Agenda and minutes

Venue: Committee Room 4 - 2nd Floor West Wing, Guildhall. View directions

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

Items
No. Item

1.

Apologies

Minutes:

2.

Members' Declarations under the code of conduct in respect of items on the agenda

Minutes:

The Chairman declared an interest in agenda item 19 – City of London Freemen’s School, on the grounds that he was a Governor at the School.

 

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

3.

Public Minutes of the previous meeting pdf icon PDF 67 KB

To agree the public minutes of the meeting held on 3rd April 2019.

 

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

Minutes:

RESOLVED – That the public minutes of the meeting held on 3rd April 2019 be agreed as an accurate record.

 

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

4.

Procurement Sub-Committee Work Programme pdf icon PDF 54 KB

Report of the Chamberlain.

 

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

Minutes:

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

 

RESOLVED

(1) That the report be noted.

 

(2) That it be noted that the next meeting of the Sub-Committee scheduled for 13th June 2019 has been cancelled.

 

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

5.

City Procurement Quarterly Progress Report - Year End for 2018/19 pdf icon PDF 208 KB

Report of the Chamberlain.

 

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

Minutes:

The Committee considered a report of the Chamberlain providing an update on areas of progress measured against Key Performance Indicators (KPIs) for 2018/19.

 

In response to questions and comment from Members, Officers advised that in the interests of transparency, a comprehensive list of contracts would be included with formal savings targets.  However, it was expected some projects would not deliver savings for a variety of reasons.  It was also reported that there was potential for departmental challenge on baseline costs and in the event of costs increasing, departments would have to identify how these additional costs would be met.

 

RESOLVED – That the progress report on the key strategic improvement projects and performance for the 2018/19 financial year as set out below be noted.

 

(1)           A total savings achievement of £8.4m in 2018-2019 financial year

(a)        Procurement savings of £6.74m achieved against a target of £6.52m.

(b)        Commercial Contract Management (CCM) savings of £1.66m against a target of £1.27m.

(2)           Purchase order compliance of 97% (on target).

(3)           94% of all supplier invoices were paid within 30 days (target of 97%).

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(4)           84% of SME invoices were paid within 10 days (target of 85%).

(5)           Waiver trends:

(a)        Total number of waivers has reduced by 32% compared to the previous financial year.

(b)        Non-compliant waivers have decreased by 72% comparing the same periods.

(c)        A total of 42 Procurement Breach waivers recorded in 2018/19 with a value of £2.5m.

 

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

6.

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

Minutes:

7.

Any other business that the Chairman considers urgent

Minutes:

8.

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 8.

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 8.

9.

Non-Public Minutes of the previous meeting

To agree the non-public minutes of the meeting held on 3rd April 2019.

 

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 3rd April 2019 be agreed as an accurate record.

 

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

10.

Contract Dispute Strategy

Report of the Chamberlain

 

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

Minutes:

The Sub-Committee considered a report of the Chamberlain seeking approval of a recommended dispute strategy.

 

 

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

11.

IT Managed Services 2020 Procurement - Stage 1

Report of the Chamberlain

 

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

Minutes:

The Sub-Committee considered a report of the Chamberlain seeking approval of a procurement strategy and evaluation criteria for IT Managed Services.

 

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

12.

Power Purchase Agreement for Off Site Renewable Electricity - Stage 1 Procurement

Report of the Chamberlain and City Surveyor

 

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

Minutes:

The Sub-Committee considered a joint report of the Chamberlain and City Surveyor seeking approval of a procurement strategy and evaluation criteria for the provision of offsite renewable electricity.

 

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

13.

Major Construction Works (Housing) Framework Stage 2 Award

Report of the Chamberlain and City Surveyor

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

Minutes:

The Sub-Committee considered a joint report of the Chamberlain and City Surveyor updating Members on progress with tendering the major works frameworks.

 

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

14.

Provision of Security Services - Procurement Stage 2 Award

Report of the Chamberlain and City Surveyor

 

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

Minutes:

The Sub-Committee considered a joint report of the Chamberlain and City Surveyor updating Members on progress with tendering for Security Services.

 

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

15.

Departmental response to latest Chief Officers Purchase Card Report

Report of the Chamberlain.

 

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

Minutes:

The Sub-Committee considered a report of the Chamberlain on the use of purchase cards.

 

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

16.

Annual Waiver Report 2018/19

Report of the Chamberlain

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

Minutes:

The Sub-Committee considered a report of the Chamberlain detailing waivers processed during 2018/19.

 

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

17.

Delays to Corporate Catering Contracts Sign-Off

Report of the Chamberlain

 

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

Minutes:

The Sub-Committee considered a report of the Chamberlain on the new catering contracts.

 

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

18.

Revenues Print Lessons Learned

Report of the Chamberlain.

 

 ...  view the full agenda text for item 18.

Minutes:

The Sub-Committee considered a report of the Chamberlain in respect of the Corporate Printing Contract.

 

 ...  view the full minutes text for item 18.

19.

City of London Freemen's School Main House Enabling Works - Lessons Learned

Report of the City Surveyor

 

 ...  view the full agenda text for item 19.

Minutes:

The Sub-Committee considered a report of the City Surveyor on the City of London Freemen’s School.

 

 ...  view the full minutes text for item 19.

20.

Resolution from Housing Management & Almshouses Sub-Committee 26.03.19: Petticoat Tower Balcony Doors and Windows

Minutes:

The Sub-Committee considered a resolution from the Housing Management & Almshouses Sub-Committee in respect of Petticoat Towers balcony doors and window replacement.

 

 ...  view the full minutes text for item 20.

21.

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

Minutes:

22.

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

Minutes: