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, 18 October 2018

 


CG-14-17-00223                                                                         1

Minutes of a Meeting of the Tenders Subcommittee held on

18 October 2018 at 9.00am

 

Table of Contents

 

Item                                                                                    Page No.

 

1.         Apologies  1

2.         Conflicts of Interest 1

3.         Confirmation of Minutes  1

4.         CON2018056 - Water Sampling & Testing Services - Drinking (Potable) Water  2

5.         Additional Business Items  2

6.         Extraordinary Business Items  2

7          Recommendation to Exclude the Public from Item 8  2

 

 


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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

 

________________________

 

The meeting closed at 9.25am

 

Confirmed:

 

 

 

 

Chairman:

Date: