Agenda and minutes

Venue: Committee Room 2 - 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:

Apologies for absence were received from Randall Anderson, John Fletcher, Alderman Gregory Jones QC and Jeremy Mayhew.

 

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

2.

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

Minutes:

No declarations were made.

 

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

3.

Public Minutes of the Previous Meeting pdf icon PDF 53 KB

To agree the public minutes of the meeting held on 29.10.19

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

Minutes:

RESOLVED

 

That the public minutes of the meeting held on 29.10.19 be approved.

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

4.

Procurement Sub-Committee Work Programme pdf icon PDF 43 KB

Report of the Town Clerk

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

Minutes:

The Sub-Committee considered a report of the Chamberlain setting out the forward programme of agenda items up to April 2020.

 

Officers advised that as the next scheduled meeting of the Sub-Committee was scheduled for ? January 2020, this meeting should be cancelled as there was a short lead in time before the Christmas break and there was no pressing business that could not be deferred to a later meeting.

 

RESOLVED

 

1.     That the meeting scheduled for ? January 2020 be cancelled.

 

2.     That the report be noted.

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

5.

Brexit Update: Procurement and Supply Chain (oral report)

Report of the Chamberlain

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

Minutes:

Officers advised that there was nothing further to add subsequent to the update provided at the meeting on 24.09.19.

 

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

6.

Financial Appraisals for Procurement pdf icon PDF 70 KB

Report of the Chamberlain

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

Additional documents:

Minutes:

The Sub-Committee considered a report of the Chamberlain setting out proposed new arrangements for financial assessments for bidders for low risk contracts.

 

Officers reported that under the current arrangements, many suppliers were excluded from bidding and the use of Credit Reference Agencies for low risk contracts would generate efficiencies and this action had been put forward as a Fundamental Review proposal.

 

RESOLVED

 

1.     That the report be noted.

2.     That the Resource Allocation Sub Committee’s informal support of the Chamberlain’s Fundamental Review recommendation for the use of a credit agency to provide financial checks for suppliers rather than in house- appraisal; and to receive a verbal update on whether the proposal has been ratified by Policy and Resources Committee be noted.

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

7.

City Procurement Risk Management - Quarterly Report pdf icon PDF 76 KB

Report of the Chamberlain

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

Additional documents:

Minutes:

The Sub-Committee considered a report of the Chamberlain providing an overview of Risk Management within the City Procurement Team.

 

Officers reported that work was ongoing to address the amber rated risks.

 

RESOLVED

 

That the actions taken to by the City Procurement Team to monitor and manage risk be noted.

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

8.

Procurement of Vehicles pdf icon PDF 53 KB

Report of the Town Clerk

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

Minutes:

The Sub-Committee considered a report of the Chamberlain setting out proposals to remove vehicle procurement from the Gateway Process.

 

Officers advised that the recommendations in the report were subject to formal agreement of the Projects Sub-Committee.

 

RESOLVED

 

That subject to formal approval of recommendation 1 of the officer report by the Projects Sub-Committee:

 

1.          Authority is delegated authority to the Transport Co-ordination Group (officer board) to approve the procurement of vehicles up to £250,000.

2.          Authority be delegated to the Strategic Resources Group (officer board chaired by the Chamberlain) to approve the procurement of vehicles in the range of £250,000 - £2,000,000.

3.          That for the procurement of vehicles to the cost of £2,000,000 or above, formal approval by the Procurement Sub Committee is required.

 

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

9.

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:

Procurement Strategy – Members requested clarification from Officers in respect of the timescales for signing off the Procurement Strategy.

 

 ...  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:

12.

Non-Public Minutes of the previous meeting

To agree the non-public minutes of the meeting held on 29.10.19

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 29.10.19 be approved.

 

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

13.

Power Purchase Agreement (PPA) for Offsite Renewable Electricity - Procurement Stage 1A Mid Tender Update

Joint report of the Chamberlain and the City Surveyor

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

Minutes:

The Sub-Committee considered a report of the Chamberlain updating Members on the procurement process for appointing a preferred supplier for a Power Purchase Agreement for offsite renewable energy.

 

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

14.

IT Contract Renewals

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a report of the Chamberlain providing an overview of IT contracts expiring before 31 December 2020.

 

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

15.

Contract Dispute Update (oral report)

Report of the Chamberlain

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

Minutes:

The Sub Committee received an oral update on the Contract Dispute resolution actions.

 

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

16.

Rough Sleeping Outreach Service 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 outlining a Procurement Strategy and Evaluation Criteria for selecting a preferred supplier for Rough Sleeping Outreach Support.

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

17.

Architect Consultants (for construction) Framework Procurement Stage 1 Strategy

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a report of the Chamberlain outlining the proposed procurement strategy and evaluation approach to be used in the selection of the preferred supplier(s) for the Architectural Consultant (in construction) Framework.

 

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

18.

Commercial Contract Management - Corporate Supplier Scorecard Results

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a report of the Chamberlain updating Members on the scorecard measures key suppliers’ performance against a range of corporate policies, contract KPIs and terms and conditions.

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

19.

Transportation and Public Realm Consultancy Framework

Report of the Director of the Built Environment

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

Minutes:

The Sub Committee considered a report of the Chamberlain outlining proposals to adopt a framework contract for procuring external consultancy services in the Transportation and Public Realm Division within the Department of the Built Environment.

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

20.

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

Minutes:

There was one non-public question.

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

21.

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 one item of urgent business.

 

 ...  view the full minutes text for item 21.

22.

Confidential Minutes

To agree the confidential minutes of the meeting held on 29.10.19

 

 ...  view the full agenda text for item 22.

Minutes:

RESOLVED – That the confidential minutes of the meeting held on 29.10.19 be approved.

 

 ...  view the full minutes text for item 22.