Agenda and draft minutes

An apology for absence was submitted by Councillor Kober.

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.

Councillor Bevan declared a personal interest by virtue of being Chair of the London Housing Consortium.

To confirm and sign the minutes of the meeting of the Procurement Committee held on 30 March 2010.

RESOLVED

That the minutes of the meeting held on 30 March 2010 be approved and signed.

(Report of the Assistant Chief Executive – People and Organisational Development): To seek approval to the establishment of framework agreements with suppliers for the provision of corporate learning and development programmes.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report sought approval of framework agreements with suppliers for the provision of the Council’s competency based corporate learning and development programmes. 

RESOLVED

Lot 1 – Short Courses to Support the Council’s Competency

           Deborah West

           Eliesha

           Public Sector Providers

          Redhill Group

Lot 2 – IT Training for Standard MS Office Based Applications  or Upgraded Equivalents

College of Haringey, Enfield and North East London

(Report of the Director of Urban Environment): To advise the final costs involved in the construction of the new mortuary for the Borough and to seek approval for variations in the construction and consultancy contracts to accommodate increased costs.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report advised the final costs involved in the construction of the new mortuary for the Borough and sought approval for variations in the construction and consultancy contracts to accommodate increased costs. We were advised of the increase in the cost from the original to the final figure.

RESOLVED

1.      That in accordance with Contract Standing Order 13.02 approval be granted to final variations in the construction and consultancy contract sums for construction of the new public mortuary to accommodate increased costs over the amounts approved on 19 February 2009.

2.   That it be noted that the final total project sum was £3,775,000 which was an overspend of £17,000 on the revised budget carried over from 2008/9.

(Report of the Director of Adult, Culture and Community Services): To seek approval to a one year extension of the Supporting People Contract 60 plus. To follow

Our Chair agreed to admit 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 the new contract was scheduled to start on 1 June 2010.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report sought agreement to a one year extension to the existing contract for the supporting people sixty plus service.

RESOLVED

That in accordance with Contract Standing Order 13.02 approval be granted to the extension of the Contract (60 Plus) to the current Provider, Metropolitan Support Trust for a fixed term of 12 months.

(Report of the Director of Adult, Culture and Community Services): To seek approval to award the contract for Offender and Substance Misuse Services for a period of 2 years. To follow

Our Chair agreed to admit the report as urgent business. The report was late because of the need to invite bidders to re-submit their tenders and it was late due to the completion of necessary consultations. The report was too urgent to await the next meeting because the new contract was due to start on 1 June 2010.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report sought agreement to the award of contract for the Supporting People – Offender and Substance Misuse Services contract for a period of 2 years with the option of a I year extension. It was noted that the option to extend for a second 1 year period was not included as it was likely that the market would be different within 2/3 years.

RESOLVED

1.  That in accordance with Contract Standing Order 11.03 approval be granted to the award of contract for Offenders and Substance Misuse to St. Mungo’s (Consortium bid with HAGA and DASH) for a period of two years with an option to extend for a further period of one year, commencing the 1 June 2010.

2. That it be noted that the cost of the contract be met from the Supporting People’s Grant and to the value of stated in the Appendix to the interleaved report.

(Report of the Director of the Children and Young Peoples’ Service): To seek approval for the extension of an existing contract to secure additional BSF Programme Support resources required to minimise risk in completing the delivery and closure phase of BSF projects and programme.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report sought approval to extend an existing contract to secure additional BSF Programme Support resources required to minimise risk in the delivery and closure phase of the BSF projects and programme.

We noted that during the first three months of the extension, (with a view to confirming the full twelve months extension at the end of that three month period) it had been agreed that the Council would fund two graduate trainees, with Qedis assuming responsibility for the training of and knowledge transfer to the Council officers. This would secure the transfer of knowledge and the expansion of in house capacity.

RESOLVED

That in accordance with Contract Standing Order 13.02 approval be granted to the contract extension and additional expenditure for Qedis to the extent detailed in the Appendix to the interleaved report for the first six months of the remaining phase of the BSF programme.

(Report of the Director of the Children and Young Peoples’ Service): To seek approval to vary the Woodside Inclusive Learning Campus contract with the main contractor subject to BSF Board approval for support for the change and affordability and demonstration that the amended scope to the contract represents value for money.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report sought agreement to vary the Woodside Inclusive Learning Campus contract with the Main Contractor, subject to Building Schools for the Future (BSF) Board approval for support for the change and affordability and demonstration that the amended scope to the contract represented Value for Money.

We also noted that the variation was being raised to build a new block to cater for Music, Art, Drama and the LRC, rather than refurbishing an existing block, as specified in the original contract.  This would provide better educational and community benefits improved Value for Money and reduced lifecycle costs.

We noted that the BSF Board had agreed to earmark a further £2.2m additional funds to this project.

RESOLVED

1.      That in accordance with Contract Standing Order 13.02 outline approval be granted to vary the construction contract for Woodside Inclusive Learning Campus to enable a new block to be built for Music, Art, Drama and the library, rather than refurbishing an existing block, as specified in the original contract in order to provide better educational and community benefits, improved value for money and reduced lifecycle costs.

2.      That a further information report be provided to confirm the final price agreed by BSF Board.

(Report of the Director of the Children and Young Peoples’ Service): To seek approval to appoint a contractor for the building contract of Rokesly Nursery and Children’s Centre and to the issue of a letter of acceptance for design works prior to formal contract signature.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report sought approval to appoint a contractor for the building contract of Rokesly Nursery and Children’s Centre and to issue a letter of intent for design works prior to formal contract signature.

We noted that the Equalities Impact Assessment had now been completed and endorsed.

RESOLVED

1.                 That in accordance with Contract Standing Order 11.03 approval be granted to the award of the building contract for Rokesly Nursery and Children’s Centre to T&B (Contractors) Ltd. for the sum specified in the Appendix to the interleaved report.

2.                 That in accordance with Contract Standing Order CSO.12.02 approval be granted to the issuing of a letter of intent not to exceed 10% of the construction value for design works prior to formal contract signature.

(Report of the Director of the Children and Young Peoples’ Service): To seek approval to implement a novation of contract which transfers legal obligations from Limelight Properties to Christopher House for the provision of integrated supported housing services.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report sought approval to implement a novation of contract, which would transfer legal obligations from Limelight Properties Ltd to Christopher House (London) Ltd for the provision of Intergrated Supported Housing Services.

Although we had some concerns we felt that it was in the best interest of the young people that there was continuity of care and placement stability.

RESOLVED

1.     That in accordance with contract standing Order 14.01    approval be granted to the implementation of a novation of contract for the provision on Integrated Housing Services to transfer legal obligations from Lime Light Properties Ltd to Christopher House

           ( London) Ltd.

2.     That there be monthly contract monitoring meetings with   Christopher House and the company supply monthly financial statements.

(Report of the Director of Urban Environment): To seek agreement to procure a partnering term contract(s) for planned preventative maintenance repairs and redecoration works to Haringey Council housing stock.

We noted that the report sought agreement to procure a Partnering Term Contract/s for Planned Preventative Maintenance repairs and redecoration works to the Council’s housing stock.

We noted that there should be some savings over the five year period.

RESOLVED

 1.     That approval be granted to the procurement of a 5 Year   Partnering Term Contract/s to carry out External Decorations and Repairs to the Council’s housing stock.

2.       That it be noted that the scheme was to be funded from the Housing Capital Programme.

(Report of the Director of Urban Environment): To recommend an award of contract to carry out decent homes work to sheltered housing stock and the conversion of the Parklands Road hostel into 9 x 3 bed roomed flats. To follow

Our Chair agreed to admit the report as urgent business. The report was late because of necessary consultations. The report was too urgent to await the next meeting because the contractors would incur costs if the contract did not start by late May 2010.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report sought approval to award a contract for a detailed programme of works, which related to 788 properties within the delivery of the Homes for Haringey Decent Homes Sheltered Housing (Internal and External Works) and Former Hostel Units - Parklands Hostel N22.

RESOLVED

1.      That in order to facilitate the delivery of the Decent Homes works approval be granted to the package of works detailed in the interleaved report.

2.      That in accordance with Contract Standing Order 11.03 approval be granted in principle to award the contract for the Homes for Haringey Decent Homes Sheltered Housing (Internal and External Works) and Former Hostel Units - Parklands Hostel N22 based on highest Tender OJEU score achieved based on quality and price to Breyer Group Ltd.

3.      That the estimated cost excluding fees as detailed in the Appendix to the interleaved report be noted.   

(Report of the Director of Urban Environment): To award a contract for a detailed programme of works which relate to various properties in the North Tottenham area known as Phase NT14a within the delivery of the Decent Homes Programme. To follow

Our Chair agreed to admit the report as urgent business. The report was late because of necessary consultations. The report was too urgent to await the next meeting because of the need for continuity of work for the decent homes contractor.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report sets out a detailed programme of works, which relates to various properties in the North Tottenham Area, known as NT14a within the delivery of the Decent Homes Programme.

