Infrastructure Committee
Notice of Meeting
A meeting of the Infrastructure Committee will be held in the Council Chamber, Forum North,
Whangarei on:
Thursday
9 February 2017
10.30am
Committee
Councillor G M Martin (Chairperson)
Her Worship the Mayor Sheryl Mai
Cr Stu Bell
Cr Crichton Christie
Cr Vince Cocurullo
Cr Tricia Cutforth
Cr Shelley Deeming
Cr Sue Glen
Cr Jayne Golightly
Cr Phil Halse
Cr Cherry Hermon
Cr Greg Innes
Cr Sharon Morgan
Cr Anna Murphy
Infrastructure Committee – Terms of Reference
Membership
Chairperson:
Councillor Greg Martin
Members:
Her Worship the Mayor Sheryl Mai
Councillors Stu Bell, Crichton Christie, Vince Cocurullo, Tricia
Cutforth, Shelley Deeming, Sue Glen, Jayne Golightly, Phil Halse,
Cherry Hermon, Greg Innes, Sharon Morgan, Anna Murphy
Meetings:
Monthly
Quorum:
7
Purpose
To oversee the management of council’s infrastructural assets, utility services and public
facilities.
Key responsibilities include:
•
Services including the provision and maintenance of:
- Infrastructure projects and support
- Infrastructure project co ordination
- Transportation
- Waste and Drainage
- Water
- Parks and Reserves.
•
Shared Services – investigate opportunities for Shared Services for
recommendation to council.
Delegations
(i)
All powers necessary to perform the committee’s responsibilities, including, but
not limited to:
(a)
the approval of expenditure of less than $10 million plus GST.
(b)
approval of a submission to an external body.
(c)
establishment of working parties or steering groups.
(d)
power to establish subcommittees and to delegate their powers to that
subcommittee.
(e)
the power to adopt the Special Consultative Procedure provided for in
Section 83 to 88 of the LGA in respect of matters under its jurisdiction (this
allows for setting of fees and bylaw making processes up to but not
including adoption).
(f)
the power to delegate any of its powers to any joint committee established
for any relevant purpose under clause 32, Schedule 7 of the Local
Government Act 2002
INDEX
Item No
Page No
1.
Election of Deputy Chairperson................................................................................ 1
2.
Operational Update Report ...................................................................................... 5
3.
Contracts Approved Under Delegated Authority ......................................................18
4.
Temporary Road Closure – 2017 International Rally of Whangarei .........................37
PUBLIC EXCLUDED
1.
Page No
Airport ...................................................................................................................... 1
Local Government Act 2002 Amendment Act 2012 – Decision Making
Full consideration has been given to the provisions of the Local Government Act 2002 Amendment Act 2012 in relation to
decision making and in particular the current and future needs of communities for good quality local infrastructure, local
public services and performance of regulatory functions in a way that is most cost effective for households and businesses.
Consideration has also been given to social, economic and cultural interests and the need to maintain and enhance the
quality of the environment in taking a sustainable development approach.
Recommendations contained in this agenda may not be the final decisions.
Please refer to the minutes for resolutions.
1
1.
Election of Deputy Chairperson – Infrastructure
Committee
Reporting officer:
Date of meeting:
1
C Brindle (Senior Meeting Coordinator)
9 February 2017
Purpose
To explain the process for the Committee to elect a Deputy Chairperson.
2
Recommendation/s
Voting system
That the committee proceeds to elect a Deputy Chairperson using either:
(a)
Voting system A (election by the majority of members)
Or
Voting system B (election by the greatest number of votes).
b)
agrees that in the event of a tie the candidate to be elected shall be resolved by lot as
described in section 3.3 of the report.
Election result
That Councillor is elected Deputy Chairperson of the Infrastructure Committee.
3
Background
At the Council meeting on 15 December 2016 when the committee structure and
membership for the 2016 – 2019 triennium was determined, it was stated that each
Committee at its first meeting, would be required to elect a deputy chairperson.
The Committee must adopt a voting system for the election of the deputy chair. The
Committee is required to select a voting system even if it is likely that only one candidate will
be nominated for the role.
Infrastructure Committee
9 February 2017
2
The Local Government Act 2002 outlines two voting system options:
a) Election by the majority of members present and voting (System A), or
b) Election by receiving a greater number of votes than any other candidate (System B).
3.1
Characteristics of election by majority (voting system A)
•
There is a first round of voting for all candidates.
•
If no candidate is elected in that round there is a second round of voting from which the
candidate with the fewest votes in the first round is excluded.
•
If no candidate is successful in the second round there is a third, and so on. Each time
the candidate with the fewest votes in the previous round is excluded.
•
If, in any round two or more candidates tie for the lowest number of votes, the person
excluded from the next round is resolved by lot.
3.2
Characteristics of election by greatest number of votes (voting system B)
•
A person is elected if they receive more votes than any other candidate.
•
There is only one round of voting.
•
If two or more candidates tie for the most votes, the tie is resolved by lot.
3.3
Determining by ‘lot’ where there is a tie
Both voting systems require a resolution by ‘lot’ if two candidates receive an equal number of
votes. The most common procedure is for the names of the candidates with the same
number of votes to be placed in a container and the name of the person drawn out by an
independent person is deemed the winner.
3.4
Election of deputy chair – practical application
The Committee must first determine by resolution, which system of voting it will use, System
A or System B.
Nominations for the position of Deputy Chairperson are called for.
If there is only one candidate the Committee may resolve that person be elected.
If there is more than one candidate the Committee must then put the matter to a vote
according to the system it has adopted. The Committee members are then asked to vote on
each candidate.
Infrastructure Committee
9 February 2017
3
4
Significance and engagement
The decisions or matters of this Agenda are considered procedural and do not trigger the
significance criteria outlined in Council’s Significance and Engagement Policy, and the public
will be informed via agenda publication on council’s website.
5
Attachment
Cl. 25 Schedule 7, LGA 2002 - Voting system for chairs, deputy mayors and committee
chairs
Infrastructure Committee
9 February 2017
4
ATTACHMENT 1
5
2
Operations Report
Reporting officer:
Simon Weston (Group Manager Infrastructure and Services)
Date of meeting:
09 February 2017
1
Purpose
To provide a brief overview of work occurring in the current financial year across services
that the Infrastructure Committee is responsible for.
2
Recommendation
That the Infrastructure Committee:
a)
3
Notes the Infrastructure operations report.
Background
In December 2016 Council adopted committee terms of reference for the 2016-2019
triennium, with the purpose of the Infrastructure Committee being to ‘oversee the
management of Council’s infrastructural assets, utility services and public facilities’.
The Local Government elections in late 2016 and consequent re-establishment of a
committee structure has meant that we have not been reporting to Councillors as often as
normal. This report provides the opportunity to update Councillors on recent developments
and brief new Councillors about current activity.
This report provides the Committee with a brief summary of the operational highlights from
these services for the first half of the current financial year, along with key activities planned
for the remainder of the year.
4
Significance and engagement
The decisions or matters of this report do not trigger the significance criteria outlined in
Council’s Significance and Engagement Policy, and the public will be informed via report
publication.
5
Attachments
Infrastructure Operations Report
Infrastructure Committee
09 February 2017
6
ATTACHMENT 1
Operational Report – Infrastructure
Infrastructure Projects
Whau Valley Water Treatment Plant
The new Whau Valley Water Treatment Plant is being managed by the Infrastructure
Projects and Support team, and is currently their largest project. The concept design
is underway and further pilot trials are planned to start in February 2017. Once the
water treatment process has been selected, the preliminary design will be prepared
and developed into detailed design.
We have already obtained resource consents for the new Whau Valley Water
Treatment Plant without any appeals.
Carpark to Park
Carpark to Park involves turning the area bounded by Dent Street and Riverside
Drive into a destination park. Initial scoping works on the project started at the
beginning of the financial year and the concept design is currently being developed
into a preliminary design.
H&H Slipway
The H&H Slipway project will create a new pocket park at the old H&H site on Port
Road (opposite the Warehouse). The park will connect to the Hatea Loop next to the
Kotuitui Whitinga foot bridge. The existing building was demolished late last year and
construction of the park is planned to commence early 2017.
