COAT-ARM Hastings District Council

 

Civic Administration Building

Lyndon Road East, Hastings 4156

Phone:  (06) 871 5000

Fax:  (06) 871 5100

www.hastingsdc.govt.nz

 

 

 

 

 

OPEN

 

M I N U T E S

 

 

 

 

Tenders Subcommittee

 

 

 

Meeting Date:

Thursday, 9 November 2017

 


CG-14-17-00108                                                                         1

Minutes of a Meeting of the Tenders Subcommittee held on

9 November 2017 at 9.00am

 

Table of Contents

 

Item                                                                                    Page No.

 

1.         Apologies  1

2.         Conflicts of Interest 1

3.         Confirmation of Minutes  1

4.         Transportation Maintenance Contract Procurement Report 1

5.         CON2017058 - Hawke's Bay Opera House Theatre Seismic Strengthening - Building Consent 2 Costs  2

6.         Havelock North Trunk Watermain and Booster Pumpstation Procurement Plan   3

7.         Additional Business Items  3

8.         Extraordinary Business Items  3

8.         Request to Amend Tender Resolution – Te Mata Park Toilets and Shelter Construction 3

 

 


CG-14-17-00108                                                                         1

 

HASTINGS DISTRICT COUNCIL

 

MINUTES OF A MEETING OF THE Tenders Subcommittee

HELD IN THE Landmarks Room, Ground Floor, Civic Administration Building, Lyndon Road East, Hastings ON

 Thursday, 9 November 2017 AT 9.00am

 

 

Present:                          Councillor Travers (Chair)

Acting Mayor Hazlehurst

Councillors Nixon, Redstone and Watkins (Deputy Chair).

Chief Executive, Mr R McLeod and Group Manager: Asset Management, Mr C Thew

 

ALSO Present:              Executive Advisor/Manager: Office of the Chief Executive (Mr M Maguire)

Transportation Manager (Mr J Pannu)

Project Manager (Mrs A Botha)

Transportation Operations Manager (Mr A Jackson)

Project Manager (Ms A Paterson-Horner)

Committee Secretary (Mrs C Hunt)

 

AS REQUIRED:                  Mr Herman Wismeyer,  Focus Project Management Limited

 

1.         Apologies   

 

Councillor Redstone/Councillor Nixon

That an apology for absence from Councillor Lyons be accepted.

CARRIED 

 

2.         Conflicts of Interest

There were no declarations of conflicts of interest.

 

3.         Confirmation of Minutes

 

Councillor Nixon/Councillor Redstone  

That the minutes of the Tenders Subcommittee Meeting held Thursday 26 October 2017, including minutes while the public were excluded be confirmed as a true and correct record and be adopted.

CARRIED  

 

 

4.

Transportation Maintenance Contract Procurement Report

(Document 17/1064)

 

 

Mr McLeod/Councillor Nixon

A)      That the report of the Transportation Operations Manager titled “Transportation Maintenance Contract Procurement Report” dated 9/11/2017 be received.

B)     That the Tenders Subcommittee recommends to the Works and Services Committee that;

i)             The existing six term maintenance contracts be amalgamated into:

·         Rural Pavement and Corridor Management Contract

·         Urban and Plains Pavement and Corridor Management Contract

·         Street Lighting and Traffic Signal Maintenance and Renewals

                               Network Pavement Marking

ii)            Approved tenure for all transportation term maintenance contracts to be 4+1 (years).

 

iii)           The procurement by Price Quality Method remain weighted as 50% price, and 50% attributes.

 

iv)          The Measure and Value (Traditional) Method to remain the preferred contract model.

 

            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 in a way that is most cost-effective for households and business.

 

CARRIED 

 

5.

CON2017058 - Hawke's Bay Opera House Theatre Seismic Strengthening - Building Consent 2 Costs

(Document 17/1113)

 

 

Mr Wismeyer,  Focus Project Management Limited advised that on 8 November 2017 he had received from Gemco Construction Limited a revised total of construction costs for the theatre of $11,056,941.62.  This reduced the lump sum cost for work within Building Consent 2 from $6,450,182.00 to $6,162,478.12.

 

Councillor Redstone/Mr McLeod

A)        That the report of the Project Manager titled CON2017058 - Hawke's Bay Opera House Theatre Seismic Strengthening - Building Consent 2 Costs dated 9/11/2017 be received.

B)        That the lump sum cost of $6,162,478.12 (excl GST) submitted by Gemco Construction Ltd for the construction works contained within Building Consent 2 required for the completion of CON2017058 – Hawke’s Bay Opera House Seismic Strengthening Theatre be accepted.

C)        That the Chief Executive be authorised to complete any necessary documentation to enable this decision to be implemented.

CARRIED 

 


 

6.

Havelock North Trunk Watermain and Booster Pumpstation Procurement Plan

(Document 17/1146)

 

Mr McLeod left the meeting at 10.00am

 

 

Councillor Nixon/Councillor Redstone

A)      That the report of the Project Manager titled “Havelock North Trunk Watermain and Booster Pumpstation Procurement Plan” dated 9/11/2017 be received.

B)     That the Procurement Plan for the Water Supply Strategy be reported to the Works and Services Committee, including a recommendation that authority to approve contracts as outlined in the Procurement Plan be delegated to the Tenders Committee.

 CARRIED

 

7.         Additional Business Items

            There were no additional business items.

 

8.         Extraordinary Business Items                                                                   

8.

Request to amend tender resolution – te mata park toilets and shelter construction

(Document 17/1166)

 

 

Councillor Nixon/Councillor Redstone

That the Extraordinary Business Item “Request to Amend Tender Resolution – Te Mata Park Toilets and Shelter Construction” be addressed as a matter of urgency as the work needs to be completed.

CARRIED 

     

 

Councillor Nixon/Councillor Watkins

A)        That the report of the Parks and Property Services Manager, titled “Request to Amend Tender Resolution – Te Mata Park Toilets and Shelter Constructiondated 9/11/2017 be received.

B)       That resolution Item 10 (B) of the Tenders Subcommittee Meeting held on 28 September 2017 be amended such as to read:

“That the tender from Alexander Building Solutions Limited for Contract No. CON2017079 – Te Mata Park Toilets and Shelter Construction for the sum of $498,580.00 plus GST be approved”.

CARRIED 

________________________

 

The meeting closed at 10.10am

 

Confirmed:

 

 

Chairman:

Date: