Agenda and draft minutes

(if any)

There were no apologies for absence.

The Chair will consider the admission of any late items of urgent business. Late items will be considered under the agenda item where they appear. New items will be dealt with at item 15 below. New items of exempt business will be dealt with at item 26 below.

The Chair agreed the admission of revised versions of reports 19 to 22.

A member with a personal interest in a matter who attends a meeting of the authority at which the matter is considered must disclose to that meeting the existence and nature of that interest at the commencement of that consideration, or when the interest becomes apparent.

A member with a personal interest in a matter also has a prejudicial interest in that matter if the interest is one which a member of the public with knowledge of the relevant facts would reasonably regard as so significant that it is likely to prejudice the member's judgment of the public interest and if this interest affects their financial position or the financial position of a person or body as described in paragraph 8 of the Code of Conduct and/or if it relates to the determining of any approval, consent, licence, permission or registration in relation to them or any person or body described in paragraph 8 of the Code of Conduct.

There were no such declarations.

To confirm and sign the minutes of the meetings of the Procurement Committee held on 19 and 26 February 2008.

RESOLVED:

            That the minutes of the following meetings be agreed and signed:

-          19 February 2008

-          26 February 2008

To consider any requests received in accordance with Standing Orders.

There were no such items.

(Report of the Director of Urban Environment): To recommend the award of a contract for the second phase of the Heritage Lottery Fund Townscape Heritage in Bruce Grove (Nos. 527, 541, 543, 551 and 553 Tottenham High Road.

We received a report seeking agreement to award the contract for the second phase of the Heritage Lottery Fund – Townscape Heritage Initiative in Bruce Grove (Nos 527, 541, 543, 551 & 553) Tottenham High Road.

RESOLVED:

1.      That approval be given to award the contract for the Bruce Grove Townscape Heritage Initiative, Phase 2 (Part A) project, as allowed under Contract Standing Orders (CSO) 11, in accordance with the recommendations in paragraph 18 of this report.

2.      That the contract be awarded for a period of 18 weeks.

(Report of the Director of Corporate Resources): To seek approval to the renewal of the Purdey gas equipment maintenance contract for a period of twelve months.

We received a report seeking approval to renew the existing gas equipment maintenance contract for a period of twelve months.  The unforeseen circumstances required that this extension be activated whilst the long term maintenance strategy was in the process of being drawn up.

We noted that the extension did not incur an increased financial burden on the Council, and that in the opinion of Officers the current contractor was carrying out its duties well.  Officers assured Members that the Council’s proactive seeking of an extension to the contract was unlikely to incur a legal challenge.  Officers noted the comments of Members regarding forward planning to prevent a similar situation occurring in the future.

It was agreed that Members be provided with a list of contracts which were to be brought together under the long term maintenance strategy.

RESOLVED:

That approval be granted for a 12 months extension to the Purdy Contracts Ltd gas equipment maintenance contract (“the Purdy contract”) in respect of the Council’s operational buildings from 1^st April 2008.

(Report of the Director of Urban Environment): To seek approval to the award of the contract for the Decent Homes Programme for the Roundway and Waltheof Gardens N.17.

Details of the contracts which were set out in the Appendix to the interleaved report 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).

Members received information on this phase of the decent homes programme.  We queried the differing costs of the compliance teams between the phases presented to the committee, but were assured by Officers that this was a provision of the contract, with one contractor and compliance team allocated to each area of the borough.

We were assured by Officers that differing unit costs were related to different existing levels of meeting of the decency standard.  Members requested that future reports contain details of the works to take place.

RESOLVED:

1.      That the contract for the North Tottenham Decent Homes Works Phase NT1 contract be awarded to Lovell Partnership Ltd  , as allowed under Contract Standing Order (CSO) 11.03.

2.      That the total Agreed Maximum Price excluding fees as detailed in Para 2.1 of Appendix A be noted.

(Report of the Director of Urban Environment): To seek approval to the award of the Decent Homes Programme contracts for White Hart Lane and Durban Road N17.

Details of the contracts which were set out in the Appendix to the interleaved report 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).