7
Pohe Island Development
The development of Pohe Island is a key project, with funding spread over a number
of years. A concept/landscape design for the development of paths, cycle ways and
carparks was completed before Christmas and the team are currently working
through matters required to progress to detailed design. Works are planned to
commence in May 2017.
Otaika Sports Park
Another key project spread over multiple years is the development of the Otaika
Sports Park in order to meet future sports field requirements. Consultation with hapu
was undertaken during the latter part of 2016, resulting in full hapu support for the
proposal. For the remainder of this financial year works planned include the
installation of fencing, a new watermain and initial earthworks.
Kensington Cricket Pavilion
The Kensington Cricket Pavilion has received major repairs. Works included
replacement of weatherboard, replacement of the roof over the annex, new windows,
replacement of decking/stairs and a new coat of paint. The majority of the works are
now completed.
Pontoon Repair and Replacement
Major works to two pontoons are also on the programme. At Stuart Rd works were
undertaken in the first half of the financial year, with the pontoon reopening before
Christmas. The pontoon on the Waipu River has also been identified for replacement
and construction is planned to be completed in May.
8
Erosion Mitigation
Other key Park’s projects involve mitigating the effects of costal erosion, notably at
Ngunguru (where design is underway for staged replacement of the existing seawall
structure) and Matapouri Bay (where procurement of professional services for
maintenance of sand replenishment will commence in February).
Infrastructure Planning
Shared paths and cycleways and earthworks associated with Otaika Sportsfield
upgrades and Kamo shared path (both of which required NRC consent). Other key
initiatives included managing/negotiating processes for the classification and use of
Council land – notably for the Rauiri local purpose (wetland/drainage) reserve.
The team is also busy providing input to subdivision proposals in order to facilitate
outcomes that meet the needs of developers, Council and the community. Over the
next half of the financial year we will be heavily involved in both the review of the
Environmental Engineering Standards and Policy and Monitoring’s rolling review of
the District Plan.
Asset Data
The Asset Data team continue to work alongside business owners from Parks, Water
and Waste and Drainage to ensure that asset data meets both asset management
and financial accounting needs. Over the latter half of the last financial year, and the
beginning of this year, the focus was on setting up systems and processes to support
the business in actively managing the information they require to close projects within
the work in progress account (WIP) and have them capitalised from Hansen
Clearing. This resulted in the first ever ‘zero balance’ of Hansen Clearing at the start
of this financial year (by comparison, at the start of 2015/16 there was a $17.2m
balance).
Another key work-stream is the three yearly revaluation of Parks, Waste and
Drainage and Water assets. This process involves review and valuation of over
165,000 asset lines so that they can be attributed a new value as at 30 June 2017.
9
Transport
Mill/Nixon
Stage two of the Mill/Nixon upgrade was substantially completed, and fully open for
the public, by the 20 January this year following a temporary shutdown of works over
the Christmas holiday period. This marks the end of a three year, $10m, project
which included the upgrade of the Mill Rd and Kamo Rd intersections and the four
laning of Nixon St. Works completed after Christmas consisted mainly of the
hotmixing for the final pavement surface. This was completed as night works over the
week leading up to 20 January 2017 in order to minimise the impact on traffic flows.
Kamo Road
The programme of upgrade works completed on Kamo Rd over the last couple of
years including the 1.2 Km of hotmixing was completed through the Kamo Village in
November. A further 700m between Kensington Ave and Manse St was completed in
December. The final 500m section of this route to be reconditioned is from Grey St to
Manse St. This will be completed this year meaning the Bank St/Kamo Rd route will
have been totally reconditioned over the last couple of years, from the Grand Hotel to
Kamo village, improving both the efficiency and appearance of this major arterial
through the City.
10
Pavement Rehabilitation
Other major Capital works in progress across the District include pavement
rehabilitations on Abbey Caves and Apotu Rds, Kokopu and Pipiwai Rds, and on
Tutukaka Block Rd (which also includes the repair of some significant slip sites from
last year’s flood damage works).
Bridge Repair
Tenders for bridge repair works are currently being called for at Cherry Rd, Knight
Rd, Doctors Hill Rd, Thompson Rd and Old Tokatoka Rd. Sixteen bridge piles were
replaced on the Whananaki footbridge during December, prior to the Christmas
holiday period. A further 30 piles are due to be replaced over the next couple of
months. This will be an ongoing programme of works on this bridge as existing piles
come to the end of their useful lives.
Kamo Cycle Way
Tenders for the construction of stage one of the Kamo Cycleway are currently being
called for and will close on the 17 February. This stage covers the construction of the
proposed new shared path cycleway from Rust Ave to Cross St, and includes the
upgrading of road crossings and crossings of the railway line. The route of the shared
path follows the railway line, mostly on railway land. Significant negotiations have
been undertaken with New Zealand Rail over the last 12 months to gain permission
and agree safety standards and construction requirements. Stage two of the Kamo
project, which runs from Cross St to Kensington Ave, will be put out to tender later in
the year.
Reseal Programme
The main focus of the maintenance activities in the first half of this financial year has
been on completing pre-reseal repairs for the reseal programme. This covers
pavement, drainage and concrete works mainly in the City area. 80% of the 115Km
annual reseal programme has been completed so far this year. The remainder of the
reseal works are programmed over the next month or so.
11
Waste and Drainage
Waipu Upgrade
Last year saw the completion of a major pipe upgrade in Waipu, along with
improvements to cater for a growing population and replace aging pipes.
New Generator
A generator was also installed to convert methane gas, generated from the sewage
treatment process, into electricity. This work, which was subsidised by the Energy
Efficiency and Conservation Authority, should save Council over $60,000 per year in
electricity charges.
Coming Up
Upcoming projects include the construction of the last major works to manage
sewage overflows, a 600 m3 tank and treatment system in Tarewa Park.
Design was completed in the first half of this financial year and tenders closed on
28 January 2017. Work is planned to commence in March and will take
approximately six months.
Also in the ‘pipeline’ are new pipes and pump stations in Hikurangi. These will
replace the existing 60-year-old pipes and in doing so will reduce the amount of
stormwater getting into the sewer network.
We will also retender the wastewater services contract at the end the year. This is a
major contract for Council.
12
Stormwater
Over the past few months contractors have put cameras through pipelines and
measuring pipe condition to more accurately assess when they need to be replaced.
We have also been looking at stormwater requirements in Morningside, an area of
town with very little formal stormwater network. This work will help to provide Council
with potential projects for consideration through the 2018-28 Long Term Plan
process.
Waste Management Strategy
The team have been working on the waste management strategy, a major piece of
work that will set the direction for how we collect and dispose of rubbish and manage
recycling for the next decade. This work has included Council workshops in order to
gain a broad understanding of the issues and options in preparation for public
consultation.
Pohe Island Gas Management
Another area of work has involved looking at the gas being generated by the Old
Pohe Island landfill to ensure that future uses are compatible with the site. No
physical works are planned to manage the gas, as its generation is slow and
diffused, however management plans will minimise any risk.
Hikurangi Flood Scheme
Council has been working alongside Ngai Kaitiaki o Wai Maori, Fonterra and the
Department of Conservation to improve the environment in flood management areas.
In the first half of this financial year new wetlands were built, streams fenced off and
eel gates put in the pump stations to improve fish passage.
Over the remainder of the year work will continue to maintain the operation of the
flood scheme. Council will also continue working with the farmer liaison group, and
key stakeholders, to identify future plans to be considered through the 2018-28 Long
Term Plan process.
13
Public Toilets
Over the remainder of this year the team will build on toilets already installed at the
loop walkway, Tikipunga Park and at Mangakahia sports fields with new facilities for
Ruakaka Skate Park and the Parihaka lookout. Maunu Cemetery toilets will also be
upgraded.
Laboratory
In addition to our regular WDC work, the laboratory is currently doing bathing water
testing for NRC, which has followed on from dairy farm effluent testing. The flexible
staffing system of the laboratory allows peaks and troughs in workloads to be
managed while still providing reliable services to its core customers.
Water Services
Water Main Replacements
One of the highlights from first six months of the financial year was the Hunt Street
watermain replacement. This was completed successfully resulting in increased fire
flows and positive feedback from customers regarding the contractor’s performance.
The existing watermain along Rathbone Street burst again this year prompting a
decision to replace it without delay. The replacement was scheduled to align to
Roading’s resurfacing work along the same section of road. Works have started on
site and are expected to be completed by the end of January.
New Water Meters
The contract for the replacement of approximately 1,000 old water meters was
awarded and started in September 2016. The meters requiring replacement are all
over 20 years old and are spread throughout the District. Completion is expected
towards the end of March 2017.
14
Rainfall and Water Sources
In spite of lower than average rainfall since March 2016 dam levels remain
healthy. Normally by November we would be supplementing Whau Valley Dam
water with water from the Hatea River. However, that was not necessary this year as
both Whau Valley and Wilsons dams are only now beginning to drop. If rainfall
remains low they are expected to continue to drop at around 10% per month until the
winter rains arrive. At the start of January Whau Valley was 83% full and Wilsons
was at 89% which is not a bad result for this time of year. Our neighbouring Districts
aren’t as fortunate however and we are assisting them where we can.
Parks
Several Sense of Place programmes are in place with projects being delivered this
year and beyond. The Hatea Loop and river walkways are extremely popular and
there is a programme, which has been informed by user feedback, to further develop
and enhance the Loop. Other key sense of place projects include; extension of the
shared path network along the Waiarohia stream, development of the former H&H
Slipway and the Carpark to Park project. Public art is also being installed to add
interest to visited locations.
Community engagement continues with Policy and Monitoring undertaking ‘Themed
Communities’ work in Otangarei, Kamo and Hikurangi. This is resulting in various
community supported/driven projects to enhance ‘pride of place’ in these areas. It is
also strengthening the relationships between Council and those communities.
Playgrounds and Skateparks
Council has 35 playgrounds throughout the District, these provide excellent
development and socialisation opportunities for the very young through to teenagers.
15
This year playgrounds in Raumanga, Kamo and Morningside are being replaced. The
way we do this is a little different, involving input and engagement from local schools.
In addition, new skateparks and parks are being installed by non-council groups who
are keen to fundraise for their areas.
Laurie Hall park continues to build on the success of the War Memorial, with the
park’s gardens, paths and lights all being renewed. The end result will be a central
city park that feels safer and is an inner city visitor destination.
As well as this work the Botanica and the Fernery facilities continue to run monthly
displays with visitor numbers increasing year on year.
16
Tracks and Sports Parks
For keen hikers and runners our natural area tracks network is undergoing a
thorough renewal. A recent highlight is the newly completed Quarry Arts to Quarry
Gardens walk, an old track which has been given a new lease of life to enhance
connections between these facilities. Further tracks in the Coronation Reserve are
due for renewal in the next few years along with those in Parihaka and AH Reed.
Pohe Island is planned to be the city’s premier large open space under the William
Fraser Memorial Park on Pohe Island Management Plan and development of
infrastructure to support the site is ongoing. Carparks, access points, connected
shared path networks, toilets, mobile vendor sites, water access jetties and learn to
ride facilities are all planned for the next few years.
There are also a number of exciting sportsfield projects underway.
At Otaika, new sportsfields are being commissioned to replace existing fields and at
HoraHora two fields have been renewed.
When combined with the sand fields at Pohe Island and Springs Flat, good progress
is being made in building sportsfield capacity.
17
Coastal Structures
The coastal structures which Council maintains are inspected under a regular
programme and renewed according to their condition. In the last year several new
walls have been completed (notably at Whangarei Heads and Whananaki) and
further staged renewals are underway at Matapouri and Ngunguru. The erosion
situation at Sandy Bay also has a solution being worked through the consenting
processes.
Cemetery and Crematorium
Significant progress has been made at the cemetery this year with the carpark
project doubling the number of crematorium carparks. In addition, the new Family
Burials Area will provide for those families wanting to purchase large blocks of sites
and erect larger memorials for their families.
Partnerships
Parks are highly dependent upon strong partnerships with, and linkages to, the
community. Sport Northland continues to support the provision of the Swimming
Pools and Kensington Stadium, as well as helping plan for the major facilities
required over the long term. Our conservation partners at FOMLI, Pukenui Trust,
Quarry Gardens and all the small land care groups continue to achieve remarkable
results.
Future Planning
A key strategic piece of work is the review of Open Space in support of the Open
Space Plan Change. Amongst other things this work considers the type of land we
hold, whether we have enough and future requirements. As a result, it will provide a
valuable platform for both future planning and decisions around land acquisition,
disposal and investment.
18
3.
Contracts Approved Under Delegated Authority
Reporting officer:
Simon Weston (Group Manager Infrastructure and Services)
Date of meeting:
9 February 2017
1
Purpose
For the Infrastructure Committee to note Infrastructure and Services contracts awarded
under Chief Executive and Group Manager delegated authority.
2
Recommendation
That the Infrastructure Committee note the contracts awarded under Chief Executive and Group
Manager delegated authority.
3
Background
Table 1 (below) records Infrastructure and Services contracts awarded under Chief
Executive and Group Manager delegated authority. Attachment 1 provides a summary of the
award process for each contract and a brief description of the works being undertaken.
Table 1: Infrastructure and Services Contracts Awarded Under Delegated Authority
2.0 Waste
CON12038
Variation: Waste Minimisation Education
2.0 Waste
CON15086
Variation: Marsden City Manhole Replacement - 2016
2.0 Waste
CON16057
Supply of UV Disinfection Equipment for Tarewa Storage Tank
2.0 Waste
CON16061
Whangarei WWTP Septage Bay and Driveway Extension
3.0 Water
CON16048
Meter Replacements 2016/2017
3.0 Water
CON16077
Rathbone Street Watermain Replacement
3.0 Water
CON16082
Supply of Chemicals for Water Treatment
4.0 Roading
CON14059
Variation: Otaika Road to Forum North Cycle Way
4.0 Roading
CON15084
Variation: General Bridge Repairs 2015/2016
4.0 Roading
CON16002
Kamo Road (Village) Pavement Rehabilitation
4.0 Roading
CON16023
Abbey Caves Road and Apotu Road Pavement Rehabilitations
4.0 Roading
CON16024
Pipiwai Road and Kokopu Road Pavement Rehabilitations
4.0 Roading
CON16026
Tutukaka Block Road Pavement Rehabilitation and Slip Repairs
4.0 Roading
CON16028
Scour Protection Works – 2016/17
4.0 Roading
CON16031
Cherry Road Bridge No. 271 Deck Replacement – 2016/17
Infrastructure Committee
9 February 2017
19
4
4.0 Roading
CON16063
Minor Road Safety Works Construction – 2016/17 – Traffic
Calming
5.0 Parks
CON15032
Variation: William Fraser Parks Sports Field Lighting –
Separable Portion 2 Hatea Loop Lighting Pohe Island
5.0 Parks
CON15051
Kensington Park Cricket Pavilion WOF – Variation One
5.0 Parks
CON15051
Kensington Park Cricket Pavilion WOF – Variation Two
5.0 Parks
CON16022
Variation: H&H Building Demolition
5.0 Parks
CON16037
Stuart Road Pontoon Renewal – McLeods Bay
5.0 Parks
CON16051
Pohe Island Road Termination
5.0 Parks
CON15061
Hatea Loop Jetty Refurbishment
6.0 Major
Projects
CON15028
Variation: Professional Services Airport Location Options Study
Significance and engagement
The decisions or matters of this Agenda do not trigger the significance criteria outlined in
Council’s Significance and Engagement Policy, and the public will be informed via Agenda
publication on the website.
5
Attachments
1. Summary of Contracts Approved Under Delegated Authority
Infrastructure Committee
9 February 2017
20
ATTACHMENT 1
1.0 Summary of Contracts Approved Under Delegated Authority
This attachment provides a brief summary of the award process and works being undertaken for
Infrastructure and Services contracts awarded under Chief Executive and Group Manager
delegated authority.
2.0 Waste
CON12038
Extension – Waste Minimisation Education
Background
Community Business and Environment Centre (CBEC) EcoSolutions provides a broad range of
environmental initiatives in the areas of waste, water and energy. CBEC EcoSolutions has
professionally delivered waste minimisation and environmental education contracts for Council on
time and to budget over the last nine years.
