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, 12 July 2018

Time:

9.00am

Venue:

Landmarks Room

Ground Floor

Civic Administration Building

Lyndon Road East

Hastings

 

Subcommittee Members

Chair: Councillor Travers

Ex Officio:  Mayor Hazlehurst

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

Acting Chief Executive

Group Manager: Asset Management

 

Officer Responsible

Group Manager: Economic Growth & Organisation Improvement – Craig Cameron

(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, 12 July 2018

 

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.

Leave of Absence had previously been granted to Councillor Watkins

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 General Counsel or the Democratic Support Manager (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 28 June 2018, including minutes while the public were excluded.

(Previously circulated)

4.       CON2018063 KiwiRail Level Crossings - Whakatu Arterial Link (WAL)                                                                         7

5.       Additional Business Items

6.       Extraordinary Business Items  

 

 

     


REPORT TO:             Tenders Subcommittee

MEETING DATE:       Thursday 12 July 2018

FROM:                       Project Manager

John Wright

SUBJECT:                 CON2018063 KiwiRail Level Crossings - Whakatu Arterial Link (WAL)        

 

 

1.0     SUMMARY

1.1     The purpose of this report is to obtain a decision from the Committee to engage the services of KiwiRail for:

·     The  installation  of new track work, signals and half arm barriers at the new WAL railway level crossing; and

·     The installation of a new track work for the pedestrian / cycle crossing facility at the existing Ruahapia Road level crossing.

1.2     This request arises from the need for Council to provide a safe junction between road and rail users at the WAL railway level crossings.

1.3     The Council is required to give effect to the purpose of local government as prescribed by Section 10 of the Local Government Act 2002. That purpose is to meet the current and future needs of communities for good quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost–effective for households and businesses. Good quality means infrastructure, services and performance that are efficient and effective and appropriate to present and anticipated future circumstances.

1.4     The objective of this decision relevant to the purpose of Local Government is to provide local infrastructure which contributes to public health and safety, supports growth, connects communities and activates communities by providing accessible transport options.

1.5     This report concludes by recommending that CON2018063 KiwiRail Level Crossings Whakatu Arterial Link (WAL) be awarded to KiwiRail for the sum of $483,750.00 (excluding GST).

2.0     BACKGROUND

2.1     The WAL project involves the construction of a new arterial from SH2 to Pakowhai Road. The contract was awarded to Higgins Contractors on August 2016 and is due for completion in December 2018.  The Palmerston North Gisborne Railway traverses and impacts on the new WAL alignment and Ruahapia Road requiring new track work, warning signals and half arm barriers.

2.2     Due to the severity of accidents at railway level crossings, KiwiRail manage their level of risk by limiting the number of level crossings throughout New Zealand.  Hence their requirement for the vehicle closure of the existing Ruahapia Road level crossing in exchange for the new WAL level crossing.  This closure was agreed to and was a decision of Council on 26 June 2014.

2.3     Ruahapia Road railway level crossing will remain open to pedestrians and cyclists. Road closure work is shown on the attached plan.

3.0     CURRENT SITUATION

3.1     The WAL level crossing work includes the supply and installation of masts, warning lights and bells and barrier arms. The track and sleepers will be replaced including the installation of new rubber panelling surfacing.

3.2     The Ruahapia level crossing work by KiwiRail includes new track and sleepers to accommodate rubber panelling for pedestrian access.  The existing flashing lights and bells are to be removed.

3.3     All level crossing design work has been safety audited and approved by KiwiRail.

3.4     The work was not tendered as KiwiRail are the sole suppliers of new track work, signals and half arm barriers.  KiwiRail provided a quotation for the sum of $570,750 but with the assistance of the HDC Chief Executive this was reduced by $87,000 to the sum of $483,750.

3.5     A summary of the costs submitted by KiwiRail are as follows:-     

·     Supply and install masts, warning lights and bells and barrier arms for WAL - $345,000.00.

·     Supply and install sleepers, track and Strail rubber panel surface (14.4m long) for WAL $99,850.00.

·     Supply and install sleepers, track and Velo Strail rubber panel surface (3.0m long) at Ruahapia Road for pedestrian / cycleway $38,900.00.

·     Total $483,750.00.

4.0     OPTIONS

4.1     Hastings District Council has applied for and received a Deed of Grant from KiwiRail for the level crossing work described.  The evaluation of additional options is not possible as the scope of work is prescribed within the conditions of the Deed of Grant.

4.2     Funding for the $483,750.00 excluding GST is available from the Whakatu Arterial budget.

5.0     HEALTH AND SAFETY AND RISK MANAGEMENT

5.1     KiwiRail will be responsible for supplying all track work protection from oncoming trains.

5.2     Higgins Contractors and KiwiRail will be required to coordinate and manage safety between the two adjoining road and rail construction sites.

5.3     Council, KiwiRail and Higgins have an obligation to comply with the Health and Safety in Employment Act 2015.

6.0     COMMUNICATIONS AND PUBLIC RELATIONSHIP MANAGEMENT

6.1     Public consultation regarding this work has been completed during the design phase and the Notice of Requirement.  Further consultation will take place in October/November 2018 in relation to the closure of Ruahapia Road.

7.0     SIGNIFICANCE AND ENGAGEMENT

7.1     This project does not trigger any issues in terms of Councils Significance and Engagement Policy. 

 

8.0     RECOMMENDATIONS AND REASONS

A)      That the report of the Project Manager titled CON2018063 Kiwi Rail Level Crossings - Whakatu Arterial Link (WAL) dated 12/07/2018 be received.

B)      That CON2018063 KiwiRail Level Crossings – Whakatu Arterial Link be awarded to KiwiRail for the sum of $483,750.00 (excluding GST)

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 providing safe access for road and rail users at railway level crossings for the Whakatu Arterial Link project.

 

Attachments:

 

1

Ruahapia Level Crossing Plan

PRJ17-94-0432

 

2

WAL Level Crossing Plan

PRJ17-94-0433

 

 

 

 


Ruahapia Level Crossing Plan

Attachment 1

 

PDF Creator


WAL Level Crossing Plan

Attachment 2

 

PDF Creator