Agenda and minutes

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

Contact: Antoinette Duhaney, 020 7332 1408, Email: antoinette.duhaney@cityoflondon.gov.uk  Email: antoinette.duhaney@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

There were no apologies.

 ...  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 of the previous meeting pdf icon PDF 78 KB

To agree the public minutes of the meeting held on 13.03.19.

 

For information

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

Minutes:

RESOLVED – that the public minutes of the meeting held on 13th March 2019 be agreed as an accurate record.

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

4.

Procurement Sub-Committee Work Programme pdf icon PDF 55 KB

Report of the Town Clerk

 

For information

 ...  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.

 

RESOLVED – That the Report be noted.

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

5.

Procurement Strategy 2019-2023 Emerging Themes pdf icon PDF 134 KB

Report of the Chamberlain

 

For information

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

Additional documents:

Minutes:

The Sub-Committee received a Report of the Chamberlain concerning the emerging themes that the new second-generation procurement strategy for the period 2019 – 2023 will be built upon.

 

A Member queried why officers were proposing a four-year period; the Commercial Director confirmed that this was so as to align with the City’s Corporate Plan.

 

In response to a query about current performance and aspirations for the next period, the Commercial Director was of the view that the major contracts, on the whole, were working well. City Procurement were looking at ways to further strengthen management of contracts and their ability to more accurately measure performance over a contract’s lifespan. Whilst the era of big savings on contracts was over, there remains ample opportunity to drive down costs by being a “smarter customer”. The aim, ultimately, was continuous improvement.

 

A Member commended the Report but, pointing to the Draft one-page summary (page 11 in the agenda pack), asked that future iterations should go beyond aspirations and include more granular detail about how officers would measure performance.

 

After concerns were raised about the storage of contract documentation, the Commercial Director reassured Members that his team were taking a proactive approach to educating officers across the Corporation about best practice. Information management had been significantly enhanced over the last several years, so City Procurement were seeing fewer procurement contracts coming through unexpectedly, however, there remained occasions when officers would present contracts for renewal at short notice, which clearly, was sub-optimal. As soon as City Procurement were made aware of a contract, information was uploaded to a central database.

 

A Member reminded the Commercial Director that HR would need to be kept involved when developing automation tools.

 

A Member queried City Procurement’s aim to promote responsible business. The Commercial Director responded that 10%

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

6.

Risk Management Quarterly Update - April 2019 pdf icon PDF 67 KB

Report of the Chamberlain

 

For information

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

Additional documents:

Minutes:

Members are considering a Report of the Chamberlain concerning the risks faced by City Procurement.

 

Focussing on CHB CP005 (Impact on procurement resources) a Member identified three concerns;

i) delays in repairs and works at investment and operational properties and the knock-on impact for income

ii) schools have only a narrow time frame throughout the year to carry out works

iii) the Police’s performance in ensuring procurements are reaching City Procurement in a fully and timely manner.

 

In response, the Commercial Director assured Members that City Procurement were working closely with the Police to ensure procurement problems were kept to a minimum. The Schools were now performing better, but it was important to keep this monitored as the respective masterplans began to come to fruition over the next few years. He added that, so far, the team was coping with unplanned work, however, it was clear, at least in the medium term, that with the vacancies in the team, and the likely downstream increase in work due to the major projects the team’s workload will be significantly expanded. Members proposed sending a resolution to the Capital Buildings Committee and Project Sub Committee emphasising the need for officers and Members to appreciate the full “overhead” cost of a new project, it was vital to recognise that the “downstream” costs could quite profoundly alter the initial budget forecasts. It was also important to keep in mind that it wasn’t always cash that posed the challenge but a lack of skilled people.   

 

Members again asked about the nature of “unplanned” procurements, officers responded that there had been six procurements in the last 10 months that had “come out of the blue”. The Commercial Director reassured Members that this would be a diminishing problem as the cycle goes on as each procurement would

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

7.

Questions on matters relating to the work of the Sub-Committee

Minutes:

There were no questions.

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

8.

Any other business that the Chairman considers urgent

Minutes:

There was no urgent business.

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

9.

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 9.

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.

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

10.

Non-public minutes of the previous meeting

To agree the non-public minutes of the meeting held on 13.03.19.

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

Minutes:

RESOLVED – that the non-public minutes of the meeting held on 13th March 2019 be agreed as an accurate record.

 

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

11.

Action Fraud - Contract Dispute Strategy

Verbal report of the Chamberlain

 

For information

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

Minutes:

Members received a verbal update of the Chamberlain concerning Action and Know Fraud.

 

 

  

 

 

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

12.

Business Travel & Accommodation - Procurement Stage 1 Strategy

Report of the Chamberlain

 

For decision

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

Minutes:

The Sub-Committee considered a Report of the Chamberlain concerning the procurement strategy and evaluation criteria for the selection of a Travel Management Company for the provision of Business Travel Services for the City Corporation.

 

 

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

13.

Lift Maintenance Services - Procurement Stage 2 Award

Report of Camberlain

 

For decision

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

Minutes:

The Sub-Committee considered a Report of the Chamberlain concerning the lift maintenance services.

 

 

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

14.

City of London Police and Rail Delivery Group Stage 2 Contract Award

Report of the Assistant Commissioner

 

For information

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

Minutes:

The Sub-Committee considered a Report of the Commissioner of the City of London Police.

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

15.

Continuous delivery roadmap overview

Report of the Chamberlain

 

For information

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

Minutes:

The Sub-Committee received a Report of the Chamberlain concerning an overview of City Procurement’s Continuous Improvement Roadmap.

 

 

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

16.

Non-public questions on matters relating to the work of the Sub-Committee

Minutes:

There were no non-public questions.

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

17.

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

Minutes:

There was no other urgent non-public business.

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