In June, an extension to Contract CON12038 was granted while a new Waste Minimisation
Education Programme was developed. While there have been some delays in developing this
programme the information is now available for incorporating into tender documents. An extension
to CON12038, for a further four months, is requested until the programme can be tendered and let.
The contract amount is for $152,641.63 and has a remaining balance of $3,004.54. Based on the
annual costs for 2015/2016 of $43,945.61, an additional $11,700 will be sufficient to cover costs up
until 1 February 2017 by which time the tender process will have been completed. The programme
is funded through existing budgets.
Chief Executive Approval
That CON12038 be extended by $11,700. This increases the contract value to $164,341.63 (one
hundred and sixty four thousand, three hundred and forty one dollars and sixty three cents)
excluding GST.
CON15086
Summary
Variation – Marsden City Manhole Replacement - 2016
The original value of this Contract was $860,706.94 which included a Contingency Sum of
$50,000. On the 25th of August 2016 a variation was granted to increase the contract value to
$960,706.94. However, this variation has been insufficient to deal with the extent of the issues
which have developed as the Contract has progressed and a further increase to the value of this
Contract is sought.
Discussion
The major issues which have contributed to the overspend are:
 Issues with the installation of the PE manholes.
 Damage discovered during manhole exposure.
 Formation of concrete collars around all PE/concrete connections to ensure that the
connection point was robust and sealed. This also required additional pumping of
ground water.
 Discovery of Tomos (voids) requiring additional excavation, backfilling and sealing.
 Installation of stub flanges in the weirs of the PE manholes to allow the stormwater
system to be emptied for future inspections.
 Installation of grates under manhole lids for health & safety reasons.
February 2017
1
21
The forecast final contract sum is $1,002,049.05 which is a further increase of $41,342.11. This
funding has been carried over from the Stormwater Projects line in the LTP for 2014/15.
Chief Executive Approval
That the original contract sum of $960,706.94 be further increased by $41,342.11 to $1,002,049.05
(one million, two thousand and forty nine dollars and five cents) excluding GST.
CON16057
Introduction
Supply of UV Disinfection Equipment for Tarewa Park Storage Tank
Contract 16057 is for the procurement of UV disinfection equipment, which will be free issued to
the contractor for Tarewa Park Storage Tank physical works. The storage tank is one of the last
major projects for the Whangarei City Waste Water Service Level Improvements works.
Tenders Received
The contract was for purchase of proprietary specialist equipment. Tenders were sought on a
performance basis and evaluated using a technical specialist who undertook a cost/benefit options
assessment. An engineer’s estimate is not practical in this case and price tension is provided by
getting competing tenders.
Tenders were invited from selected suppliers of UV disinfection equipment in New Zealand and
received through Tenderlink. Tender prices were as follows:
Tenders
Filtration Technology Ltd
(Trojan UV)
Xylem Water Solutions New
Zealand Ltd (Wedeco UV)
Tender Price
$399,758.93
$389,068.00
Adjusted Tender
Price*
$395,251.80
$390,568.00
Evaluation Adjusted
Price**
$395,251.80
$420,568.00
* Adjusted tender price taking into account priced exclusions/tags.
** Tender evaluation adjustment for whole life and capital cost of equipment and exclusions/tags.
Evaluation Method
Tenders have been evaluated in accordance with Council’s Tender and Purchasing Policy and the
following Conditions of Tendering:



Whole of life and capital cost of equipment.
Cost of associated civil, mechanical and electrical work outside the scope of supply.
Track record of the supplier’s quality of service, including follow-up service.
Each tender was prepared as a contract for the Supply of Equipment without Installation, in
accordance with the provisions of AS/NZS4911:2003.
Tender Evaluation Summary
While the adjusted tender for $390,568, received from Xylem Water Solutions New Zealand Ltd,
was the lower tender price it represents a higher estimated cost after adjustment for whole life and
capital cost of equipment and exclusions/tags ($25,316 higher).
However, based on the technical evaluation the tender from Xylem represents a lower risk related
to UV dose delivery and achieving the required disinfection. It was considered that this benefit
outweighs the additional cost of $25,316 compared with Filtration Technology’s offer.
February 2017
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Financial
The UV equipment will be purchased under LTP indicator 00074 - Wastewater City Service Level
Improvements, Project Number PJ00136 (Tarewa Park Storage Tank). The 2016/17 budget
allocation for the four Tarewa wastewater upgrade related projects is as follows:




PJ00136 - Tarewa Park Storage Tank (including UV equipment) - $2.485 million.
PJ00256 - Tarewa Park Trunk Sewer Stage 1 (complete) - $100,000.
PJ00257 - Tarewa Park Trunk Sewer Upgrade Stage 2 (SH1 crossing) - $250,000.
PJ00249 -Tarewa Road - Jubilee Park Sewer diversion - $200,000.
Chief Executive Approval
That CON16057 be awarded to Xylem Water Solutions New Zealand Ltd for the adjusted tender
sum of $390,568 (three hundred and ninety thousand, five hundred and sixty eight dollars)
excluding GST.
CON16061
Introduction
Whangarei WWTP Septage Bay and Driveway Extension
This principle purpose of this project is to provide a safer and easier access to the WWTP Septage
bay and a safe, maintenance free turn around area for septage trucks and trailers.
Evaluation Method
Tenders have been evaluated in accordance with the Conditions of Tendering stated in the tender
documents. The tender evaluation method is “Physical Works - Lowest Price Conforming”, in
general accordance with Whangarei District Council’s Procurement Policy and Procedures.
Three contractors submitted tenders:
Tenders
Amount
Barfoote Construction
Broad Spectrum
$200,000.00
$208,243.44
Steve Bowling Contractors
$210,319.70
Engineers Estimate
$218,790.00
Tenderers non price attributes were evaluated to ensure that the information provided conformed
with the RFT.
Financial
The Whangarei WWTP Septage Bay & Driveway Extension is funded from Treatment Plant
Upgrades – with a budget of $606,000 (15/25 LTP). There are sufficient funds within this budget to
undertake CON16061.
Infrastructure and Services Group Manager Approval
That CON16061 be awarded to Barfoote Construction for the tendered sum of $200,000 (two
hundred thousand dollars) excluding GST.
February 2017
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3.0 Water
Background
CON16048
Meter Replacements 2016/2017
CON16048 forms part of the programmed renewals of customer water meters in the water
distribution system. This contract is for the replacement of one thousand smaller diameter (12mm 20mm) water meters that are beyond their useful life expectancy. In addition, new non-testable
dual check valves will be installed directly after the replacement meter, on the consumers’ side.
Contract Tender
The contract was publically advertised and closed on 18 August 2016. Three tenders were
received:
Tenders
Amount
The Watertight Company
Downer New Zealand
DataCol
Engineers Estimate
$313,107.00
$349,804.71
Non-conforming tender: no Form of Tender or
price submitted
The tender evaluation method was lowest price conforming.
$ 359,484.70
The Watertight Company have an existing relationship with Council as a licensed water supply
contractor who have successfully undertaken a past water meter replacement (CON12045). In
addition, The Watertight Company are currently replacing the water main on Hunt Street
(CON16006).
The Watertight Company’s tender was the lowest price. The engineer’s estimate was based on
tendered rates from previous contracts of a similar nature.
Financial
The budget for water meter renewals for this financial year is $359,000. The Watertight Company’s
tender was the lowest price. The engineer’s estimate was based on tendered rates from previous
contracts of a similar nature
Chief Executive Approval
That CON16048 be awarded to The Watertight Company Limited for the tendered sum of
$313,107 (three hundred and thirteen thousand, one hundred and seven dollars) excluding GST.
CON16077
Background
Rathbone Street Watermain Replacement
The existing Rathbone Street AC watermain is old and has had numerous breaks. The
replacement of this main is necessary to avoid ongoing supply interruptions and costly mains
repair work.
A road re-surfacing project is programmed for late summer 2017. Water Services see this as an
opportunity to replace the main prior to the re-surfacing work in order to minimise disruption to local
businesses.
Contract Tender
The contract was publically advertised and closed on 9 December 2016. One tender was received
as follows:
February 2017
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24
Tender
Amount
Downer New Zealand Limited
Engineers Estimate
$168,446.17
$210,356.38
The tender evaluation method was lowest price conforming. The Downer New Zealand tender was
found to be conforming. Downer are Council’s water maintenance contractor and have previously
successfully completed numerous Watermain replacements for Council.
