Agenda item

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.

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 Part Four, Section D, Rule 16, of the Constitution.

CABINET MEMBER: Cllr Peray Ahmet 

Signed by Cabinet Member ……………………………… 

Date …16 June 2022……………………….