Agenda and draft minutes

An apology for absence was received from Cllr Kober.

To confirm and sign the minutes of the meeting of the Procurement Committee held on 23 February 2012.

RESOLVED

That the minutes of the meeting held on 23 February 2012 be approved and signed.

(Report of Interim Chief Financial Officer): to note the amendment under delegated authority to the financial arrangements for Leisure Service fitness suite equipment.

The Committee received a report for noting on changes made under delegated authority to the financing arrangements for the Leisure Service Fitness suite equipment contract which had been awarded by the Committee in February 2011. Subsequent to this, the Interim Chief Financial Officer had made the decision under his delegated powers to alter the financing arrangements to fund the procurement of the equipment through borrowing rather than a finance lease. This would proffer the Council greater flexibility when considering the options for the service going forward for a broadly comparable cost.  

RESOLVED

·      That the report be noted.

(Report of the Director of Place and Sustainability): to seek approval for the award of contract for the coroners’ removals 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 for the award of contract for the Coroners’ removals service covering the collection and transportation of bodies from place of death to assigned mortuaries. The new contract would run from 1 July 2012 to 30 June 2015 with the provision to extend for up to a year and would cover the five boroughs within the Coroners jurisdiction, with Haringey acting as lead authority for the procurement. The Committee noted the anticipated saving to be realised from the new contract.

RESOLVED

·      That approval be granted for the award of contract for a Coroners’ removal service to Dignity Funeral Ltd for a period of three years from 1 July 2012 to 30 June 2015 with the provision to extend for further periods of up to one year, as allowed under CSO 9.07 as the most economically advantageous tender.

·      The Committee agreed that the contract would be monitored by the Council’s Coronial service: the contractor would be required to submit monthly statements of work carried out and invoices raised in relation to services delivered including details of names of deceased, date of collection, time of call out instruction, name of Coroner’s manager instructing, time of arrival to collect body, time of delivery to public mortuary and details of amount claimed per body collected and delivered to mortuary.

(Report of the Assistant Chief Executive): to seek approval for the award of a replacement contract for the management of the Council’s IT network, security and data centres.

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 a replacement contract for the management of the Council’s IT network, IT security and data centres. The three year contract would start from July 2012 with an option to extend for a further two years.

Members sought assurances on the value for money of the contract in recognition of the relatively limited market for the procurement. The specialist nature of the service was acknowledged as well as the limited ability to benchmark costs with other authorities due to the bespoke nature of service arrangements in place. The preferred bidder had however supplied a comprehensive cost breakdown during the OJEU tendering process to provide confirmation that the bid was competitive. The additional benefits associated with awarding the contract to the incumbent contractor were also recognised.

RESOLVED

·      That approval be granted to award the replacement contract for the management of the IT network, IT security and data centres to Logicalis UK Limited under the terms set out in the exempt appendix and following a transparent competitive tendering process carried out by Council officers in line with CSO 9.07. The contract is for a period of three years with an option to extend for a further two years with an anticipated start date of July 2012.

(Report of the Director Public Health): to seek approval for the award of contract for primary and secondary community HIV prevention services.

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 waiver of the requirement to obtain quotations or tender for the award of contract for a primary and secondary community HIV prevention programme for Enfield and Haringey. The Committee was also asked to approve the current provider, Embrace UK Community Support Centre as the preferred provider to deliver the contract going forward.

Confirmation was provided that Embrace UK had been identified during previous tender processes undertaken both on a pan-London and national level as the only community organisation in the country to provide the highly specialised, bespoke models of service delivery required for this programme. Additionally, the organisation had continued to exceed performance targets set under the current contract and provided further value through securing additional funding for complementary projects.

RESOLVED

·      That approval be granted to a waiver of the requirements to tender as required under CSO 9.01 as allowed under CSO 10.01.1 on the grounds set out in CSO 10.01.2a and CSO 10.01.2d.

·      That approval be granted to the award of contract for primary and secondary community HIV prevention programme for Enfield and Haringey to Embrace UK (Embrace UK Community Support Centre).

(Report of Director of Place and Sustainability): to seek approval for the award of a framework agreement for the provision of sports and physical activity coaching.

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 new framework agreement for the provision of sports and physical activity coaching and to agree the providers to be awarded a place on the framework. A new three year framework would allow all Council services to commission physical activity programmes across the borough following the expiry of the current framework.

In response to a question on procuring disability sport as a separate Lot, it was confirmed that under the terms of the procurement, all organisations successful in being entered onto the framework were required to coach individuals of all abilities. However, it was recognised that particular skills in the area of disability sport coaching had been developed by nationally renowned organisations which would provide a high quality service in this relatively specialist area.

Confirmation was provided that DJ/compering had been included as a Lot under the framework as it was anticipated this would serve as a gateway route to encourage participation with other sport and physical activities on offer.

RESOLVED

·      That approval be granted for the award of a framework agreement as set out in the report for a minimum period of three years from the anticipated commencement date of May 2012 with the option to extend for a further year.

·      That approval be granted to the organisations listed below to be placed on the framework:

§         Access for Sport

§         Hornsey YMCA

§         HR Sport Academy CIC

§         HSDT

§         Let Me Play

§         London Boxing Academy

§         London Coaching Foundation

§         London Skolars

§         Sanjuro Training Systems Ltd

§         Tottenham Hotspurs Foundation

·      That the Framework contract compliance and monitoring duties be performed by the Leisure Services Client Team.

·      the Leisure Services Client Team.