Financial
The lowest tender is 20% lower than the Engineers estimate. Within this year’s budget there is
$250,000 left in PJ 00115 CX Reticulation Renewals which will cover the cost of this work. The
work will start and finish in January 2017.
Infrastructure and Services Group Manager Approval
That CON16077 be awarded to Downer New Zealand Limited for the tendered sum of $168,446.17
(one hundred and sixty eight thousand, four hundred and forty six dollars and seventeen cents)
excluding GST.
CON16082
Purpose
Supply of Chemicals for Water Treatment
To award a contract for the supply of water treatment plant chemicals to Ixom Ltd for a period of
three years.
Background
Since the merger of Fernz Chemicals with ICI, and the formation of Orica Chemicals, there has
been limited number of suppliers of water treatment chemicals in New Zealand and Orica have
been supplying Council. Orica have recently sold the chemical supply branch of the business and
Ixom Ltd was created. Ixom Ltd retained many of Orica’s staff and resources.
Discussion
Ixom were the only supplier to respond to the Expressions of Interest for water supply chemicals
which was publically advertised earlier in the year. Ixom Ltd provide chemicals to the majority of
water suppliers around the country including Watercare in Auckland and all councils in Northland.
Since the closure of the expressions of interest Water Services have been negotiating a new
chemical supply contract with Ixom Ltd.
The estimated cost of the chemicals covered in this contract is $600,000 per year. The budget for
chemicals for this year is $700,000 although this also includes the cost of Miex resin and salt for
the Ruakaka water treatment plant. Actual chemical usage is dependent on demand which in turn
is heavily influenced by weather patterns.
No other chemical supply companies responded to the expressions of interest request and staff
are not aware of any other significant suppliers in this market.
Chief Executive Approval
That CON16082 be awarded to Ixom Ltd for the value of $1,800,000 (one million and eight
hundred thousand dollars) excluding GST.
February 2017
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4.0 Roading
CON14059
Variation – Otaika Road to Forum North Cycle Way
Purpose
Approval is sought to increase the original contract price to $293,800.79.
Discussion
This contract is for the Otaika Road (SH1) to Forum North cycleway, which is a significant length of
the nearly complete Raumanga Shared Path route. It was awarded to North Harbour Paving Ltd.
The original contract amount was $267,762.20. In August 2015 an increase in contract value to
$290,000 was approved. This was to cover increased costs associated with changing the footpath
width from 2.5m to 3.0m. At the time Liquidated Damages of $12,500 were applied due to late
completion of works by Contractor. The total value of works completed was $297,800.79, with the
Liquidated Damages reducing the effective contract value down to $285,300.79.
Through recent negotiations with the Contractor Roading have agreed to reduce the Liquidated
Damages amount to $3,800.79, which has increased the effective contract value up to
$293,800.79.
A breakdown of the additional costs is provided in the following table:
Item
1.
2.
Variation
Approved variation (August 2015)
Reduction in Liquidated Damages
Chief Executive Approval
Amount
$22,237.80
$3,800.79
That the total amount of CON14059 be increased by $3,800.79 from $290,000 to $293,800.79 (two
hundred ninety three thousand eight hundred dollars and seventy nine cents) excluding GST.
CON15084
Introduction
Variation - General Bridge Repairs 2015/16
Contract 15084 is for general bridge maintenance works on over 70 bridges in the network, as well
as major bridge repairs on a number of bridges in the network.
Contract Tender
This contract was approved for award by the Chief Executive to Steve Bowling Contracting Ltd on
21 January 2016 for $409,855.70. All works were completed by 30 June 2016.
Following recent annual bridge inspections, two bridges have been identified as requiring
immediate repairs, Whananaki footbridge and the Lower Tarewa bridge.
Opus have identified that 16 piles should be replaced on the Whananaki footbridge before the
holiday period. The Lower Tarewa bridge had one of its concrete parapet walls damaged following
a crash and again these repair works are recommended to be completed as soon as possible.
Increased Contract Value
The following prices were received from Steve Bowling Contracting Ltd as a variation to contract
15084:
1.
2.
$33,353 to replace 16 timber piles along the Whananaki footbridge.
$8,375 to replace the parapet wall at the Lower Tarewa bridge.
February 2017
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For works at Whananaki Opus (the Engineers) compared the price against previous rates for piling
as well as applicable rates within CON15084. It was determined that their price was in keeping
these rates.
At Tarewa the works were compared with an order of costs provided by the insurers of the driver
and it is intended to recover the expenditure.
Both prices were deemed as appropriate and the increased contract value can be budgeted from
the 2016/17 minor improvements works category.
Chief Executive Approval
That CON15084 be increased by $41,728 to $451,583.70 (four hundred and fifty one thousand,
five hundred and eighty three dollars and seventy cents) excluding GST.
CON16002
Kamo Road (Village) Pavement Rehabilitation
Supplier Selection Method
A price was requested from Opus International Consultants on 5 February 2016 to undertake the
stage 1 professional services for the Kamo Road (village) pavement rehabilitation. Stage 1
professional services are for the investigation, survey and preliminary design of a 1.2km urban
rehab through Kamo village.
Direct appointment was used as a supplier selection method due to the requirement of local
specialised skills for this urban rehab, as well as the current market workloads of other potential
consultants (on NZTA major projects). This is in accordance with the NZTA Roading Procurement
Strategy.
Tenders
Amount
Opus International Consultants
$52,967.36
Engineers Estimate
$53,000.00
The price submitted by Opus International Consultants is within 1% of the Engineer’s estimate and
is in keeping with tendered rates for investigation and survey for urban rehabilitations.
Chief Executive Approval
That the tender for professional services for the Kamo Road (village) pavement rehabilitation be
awarded to Opus International Consultants for the sum of $52,967.36 (fifty two thousand, nine
hundred and sixty seven dollars and thirty six cents) excluding GST.
CON16023
Background
Abbey Caves Road and Apotu Road Pavement Rehabilitations
CON16023 is for the pavement rehabilitations of 0.9km of Abbey Caves Road and 1.4km of Apotu
Road. The scope includes renewal of the drainage facilities, pavement and surfacing.
Contract Tender
The contract was publically advertised tenderlink and closed on 23 September 2016. Three
tenders were received as follows:
Tenders
Amount
Downer New Zealand Ltd
$1,349,739.23
United Civil Construction Ltd
$1,794,128.26
February 2017
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27
Northland Transport Ltd
Price not opened (attributes failed)
Engineers Estimate
$1,308,936.90
The tender evaluation method was Price Quality Method and in accordance with the New Zealand
Transport Agency Procurement Manual. The tender price from Northland Transport Ltd was not
opened, as their attributes failed on relevant experience and skills.
All remaining tender clarifications were answered to the satisfaction of the tender evaluation team.
An arithmetic check was carried out on the Downer NZ price. No errors were found in the
Tenderers’ Schedule of Prices or Form of Tenders.
The budget for Abbey Caves Road and Apotu Road Pavement Rehabilitation for this financial year
is $1,350,000.
The Downer New Zealand Ltd tender price is 3% more than the engineers estimate and is
considered competitive and appropriate.
Chief Executive Approval
That CON16023 be awarded to Downer New Zealand Ltd for the tendered sum of $1,349,739.23
(one million, three hundred and forty nine thousand, seven hundred and thirty nine dollars and
twenty three cents) excluding GST.
CON16024
Background
Pipiwai Road and Kokopu Road Pavement Rehabilitations
CON16024 is for the pavement rehabilitations of 0.8km of Pipiwai Road and 1.7km of Kokopu
Road. The scope includes renewal of the drainage facilities, pavement and surfacing.
Contract Tender
The contract was publically advertised on tenderlink and closed on 11 November 2016. Four
tenders were received as follows:
Tenders
Amount
Downer New Zealand Ltd
$1,209,421.11
Fulton Hogan Ltd
$1,336,605.23
United Civil Construction Ltd
$1,391,116.05
HEB Construction Ltd
$1,546,274.84
Engineers Estimate
$1,315,075.00
The tender evaluation method was Price Quality Method and in accordance with the NZTA
Procurement Manual.
