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, 18 October 2018 AT 9.00am
Present: Councillor Travers (Chair)
Councillors Lawson, Nixon, Redstone and Watkins (Deputy Chair).
Group Manager: Asset Management, Mr C Thew
ALSO Present: Group Manager: Economic Growth & Organisation Improvement (Mr C
Cameron)
Chief Financial Officer (Mr B Allan)
Acting
3Waters Manager (Mr D James)
Project
Manager (Mrs J Bainbridge)
Committee Secretary (Mrs C Hunt)
1. Apologies
|
Councillor
Nixon/Councillor Redstone
That an apology
for absence from the Acting Chief Active and an apology for lateness from the
Group Manager: Asset Management be accepted.
CARRIED
|
2. Conflicts
of Interest
There were no
declarations of conflicts of interest.
3. Confirmation
of Minutes
|
Councillor Redstone/Councillor Watkins
That the
minutes of the Tenders Subcommittee Meeting held Thursday 4
October 2018, including minutes while the public were excluded be confirmed
as a true and correct record and be adopted.
CARRIED
|
4.
|
CON2018056 - Water Sampling & Testing Services
- Drinking (Potable) Water
(Document 18/913)
|
The Group Manager: Asset Management,
Mr Thew joined the meeting at 9.05am
|
|
The Group Manager: Economic Growth &
Organisation Improvement, Mr Cameron recommended to the Committee that the
Group Manager: Asset Management, Mr Thew not participate in the
decision-making of this contract.
|
|
Councillor
Lawson/Councillor Nixon
A) That the report of the 3 Waters Manager titled “CON2018056 -
Water Sampling & Testing Services - Drinking (Potable) Water” dated
18/10/2018 be received.
B) That the Chief Executive’s actions in entering into Contract
No. CON2018056 - Water Sampling & Testing Services – Drinking
(Potable) Water by direct engagement with Water Testing HB Ltd be endorsed.
C) That authority be granted to the Group Manager: Asset Management
to award, within the authorised budget allocation, contract extensions up to
a maximum of seven (7) years and that the Committee approve delegated
authority to the Group Manager: Asset Management to ensure comparative
benchmarking costs with other areas.
D) That
the Group Manager: Asset Management report back to Council if variation costs
are going to result in an increase to the budget.
CARRIED
Group Manager: Asset Management abstained
from voting
|
5. Additional Business Items
There were no additional business items.
6. Extraordinary
Business Items
There were no extraordinary business items.
7.
|
Recommendation to
Exclude the Public from Item 8
|
|
SECTION 48,
LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987
|
|
Councillor Nixon/Councillor Watkins
THAT the public now be
excluded from the following parts of the meeting, namely;
8. Direct
Engagement of TechnologyOne for Procure to Pay Software
The general subject of the matter to be considered
while the public is excluded, the reason for passing this Resolution in
relation to the matter and the specific grounds under Section 48 (1) of the
Local Government Official Information and Meetings Act 1987 for the passing
of this Resolution is as follows:
GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED
|
REASON FOR PASSING THIS RESOLUTION IN
RELATION TO EACH MATTER, AND PARTICULAR INTERESTS PROTECTED
|
GROUND(S) UNDER SECTION 48(1) FOR THE PASSING OF
EACH RESOLUTION
|
8. Direct Engagement of
TechnologyOne for Procure to Pay Software
|
Section
7 (2) (i)
The
withholding of the information is necessary to enable the local authority
to carry on, without prejudice or disadvantage, negotiations (including
commercial and industrial negotiations).
The pricing
is subject to further negotiation with the supplier..
|
Section
48(1)(a)(i)
Where the
Local Authority is named or specified in the First Schedule to this Act
under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.
|
CARRIED
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________________________
The meeting closed at 9.25am
Confirmed:
Chairman:
Date: