MINUTES OF A meeting of the Tenders Committee
Date: Wednesday 14 March 2012
Time: 8.30 am
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Venue: |
Council Chamber Hawke's Bay Regional Council 159 Dalton Street NAPIER |
E von Dadelszen
E McGregor
K Rose
In Attendance: M Adye – Group Manager Asset Management
L Hooper – Governance & Corporate Administration Manager
Chairman Wilson welcomed everyone to the meeting. There were no apologies, nor notices.
2. Conflict of Interest Declarations
There were no conflict of interest declarations.
3. Confirmation of Minutes of the Tenders Committee Meeting Held on 10 June 2011
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Minutes of the Tenders Committee meeting held on Friday, 10 June 2011, a copy having been circulated prior to the meeting, were taken as read and confirmed. CARRIED |
4. Matters Arising From the Minutes of the Tenders Committee Meeting Held on Friday 10 June 2011
There were no matters arising from the minutes.
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Exemptions From Council's Contracts and Tenders Policy |
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Mr Adye provided the Committee with an overview of the situation and the rationale for seeking this course of action. A competitive pricing process has been carried out for each of these contracts in previous years. The processes both revealed that there were virtually no other contractors with the specialist local knowledge, technical experience and ability able to provide the services for a competitive price. Both contractors providing the services currently were the successful tenderers from those past tender processes. Continuity is very important given the complex, specific nature of the work. |
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That the Tenders Committee: 1. Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted policy on significance and that Council can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision due to the nature and significance of the issue to be considered and decided. 2. Authorises the Chief Executive to negotiate directly and, if able, enter into a contract with Zorn Surveying Ltd, for the provision of survey services to HBRC from 1 July 2012 until 30 June 2015, with an option, subject to satisfactory performance and the cost effectiveness of the services provided, to extend the contract to 30 June 2017.
3. Authorises the Chief Executive to negotiate directly and, if able, enter into a contract with BJ and JR Dinneen, for the provision of possum trap catch monitoring services to HBRC from 1 July 2012 until 30 June 2015, with an option, subject to satisfactory performance and the cost effectiveness of the services provided, to extend the contract to 30 June 2017. CARRIED |
6. Confirmation of the Public Excluded Minutes of the Tenders Committee meeting held 10 June 2011
TC3/12 Resolution
1. That the Committee excludes the public from this section of the meeting, being Agenda Item 6 Confirmation of the Public Excluded Minutes of the Tenders Committee meeting held 10 June 2011 with the general subject of the item to be considered while the public is excluded; the reasons for passing the resolution and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution being as follows:
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GENERAL SUBJECT OF THE ITEM TO BE CONSIDERED |
REASON FOR PASSING THIS RESOLUTION |
GROUNDS UNDER SECTION 48(1) FOR THE PASSING OF THE RESOLUTION |
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Technical Feasibility Investigations - Ruataniwha Plains Water Storage Project |
7(2)(i) Enable the local authority holding the information to carry out, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) |
The Council is specified, in the First Schedule to this Act, as a body to which the Act applies. |
Rose/von Dadelszen
CARRIED
TC4/12 Resolution
1. Public Excluded Minutes of the Tenders Committee meeting held on Friday, 10 June 2011, a copy having been circulated prior to the meeting, were taken as read and confirmed.
von Dadelszen/Rose
CARRIED
7. Matters Arising from the Public Excluded Minutes of the Tenders Committee meeting held 10 June 2011
There were no matters arising from the minutes.
TC5/12 Resolution
1. That the meeting moved out of Public Excluded session.
McGregor/Rose
CARRIED
The meeting went into public excluded session at 8.45am and out of public excluded session at 8.50am
Closure:
There being no further business the Chairman declared the meeting closed at 8.50am on Wednesday, 14 March 2012.
Signed as a true and correct record.
DATE: ................................................ CHAIRMAN: ...............................................