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Minutes of the Extraordinary Meeting of Council held on Monday 21st October 2024 at 7:30pm at the Llanddewi Brefi Village Hall.
Draft minutes are published in accordance with the requirements of the Local Government and Elections (Wales) Act 2021 and are subject to approval at the next ordinary meeting of the Community Council.
Present:

Dafydd Lloyd Jones (Chair) Rhodri Evans(Vice Chair) Eirwen James, Angela Evans, Pat Parry, Emmanuel Kincaid, Caryl Jones, John Griffiths, Gareth Jones.

1.To receive apologies
Beth Griffiths.

2. Declarations of Interest.
None.

3) To consider whether the press and public should be excluded from the meeting when considering the following items of business (in accordance with s1(2) of the Public Bodies (Admission to Meetings) Act 1960, on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.
Council approved resolution.
Proposed: DlJ Second :JG.

4) To consider and evaluate any tenders received for the Hall changing rooms and storage building.
Tenders were invited for the Refurbishment and alteration of Community Centre Changing Rooms and Storage building extension.
The work was tendered as two separate contracts –
• Contract 1 – Changing rooms
• Contract 2 – Storage building
Council had approved the invitation to tender and resolved that the contracts would be awarded on the basis of the Most Economically Advantageous Tender (MEAT), assessed on the following criteria, as detailed in the Tender Evaluation document:
• Price – 70%
• Quality – 30%
As the tender was to be assessed on both Price and Quality, the Tender Evaluation document was an essential component of the tender submission, and the Invitation to Tender included the following Checklist:
“The following documents and information must be completed and returned to the Council as part of the Tenderer’s submission:
1. Completed schedule of works.
2. Completed tender evaluation document for each contract tendered for.
3. Completed and signed Form of Tender for each contract tendered for.”
The Clerk had received two envelopes by the deadline for submitting tenders, and these were opened by the Chair in the presence of the Clerk and 8 Councillors.
No tenders were received that complied with all the requirements in the invitation to tender.

Meeting ended 20:05 pm

Mae'r dudalen hon hefyd ar gael yn: Cymraeg