All tender clarifications were answered to the satisfaction of the tender evaluation team. An
arithmetic check was carried out on the Downer New Zealand Ltd price. No errors were found in
the Tenderers’ Schedule of Prices or Form of Tenders.
The budget for Pipiwai Road and Kokopu Road Pavement Rehabilitation for this financial year is
$1,300,000.
The Engineer’s Estimate was $1,315,075. The Downer New Zealand Ltd tender price at
$1,209,421.11 was 92% of the Engineer’s Estimate and is considered competitive and appropriate.
February 2017
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Chief Executive Approval
That CON16024 be awarded to Downer New Zealand Ltd for the tendered sum of $1,209,421.11
(one million, two hundred and nine thousand, four hundred and twenty one dollars and eleven
cents) excluding GST.
CON16026
Background
Tutukaka Block Road Pavement Rehabilitation and Slip Repairs
CON16026 is for the pavement rehabilitation of 2.8km of Tutukaka Block Road and slips repairs
along the road.
Contract Tender
The contract was publically advertised on tenderlink and closed on 30 September 2016. No
tenders were received on Tenderlink.
A subsequent proposal was received by email on 30 September 2016, from United Civil
Construction Ltd.
After consultation with the tender evaluation team, and local contractors, it was recommended that
approval be sought from Council to allow the United Civil tender to be evaluated as a single tender.
In accordance with the NZTA Procurement Manual Approval was provided by Council on 7
October 2016, to allow for evaluation of the United Civil Construction Ltd submission as a sole
tender and negotiate directly with that supplier.
Tenders
Amount
United Civil Construction Ltd
Engineers Estimate
$1,969,940.58
$1,770,625.00
The tender evaluation method was Price Quality Method, in accordance with the NZTA
Procurement Manual.
Stage 1 of the tender evaluation method involved checking that the non-price attributes were in
accordance with the Tender Document. All tender attributes were addressed to the satisfaction of
the tender evaluation team.
Stage 2 of the tender evaluation involved an arithmetic check on the United Civil pricing schedule.
No errors were found in the Tenderer’s Schedule of Prices or Form of Tenders.
Negotiation and Value Engineering
The tender price submitted by United Civil was 11% higher than the Engineer Estimate. As a result
of the price difference, the tender evaluation team engaged in a series of workshops with United
Civil to review their pricing and allocation of risk with the overall aim of achieving better value for
money without impacting on quality.
As a result of these value engineering workshops, United Civil Construction Ltd resubmitted a
tender price on 19 October 2016 of $1,831,381.87.
The savings in their tender sum has come about by a reduction in their rates for most of the
scheduled items, as well as the removal of a number of provisional items which both parties
agreed were not required. The revised tender sum of $1,831,381.87 also includes an allowance of
7% for provisional works, subject to Engineers approval.
The budget for Tutukaka Block Road Pavement Rehabilitation and Slip Repairs works for the
2016/17 financial year is $2,075,000.
The United Civil Construction Ltd revised tender price of $1,831,381.87 is within 3% of the
Engineers Estimate and 12% under the budget and is considered competitive and appropriate.
February 2017
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Chief Executive Approval
That CON16026 be awarded to United Civil Construction Ltd for the tendered sum of
$1,831,381.87 (one million, eight hundred and thirty one thousand, three hundred and eighty one
dollars and eighty seven cents) excluding GST.
CON16028
Evaluation Method
Scour Protection Works – 2016/17
Tenders have been evaluated in accordance with the Conditions of Tendering stated in the tender
documents. The tender evaluation method is Price Quality Method, in accordance with the NZTA
Procurement Manual.
Tenders were received from the following Contractors:
Name of Tenderer
Donovan Enterprises Ltd t/a Hutton and
Amount
Cameron Contractors
$159,957.00
Clements Contractors Ltd
$231,280.67
Broadspectrum (NZ) Ltd
$258,847.98
Fulton Hogan Ltd
$239,881.43
Engineers Estimate
$181,490.00
The lowest tender price received from Hutton and Cameron at $159,957 is 89% of the Engineer’s
estimate. An arithmetic check was carried out on the lowest price received. No errors were found in
the submitted Schedule of Prices. The budget for the Scour Protection Works for 2016/17 is
$200,000.
Infrastructure and Services Group Manager Approval
That CON16028 be awarded to Donovan Enterprises Ltd trading as Hutton and Cameron
Contractors for the sum of $159,957 (one hundred fifty-nine thousand, nine hundred and fiftyseven dollars) excluding GST.
CON16031
Cherry Road Bridge No. 271 Deck Replacement – 2016/17
Evaluation Method
Tenders have been evaluated in accordance with the Conditions of Tendering stated in the tender
documents. The tender evaluation method is Price Quality Method, in accordance with the New
Zealand Transport Agency Procurement Manual. Tenders closed on 13 December 2016, only one
tender was received.
Tender
Amount
Steve Bowling Contracting Ltd
Engineers Estimate
$135,396.15
$149,525.00
The tender price received from Steve Bowling Contracting Ltd is 91% of the Engineer’s estimate
and is deemed appropriate. An arithmetic check was carried out, no errors were found in the
submitted Schedule of Prices. The budget for the Cherry Road Bridge No. 271 Deck Upgrade for
2016/17 is $165,000.
February 2017
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30
Infrastructure and Services Group Manager Approval
That CON16031 be awarded to Steve Bowling Contracting Ltd for the sum of 135,396.15 (one
hundred and thirty-five thousand, three hundred and ninety-six dollars and fifteen cents) excluding
GST.
CON16063
Minor Road Safety Works Construction – 2016/17 – Traffic Calming
Project Description
1.
2.
Crawford Crescent – Construction of a mini-roundabout and three speed platforms between
Three Mile Bush Road and Iti Street.
Waimahanga Road – Construction of four speed platforms.
These projects were promoted at the request of the public. Waimahanga Road forms part of the
Onerahi Shared Path (Cycleway), installing speed bumps will help to create a shared space
environment which is safer and more accessible for vulnerable and active road users.
Tender Evaluation
The Contract was publicly advertised on tenderlink and closed on the 4 November 2016. Three
tenders were received as follows.
Tenders
Amount
Broadspectrum
United Civil
$60,298.82
$84,661.00
Robinsons Asphalts
$132,602.00
Engineers Estimate
$77,900.00
The tender evaluation method was “Lowest Price Conforming.” An arithmetic check was carried
out on the lowest tender evaluation price received. No errors were found in the Tenderers’
Schedule of Prices or Form of Tender.
Infrastructure and Services Group Manager Approval
That CON16063 be awarded to Broadspectrum Ltd for the sum of $60,298.82 (sixty thousand, two
hundred and ninety eight dollars and eighty two cents) excluding GST.
5.0 Parks
CON15032
Variation – William Fraser Parks Sports Field Lighting – Separable Portion 2 Hatea Loop Lighting
Pohe Island
Purpose
Approval is sought to increase the contract amount of CON15032 William Fraser Park Sports Field
Lighting – Separable Portion 2 Hatea Loop Lighting Pohe Island by $12,195.25 to $1,413,498.97.
Background
The original contract for the installation of field lights at the new William Fraser Sports Park was
awarded to McKay. The separable portion 2 of CON15032 includes the installation of lights along
the Hatea Loop Walkway between Te Matau o Pohe Bridge and Riverside Drive on Pohe Island.
The previously approved value of separable portion 2 was $298,958.89.
The contract value including separable portion 2 was $1,401,303.72 excluding GST. While a
$30,000 contingency sum was allowed for, this was exceeded due to a change in scope as follows.
February 2017
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Description
Amount
V01 - Repair to ducting
$7,296.75
V02 - Fibre installation under Hatea River
$14,578.50
V04 - Additional grouting
$18,920.00
Contingency
$30,000.00
V03 - Fibre splicing equipment hire
$1,400.00
Subtotal variation
$42,195.25
Total variation (Subtotal variation less
contingency)
$12,195.25
The revised amount of separable portion 2, for the installation of lighting along the Hatea Loop on
Pohe Island, is $311,154.14.
