Agenda and draft minutes

Apologies for absence were received from Cllr 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.

There were no declarations of interest.

To confirm and sign the minutes of the meeting of the Procurement Committee held on 17 November 2011.

RESOLVED

 

That the minutes of the meeting held on 17 November 2011 be approved and signed.

(Report of the Director Corporate Resources): to seek approval to extend the existing contract with Logica UK Limited.

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 (including the Authority holding that information).

 

The Committee considered a report seeking a four month extension to the current contract with Logica UK Ltd for a managed SAP service. This would serve to help mitigate migration risks associated with progression of the joint procurement exercise currently underway with LB Waltham Forest to move to a shared SAP management service for both authorities. The adoption of a joint approach had the objective of reducing procurements costs in addition to facilitating potential future shared services between the two boroughs for back office processes.

 

It was advised that the costs of extending the current SAP managed service contract remained under negotiation with the provider.

 

The Committee noted the additional Head of Legal comments made within the exempt appendix of the report.

 

 

RESOLVED

 

·      That approval be granted to the extension of the existing contract between Haringey and Logica UK Limited for a minimum period of 4 months (to allow alignment with Waltham Forest’s contract expiry date in March 2013), with the option to extend on a rolling month basis to a maximum of 12 months, to facilitate any prolonged negotiation with regards a new contract and to enable adequate planning as necessary to migrate to a new SAP based solution.

 

·      That approval be granted to delegate the power to the Director of Corporate Resources to:

 

(a)   agree the terms of the initial 4-month extension approved in the paragraph above; and,

 

(b)   to decide on a monthly basis, starting at the end of the first month of the 4-month extension, whether to allow further extensions or to issue a 3-month notice of termination.

 

(Report of the Director Corporate Resources): to seek approval for the award of 10 multi-disciplinary Lots under the pan London CRCS framework agreement.

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 (including the Authority holding that information).

 

The Committee considered a report seeking approval for the award of 10 multi-disciplinary Lots of construction professional services under the Pan London Construction Related Consultants Services 2011 Framework agreement (CRCS 2011). Approval was being sought for the award of Lots 1-6 and 8-11, with the award for Lot 7 (CDM co-ordinators) having previously been delegated by the Committee in November 2011 to the Director Corporate Resources. The Committee noted the companies awarded under this Lot had been Calford Seaden Health and Safety Ltd, Cyril Sweett Ltd, Frankham Consultancy Group Ltd, Gleeds and Stace LLP.

 

In response to concerns raised by Members, assurances were provided that the Council would be able to exercise discretion when appointing contractors for individual projects under the framework and which would include considerations around previous history as appropriate. As an additional level of assurance, where appropriate mini competitions would be held between successful consultants to ensure competitive pricing and selection of the most appropriate consultant on a case by case basis.

 

It was advised that although the Council had served as the lead authority in relation to development of the framework, the costs associated with the procurement would be recovered against the framework using a levy arrangement.

 

 

RESOLVED

·      That approval be granted for the award of the following Lots as framework agreements for up to four years to those consultants identified below:

 

a.      Lot 1 Multi Disciplinary (Building Surveying led): Small Works £249,999 and below:

·      Atkins Ltd

·      Frankham Consultancy Group Ltd

·      Keegans Ltd

·      Pellings LLP

·      Ridge and Partners LLP

 

b.     Lot 2 Multi Disciplinary (Building Surveying led): £250,000 to £999,999:

·      EC Harris LLP

·      Frankham Consultancy Group Ltd

·      Mouchel Ltd

·      NPS Property Consultants Ltd

·      Ridge and Partners LLP

 

c.      Lot 3 Multi Disciplinary (Building Surveying led): Over £1,000,000:

 

·      Atkins Ltd

·      Frankham Consultancy Group Ltd

·      Keegans Ltd

·      Mouchel Ltd

·      Pellings LLP

 

d.     Lot 4 Architect and Associated Supply Chain – Education Projects: Up to £2,999,999:

 

·      Acanthus LW Architects

·      AD Architects Ltd

·      Architects Design Partnerships LLP

·      Mouchel Ltd

·      Pick Everard

·      Rivington Street Studio

·      Shepheard Epstein Hunter

·      Watkins Gray International LLP

 

e.     Lot 5 Architect and Associated Supply Chain – Education Projects: Over £3,000,000:

·      Curl la Tourelle

·      Haverstock Associates LLP

·      Hawkins Brown Architects LLP

·      Mouchel Ltd

·      NPS Property Consultants Ltd

·      Pellings LLP

·      Pick Everard

·      Pollard Thomas and Edwards Ltd

 

f.        Lot 6 Project Management inclusive of Employers Agent and Partnering Advisors:

