................................................