Minutes for Cabinet Procurement Committee meeting, Jun 2 2009, 5.00PM official page

Apologies for absence were received from Mayor Pipe, Councillor Alcock and Kim Wright, Director of Community Services.

Councillor Linden declared a non prejudicial interest as she was Board member for Groundwork East London.

Contact Jackie Barrett 020 8356 3503

The minutes of the Cabinet Procurement Committee held on 21 April 2009 were agreed as a true and accurate record of the proceedings.

Committee Work Programme – Forward Procurement Plan Briefing Note with Appendix 1

Contact Juliet Okwuraiwe – 020 8356 3675

Committee Work Programme – Forward Procurement Plan Briefing note with Appendix 1.

NOTED that the following items were on the Forward Procurement Plan as red items:

a)    Hackney Downs School – This item had been discussed at the Hackney Procurement Board meeting on 19 May 2009. It was reported that there was an issue with regard to development on land that was considered as open space.  An enquiry was due to take place at the end of June 2009 the result of which was expected to be known by the end of July 2009.  Officers from the Learning Trust were in talks with officers from the Lottery Fund with regard to extending the deadline for the project.  The Chair said that it was important for all Officers to learn from projects like this for the future.

b)  Dalston Library Fit out – This project was part of the wider regeneration project going on in Dalston.  There were a number of outstanding works with the library fit out which Officers were working with the developers to progress.  It was hoped that a Review Point 2 report would be presented to Cabinet Procurement Committee in the very near future.

c)  Emergency Accommodation (Persons with no Recourse to Public Funds) – This item was an agenda item for this meeting.

d)  Bridge Academy Construction of MUGA changing rooms and parks deport – Works on this site should be completed by the end of the week of this meeting.  A Review Point 5 report would be presented to Cabinet Procurement Committee in July 2009.

e)    Parking Management Information Software Replacement – This item had been presented to Hackney Procurement Board on 19 May 2009.  Officers were confident that the system would be fully implemented in 4 weeks time.

f)  Hackney Enterprise Network – This item was an agenda item for this meeting.

This report provides an analysis of the framework contract for the provision of temporary accommodation for asylum seekers and overstayers who otherwise have no recourse to public funds

John Knight introduced the report as set out.  In replying to a question from Councillor Laing he confirmed that Officers were working very closely with Supplier E in helping them to improve to meet the required standards in an agreed timescale.  In the event that improvements were not met in line with contract guidelines clients would be decanted to alternative suppliers.

Molly Wallis, Head of Housing Needs, stated that Kim Wright, Corporate Director of Community Services was currently involved in discussions with regard to Officers from the Children and Young Peoples Services Directorate having access to this framework contract.  Members stated that they would like to see this progressed.

ACTION: MOLLY WALLIS/JOHN KNIGHT

RESOLVED To agree the continuation of the framework agreement for the acquisition of accommodation as and when required. 

The report reviews the performance and benefits of the Hackney Enterprise Network Contract which was run by The Innovatory (formerly Hoxton Bibliotech).

Tom McKenna introduced the report as set out.  It was hoped that a Review Point 4 report would be presented to Hackney Procurement Board on 9 June 2009.  He confirmed that the report had slipped due to the original report not containing enough qualitative information and benefits realisation.  The Chair stated that she was disappointed that the Review Point 5 report had not been presented earlier in the process as it had been presented too late to have any impact into the new Network and encouraged Officers to do this in the future. 

RESOLVED to note the review of the Hackney Enterprise Contract.

Cabinet Procurement Committee is asked to agree the recommendations in the Report regarding the procurement of a main works contractor for the refurbishment and extension of Orchard Primary School.

1  Approved the Procurement Strategy contained within the report  to issue an Official Journal of the European Union notice to undertake the tendering process of appointing a single contractor through a Single Stage Tender action as set out in Paragraph 10 (Options Appraisal).

2  To deal with the contingency as set out in the Risk Assessment Matrix in Paragraph 8.4 of the report.

Ian Gibson introduced the report as set out.  It was hoped that the work on the site would begin early in 2010 and that arrangements would be made for the students to be relocated during the works.  He confirmed that all parties would be kept informed of any changes during the project to the scope or the budget and at the detail stage a design and cost freeze would be implemented.

In reply to a question from Councillor Linden, Ian Gibson confirmed that there was some back land behind the school which was currently in the Housing Revenue account; some of the land had been approached upon by local residents.  Discussions were underway for the school to have and use this land as an annex. 

Ian Gibson in reply to another question from Councillor Linden stated that it was hoped to achieve an excellent BREEAM rating for the extension element of the school and a very good rating for the rest of the school building as the rest of the school building was Victorian/Edwardian and the costs to bring it up to excellent would be to high.  Officers also agreed to Councillor Linden’s request to quantify the difference in the School’s CO2 admissions both before and after the project had been completed.

ACTION: IAN GIBSON

RESOLVED

1  Approved the Procurement Strategy contained within the report  to issue an Official Journal of the European Union notice to undertake the tendering process of appointing a single contractor through a Single Stage Tender action as set out in Paragraph 10 (Options Appraisal).

2  To deal with the contingency as set out in the Risk Assessment Matrix in Paragraph 8.4 of the report.

This report details the works carried out at Clapton Girls’ Technology College [CGTC] to provide two multi use games areas (MUGA), a tennis court and reconfigure and refurbish existing changing facilities, including accessible showers and toilets at the school

Deborah Mainprize introduced the report as set out.  She confirmed that the school had paid the outstanding invoice and that procedures had since been put in place to prevent this happening in the future. 

Officers agreed to take back to Senior Managers in the Learning Trust that before appointing additional staff in future, in this case a Sports & Arts Facilities Development Officer, that investigations were made to establish if the Council had Officers, possibly in another Directorate,  currently carrying out the role they required. 

ACTION: JOHN BURROW

Another Review Point 5 report on the schemes funded through the Big Lottery Fund’s PE & Sport programme would be presented to the Cabinet Procurement Committee in due course.

RESOLVED

1.  To note the contents of this report.

2.  To note that the recovery of the outstanding invoice for £82,000, payable by Clapton Girls Technology C was being progressed.

This report is being presented to Cabinet Procurement Committee (CPC) for information. It sets out the actions taken and results following the granting of delegated authority by CPC in September 2008

This item was deferred to the next meeting to be held on 16 June 2009.

The report recommends awarding a three-year contract for provision of Criminal Justice Drug Treatment Services (CJDTS) following a restricted tender process