Contact: Fiona Rae, Acting Committees Manager 3541, Email: email@example.com
Apologies for absence
To receive any apologies for absence.
There were no apologies for absence.
Declarations of interest
A member with a disclosable pecuniary interest or a prejudicial interest in a matter who attends a meeting of the authority at which the matter is considered:
(i) must disclose the interest at the start of the meeting or when the interest becomes apparent, and
(ii) may not participate in any discussion or vote on the matter and must withdraw from the meeting room.
A member who discloses at a meeting a disclosable pecuniary interest which is not registered in the Register of Members’ Interests or the subject of a pending notification must notify the Monitoring Officer of the interest within 28 days of the disclosure.
Disclosable pecuniary interests, personal interests and prejudicial interests are defined at Paragraphs 5-7 and Appendix A of the Members’ Code of Conduct
There were no declarations of interest.
The Cabinet Member for Cabinet Member for Housing Services, Private Renters, and Planning considered the report which requested approval for the award of a contract for Asbestos Services including surveying, bulk sampling, and air monitoring. The contract award would be for the maximum sum of £709,295.00.
The contract sum was made up from the contractor’s tendered rates, which had been priced against a schedule of addresses and different survey types required in each property, with estimated frequencies, including annual inspection etc. Each contractor submitted their own rates, but all were set against the fixed schedule of addresses and surveys provided by Haringey as mentioned above.
The report also requested approval for the issue of a letter of intent to the preferred contractor. This would be for an amount up to, but not exceeding, £70,929.50. This represented 10% of the contract sum. This would enable mobilisation of the contract, whilst the contract documentation was finalised.
It was highlighted that the contract would be for 4 years with an option to extend for a further 2 years and it was suggested that this information should be included in the recommendations for reference; this was agreed by the Cabinet Member.
In relation to service charges, it was noted that costs to individual leaseholders would be below the threshold of £100 in any service charge year. It was explained that surveying would generally take place annually and any high risk areas would have asbestos removal which would remove the need to investigate further. It was added that, where possible, asbestos works were included within major works to minimise disruption and costs.
In response to a question about the properties affected, the Asbestos, Construction, and Fire Risk Manager noted that asbestos would generally be found in properties built between 1960-1999.
The Cabinet Member RESOLVED
1. In accordance with Contract Standing Order (CSO) 9.07.1(d), to approve the award of a contract to the contractor ranked No.1 in exempt appendix A for 4 years with an option to extend for a further 2 years. Works included within this project include the following: asbestos surveying, bulk sampling and air monitoring.
2. To approve the issue of a letter of intent for an amount of up to, but not exceeding, £70,929.50 which represents 10% of the contract sum.
3. That the approval of future contract extensions as permitted under the contract, the Councils Standing Orders, and in accordance with regulation 72 of the Public Contract Regulations (2015) is delegated to the Director of Placemaking and Housing.
Reasons for decision
Cabinet Member approval for the award of this contract, which is deemed to represent value for money. This is following a tender process undertaken in conjunction with Haringey Council’s Procurement team via the Dynamic Purchasing Systems (DPS).
The tender process was carried out in accordance with the procurement DPS requirements that incorporate price and quality. The successful compliant bidder scored the highest in relation to these criteria in the associated lot.
The split between price and quality was agreed with ... view the full minutes text for item 3.
Exclusion of the Press and Public
Item 5 is likely to be subject to a motion to exclude the press and public be from the meeting as it contains exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); paras 3 and 5, namely information relating to the financial or business affairs of any particular person (including the authority holding that information) and information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.
That the press and public be excluded from the remainder of the meeting as item 5 contained exempt information, as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); paras 3 and 5, namely information relating to the financial or business affairs of any particular person (including the authority holding that information) and information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.
EXEMPT - New Asbestos Surveying Contract
The Cabinet Member considered the exempt information.