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 Construction” dated 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: