Agenda and draft minutes

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The chair of the meeting has the discretion to terminate or suspend filming or recording, if in his or her opinion continuation of the filming, recording or reporting would disrupt or prejudice the proceedings, infringe the rights of any individual or may lead to the breach of a legal obligation by the Council.

The Cabinet Member referred to agenda item 1, as shown on the agenda in respect of filming at this meeting and Members noted this information.

There were no items of urgent business.

There were no declarations of interest.

The report  sought Cabinet Member approval to novate the existing contract for the provision of an Alcohol Support Service from Haringey Advisory Group on Alcohol (HAGA) to Blenheim CDP (Blenheim) as  allowed under Contract Standing Order (CSO) 9.07.1(d) “All contracts valued at £500,000 (five hundred thousand pounds) or more at the time of award may only be awarded, assigned, or novated by the Cabinet”; and CSO 10.03 “In circumstances permitted in Regulation 72 of the Public Contract Regulations or Regulation 43 of the Concession Contracts Regulations or where the value of a contract is below the applicable threshold pursuant to the Regulations the Council may agree to the novation or assignment of a contract”.

In response to a question from the Cabinet Member, it was noted that there would  be no change to the delivery of the  Alcohol support service  and HAGA would continue to provide this support  service from their existing location but would come under the umbrella of services provided by Blenheim.

RESOLVED

To approve the novation of the existing contract for the provision of an Alcohol Support Service contract from HAGA to Blenheim in accordance with CSOs 9.07.1(d) and 10.03 so that the contract can continue to be delivered without interruption.

Reasons for decision

As of 1^st April 2018, HAGA and Blenheim will merge and HAGA will cease to be an independent charity. All existing HAGA contracts will need to be transferred into Blenheim’s name. This is an administrative change. Blenheim’s contractual responsibilities will remain the same as HAGA’s.

All HAGA staff members are moving into the merged organisation and so there will be continuity in terms of the staff delivering the Alcohol Support Service contract. 

Alternative options considered

Not to agree to novate the contract. As the Alcohol Support Service would be disrupted, with a negative impact for service users, this option was dismissed. 

The report sought Cabinet Member  approval to novate the existing contract for the provision of Specialist Alcohol Service with Haringey Advisory Group on Alcohol (HAGA) to Blenheim CDP (Blenheim) as permitted under Contract Standing Order (CSO) 10.03 (Novation of contracts in circumstances permitted under Regulation 72 of Public Contract Regulations 2015)) in accordance with the provisions of CSO 9.07.1(d) which provides that only Cabinet may award, assign or novate contracts valued at £500,000 or more.

This report was required in order to support the merger of HAGA and Blenheim and to enable continuation of the delivery of the community and housing related support alcohol services to Haringey residents. Novation of the contracts as requested will avoid any break in services for vulnerable users with alcohol needs.

RESOLVED

To approve the novation of the existing contract for the provision of a Specialist Alcohol Service with HAGA to Blenheim in accordance with CSOs 9.07.1(d) and as permitted under CSO 10.03 so that the contract can continue to be delivered without interruption. The value of the contract is £419,000 per annum.

Reasons for decision

By 1^st April 2018, HAGA and Blenheim will merge and HAGA will cease to be an independent charity. All existing HAGA contracts will need to be transferred into Blenheim’s name. This is an administrative change. Blenheim’s contractual responsibilities will remain the same as HAGA’s.

All HAGA staff members are moving into the merged organisation and so there will be continuity in terms of the staff delivering the contract for the provision of a Specialist Alcohol Service. 

Alternative options considered

To not agree to novate the contract. As the Specialist Alcohol Service would be disrupted, this option was dismissed.

The  previous December Cabinet decision report had been amended to correct a minor error. The narrative ‘Peters Book Selling  Service[ incorrect name of the supplier]  had been replaced with Peters Limited[ correct title of the supplier] and approval was sought to accept this amendment.

This was to allow the entering of a call-off contract for the purchase of Library Stock with the preferred Contractors (Askews and Holts Library Services Ltd and Peters Ltd) for a period of 3 years with an option to extend for a further 2 years as allowed under the Council Contracts Standing Order (CSO) 9.07.1(d) for a total contract value of not exceeding £1,000,000.

Further to consideration of the exempt information at 9,

RESOLVED

That approval be given for the Council to enter into Call-off contracts with Askews and Holts Library Services Ltd and Peters Ltd for purchase of library stock in accordance with CSO 7.01(b) as permitted under CSO 9.07.1(d) for a maximum value of £1,000,000.

The contract period is 1 January 2018 – 31 December 2020 (with option to extend for up to a further 2 years.

Reasons for decision

Library services contribute to key priorities 1, 2 & 3 by providing access to education, learning and employment opportunities through the resources they provide and staff expertise. They are at the heart of communities and help to foster a sense of place, helping to combat social isolation.

The purchase of stock is budgeted for and forms a fundamental part of Business As Usual. Library stock is a core element of the service. It provides communities and individuals with access to materials that facilitate learning for all ages, it supports educational attainment, helps to improve literacy levels and to get people into further education and the work place. It combats social isolation, for example though book groups and baby and toddler storytimes.

Failure to provide quality library stock impacts significantly on the levels of use and the ability of libraries to contribute to the Council’s priorities; it carries a reputational risk for the Council and compromises our ability to comply with the Public Libraries Act of 1964.

In order to ensure compliance with procurement legislation and ensure value for money, strategic procurement led a Mini Competition exercise in accordance with CSO 7.01(b). The ESPO Framework, Library Stock supply (ref 376F) was used. The tender was sent to six suppliers (industry leading suppliers) that were registered in the Framework Agreement. The Mini Competition was based on:

Price   50%
Quality 50%

The reason  the above evaluation weighting  was applied was to ensure  the Council’s requirement for high quality, sensitive, accurate and critical data was met by the winning supplier/s.

The Pricing Schedule for each Lot was a shopping basket of 50 books (for Lots 1 and 2 and audio visual material for Lot 3), that suppliers were asked to bid for (net of discount of retail price).

Suppliers    

The following is the summary of the outcome of the tender evaluation and clarification process for all Suppliers  ...  view the full minutes text for item 48.

As per item 2.

None

RESOLVED

That the press and public be excluded from the reminder of the meeting as the items contained exempt information, as defined under Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972.

RESOLVED

That the press and public be excluded from the reminder of the meeting as the items contained exempt information, as defined under Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972.

As per item 48.

As per item 2.

None