A breakdown of cost for the whole contract is provided in the following table:
Description
Amount
Total original contract value
Variations previously approved
$ 1,099,232.14
$302,071.58
Total previous contract value
$1,401,303.72
Total revised contract value
$1,413,498.97
Total amount of this variation
$12,195.25
Chief Executive Approval
That the total contract amount of CON15032 be increased by $12,195.25 from $1,401,303.72 to
$1,413,498.97 (one million, four hundred and thirteen thousand four hundred and ninety eight
dollars and ninety seven cents) excluding GST.
CON15051
Purpose
Kensington Park Cricket Pavilion WOF – Variation One
Approval is sought to increase the original contract price to $166,558.46.
Background
This contract is for exterior works on the Kensington Park Cricket Pavilion to enable the building to
obtain a WOF. It was awarded to ARCO Group. The original contract amount was $141,864.46.
This will be exceeded due to the following;
1.
2.
3.
Upon inspection of the second storey roof, it was determined to be in poor condition. By
adding the reroofing to this Contract Council will not have to pay additional setup and
scaffolding costs which would be required if the roofing was undertaken in a few years’
time, when the remaining life runs out, and all leaks will be stopped.
The internal guttering on the roof was found to be the cause of one of the leaks into the
walls, resulting in rot in the timber framing. Rather than altering the roof and guttering to
create external guttering, it was determined that best value for money would be obtained by
replacing the roof and guttering like for like (as in 1 above) and installing a second rain
head and down pipe so that the guttering could drain from both sides.
After removing aspects of the deck and stairs, as per the Contract, it was found that the
lower deck on the south western entrance contained more rot than was apparent during
February 2017
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32
initial inspections. The Contract required the replacement of some of the decking, however
it is now deemed necessary to replace nearly all the decking.
While a 10% contingency sum of $11,996.77 was allowed, and has not been used yet, it was
deemed prudent to retain this value for further minor variations and increases in quantities as the
works had only recently begun.
Financial
A breakdown of the additional costs is provided in the following table:
Item
1.
2.
3.
Variation
Replace roof and guttering on second story
sections
Install extra rain-head and downpipe off internal
roof gutter
Replace lower deck on south western entrance
Total
A breakdown of cost for the whole contract is provided in the following table:
Description
Total original contract value
Amount
$21,194.00
$1,000.00
$2,500.00
$24,694.00
Amount
$141,864.46
Total amount of variations
$24,694.00
Total revised contract value
Infrastructure and Services Group Manager Approval
$166,558.46
That CON15051 be increased from $141,864.46 to $166,558.46 (one hundred and sixty six
thousand, five hundred and fifty eight dollars forty six cents) excluding GST.
CON15051
Purpose
Kensington Park Cricket Pavilion WOF – Variation Two
Approval is sought to increase the original contract price to $216,149.54.
Background
This contract is for exterior works on the Kensington Park Cricket Pavilion to enable the building to
obtain a WOF. It was awarded to ARCO Group. The original contract amount was $141,864.46.
This has previously been increased to $166,558.46 in order to cover works outlined under
Variation One (above).
This figure will be exceeded due to changes in the scope of the work as more water damage than
anticipated was found during the course of the works and additional replacements and alterations
were made. As the project is now entering practical completion there will be no further variations.
Financial
A breakdown of the additional costs is provided in the following table:
Item
878-03
Variation
To replace the lower deck on the western side of the building as
per Richardson & Stevens design and discussions onsite. To
replace the rotten timber framing and weatherboards on the
supporting wall as required.
February 2017
Amount
$17,319.63
13
33
878-04
To paint the two sloping parts of the roof to iron sand.
To replace the rotten weatherboards as required on the exterior.
This includes additional soakers, corner boxes, scribers,
replacing weatherboards for installation of windows. This is over
and above what was included in the contract
878-06
Replacing additional rotten timber framing in the exterior walls as
we removed the weatherboards. This is over and above what
was included in the contract.
878-07
To replace the rotten timber in the roof framing on the upper level
when the roofing was being replaced
878-08
To re-pitch the lower single level of roof as required. Originally
excluded from contract as not deemed possible based on
assumed existing conditions.
878-09
To replace rotten soffit including hardiflex triangle gables as
required before painting.
878-10
To install finishing trims around the windows on the interior and
patch the jib-board as required.
878-11
Contingency Contingency included in original amount
TOTAL
Recommendation
$1,320.00
$18,946.5
$8,600.33
$5,942.70
$3,199.45
$2,027.26
$4,231.98
-$11.996.77
$49,591.08
That CON15051 be increased by $49,591.08 from $166,558.46 to $216,149.54 (two hundred and
sixteen thousand, one hundred and forty nine dollars and fifty four cents) excluding GST.
CON16022
Background
Variation - H&H Building Demolition
This contract is for the demolition of the H&H Building located at 109 Port Road. The demolition is
the first stage of creating a new pocket park on the site that will connect to the Hatea Loop
Walkway. It was awarded to Barfoote Construction. The original contract amount was $60,065.
While a contingency sum of $13,465 was allowed, this was exceeded due to a change in scope as
follows:
1.
2.
3.
4.
Removal of extra concrete around the slipway
Removal of more of the building base
Removal of the cinder-block firewall
Removal of additional broken asbestos cladding found under timber walkway
District Living Group Manager Approval
It is recommended that CON16022 be increased by $4,704 from $60,065 to $64,769 (sixty four
thousand, seven hundred and sixty nine dollars) excluding GST.
CON16037
Introduction
Stuart Road Pontoon Renewal – McLeods Bay
The Stuart Road pontoon is a floating jetty situated at the southernmost point of McLeods Bay. The
pontoon has become damaged through use and long term exposure to heavy weather.
February 2017
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Background
Council requested that OPUS consultants undertake inspections of the pontoon and design a
renewal scheme. OPUS were also engaged to liaise with specialist marine piling contractors to
establish the most suitable renewal scheme, and identify which contractors would be available to
undertake the works required, and get pricing for the works. During the period of design
investigations further damage occurred to the pontoon and urgent renewal was required.
During their discussions with piling contractors OPUS found that only one contractor could
undertake the works before Christmas 2016. As a result, Opus began direct negotiation with
Bellingham Marine. Council took over the negotiations, discussing various options for renewing the
pontoon.
Tenders Received
Direct negotiation concluded with Bellingham Marine confirmed to undertake the renewal works in
early December 2016, for a Lump Sum price of $162,462.36. While the offer was $33,962.36
above the engineer’s estimate a price comparison was undertaken and the quote was considered
reasonably priced.
Chief Executive Approval
That the construction for the renewal of the Stuart Road pontoon be awarded to Bellingham Marine
based on their works proposal for the quoted sum of $162,462.36 (one hundred and sixty two
thousand dollars and thirty six cents) excluding GST.
CON16051
Background
Pohe Island Road Termination
CON16051 is for the restriction of vehicle access to part of Pohe Island Road. Proposed work
includes construction of a turning (cul-de-sac) head over the existing road formation, construction
of an adjacent car parking area, and construction of gates and bollards to restrict vehicle access.
The works will provide sufficient area for vehicles to turn around prior to the road restriction, and
will provide additional parking facilities for the public when utilising the nearby facilities.
Quotes Received
Two quotes were received:
Quote
Amount
Robinson Asphalts 1992 limited
Clements Contracting Ltd
$ 54,840.50
$ 73,292.15
Engineer’s Estimate
$ 60,164.50
Quotes were evaluated as Lowest Price Conforming. Arithmetic and extension checks were
carried out on the lowest proposed price which was confirmed to contain no errors.
Infrastructure and Services Group Manager Approval
That CON16051 be awarded to Robinson Asphalts 1992 Limited for the quoted sum of $54,840.50
(fifty four thousand, eight hundred and forty dollars and fifty cents) excluding GST.
February 2017
15
35
CON15061
Hatea Loop Jetty Refurbishment
Introduction
The Hatea Loop Jetty is located directly off the section of the Hatea Loop that runs parallel to Port
Road. The Jetty was purchased by Council with the intent of undertaking the repairs needed to
allow it to be used by the public as an additional feature of the Hatea Loop walkway.
Opus International Consultants were engaged to assess the jetty structure and determine the
alterations that were required.
Background
The works were originally tendered in March using an Open Tender process, however no tenders
were received. Opus International Consultants subsequently contacted companies who they
believed were capable of undertaking the work and determined that the lack of tenders was due to
the fact that no barges large enough to undertake the works were available.
