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Venue: Committee Room 2 - 2nd Floor West Wing, Guildhall

Contact: Antoinette Duhaney  Email: antoinette.duhaney@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Deputy Hugh Morris, Randall Anderson and Deputy Clare James.

 

 ...  view the full minutes text for item 1.

2.

Members' Declarations Under the Code of Conduct in Respect of Items on the Agenda

Minutes:

There were no declarations.

 

 ...  view the full minutes text for item 2.

3.

Public Minutes pdf icon PDF 74 KB

 

To agree the public minutes of the meeting held on 16th January 2019.

 

 ...  view the full agenda text for item 3.

Minutes:

RESOLVED – That the public minutes of the meeting held on 16th January 2019 be agreed as a correct record subject to the following correction (italicised) to the first line of the last paragraph of item 4, page 2 of the agenda pack being amended to read as follows:

 

“Members added that if the Police continued to underperform in this area, there…”

 ...  view the full minutes text for item 3.

4.

Sub-Committee Forward Plan pdf icon PDF 53 KB

Report of the Town Clerk.

 

 ...  view the full agenda text for item 4.

Minutes:

The Sub-Committee considered a report of the Chamberlain providing an update on the Sub-Committee’s work programme for 2019.

 

Officers suggested that Members may wish to consider Key Performance Indicators (KPIs) as a standing item every 2-4 months and also the City procurement Risk Register

 

Members were supportive of the KPIs and the City Procurement Risk Register being added to the work programme and considered at regular intervals.

 

RESOLVED – That the report be noted.

 

 ...  view the full minutes text for item 4.

5.

EU exit readiness: Supply Chain Category Insight pdf icon PDF 60 KB

Report of the Chamberlain.

 ...  view the full agenda text for item 5.

Additional documents:

Minutes:

The Sub-Committee considered a report of the Chamberlain outlining work undertaken by Efficio Consulting to produce category level risk cards and identify key risks for each category.

 

RESOLVED – That the report be noted.

 

 ...  view the full minutes text for item 5.

6.

One Savings Approach pdf icon PDF 72 KB

Report of the Chamberlain.

 ...  view the full agenda text for item 6.

Minutes:

The Sub-Committee considered a report of the Chamberlain outlining proposals for a single approach to recording and reporting savings and efficiencies.

 

Members were supportive of the proposed approach and Officers advised that a year end report for 2018/19 year would be presented to the Committee in May 2019 followed by quarterly reports thereafter.

 

RESOLVED – That the adoption of the “One Savings Approach” to savings and efficiencies that are delivered with the support of City Procurement be approved.

 

 ...  view the full minutes text for item 6.

7.

Procurement Strategy 2019-2023 - Emerging Key Themes

 

Report of the Chamberlain

 

 ...  view the full agenda text for item 7.

Minutes:

Officers reported that this report had ben deferred and would be presented to the next meeting of the Sub-Committee scheduled for 3rd April 2019.

 

 

 ...  view the full minutes text for item 7.

8.

The Transition to a Zero Emissions Fleet pdf icon PDF 440 KB

Report of the Director of the Built Environment and the Chamberlain.

 

 ...  view the full agenda text for item 8.

Minutes:

The Sub-Committee considered a joint report of the Director of the Built Environment and the Chamberlain on proposed measures to ensure that the City Corporation’s vehicle fleet including City of London Police vehicles complies with the requirements of the Ultra Low Emission Zone (ULEZ) which comes into effect on 8th April 2019.

 

Officers advised that the proposals in the report would go beyond compliance with the ULEZ and would support the City Corporation’s own Strategies including Transport and Clean Air.  In response to questions and observations from Committee Members, officers advised that an Internal Officer Transport Co-ordination Group would be established to rigorously challenge operational requirements and support the move towards a zero emission vehicle fleet.  Following the decision of the Policy and Resources Committee on 21st February 2019, it was proposed the number of Mayoral and Shrievalty vehicles be reduced and the remaining vehicles replaced with electric vehicles.

 

RESOLVED – That the report be noted.

 

 ...  view the full minutes text for item 8.

9.

Public Questions on Matters Relating to the Work of the Sub-Committee

Minutes:

There were no public questions.

 

 

 ...  view the full minutes text for item 9.

10.

Any Other Business that the Chairman Considers Urgent

Minutes:

Officers drew the Sub-Committee’s attention to the following:

 

·         Catering Contract – Officers were concerned that 6 months after the contract had commenced, the new contract had yet to be formally signed off owing to unresolved issues in respect of TUPE, Insurance and other matters to mitigate. Sub-Committee Members were concerned that this was not a satisfactory situation   and sought clarification on what action was being taken to mitigate against the associated risks. 

 

·         Recruitment Update – Officers reported that

 

(a)  The ongoing leave of absence of an Assistant Director together with an Assistant Director vacancy was creating challenges in managing workloads.  However, in close liaison with HR, it was anticipated that this situation would be resolved within the next 6 months. 

(b)  Andrew Lenihan had been appointed as the Head of Accounts Payable

 

·         International Women’s Day – the Sub-Committee was advised that Karen Moorhouse from the City Procurement Team won the 2018 Chartered Institute of Procurement and Supply’s (CIPS) Young Procurement Professional of the Year.  Karen was also featured in a CIPS International Women’s Day ‘shout out about your success’ campaign video.

 

 ...  view the full minutes text for item 10.

11.

Exclusion of the Public

MOTION - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

 ...  view the full agenda text for item 11.

Minutes:

RESOLVED - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following items on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act.

 

Items

Paragraph

12 - 18

3

 

 

 ...  view the full minutes text for item 11.

12.

Non-Public Minutes

 

To agree the non-public minutes of the meeting held on 16th January 2019.

 

 

 ...  view the full agenda text for item 12.

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 16th January 2019 be agreed as a correct record.

 

 

 ...  view the full minutes text for item 12.

13.

Funding Arrangements for Ultra Low Emission Zone (ULEZ)

Report of the Chamberlain.

 

 ...  view the full agenda text for item 13.

Minutes:

The Sub Committee considered a report of the Chamberlain regarding funding arrangements to support upgrading of the vehicle fleet to facilitate compliance with new ULEZ legislation.

 

 

 

 ...  view the full minutes text for item 13.

14.

Review of Recent Housing Procurement Issues and Proposed Mitigations to Improve Competitive Tendering

Report of the Chamberlain

 

 ...  view the full agenda text for item 14.

Minutes:

The Sub Committee considered a report of the Chamberlain along with a resolution from the Community and Children’s Services Committee reviewing recent challenges and recommending improvements to the competitive tendering process.

 

 

 

 

 ...  view the full minutes text for item 14.

15.

Project Management Consultants (for construction) Framework Procurement Stage 1 Strategy - REVISED

Report of the Chamberlain.

 

 ...  view the full agenda text for item 15.

Minutes:

The Sub Committee considered a report of the Chamberlain outlining proposed changes to the Procurement Strategy for the Project Management Consulting (Construction) framework for the City of London Corporation.

 

 ...  view the full minutes text for item 15.

16.

Media Planning and Buying Services for the Barbican Centre - Procurement Stage 1 Strategy

 

Report of the Chamberlain.

 

 ...  view the full agenda text for item 16.

Minutes:

The Sub-Committee considered a report of the Chamberlain regarding the proposed procurement strategy for selecting a preferred supplier of Media Planning and Buying Services for the Barbican Centre.

 

 ...  view the full minutes text for item 16.

17.

Non-public Questions on Matters Relating to the Work of the Sub-Committee

Minutes:

The Sub-Committee considered two questions on matters related to the work of the

Sub-Committee.

 

 ...  view the full minutes text for item 17.

18.

Any other business that the Chairman considers urgent and which the Sub-Committee agree should be considered whilst the public are excluded

Minutes:

 


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