Unconfirmed
MINUTES OF A meeting of the Tenders Committee
Date: Wednesday 15 February 2017
Time: 8.30am
Venue: |
Chief Executive's Office Hawke's Bay Regional Council 159 Dalton Street NAPIER |
R Barker
T Belford (from 8.35am)
NK Kirton
In Attendance: A Newman – Chief Executive
M Adye – Group Manager Asset Management
G Hansen – Group Manager
L Hooper – Governance Manager
Councillor Belford’s apology for lateness was noted.
2. Conflict of Interest Declarations
There were no conflict of interest declarations.
3. Confirmation of Minutes of the Tenders Committee Meeting held on 30 November 2016
Minutes of the Tenders Committee meeting held on Wednesday, 30 November 2016, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record. CARRIED |
Exemption from Council's Contracts and Tenders Policy for Survey Services |
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Mr Mike Adye outlined the current contract with Zorn, for surveying services, and explained the rationale for staff seeking an exemption from the Contracts and Tenders Policy being the extensive existing knowledge Zorn has of Council’s requirements and local particulars as well as efficiencies built up over many years under the existing arrangement. Queries and discussion covered: · Term of the contract being requested for 3 years with right of extension for another 2 years, and the history of the arrangement going back approximately 20 years Councillor Belford arrived at 8.37am · Mr Ayde and Mr Hansen stated their belief that the 3 + 2 cycle gives certainty to both parties, fits the cycle of surveys of the region and supports Zorn’s ongoing investment in new technology to meet the changing requirements of HBRC. Not aware of any other surveyors in the region able to carry out the complete range of work required by HBRC. · Given the broader review of Council activities and efficiencies of service delivery being undertaken, suggestion that a 1 year contract be negotiated in the interim while that review is done · Review will establish whether or not the way the functions are delivered is efficient as currently carried out or whether there are other options for service delivery that can offer efficiency gains – across all Council functions |
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 the Committee 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. 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 2017 until 30 June 2018, pending completion of Council’s efficiencies review, the contract for a further period to be negotiated and agreed by 12 January 2018 subject to HBRC's position on competitive contracting for services. CARRIED |
Tukituki Cycle Bridge |
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The paper was taken as read, other than clarification that all costs are part of the ‘project costs’ to be paid by Rotary Rivers Pathway Trust. |
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. Authorises the Chief Executive to negotiate directly and, if able, enter into a contract with Abseil Access Ltd, for the design and construction of the proposed cycle bridge across the Tukituki River in the vicinity of Waipukurau. CARRIED |
Closure:
There being no further business the Chairman declared the meeting closed at 8.50am on Wednesday 15 February 2017.
Signed as a true and correct record.
DATE: ................................................ CHAIRMAN: ...............................................