Agenda and minutes
PDF 265 KBContact: Nazyer Choudhury, Principal Committee Co-ordinator 3321, Email: nazyer.choudhury@haringey.gov.uk
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Apologies for absence To receive any apologies for absence. Minutes: There were no apologies for absence.
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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 Minutes: There were no declarations of interest.
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The Chair of Overview and Scrutiny has been informed that it was impracticable to give 28 days’ notice of the decision.
The DPS aids and supports the communications team in the delivery of all design, print, marketing, and advertising requests from across the organisation.
The establishment of the DPS will contribute to achieving income for the authority. Moreover, the contract allows the Council to procure services in a more cost effective and efficient way.
A joining fee is payable by all authorities who decide to undertake their sourcing via this DPS. The council already has three additional authorities paying for use of our DPS, meaning we need the agreement in place as soon as possible to fulfil our contractual obligations to those authorities.
Given the above, it is not practicable to comply with the 28-day notice requirement in Part Four, Section D, Rule 13 of the constitution. This is set out in Part Four, Section D, Rule 16, of the Constitution. Minutes: The Leader of the Council considered the report which sought approval to establish a Dynamic Purchasing System (DPS) for the design, print, marketing collateral and advertising for a period of 4 years with an option to extend for a further 2 years by placing an advert on Contracts Finder and the Find A Tender Service.
The DPS would be for the use of Haringey Council and access to the DPS will be granted to other local authorities and public sector organisations.
There would be no cost to the Council for establishing the DPS.
The Leader RESOLVED
1. To approve the request for the Council to establish a Dynamic Purchasing System for the provision of print, design, marketing and advertising for a period of 4 years from 25 June 2022 – 24 June 2026, with an option to extend for a further 2 years.
2. To note that there is no additional cost to establish the Dynamic Purchasing System and that the set-up and ongoing administration will be met from existing Communication budgets. The total value of the Dynamic Purchasing System over the period including the extension is £3,300,000. The value of the Dynamic Purchasing System is inclusive of spend undertaken by other local authorities and organisations who will use the Dynamic Purchasing System.
Reasons for decision
The current DPS agreement expired in March 2022; this will be to replace the DPS in place. This will ensure a route to market that the organisation can use to procure any design, print, marketing, or advertising requirements.
The Council was increasingly seeking opportunities to generate income, by encouraging other authorities to join the agreement we can therefore contribute towards achieving the savings targets set in the medium-term financial strategy. A joining fee is payable by all authorities who decide to undertake their sourcing via this DPS.
Alternative options considered
Do nothing
This was not an option as this platform supports the communications team in the procuring of design, print and marketing.
Use of Frameworks
This was not considered as an option as there were no Framework Agreements that accommodated this provision.
The Chair of Overview and Scrutiny has been informed that it was impracticable to give 28 days’ notice of the decision.
The DPS aids and supports the communications team in the delivery of all design, print, marketing, and advertising requests from across the organisation.
The establishment of the DPS will contribute to achieving income for the authority. Moreover, the contract allows the Council to procure services in a more cost effective and efficient way.
A joining fee is payable by all authorities who decide to undertake their sourcing via this DPS. The council already has three additional authorities paying for use of our DPS, meaning we need the agreement in place as soon as possible to fulfil our contractual obligations to those authorities.
Given the above, it is not practicable to comply with the 28-day notice requirement in Part Four, Section D, Rule 13 of the constitution. This is set out in ... view the full minutes text for item 3. |