Description: COAT-ARM Hastings District Council

 

Civic Administration Building

Lyndon Road East, Hastings

Phone:  (06) 871 5000

Fax:  (06) 871 5100

WWW.hastingsdc.govt.nz

 

 

 

 

Open

 

A G E N D A

 

 

Tenders Subcommittee MEETING

 

 

 

Meeting Date:

Thursday, 7 December 2017

Time:

9.00am

Venue:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

 

Subcommittee Members

Chair: Councillor Travers

Mayor Hazlehurst (Ex Officio)

Councillors Lyons, Nixon, Redstone and Watkins (Deputy Chair)

Chief Executive and Group Manager: Asset Management

 

Officer Responsible

Executive Advisor/Manager: Office of the Chief Executive

(Mr M Maguire)

(Quorum = 4)

Committee Secretary

Christine Hilton (Extn 5633)

 


Tenders Subcommittee – Terms of Reference

A Subcommittee of the Works and Services Committee

 

Fields of Activity

The Tenders Subcommittee is responsible for assisting council in its general overview of procurement and tender activity by accepting tenders which exceed the Chief Executive’s delegated authority to approve, for projects previously approved by Council or a Standing Committee within the delegated authority.

Membership

Chairman appointed by the Council

4 members appointed by the Council

Chief Executive

Group Manager: Asset Management

 

For the avoidance of doubt the references in this delegation to the ‘Chief Executive’ and ‘Group Manager: Asset Management’ extends to include any persons from time to time appointed in writing to those roles in an acting capacity.

 

Quorum – Any four members.

 

Delegated Powers

Authority to accept tenders for individual projects previously approved by the Council or a Standing Committee of the Council up to a value of $8,000,000

Responsibility to provide oversight and direction on tendering processes in general and/or specific issues relating to a particular project

The Committee reports to the Works and Services Committee

 


 

HASTINGS DISTRICT COUNCIL

 

Tenders Subcommittee MEETING

 

Thursday, 7 December 2017

 

VENUE:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

TIME:

9.00am

 

 

A G E N D A

 

 

 

1.         Apologies

At the close of the agenda no apologies had been received.

At the close of the agenda no requests for leave of absence had been received.

2.         Conflict of Interest

Members need to be vigilant to stand aside from decision-making when a conflict arises between their role as a Member of the Council and any private or other external interest they might have.  This note is provided as a reminder to Members to scan the agenda and assess their own private interests and identify where they may have a pecuniary or other conflict of interest, or where there may be perceptions of conflict of interest. 

If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the relevant item of business and withdraw from participating in the meeting.  If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive or Executive Advisor/Manager: Office of the Chief Executive (preferably before the meeting). 

It is noted that while Members can seek advice and discuss these matters, the final decision as to whether a conflict exists rests with the member.

3.         Confirmation of Minutes

Minutes of the Tenders Subcommittee Meeting held Thursday 23 November 2017.

(Previously circulated)

4.         CON2017102 – Vista Bridge Stabilisation of Slip Face                                     5

5.         Request to Amend the Resolution of Havelock North Trunk Water Main   9

6.         Additional Business Items

7.         Extraordinary Business Items 

 

 

     


File Ref: 17/1221

 

 

REPORT TO:               Tenders Subcommittee

MEETING DATE:        Thursday 7 December 2017

FROM:                           Bridge Engineer

Anu Ileperuma

Transportation Asset Manager

Marius van Niekerk

SUBJECT:                    CON2017102 – Vista Bridge Stabilisation of Slip Face        

 

 

1.0       Summary

1.1       The purpose of this report is to seek approval from the Tenders Subcommittee to award Contract No. CON2017102 – Vista Bridge Stabilisation of Slip Face.

1.2       Tenders were invited as an open tender on GETs. Three tenders were received.

1.3       The contract is expected to run for 8 weeks from 5th February to 30th March 2018.

1.4       This report concludes by recommending that Contract CON2017102 – Vista Bridge Stabilisation of Slip Face be awarded to Abseil Access Ltd at the tendered price of $385,264.11 (excl. GST).

2.0       Background and Scope of Work

2.1       This work was not included in the long term plan, however it is funded through a special business case to NZTA and the local share is funded through Rural Flood Reserve as reported and resolved by Rural Community Board on 11 September 2017.

2.2       The contract work involves stabilising the slip face to protect the southern abutment of the bridge. The contract period is for eight weeks.

2.3       The contract works involves extensive abseiling work as the contractor needs to stabilise a steep rock face. The recommended contractor has a vast amount of experience working in similar conditions with the adequate health and safety practices in place.

3.0       Tenders Received

3.1       Tenders were publicly advertised on GETs. Three tenders were received by the closing date of Wednesday 29 November 2017. These are summarised in Table 1 below:

 

 

The table below shows the Price Index for each tendered price:

Name of Tenderer

Tendered Price

TAGS

Yes / No

1.   McNatty Construction Ltd

$563,966.08

No

2.   Lattey Civil Construction Ltd

$557,161.01

No

3.   Abseil Access Ltd

$385,264.11

No

                                                     Table 1 - Summary of Tender Prices

 

4.0       Tags, Errors or Omissions

4.1       There were no errors or omissions in the tenders.

5.0       Tender Evaluation

5.1       In accordance with the conditions of tendering, tenders were evaluated in line with the Lowest Price Conforming Method.

5.2       In this contract the value of Contingency and Provisional Sums is $85,000.

5.3       The Tender Evaluation Sheet is attached.

5.4       Scores for the non-price attributes were determined on the basis of information provided in each tender.

5.5       Abseil Access Ltd have undertaken several projects of a similar nature to the tendered works, including Utiku NIMT 2423 for Kiwirail and Motuhara Road Project for Porirua City Council in difficult access situations. They have extensive experience in Abseiling, soil nailing, rock protection and stabilising slip areas.

5.6       This tender is the lowest priced conforming tender and is 21% below the pre-tender contract estimate.

6.0       Budget

6.1       Council’s Budget Allocation for this Project is as follows:

Budget Area

Tender Cost

Material Cost

Other Costs

Total Project

Cost

Budget

Variance

Vista Bridge -604.6742.203850.00 (for construction)

$ 385,264.11

$ -

$ -

$385,264.11

$470,000.00

$84,735.89

Bridge Maintenance – 604.2342.101173.00 (For design)

$ -

$ -

$38,663.00

$38,663.00

$51,000.00

$12,337.00

Total

$ 385,264.11

$ -

$ 38,663.00

$423,927.11

$521,000.00

$97,072.89

Table 3

Note:  Other Costs include:  Fees, Auxiliary Works, and Site Investigation Works etc. 

6.2       NOTE: that NZS 3910:2003 provides for certain events and circumstances to be treated as variations, resulting in additional costs and time extensions.  The price includes a Contingency Allowance of $60,000.

 

7.0       Implementation Issues

7.1       There are no expected implementation issues with this contract.

 

8.0       RECOMMENDATION

A)      That the report of the Bridge Engineer titled “CON2017102 Vista Bridge Stabilisation of Slip Face” dated 7/12/2017 be received.

B)     That the tender from Abseil Access Ltd for Contract No. CON2017102 – Vista Bridge Stabilisation of Slip Face in the sum of $385,264.11 plus GST be approved.

 

Attachments:

 

1

CON2017102 - Vista Bridge Stabilisation of Slip Face - Tender Evaluation Form

CG-14-17-00120

 

 

 

 


CON2017102 - Vista Bridge Stabilisation of Slip Face - Tender Evaluation Form

Attachment 1

 

PDF Creator


File Ref: 17/1281

 

 

REPORT TO:               Tenders Subcommittee

MEETING DATE:        Thursday 7 December 2017

FROM:                           Special Projects Engineer

Scott Estcourt

SUBJECT:                    Request to Amend the Resolution of Havelock North Trunk Water Main         

 

 

1.0       Summary

1.1       The purpose of this report is to obtain a decision from the Tenders Subcommittee to amend an error in a previous tender resolution.

1.2       This issue arises from a technical error in the adopted tender recommendation relating to the Havelock North Trunk Water Main – Direct Engagement of Steelpipe NZ for Pipe Supply.

1.3       This report concludes by recommending that an amended tender recommendation be adopted for Contract CON2017094 Havelock North Trunk Water – Supply of Steel Pipe.

2.0       Background and Scope of Work

2.1       The Tenders Subcommittee considered the Direct Engagement for Havelock North Trunk Water Main Supply for Pipe Supply earlier this year on the 28th September.  At that time the tender was appropriately awarded to Steelpipe NZ.

The adopted resolutions are as follows;

A)   That the report of the Project Manager titled “Havelock North Trunk Water Main - Direct Engagement of Steelpipe NZ for Pipe Supply” be received.

B)   That the use of direct engagement to purchase concrete lined steel pipe from Steelpipe (NZ) to expedite the construction programme is approved.

C)   That the authority to negotiate and award the pipe supply contract up to a value of $1,500,000 (excluding GST) is delegated to the Chief Executive.

With the reasons for this decision being that the objective of the decision will contribute to meeting the current and future needs of communities for good quality local infrastructure by:

•      Ensuring the delivery of works occurs in a timely and cost efficient manner.

2.2       As a result of the Subcommittee’s decisions, officers have been completing the necessary contract documentation to advance the project.  During the compilation of the requisite documents, it was revealed that the contractor named in the contract documents was not the same as that named in the adopted tender resolutions. 

2.3       In order to ensure that the process and documentation is true and correct, officers request the Tenders Subcommittee to amend the earlier tender resolution, to correctly state the company name of the winning contractor.

3.0       CURRENT SITUATION

3.1       The error made is quite simple, the tender recommendation awarded the contract to Steelpipe (NZ) and it should read their correct name, Steelpipe Limited.  This is a regrettable oversight as the project manager referred to the company under their commonly known name.

3.2       In order to expedite the signing of the tender contract, officers ask that the Subcommittee adopt a new resolution that is essentially identical to the previous resolution, except that it correctly names the winning contractor.

3.3       This issue is a minor amendment and has no material impact on either the process taken or any of the parties involved. 

3.4       Officers seek to correct the minor error to ensure that any potential for Council to be exposed to risks, due to a minor technicality, is avoided.  In the unlikely event of some contractual dispute, officers seek to ensure that Council’s processes are rigidly followed and that the signed contract is indeed with the contractor as adopted by the Tenders Subcommittee.

3.5       The Request tender submitted was in the name of Steelpipe Limited which was tender evaluated.  The report and recommendation should have reflected this.

 

 

1.0       RECOMMENDATION

A)      That the report of the Special Projects Engineer titled “Request to Amend the Resolution of Havelock North Trunk Water Main ” dated 7/12/2017 be received.

B)     That resolution Item 11 (B) of the Tenders Subcommittee Meeting held on 28 September 2017 be amended such as to read:

“That the use of direct engagement to purchase concrete lined steel pipe from Steelpipe Limited to expedite the construction programme is approved”.

 

Attachments:

There are no attachments for this report.