MINUTES OF A meeting of the Tenders Committee
Date: Wednesday 21 September 2016
Time: 9.00am
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Venue: |
CE's Office Hawke's Bay Regional Council 159 Dalton Street NAPIER |
R Graham
D Hewitt
In Attendance: M Adye – Group Manager Asset Management
I Maxwell – Group Manager Resource Management
L Hooper – Governance & Corporate Administration Manager
M Groves – Asset Engineer
S Cave – Asset Manager Open Spaces
J Smith – Team Leader/Principal Scientist – Hydrology/Hydrogeology
The Chairman welcomed everyone to the meeting.
Resolution
TC3/16 That the apology for absence from Cr Fenton Wilson be accepted.
Scott/Graham
CARRIED
2. Conflict of Interest Declarations
There were no conflict of interest declarations.
3. Confirmation of Minutes of the Tenders Committee meeting held on 16 March 2016
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Minutes of the Tenders Committee held on Wednesday, 16 March 2016, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record. CARRIED |
7. Confirmation of the Public Excluded Minutes of the Tenders Committee meeting held on 16 March 2016
That the Committee excludes the public from this section of the meeting, being Agenda Item 7 confirmation of the Public Excluded Minutes of the Tenders Committee meeting held on 16 March 2016 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:
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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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Ebbetts Stopbank |
7(2)(b)(ii) That the public conduct of this agenda item would be likely to result in the disclosure of information where the withholding of that information is necessary to protect information which otherwise would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. 7(2)(i) That the public conduct of this agenda item would be likely to result in the disclosure of information where the withholding of the information is necessary to 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. |
Scott/Graham
CARRIED
7a. Confirmation of Public Excluded Minutes of the Tenders Committee meeting held on 16 March 2016
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Minutes of the Tenders Committee held on Wednesday, 16 March 2016, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record. Graham/Hewitt CARRIED |
Resolution
TC5/16 That the meeting moves out of Public Excluded session.
Scott/Graham
CARRIED
The meeting went into public excluded session at 9.04am and out of public excluded session at 9.07am
4. Matters Arising from Minutes of the Tenders Committee Meeting Held on 16 March 2016
There were no matters arising from the minutes.
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Waitangi Estuary Enhancement Civil Work Contract |
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Tenders were sought for the civil works part of the enhancement plan for the Waitangi Reserve. Four tenders were received, including one deemed to be noncomplying by the assessment panel. The lowest conforming tender price is in excess of the original budget estimates for the project, and it is proposed that the additional funding will be covered from the Heretaunga Plains Flood Control Scheme – Rivers budget. The Rivers budget held a credit balance of $685,652 as at 1 July 2016, which adequately covers the potential over expenditure on this project without impacting on other capital works scheduled. |
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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 Significance and Engagement Policy, and that Council can exercise its discretion 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. 2. Awards the Waitangi Reserve Enhancement Contract No. AM-16-027 to the lowest price conforming tenderer, Fulton Hogan Ltd, for the price of $453,652.07, noting that the cost of the project will be above the budget provision, with additional funding for the project to be sourced from the Heretaunga Plain Flood Control Scheme – Rivers budget under project 287, and the additional design and contract work required to connect small pou when they are ready for installation will be met from ongoing operational budgets as and when required. CARRIED |
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Heretaunga Plains Transient Groundwater Modelling Support and Heretaunga Plains Groundwater Transport Model Development |
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To achieve model completion by December 2016 it is essential to outsource two major components of the project: Groundwater flow predictions (set up, calibrate and run initial scenarios); and Contaminant transport predictions (set up, calibrate and run initial scenarios). Staff involved with the TANK modelling believe GNS Science has the specialised expertise and experience to do this work, with limited resources available elsewhere in New Zealand. GNS Science has highly skilled personnel with outstanding experience in MODFLOW and PEST calibration techniques; proven capability and experience migrating MODFLOW files and utilities to the Linux environment (essential for using the NeSI supercomputer to develop the model); significant hydrogeological knowledge of the Heretaunga Plains as a result of previous work in the area; and staff intimately familiar with the current version and requirements of the model as a consequence of the support already provided to the TANK modelling project. GNS has confirmed they have capacity, resources and commitment to deliver the modelling outcomes working with the HBRC modeller, within the prescribed timeframes. Staff have negotiated what they consider reasonable costs with GNS, and request approval to not pursue a competitive tender process given the short timeframes and on the basis that there is no other competitor with sufficient capability and capacity of the critical elements of the project to meet the December deadline. |
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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 Significance and Engagement Policy, 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. 2. Notwithstanding the current policy of Council as set out in section 2.1.4.2 of Council’s Policy Handbook, the Tenders Committee delegates authority to the Chief Executive to enter into a contract with GNS Science for services as follows. 2.1. Support for transient model development and flow predictions - $160,994 (+ GST) 2.2. Contaminant transport model development and predictions - $70,669 (+ GST) CARRIED |
Closure:
There being no further business the Chairman declared the meeting closed at 9.25am on Wednesday 21 September 2016.
Signed as a true and correct record.
DATE: ................................................ CHAIRMAN: ...............................................