We requested that there be consistency in future reports on decent homes programme, in that the same template should be used specifying the element of work.

RESOLVED

1.      That in accordance with Contract Standing Order 11.03 approval be granted to the award of the contract for North Tottenham Decent Homes Programme Phase NT14a to Lovell Partnerships.

2.      That the Agreed Maximum Price (AMP) excluding fees as detailed in the Appendix to the interleaved report be noted.

3.      That it be noted that the scheme was to be funded from the 2010/11 Decent Homes allocation.

(Report of the Director of Urban Environment): To award a contract for a detailed programme of works which relate to various properties in the Wood Green area known as Phase WG19 within the delivery of the Decent Homes Programme. To follow

Our Chair agreed to admit the report as urgent business. The report was late because of necessary consultations. The report was too urgent to await the next meeting because of the need for continuity of work for the decent homes contractor.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report set out a detailed programme of works, which related to various properties in the Wood Green Area, known as WG19 within the delivery of the Decent Homes Programme. 

Reference was also made to the life cycle cost analysis for the Sandlings which showed that the cost of converting the flat roof there to a pitched roof would be less than that for a flat roof renewal and clarification was sought of whether such a conversion could be justified in this case.  In this regard we noted that the difference in the relative short term costs of conversion as opposed to renewal were more marked and we were reminded of the recommendation that further conversions of flat roofs to pitch roofs should not be agreed unless they were affordable immediately and did not jeopardise the future Decent Homes Programme. In the light of the recommendation in the officer’s report and also that of the Decent Homes Board we concluded that whilst, funds permitting, there might be opportunities to agree roof conversions as the Decent Homes Programme progressed the flat roof to the Sandlings should be replaced with a flat roof as proposed unless savings could be identified or costs contained within the contract price.

RESOLVED

1.      That in accordance with Contract Standing Order 11.03 approval be granted to the award of the contract for Wood Green Decent Homes Programme Phase WG19 to Mulalley & Co. Ltd.

2.      That the Agreed Maximum Price (AMP) excluding fees as detailed in the Appendix to the interleaved report be noted.

3.      That it be noted that the scheme was to be funded from the 2010/11 Decent Homes allocation.

(Report of the Director of Corporate Resources): To seek approval to extend the consultants for construction works framework agreement for a period of 1 year.

We noted that the report sought approval to extend the Consultants for construction works framework agreement for a period of 1 year.

RESOLVED

1.      That in accordance with Contract Standing Order 13.02 approval be granted to the Consultants for construction works framework agreement being extended for NPS Property Consultants Ltd.

2.      That the framework agreement be extended for a period of 1 year with an estimated total value of £2.5 million.

(Report of the Director of Corporate Resources): To seek approval to extend the Consultant for Construction Works (Additional Services) framework agreements for a period of 1 year.

We noted that the report sought approval to extend the Consultant for Construction Works (Additional Services) framework agreements for a period of 1 year.

RESOLVED

1.      That In accordance with Contract Standing Order 13.02 the Consultants for Construction Works (Additional Services) framework agreements be extended for the following companies:

·        Gardiner & Theobald

·        Frankham Consultancy Group

·        Keegans

·        Potter Raper Partnership

·        John Burke Associates

2.      That the framework agreements be extended for a period of 1 year with an estimated total value of £500,000.

(Report of the Director of Corporate Resources): To seek approval to award framework agreements for the provision of conservation building construction works for buildings owned or managed by the Council.

The Appendix to the interleaved report was the subject of a motion to exclude the press and public from the meeting as it contained exempt information relating to the business or financial affairs of any particular person.

We noted that the report sought approval to award framework agreements for the provision of conservation building construction works for buildings owned or managed by the Council.

RESOLVED

1.      That in accordance with Contract Standing Order 11.03  framework agreements for conservation building construction works be awarded to the following companies –

·        Apollo Property Services Group Ltd

·        Quinn London Ltd

·        Coniston Limited

·        T&B (Contractors) Limited

·        ISG InteriorExterior Plc

·        Diamond Build plc

2.      That the framework agreements be awarded for a period of 2 years with an option to extend for a further 2 years and with an estimated total value of £600,000 per year.

Councillor Bob Harris thanked officers for all the support that he had been given during the course of the Municipal year.