Unconfirmed

MINUTES OF A meeting of the Tenders Committee

Date:                          Wednesday 6 November 2013

Time:                          3.30 pm

Venue:

Council Chamber Hawke's Bay Regional Council 159 Dalton Street NAPIER

Present:                     R Graham

D Hewitt

C Scott

F Wilson – Chairman

In Attendance:          E Lambert – Chief Executive

M Adye – Group Manager Asset Management

L Hooper – Governance & Corporate Administration Manager

1. Welcome/Apologies/Notices

The Chairman welcomed everyone present to the meeting, and provided an overview of the Committee’s function to the new members.

2. Conflict of Interest Declarations

There were no conflict of interest declarations.

3. Confirmation of Minutes of the Tenders Committee Held on 12 December 2012

Secretarial Note:  Minutes were confirmed and ratified in accordance with legislation at the end of the Triennium, so there are no outstanding minutes to be confirmed.

4.	Makara Dam
	Mr Mike Adye explained the situation, and how the dam functions under normal circumstances as well as the implications of the sinkhole. Mr Adye then went on to provide an overview of the decision, after hearings, to repair the dam and where finance for this will come from.
TC1/13	Resolutions That the Tenders Committee, in accordance with the delegated powers set out in the Committee’s Terms of Reference, and in accordance with the decision of Council dated 29 May 2013: 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.       Notes that the Chief Executive under her delegated authority has approved the award of the contract for the manufacture and delivery of pipes to Humes Pipeline Systems. 3.       Awards the Pipe Installation and Earthworks contract to HBRC Works Group for the sum of $548,022. Graham/Hewitt CARRIED

6.	Harvesting Tangoio Soil Conservation Reserve
	Mr Adye explained the rationale for bringing this issue to the Tenders Commitee and drew councillors’ attention to the area under question on the enclosed map. There was some discussion of Health and Safety issues related to the work being contracted, and whether Council might consider a policy of applying a ‘weighting’ for local contractors during the tender assessment process.
TC2/13	Resolutions 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.      Awards the harvesting of Stands 2.01 and 2.02 of the Tangoio Soil Conservation Reserve and marketing of the harvested timber using a Managed Graded Log Sale approach, with an estimated return to HBRC of $1,129,416, less engineering costs, costs associated with safe traffic access to SH2, and replanting costs, to Pan Pac Forest Products Limited; and delegates the Chief Executive to enter into a contractual arrangement with Pan Pac to optimise the return to HBRC. Scott/Graham CARRIED

Closure:

There being no further business the Chairman declared the meeting closed at 4.05pm on Wednesday, 6 November 2013.

Signed as a true and correct record.

DATE: ................................................               CHAIRMAN: ...............................................