Minutes for Cabinet Procurement Committee meeting, Dec 9 2009, 5.00PM official page

Apologies for absence were received from Councillor Laing, Mike Robinson, Head of Strategic Procurement and Angela Phillips, Directorate  Procurement Manager Neighbourhoods and Regeneration.

Councillor Alcock declared a prejudicial interest with regard to agenda item 5 Holly Street Phase 6B Redevelopment Review Point 5 Report and left the room while this item was being discussed.

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

Contact Juliet Okwuraiwe – 020 8356 3675

3.2  Hackney Procurement Board – Notes of Meeting held on 10 November 2009.

3.1  Committee work programme – Forward Procurement Plan briefing note with Appendix 1

3.1.1  Noted that the following item was on the Forward Procurement Plan as a red item:

Dalston Library Fit Out

Stephen Doel, Directorate Procurement Manager, Community Services, reported that the Assistant Director of Culture and the Chief Executive were due to meet with the Mayor the week following this meeting to discuss this project.  Further discussions were also due to take place regarding the handover of the scheme.  It was hoped that this project would revert to green on the Forward Procurement Plan in January 2010.

3.2  Hackney Procurement Board – notes of the meeting held on 10 November 2009 were noted.

This report looks at the options for procuring an IT system, training, support & maintenance and consultancy.

1  To agree to begin a full EU procurement based on the competitive dialogue procedure for an integrated Waste Management and Environmental Enforcement  system, and the issue of an Official Journal of the European Union (OJEU) Notice.

2  That a Review Point 2A report would be presented to a special Cabinet Procurement Committee meeting to be held in April 2010 before the issuing of the final tender documentation.

Tom McCourt, Deputy Director – Public Realm & Planning, introduced the report as set out. 

Councillor Linden drew Officers attention to Paragraph 7.5 of the report which stated that consideration should be given to additional specialist support/advice to ensure the success of the project and asked if this had been addressed?  Tom McCourt confirmed this and stated that an additional officer would be appointed as implementation lead for this project.  He confirmed that ICT were currently carrying out a review of staff and once this was completed it would be assessed if additional support would be required within the revised structure.  Members were pleased to have been advised that lessons learnt from previous projects were being thoroughly explored.

Councillor Linden also queried whether this project was best being lead by Officers from Neighbourhoods and Regeneration Directorate as opposed to Officers from Corporate ICT in the Finance and Resources Directorate.  Tom McCourt reported that Officers from Neighbourhoods and Regeneration were working closely with Officers from Corporate ICT but that this issue could be reviewed again. 

The Chair welcomed the savings outlined in the report but said that proposals must be deliverable. The ability of the system to secure savings by reducing fly-tipping was not considered significant. The Chair said that if savings were achievable these should be realised. However, if the proposal was going to deliver service improvements but no savings, the report should be clear about this. Tom McCourt said that these questions would be answered once discussions with bidders had established what could be provided through EQuIS.. The chair therefore asked that an RP2A report be brought back to Committee.. 

Chris Hudson noted in response to a question from the Chair with regard to the timing for the RP2A report, that Competitive Dialogue was due to finish by April 2010. This would therefore be a good time to re-consider the item, before final tender documentation had been issued.  The Chair proposed that a special Cabinet Procurement Committee meeting be set up to discuss this issue in April 2010.

ACTION DEMOCRATIC SERVICES

RESOLVED

1  To agree to begin a full EU procurement based on the competitive dialogue procedure for an integrated Waste Management and Environmental Enforcement  system, and the issue of an Official Journal of the European Union (OJEU) Notice.

2  That a Review Point 2A report would be presented to a special Cabinet Procurement Committee meeting to be held in April 2010 before the issuing of final tender documentation.

This report includes reviews and updates on the final part of construction of new homes for Council ownership.

Clerks Note: It was at this point in the proceedings that Councillor Alcock left room as she had previously declared a prejudicial interest in this item.

  Nancy Ghazi, Housing Renewal Manager, introduced the report as set out.  Councillor Linden Ward Councillor for Holly Street, stated that she had received complaints from residents  with regard to snagging issues.  Nancy Ghazi stated that Officers were aware of these issues and were addressing them.

RESOLVED

1  Cabinet Procurement Committee is recommended to note the contents of report.

2  Note that the contractor United House is at present time unable to deliver 76 private units and the 2 remaining Council dwellings within the timetable agreed under the Principal Development Agreement (PDA)

3  Note that the contractor requests that the Council agrees that the two remaining dwellings for Council ownership are handed over at completion of second phase to support the construction process.

4  Agree that the indicative date for the commencement of the build programme for Phase 2 is January 2010 and to be completed in July 2011.

5  Noted that a further report will be submitted to the March meeting of Cabinet Procurement Committee, recommending a confirmed delivery package, with timelines, for the 2 fully accessible socially rented homes.

Clerks note at this part of the proceedings Councillor Alcock returned to the meeting.

This report provides details of the strategic commissioning framework

Siona Khan introduced the report as set out.  With regard to the issue of monitoring and evaluation of projects Officers stated that this had become wider; all projects had been risk assessed and a cycle of project visits had been planned where outcomes would be tested.  This data would be reported upon quarterly to Team Hackney.  Members were pleased to be advised that good practice was being shared throughout the Authority and that delivering services more effectively, using less resources was being explored and shared.

RESOLVED to note this report and the performance of the contracts awarded to meet the requirement.

Future meetings will be held at 5.00pm on:

12 January 2010

09 February 2010

16 March 2010

NOTED that future meetings would be held at 5.00pm in Hackney Town Hall on the following dates:

12 January 2010

09 February 2010

16 March 2010

Proposed resolution:

THAT the press and public be excluded from the proceedings of the Cabinet Procurement Committee on 9 December 2009 during consideration of Exempt items on the agenda on the grounds that it is likely, in the view of the nature of the business to be transacted, that were members of the public to be present, there would be disclosure of exempt information as defined in Schedule 12A to the Local Government Act 1972 as amended.

RESOLVED

That the press and public be excluded from the rest of the proceedings of this meeting during consideration of  exempt items on the agenda on the grounds that it is likely, in the view of the nature of the business to be transacted, that were members of the public to be present, there would be disclosure of exempt information as defined in Schedule 12A to the Local Government Act 1972 as amended.