Agenda and draft minutes

An apology for absence was submitted by Councillor Haley.

To confirm and sign the minutes of the meeting of the Procurement Committee held on 26 June 2006.

RESOLVED:

That the minutes of the meeting held on 26 June 2006 be approved and signed.

(Report of the Director of Social Services) Approval sought to appoint a contractor/provider to install energy efficiency measures throughout the borough. FAILED TO MEET DESPATCH DATE

Our Chair agreed to accept the report as urgent business. The report was late because of the need to complete necessary consultations.  The report was too urgent to await the next meeting because of the need to ensure that the provision in the Housing Services Capital Budget for 2006-07 of £240,000 for the energy conservation programme was spent and that a grant of £340,000 would be received from the North London Housing Sub Regional Group for private sector decent homes. 

Details of the contracts which were set out in the Appendix to the report at item 6 on the Agenda were the subject of a Motion to exclude the press and public from the meeting as they contained exempt information relating to the business or financial affairs of any particular person (including the Authority holding that information).

In response to a question we were advised that market testing had taken place and that officers were satisfied that the contract was being awarded in a very restricted market.  We were also advised that there was thought to be little value in undertaking a full tendering exercise which was why a waiver of Contract Standing Order 6.04 was being sought.

We noted that in accordance with instructions previously issued by our Committee officers had separated out the required waiver of Contract Standing Orders from the contract award. Having regard to the need  to urgently proceed with this matter we asked , that a further report be produced by the Director of Social Services to award the contract following consultation with our Chair.

RESOLVED:

1)     That, in accordance with Contract Standing Order 7, approval be granted to a waiver of Contract Standing Order (Requirement to Tender) in connection with the Energy Efficiency Scheme..

2)     That, in accordance with Part H.2 of the Constitution (Executive Procedure Rules), Section 1.02, Sub-delegation of Executive Functions, the award of the contract be delegated to the Director of Social Services in consultation with our Chair.

That officers review the arrangement which required separate reports in relation to waivers of Contract Standing Orders and awards of contracts and advise our Committee of whether or not this practice should be discontinued

(Report of Director of Social Services) To seek Member agreement to award the contract for the renewal of the existing flat roof at Millicent Fawcett Court N17 with a new pitch roof, together with associated works including the installation of a new integrated reception system (IRS) to replace the existing communal television aerial, external repairs and redecoration.

Details of the contracts which were set out in the Appendix to the report at item 7 were the subject of a motion to exclude the press and public from the meeting as they contained exempt information relating to the business or financial affairs of any particular person (including the Authority holding that information).

In response to a question about the variation in the tenders received we were advised that, in cases where the lowest tender was significantly less than others received and below the pre-tender estimate, there would be cause for caution.  However, we noted that in this case the report contained a very detailed breakdown of costs and that the lower price was attributable to savings in preliminary work, given the alternative contract period. 

We also noted that the level of contingencies for the scheme was £76,000. In agreeing the total cost of £1,690,382.90 we asked officers to note that if any aspect of the contract ran over budget then it would need to be the subject of a further report to our Committee.

RESOLVED:

1.      That, in accordance with Contract Standing Order 11, approval be granted to the award of the contract for roofing, external repairs and associated works for Millicent Fawcett Court N17 to Apollo London Ltd in the sum of £1,460,000 with a contract period of 30 weeks .

2.      That the total estimated cost, including fees, in the sum of £1,690,382.90 be noted.  

The meeting ended at 6.30pm