Agenda and minutes

An apology for absence was submitted by Councillor Adje. An apology for lateness was submitted on behalf of the Chair. In the absence of Councillor Milner, Councillor Hillman took the Chair.

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.

Councillor Hillman in respect of items 9 and 19 – Pembury House Children’s Centre (see Minute PC51 below).

To confirm and sign the minutes of the meeting of the Procurement Committee held on 25 October 2005.

RESOLVED:

That the minutes of the meeting held on 25 October 2005 be approved and signed.

(Joint report of the Interim Chief Executive and the Director of Finance): To seek approval to the award of the contract for the Neutral Vendor Solution for the provision of Temporary and Permanent Workers. FAILED TO MEET DESPATCH DATE

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 terms proposed or to be proposed to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods and services.

In response to a question, it was confirmed that the contract would include penalty and break clauses in relation to performance issues.

RESOLVED:

1.      That, in accordance with Contract Standing Order 14 and subject to a satisfactory due diligence period, approval be granted to the award of the contract for the provision of temporary and permanent workers to Hays plc on the terms and conditions set out in the Appendix to the interleaved report.

2.      That the contract be awarded for a period of 5 years with an option to extend for two further periods of 1 year each on the basis detailed in the interleaved report.

(Report of the Director of Social Service): To seek agreement for the award of contract for the refurbishment of the Red House.   FAILED TO MEET DESPATCH DATE

At this juncture Councillor Milner arrived and took the Chair.

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 terms proposed or to be proposed to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods and services.

RESOLVED:

That approval be granted to the award of the contract for the refurbishment of the Red House Residential Home to Makers UK Ltd in the total sum including fees and salaries of £1,107, 539 with a contract period of 28 weeks.

(Report of the Director of Housing): To seek member agreement to extend the contracts for door entry and concierge systems maintenance.

DOOR ENTRY AND CONCIERGE SYSTEMS – CONTRACT EXTENSIONS (Report of the Director of Housing – Agenda Item 8):

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 terms proposed or to be proposed to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods and services.

We noted that a full tendering process would be completed before the end of the proposed extension period for the current contracts and that consequently no further extensions would be sought for these contracts.

RESOLVED:

1.      That, in accordance with Contract Standing Order 13.2, approval be granted to the extension of the contracts for Door Entry and Concierge systems with Eversafe Security Ltd. and Cartel Security in the sums of £175,000 and £91,000 respectively.

2.      That the contracts be extended for a period of seven months from 1^st December 2005 to 30 June 2006.

3.      That the total estimated costs including fees of £293,664 be noted.

(Report of the Director of the Children’s Service): To seek approval to award the contract for the extension to the nursery to provide Children’s Centre facilities.

PEMBURY HOUSE CHILDREN’S CENTRE (Report of the Director of the Children’s Centre – Agenda Item 9):

Councillor Hillman declared an interest in this item by virtue of being a Tottenham Hale Ward Councillor.

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 terms proposed or to be proposed to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods and services.

Further to paragraph 6.2 of the interleaved report, we noted that confirmation had been received from the Sure Start Funding Unit that the additional funding of £100,000 to which reference was made had now been approved.

RESOLVED:

1.      That, in accordance with Contract Standing Order 11 and subject to funding confirmation from the Sure Start Unit for Children’s Centre Capital for the additional funding of £100,000, approval be granted to worksto Collins (Contractors) Ltd in the sum of £371,072.47.

2.      That the total project costs including fees and salaries of £509,514.47 be noted.

(Report of the Director of Finance): To seek Member agreement to award the framework contract for the provision of Landscape Architect Consultancy Services.

LANDSCAPE ARCHITECT CONSULTANCY SERVICES – AWARD OF CONTRACT (Report of the Director of Finance – Agenda Item 10):   

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 terms proposed or to be proposed to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods and services.

Arising from consideration of Section 10 of the report – Sustainability Implications – we were advised that issues such as the use of recyclable and sustainable materials were considered as key and that would be reflected in the contract.

Clarification was sought of whether consideration had been given to the requirements of Section 20 of the Landlord and Tenant Act 1985 in relation to the need to give leaseholders notice of any charges falling to be met by them arising from contracts awarded using the framework arrangement.  Officers indicated that this matter would be given due consideration before any contracts were awarded or work carried out.

RESOLVED:

1.    That, in accordance with Contract Standing Order 11, approval be granted to the award of the framework contract for landscape architect consultancy services to the following companies on the terms and conditions outlined in the interleaved report -

·        Wynne Williams

·        Chris Blandford Associates

·        Farrer Huxley Associates

2. That the contract be awarded for a period of 3 years with an option to extend for one further period of one year subject to satisfactory performance of the companies listed in 11 above. 

(Report of the Director of Finance): To seek Member agreement to award the framework contract for the provision of Urban Regeneration Consultancy Services.

URBAN REGENERATION CONSULTANCY SERVICES – AWARD OF CONTRACT (Report of the Director of Finance – Agenda Item 11):

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 terms proposed or to be proposed to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods and services.

Arising from consideration of Section 10 of the report – Sustainability Implications – we were advised that issues such as the use of recyclable and sustainable materials were considered as key and that would be reflected in the contract.

Clarification was sought of whether consideration had been given to the requirements of Section 20 of the Landlord and Tenant Act 1985 in relation to the need to give leaseholders notice of any charges falling to be met by them arising from contracts awarded using the framework arrangement.  Officers indicated that this matter would be given due consideration before any contracts were awarded or work carried out.

RESOLVED:

1. That approval be granted to the award of the framework contract for the provision of Urban Regeneration servicesto the following companies for a period of 3 years with an option to extend for a further period of one year -

            Dunlop Haywards

            Sprunt Limited

            Penoyre and Prasad

            Pedder and Scampton Architects Ltd

            Curl la Tourelle

            Capita Symonds,

            Dearle and Henderson,

            AYH plc.

    2. That, subject to the satisfactory performance of the companies listed in 1. above approval be granted to the use of framework consultants as a first priority, eliminating the need to go out to tender.

(Report of the Director of Finance): To seek approval to the award of the contract for the Disability Discrimination Act,  Alterations to Buildings Phase 3. FAILED TO MEET DESPATCH DATE

DISABILITY DISCRIMINATION ACT – ALTERATIONS TO BUILDINGS PHASE 3 (Report of the Director of Finance – Agenda Item 12):

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 terms proposed or to be proposed to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods and services.

RESOLVED:

That, in accordance with Contract Standing Order 11, approval be granted to the award of the contract for Haringey Disability Discrimination Act Phase 3 to Linbrook Services Ltd. to the value of £330,346.50.  

(Report of the Director of Finance): To seek Member approval to the novation of the contract for the provision of internal audit services. FAILED TO MEET DESPATCH DATE

PROVISION OF INTERNAL AUDIT SERVICES – NOVATION OF CONTRACT (Report of the Director of Finance – Agenda Item 13):

Arising from our consideration of paragraph 7.3 of the report in relation to the extension of the current contract we asked to be supplied with confirmation that the exercise of the right to extend fell within the authority delegated by the Director of Finance and did not require a decision by our Sub-Committee.

RESOLVED:

1.      That, in accordance with Contract Standing Order 14, approval be granted to the novation of the contract for the provision of internal audit services from Deloitte and Touche LLP to Deloitte and Touche Public Sector Internal Audit Services Ltd.

2.      That it be noted that the approximate contract sum for 2006/07 would be approximately £350,000 subject to minor variations which might occur depending on any revisions agreed to the total amount of work completed.