Official Information Request - Mudtopia

Sent: Friday, 17 August 2018 8:59 a.m.

Subject: TRIM: LGOIMA request - Mudtopia

I refer to your email of 23 July 2018 querying the payment to Event Engine Ltd to deliver Mudtopia, and reply below as per your email:

1. Who approved the payment of $397,996 to the two directors of Event Engine?

Council resolved to proceed with the Mud Festival (later named Mudtopia) at its Strategy Policy and Finance Committee meeting of 9 December 2015.

Following this Council went through its procurement process (procurement planning, request for proposals, selection process and recommendation). Two companies replied to the request for proposals and these were both considered by a tender panel using the weighted attribute evaluation methodology. Event Engine Ltd were recommended by the panel and approved under delegated financial authority by the Chief Operating Officer and the Chief Executive. Event Engine were subsequently engaged in October 2016.

2 . Was the sum paid as a lump sum? No

3. Were there any targets to be met within the process of management of Mudtopia? Yes

If so, were they actually met and who determined whether this occurred?

Yes project milestones and deliverables were met in the organisation of the event. This was overseen by the event advisory board with Council representatives.

4. Was there an escape clause in the contract with E E to cover any potential failure to achieve the contracted outcomes?

The initial contract with Event Engine was for three annual mud festivals. There was a clause to exit the contract for the remaining two years dependent on the success of the inaugural festival. As the decision was made to not hold any more mud festivals this clause was exercised.

5. Was there any negotiation for a reduced fee given the failure of the festival? No

As per the Act, we are obliged to advise that you may contact the Ombudsman at the address below if you have any concerns with the response provided by Council, by writing to:

The Office of the Ombudsman

PO Box 10 152

WELLINGTON 6143

Alternatively, you may email info@ombudsman.parliament.nz or use the online complaints form available at www.ombudsman.parliament.nz/make-a-complaint.

Regards