Tender
A suitable contractor was subsequently identified and to determine a price, and ensure the work
was achievable within Council’s required budget and timeframe, a variation for direct negotiation
with GHK piling was approved. Following negotiation, the quote received from GHK was $157,169.
The Engineers Estimate for the tender was $171,252. The rates provided are considered
reasonable and can be covered from the existing 2016/17 Coastal Structures Renewal budget.
Infrastructure and Services Group Manager Approval
That the contract CON15061 be awarded to GHK Piling Ltd for the tendered sum of $157,169 (one
hundred and fifty seven thousand, one hundred and sixty nine dollars) excluding GST.
6.0 Major Projects
Introduction
CON15028
Variation – Professional Services Airport Location Options Study
In 2015 Council entered into a $260,300 professional services contract for Stage 2 of the Airport
Locations Options Study. This report is to seek approval for a variation to the contract sum. A full
update on progress to date, and works going forward, will be provided to Infrastructure under
separate (confidential) cover.
Method of Engagement
Following completion of the Stage 1 discussions were undertaken with Beca Ltd to negotiate a
methodology and fee proposal for these Stage 2 professional services. Negotiations resulted in the
award of CON15028 which had a contract value of $260,300.
Financial
To September 2016 Beca had brought to charge $244,208 of the originally budgeted $260,330. It
is estimated that the total cost of the Stage 2 work to be undertaken by Beca as part of this
contract will be $380,000. This would require an increase in the contract amount of approximately
$120,000.
The project additional costs are made up of:




Extended contract period from original 14 months to expected 26 months.
Additional advisory group meetings.
Long list expanded to 28 sites.
Additional effort to respond to peer review process including rerun of site evaluation
process.
February 2017
16
36


Expanded role of the economic evaluation.
Provision of more detailed construction estimates and associated requirement for improved
contour information.
Funding has been allocated in the 2015/25 Long Term Plan to the value of $2.5 million with
$510,000 in the 2015/16 financial year and $671,000 (including carryforward from 2015/16) in the
2016/17 year.
Chief Executive Approval
That CON15028 be increased from $260,300 to $380,000.00 (three hundred and eighty thousand
dollars) excluding GST.
February 2017
17
37
4
Temporary Road Closure - 2017 International Rally of
Whangarei
Reporting officer:
Jenny Calder, Community Events Coordinator
Date of meeting:
9 February 2017
1
Purpose
Rally New Zealand request temporary road closures in order to hold the 2017 International
Rally of Whangarei.
2
Recommendation/s
1. That the report ‘Temporary Road Closures – 2017 International Rally of Whangarei’ be
accepted.
2. That pursuant to the Transport (Vehicular Traffic Road Closure) Regulations 1965, the
following roads be closed to ordinary traffic to allow for the 2017 International Rally of
Whangarei event:
Wednesday 26 April 2017
TESTING
Hosking Road, from Paparoa Oakleigh Road to Walker Road
Period of Closure: 08:00am – 5:00pm
Friday 28 April 2017
CEREMONIAL START
Dave Culham Drive, from Port Road to Riverside Drive
Period of Closure: 3:00pm – 10:00pm
Saturday 29 April 2017
SS 3 & 7: RIPONUI
Otaikarangi Road from Swamp Road to Riponui Road
Riponui Road from Otaikarangi Road to Crows Nest Road
Crows Nest Road from Riponui Road to Paiaka Road
Paiaka Road to the District Boundary
Infrastructure Committee
9 February 2016
38
Period of Closure: 6:00am – 10:00am
11:45am – 3:45pm
SS 6 & 10: HELENA
Webb Road from the end of the tarmac (Helena Bay) to Kaiikanui Road
Kaiikanui Road from Webb Road to Pigs Head Road
Pigs Head Road for Kaiikanui Road for approximately 500 metres
Period of Closure: 9:30 – 1:30pm
3:30pm – 7:00pm
Sunday 30 April 2017
SS 11 & 14: WAIPU CAVES
Waipu Caves Road from Shoemaker Road to Mangapai Caves Road
Mangapai Caves Road from Waipu Caves Road to Graham Road
Graham Road from Mangapai Caves Road to Ruarangi Road
Ruarangi Road from Graham Road to Mangapai Road
Period of Closure: 6:30am – 3:15pm
SS 12 & 15: WAIOTIRA
Waikiekie North Road from Paparoa Road to Walker Road
Walker Road from Waikiekie Road to Hosking Road
Hosking Road from Walker Road to Neville Road
Neville Road from Hosking Road to Taipuna Road
Taipuna Road from Neville Road to Hartnell Road
Hartnell Road from Taipuna Road to Ararua Road
Ararua Road to Waiotira
Period of Closure: 7:15am – 3:30pm
SS 13 & 16: TANGIHUA
Bint Road from Porter Road to Tangihua Road
Tangihua Road from Bint Road to Codlin Road
Codlin Road from Tangihua Road to Otuhi Road
Otuhi Road from Codlin Road to Weke Road
Period of Closure: 8:00am – 4:00pm
3. That the side roads off the roads to be closed also be temporarily closed for a distance of
up to 100metres from the intersection for safety purposes.
4. That the Chair of the Infrastructure Committee and the Infrastructure Services Group
Manager be delegated to consider objections and cancel or amend any or all of the
temporary road closures if applicable.
Infrastructure Committee
9 February 2016
39
3
Background
The 2017 International Rally of Whangarei will be held 28 – 30 April 2017. The Whangarei
and Northland districts offer some of the best roads in the world for the sport as well as
providing spectacular scenery that enhances the international media experience and
promotion of Northland.
2017 is the eleventh consecutive year the district has hosted this event, which has been
awarded FIA-Asia Pacific Rally Championship (APRC) status as well as being a round of the
New Zealand Rally Championship (NZRC).
4
Discussion
Rally New Zealand are experienced in running events to an international standard and have
established a good working relationship with the Whangarei District Council. Rally New
Zealand work closely with a number of local clubs and group, providing opportunities for
these groups to fundraise throughout the event.
To ensure local residents are aware of the event and subsequent temporary road closures,
Rally New Zealand representatives contact all residents and occupiers of land and residential
properties within the closure areas.
Safety is paramount when running rally events, with traffic management plans aligning with a
comprehensive safety plan. The safety plan is developed in accordance with the appropriate
sections of the International Sporting Code and the FIA Regional Rally Sporting Regulation.
Comprehensive public liability insurance is held under a Motorsport New Zealand permit as
per standard operating procedures fir such an event.
5
Significance and engagement
The decisions or matters of this report do not trigger the significance criteria outlined in
Council’s Significance and Engagement Policy, and the public will be informed via publication
on the website, Council News, Facebook and radio media.
6
Attachments
International Rally of Whangarei – Application for temporary road closures
Infrastructure Committee
9 February 2016
40
ATTACHMENT 1
41
42
43
44
45
46
47
48
49
50
51
52
53
54
RESOLUTION TO EXCLUDE THE PUBLIC
Move/Second
That the public be excluded from the following parts of proceedings of this meeting.
The general subject of each matter to be considered while the public is excluded, the reason for
passing this resolution in relation to each 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
are as follows:
General subject of each matter to
be considered
Reason for passing this
resolution in relation to each
matter
Ground(s) under
Section 48(1) for
passing this
resolution
C.1
Good reason to withhold
information exists under Section 7
Local Government Official
Information and Meetings Act 1987
Section 48(1)(a)
Airport
This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information
and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7
of that Act which would be prejudiced by the holding of the whole or the relevant part of the
proceedings of the meeting in public, are as follows:
Item
Grounds
Section
C.1
To enable the Council to carry on without prejudice or
disadvantage negotiations
Section 7(2)(i)
Resolution to allow members of the public to remain
If the council/committee wishes members of the public to remain during discussion of confidential
items the following additional recommendation will need to be passed:
Move/Second
“That
be
permitted to remain at this meeting, after the public has been excluded, because of his/her/their
knowledge of Item
.
This knowledge, which will be of assistance in relation to the matter to be discussed, is relevant to
that matter because
.
Note: Every resolution to exclude the public shall be put at a time when the meeting is open to the
public.