Hastings District Council
Civic Administration Building
Lyndon Road East, Hastings 4156
Phone: (06) 871 5000
Fax: (06) 871 5100
www.hastingsdc.govt.nz
OPEN
MINUTES
TENDERS SUBCOMMITTEE
Meeting Date:
Thursday, 16 March 2017 and
Reconvened on Monday,
20 March 2017
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Minutes of a Meeting of the Tenders Subcommittee held on
16 March 2017 at 9.00am and reconvened on 20 March 2017
Table of Contents
Item
Page No.
1.
Apologies
1
2.
Conflicts of Interest
1
3.
Confirmation of Minutes
1
4.
Update on Mobile and Landline Telecommunications Service
Contract
1
CON2017015 Eastern Interceptor & Omahu Road Trunk Sewer
Condition Investigation - Tender Recommendation
2
6.
Additional Business Items
4
7.
Extraordinary Business Items
4
5.
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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, 16 MARCH 2017
AT 9.00AM AND RECONVENED ON MONDAY, 20 MARCH 2017
PRESENT:
Councillor Kerr (Chair)
Councillors Lyons and Watkins (Deputy Chair)
Group Manager: Asset Management, Mr C Thew
ALSO PRESENT:
Executive Advisor/Manager: Office of the Chief Executive
(Mr M Maguire)
Accounts Co-ordinator (Mr L Kronenburg)
Quality Assurance and Business Services Manager (Mr R
Smith)
Wastewater Manager (Mr D James)
Project Manager – HDC/MWH Alliance (Mr N Cottier)
Project Assistant (Ms M Schroder)
Committee Secretary (Mrs C Hunt)
1.
APOLOGIES
Councillor Watkins/Councillor Lyons
That apologies for absence from the Chief Executive, Councillors Nixon
and Redstone be accepted.
CARRIED
2.
CONFLICTS OF INTEREST
There were no declarations of conflicts of interest.
3.
CONFIRMATION OF MINUTES
Councillor Lyons/Mr Thew
That the minutes of the Tenders Subcommittee Meeting held Thursday 16
February 2017 be confirmed as a true and correct record and be adopted.
CARRIED
4.
UPDATE ON MOBILE AND LANDLINE TELECOMMUNICATIONS SERVICE
CONTRACT
(Document 17/183)
Councillor Lyons/Mr Thew
A)
That the report of the Accounts Coordinator titled “Update on Mobile
and Landline Telecommunications Service Contract” dated 16/03/2017
be received.
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B)
That the Subcommittee note that a new timeline will be established for
the secondary procurement process for mobile and landline services
that reflect the scope and timeline for other telecommunication
projects.
C)
That the Tenders Subcommittee note that Officers will provide an
update when the timeline is developed, no later than the end of June
2017.
CARRIED
5.
CON2017015 EASTERN INTERCEPTOR & OMAHU ROAD TRUNK SEWER
CONDITION INVESTIGATION - TENDER RECOMMENDATION
(Document 17/229)
The Project Manager, Mr Cottier spoke to the report in regard to Contract No.
CON2017015 – Eastern Interceptor & Omahu Road Trunk Sewer Condition
Investigation and responded to questions.
During discussion at the meeting there was uncertainty in regard to the
methodology used to determine the lowest conforming price. The Subcommittee
requested additional information to provide clarity prior to considering the
recommendation.
Officers agreed to email the additional information required to enable an informed
Decision to be made at the reconvened meeting on 20 March 2017.
________________________
The meeting adjourned at 9.50am and would
Reconvene on Monday, 20 March 2017 at 8.30am
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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, 16 MARCH 2017
AT 9.00AM AND RECONVENED ON MONDAY, 20 MARCH 2017 AT 8.30AM
PRESENT:
Councillor Kerr (Chair)
Councillors Lyons, Nixon, Redstone and Watkins (Deputy
Chair).
Group Manager: Asset Management, Mr C Thew
ALSO PRESENT:
Executive Advisor/Manager: Office of the Chief Executive
(Mr M Maguire)
Wastewater Manager (Mr D James)
Project Manager – HDC/MWH Alliance (Mr N Cottier)
Committee Secretary (Mrs C Hunt)
APOLOGY
An apology from the Chief Executive as noted on 16 March 2017.
Councillors Redstone and Nixon were present but would abstain from voting
as they were not present on 16 March 2017.
5.
CON2017015 EASTERN INTERCEPTOR & OMAHU ROAD TRUNK SEWER
CONDITION INVESTIGATION - TENDER RECOMMENDATION (contd)
(Document 17/229)
On Thursday, 16 March 2017 an email (CG-14-17-00018) was circulated to
members of the Tenders Subcommittee with the additional information
regarding the methodology.
The Wastewater Manager, Mr James clarified that once the lowest price was
determined the tender was then assessed for conformance against the nonprice attributes. If the lowest tendered price was conforming then no further
evaluation of other tenders was undertaken.
Davies Waste who had the lowest tendered price of $145,890 had been
contacted and advised that there was an error in their schedule and were
given the opportunity to withdraw their tender. They confirmed the tendered
price of $145,890.
Officers were satisfied that Davies Waste could successfully complete the
contract for the Tendered Sum.
Councillor Lyons/Councillor Watkins
A)
That the report of Project Manager HDC/MWH Alliance titled
“CON2017015 Eastern Interceptor & Omahu Road Trunk Sewer
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Condition Investigation - Tender Recommendation” dated 16
March 2017 be received.
B)
That the tender from Davies Waste for Contract No. CON2017015 –
Eastern Interceptor & Omahu Road Trunk Sewer Condition
Investigation in the sum of $145,890.00 plus $21,883.50 GST,
totalling $167,773.50 be approved.
CARRIED
Note: Councillors Redstone and Nixon abstained from voting
6.
ADDITIONAL BUSINESS ITEMS
There were no additional business items.
7.
EXTRAORDINARY BUSINESS ITEMS
There were no extraordinary business items.
The meeting closed at 8.45am
Confirmed:
Chairman:
Date: