Agenda and draft minutes

Please note that this meeting may be filmed or recorded by the Council for live or subsequent broadcast via the Council’s internet site or by anyone attending the meeting using any communication method. Although we ask members of the public recording, filming or reporting on the meeting not to include the public seating areas, members of the public attending the meeting should be aware that we cannot guarantee that they will not be filmed or recorded by others attending the meeting. Members of the public participating in the meeting (e.g. making deputations, asking questions, making oral protests) should be aware that they are likely to be filmed, recorded or reported on.  By entering the meeting room and using the public seating area, you are consenting to being filmed and to the possible use of those images and sound recordings.

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 Chair referred to the notice of filming at meetings and this information was noted.

There were no apologies for absence. 

The Chair will consider the admission of any late items of Urgent Business. (Late items of Urgent Business will be considered under the agenda item where they appear. New items of Urgent Business will be dealt with under agenda item 7).

There were no items of urgent business.

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. 

To consider any requests received in accordance with Part 4, Section B, paragraph 29 of the Council’s constitution.

There were no deputations / petitions / presentations / questions.

The report sought approval from the Cabinet Member for Finance and Local Investment to award a contract for the provision of a Procurement and Contract Management (also known as 'e-procurement') solution in accordance with Contract Standing Order (CSO) 9.01.2 b) (Restricted Tender process) and CSO 9.07.1(e) (Award of contracts above £500,000) and CSO16.02 (the Leader may allocate decisions to the Cabinet Member having the relevant portfolio responsibility).

The Council used several platforms, Adam Dynamic Purchasing System (DPS), Haringey Procurement and Contract System (HPCS), OpenText, SAP Supplier Relationship Management (SRM) and SAP Vendor Invoice Management (VIM), to manage its e-procurement activities, handling over £550 million of transactions and about 90,000 payments. Of these, the contracts for HPCS platform (including contract management) and Adam DPS would expire in 2024 and both systems would need replacing.

The contract end dates for these systems vary across 2023-24 and cannot be extended further. Moreover, there are outstanding audit recommendations that the current solutions cannot provide for.

The contract was for an initial period of 5 years with an option to extend for a further 2 years. The estimated contract value inclusive of the extension period was stated in paragraph 3.1 of this report and the anticipated start date would be 01/10/2023 and the end date (if extending) would be 30/09/2030.

The Cabinet Member for Finance and Local Investment RESOLVED

That the Cabinet Member for Finance and Local Investment approves, in accordance with Contract Standing Order (CSO’s) 9.01.2b, 9.07.1e and 16.02, the award of a contract for the supply and support of an e-Procurement solution to Supplier C for an initial 5-year period at an estimated value of £1,974,833 with an option of a two-year extension at a further estimated value of £884,556 for a maximum estimated contract value of £2,859,389.

Reasons for decision:

The current contract for the Haringey Procurement and Contract System (HPCS) platform expires on 11 June 2024 and the Adam DPS platform expires on 28 November 2024, with no further options to extend. Page 2 Page 3 of 6

The new e-procurement platform directly supported activities that would contribute to more effective, more compliant procurement and, as a result, greater value for money for the Council and residents of the borough.

The approach supported the Digital Strategy to adopt best in class existing processes and simplify internal processes and practices to meet industry proven standards rather than a more bespoke ‘adapt’ approach, which was agreed to be more expensive, more time-consuming, and more costly, over the long-term, to sustain and maintain.

The new platform would also deliver the recommendations of the internal audit report which include: - Establishing a consolidated contracts register - Enforcing use of a corporate sourcing solution for all procurements - Ensuring supplier credit checks are completed where required prior to award of contract - Keeping an audit trail of activity related to procurements - Compliance with the requirement to publish all awards over £25K.

The award of contract would deliver: - Compliant procurement and contract management processes  ...  view the full minutes text for item 6.

There were no new items of urgent business.

Item 9 is likely to be subject to a motion to exclude the press and public from the meeting as they contain exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); paragraph 3, information relating to the financial or business affairs of any particular person (including the authority holding that information).

Item 9 was subject to a motion to exclude the press and public from the meeting as they 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); paragraph 3, information relating to the financial or business affairs of any particular person (including the authority holding that information).

The Cabinet Member considered the exempt information.