RESOLVED:

1.      That the contract for the North Tottenham Decent Homes Works Phase NT2 contract be awarded to Lovell Partnership Ltd, as allowed under Contract Standing Order (CSO) 11.03.

2.      That the total Agreed Maximum Price exclusing fees as detailed in Para 2.1 of Appendix A be noted.

(Report of the Director of Urban Environment): To seek approval to the award of the Decent Homes Programme contract for Risley Avenue N17.

Details of the contracts which were set out in the Appendix to the interleaved report 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).

RESOLVED:

1.      That the contract for the North Tottenham Decent Homes Works Phase NT3 contract be awarded to Lovell Partnership Ltd  as allowed under Contract Standing Order (CSO) 11.03.

2.      That the total Agreed Maximum Price exclusing fees as detailed in Para 2.1 of Appendix A be noted.

(Report of the Director of Urban Environment): To seek approval to the award of the Decent Homes Programme contracts for Tilson Road, Spencer Road, Wycombe Road and Glendish Road N17.

Details of the contracts which were set out in the Appendix to the interleaved report 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).

RESOLVED:

1.      That the contract for the North Tottenham Decent Homes Works Phase NT4 contract be awarded to Lovell Partnership Ltd, as allowed under Contract Standing Order (CSO) 11.03.

2.      That the total Agreed Maximum Price exclusing fees as detailed in Para 2.1 of Appendix A be noted.

(Report of the Director of Urban Environment): To seek approval to the award of the contract for Decent Homes Programme contract for Spondon Road, Montague Road, Tenby Road and Stainby Road N15.

Details of the contracts which were set out in the Appendix to the interleaved report 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).

RESOLVED:

1.      That the contract for the South Tottenham Decent Homes Works Phase ST1 contract be awarded to Apollo Group Ltd as allowed under Contract Standing Order (CSO) 11.03.

2.      That the total Agreed Maximum Price exclusing fees as detailed in Para 2.1 of Appendix A be noted.

(Joint Report of the Director of Corporate Resources and the Chief Financial Officer): To seek agreement to enter into a Framework Agreement for the provision of construction related consultancy services with a single lead supplier.

We received a report seeking Member agreement to enter into a Framework Agreement for the provision of construction-related consultancy services with a single lead supplier as identified in the Appendix to the report.

Details of the contracts which were set out in the Appendix to the interleaved report 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).

Following discussions with Officers, Members received assurances that the second phase involving housing would not be implemented until the completion of statutory consultation.

RESOLVED:

That approval be given to the proposal to enter into a Framework Agreement for the provision of construction-related consultancy services with the single lead supplier NPS Property Consultants Ltd as allowed under Contract Standing Order (CSO) 11.03, for a period of two years with the option to extend the framework agreement for a further two years on an annuakl basis subject to satisfactory performance of the company.

(Joint Report of the Director of Corporate Resources and the Chief Financial Officer): To seek agreement to enter into a Consultants for Construction Works (Additional Services) Framework Agreement with identified companies. 

We received a report requesting agreement to enter into a Consultants For Construction Works (Additional Services) Framework agreement with the companies identified in the Appendix to the report.

Details of the contracts which were set out in the Appendix to the interleaved report 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).

Following discussions with Officers, we requested that information on the hourly rates of the companies identified be provided to the Committee.  We further requested a briefing and presentation on the process which would be followed upon the Council entering into the Framework Agreement.

Officers also promised to provide Members with information on the number of Project Managers who were agency staff.

RESOLVED:

That approval be given to the proposal to enter into a Consultants for Construction Works (Additional Services) Framework Agreement with:

Ø      John Burke Associates for provision of clerk of works services

Ø      Gardiner &Theobald LLP for provision of CDM co-ordinator services

Ø      Frankham Consultancy Group, Erinaceous Group, Keegans Ltd, Potter Raper partnership LLP for provision of quantity surveying

as allowed under Contract Standing Order (CSO) 11.03, for a period of two years with the option to extend the framework agreement for a further two years on an annual basis subject to satisfactory performance of those companies.