·      Baily Garner LLP

·      Cyril Sweett Ltd

·      Mace Ltd

·      Mott MacDonald Ltd

·      Northcroft Group Ltd (T/A Northcroft)

 

g.     Lot 8 Quantity Surveyors including EU procurement:

·      Cyril Sweett Ltd

·      Keegans Ltd

·      Mott MacDonald Ltd

·      Playle and Partners LLP

·      Stace LLP

 

h.      Lot 9 BREEAM Assessors:

 

·      Architects Design Partnerships LLP

·      Atkins Ltd

·      Clancy Consulting Ltd

·      Frankham Consultancy Group Ltd

·      Gleeds

 

i.        Lot 10 Clerk of Works:

·      John Burke Associates

·      John Rowan and  ...  view the full minutes text for item 33.

(Report of the Director Corporate Resources): to seek approval to enter into a contract with LB Croydon via the Audit Services Framework agreement to deliver the Internal Audit service.

 

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 (including the Authority holding that information).

 

The Committee considered a report seeking approval to enter into a contract with LB Croydon and to subsequently access their supply chain  Audit Services Framework Agreement to provide audit resources to deliver a statutory internal audit service following expiry of the current contract with Deloitte in March 2012. Confirmation was provided that the recommended option was more cost effective than extending the current contract and was forecast to deliver a £10k annual saving against the current audit plan. It was also noted that LB Croydon served as the contracting authority and would therefore be accountable for any contract issues.

 

 

RESOLVED

·      That approval be granted to enter into a contract with the London Borough Croydon, to use their Audit Services Framework Agreement, from April 2012 to 31 March 2015 to provide audit resources to deliver the Internal Audit service for the Council.

 

·      That should the Croydon framework contract be extended in compliance with the EU regulations and satisfactory contract performance is maintained, approval be granted for the Council to extend its contract with the London Borough Croydon and associated framework agreement.

 

 

 

 

(Report of the Director of Children and Young People’s Service): to seek approval for the extension of the current semi supported housing tenders for six months to allow conclusion of the North East London Consortium tendering exercise.

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 (including the Authority holding that information).

 

The Committee considered a report seeking approval for a six months extension of the current semi supported housing contracts to enable conclusion of the North East London Consortium tendering exercise. Following Member concerns over the number of extensions made to the current contracts, confirmation was provided that although the tendering process had taken considerably longer than anticipated owing to a number of other boroughs joining the consortium, it was currently on track, with an award of contract anticipated to be submitted for Committee approval in April.   

 

 

RESOLVED

·      That approval be granted to extend the current provision with the suppliers listed below for six months from 1 January 2012 until 30 June 2012 in order to complete the tendering exercise with the NELC (North East London Consortium):

 

o       Christopher House, TA Limelight Properties

o       Allison Lodge (formally MG Supported Housing)

o       Atlas Properties

o       Phoenix Community Care

o       Andrew Stevens

o       Atlantic Lodge

 

(Report of the Director of Children and Young People’s Service): to seek approval for award of contract to refurbish and replace parts of the existing mechanical and electrical plant within the school pool hall.

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 (including the Authority holding that information).

 

The Committee considered a report seeking approval to appoint a contractor to refurbish and replace parts of the existing mechanical and electrical plant within the pool hall at Northumberland Park Community School. The tender process was undertaken outside of the existing Framework Agreement for the Provision of Major Works Construction Services owing to the specialist nature of the work.

 

Confirmation was provided that the project would be jointly funded from the Building Schools for the Future contingency and the secondary school lifecycle fund. Funding discussions had also been held with the school and although they would not be contributing directly at the current time, they would be investing £80k in a separate project on associated elements such as refurbishing the changing rooms.

 

In response to a query about the opportunities for achieving carbon reductions through the project, it was confirmed that the Council had included these considerations within the final design specifications and would also look at the opportunity to make ancillary carbon reductions where feasible during the progress of the work.

 

 

RESOLVED

 

·      That approval be granted for a waiver of the requirements set out in CSO 9.01 to enable a tender process to take place without advertising by inviting tenders from a selection of contractors from Constructionline (a government managed UK register of pre-qualified construction services) for the works. 

 

·      That approval be granted to award the contract for the above project in accordance with CSO 9.07.1(d) to BTU Installation and Maintenance Ltd under the terms detailed in the exempt appendix to the interleaved report. 

 

·      That approval be granted to the issue of a Letter of Intent at 10% of the contract value as allowed under CSO 9.08.3.