Agenda and minutes

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

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Deputy Hugh Morris.

 

 ...  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 123 KB

To agree the public minutes of the meeting held on 6th July 2020

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

Minutes:

RESOLVED – That the public minutes of the meeting held on 6th July 2020 be agreed as a correct record.

 

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

4.

Procurement Sub-Committee Work Programme pdf icon PDF 93 KB

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a report of the Chamberlain outlining the workplan for future meetings.

 

RESOLVED – That the report be noted.

 

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

5.

CITY PROCUREMENT QUARTERLY PROGRESS REPORT pdf icon PDF 241 KB

Report of the Chamberlain

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

Minutes:

Members considered a report of the Chamberlain providing an update on the work of City Procurement, key performance and areas of progress for Q1 of 2020/21.

 

Officers advised that despite the COVID-19 challenges, steady progress was being maintained with major projects and some new pan-London projects were imminent.

 

In response to questions and observations from Members on the long list of high value, high risk procurement projects in flight, Officers stated that resource capacity was a growing risk again, mainly due to the additional unplanned and urgent work to support Covid and covid recovery, but that payments processing was close to the target and waivers had continued its trend in declining.  Contractor performance during the COVID-19 pandemic was closely monitored by lead Departments and thus far, there had been no significant issues with key contractors/suppliers failing.

 

Members requested data to compare CoL performance with peers in future iterations of this report and commended Officers for their efforts in challenging circumstances.

 

RESOLVED – That the report be noted.

 

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

6.

Risk Management Update pdf icon PDF 132 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 providing an

overview of the management of risks faced by City Procurement.

 

In response to comments and questions from Members, Officers advised that

 

·         The main concern was resourcing capacity and budget pressures and although the projected overspend advised at July committee of £187k had been reduced to £100k for item 7, there was still pressure to hold vacant posts to offset this position. 

·         Officers apologised for not updating the dates in appendices.

·         City Accelerate had not generated the expected income levels and Officers were reviewing whether to continue with this offer.

·         The recruitment moratorium was impacting on the delivery of certain projects and some projects would be delayed as it was not possible to recruit the right calibre staff.

RESOLVED – That the report be noted.

 


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

7.

Climate Action Strategy pdf icon PDF 183 KB

Report of the Town Clerk

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

Additional documents:

Minutes:

Members considered a report of the Town Clerk outlining a proposed Climate Action Strategy for CoL.

 

Officers advised that the main objectives of the Strategy were

  • to support the achievement of net zero emissions,
  • to build resilience 
  • to champion sustainable growth.

 

Members commended Officers producing a strategy which was impactful, deliverable and affordable.

 

In response to comments and questions from Members, Officers stated that a Team of Officers had produced the strategy and all the aspirations were achievable without impacting on services and projects and there would be no retrospective application of the policy.  There had been extensive engagement with a range of stakeholders and further engagement would commence after the Strategy was presented to the Court of Common Council on 8th October 2020.

 

Officers were seeking feedback from Members prior to the Strategy being considered by Policy & Resources Committee on 24th October and key considerations for the Procurement Sub Committee were set out on page 52 of the agenda pack.  Responsible Procurement practices had been in place for five years and this would be ramped up through new thresholds and stretch targets cascaded through Category Boards.

 

Members reiterated their thanks to Officers for producing a comprehensive strategy which would integrate seamless with procurement processes without compromising resources.

 

RESOLVED – That the report be noted.

 

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

8.

Report of Action Taken pdf icon PDF 75 KB

Report of the Town Clerk

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

Minutes:

The Committee considered a report of the Town Clerk outlining action taken under Delegated Authority or Urgency Powers in respect of:

Rough Sleeping Outreach Contract

Power Purchase Agreement

 

RESOLVED – That the report be noted.

 

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

9.

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

Minutes:

There were no questions.

 

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

10.

Any other business that the Chairman considers urgent

·         Performance Bonds (oral report)  – The Chamberlain to be heard

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

Minutes:

·          Performance Bonds – Members heard an oral report of the Chamberlain updating Members on the practicalities of using performance bonds.  Officers advised that following the request from the Projects Sub Committee, Officers were exploring the scope to include performance bonds as part of contract tendering process as part of the options appraisal to inform decisions on  whether a performance bond was appropriate/counter productive on a case by case basis. 

 

In response to observations from Members, Officers stated that this was a balancing act as only larger entities were able to deploy on demand bonds and an element of flexibility was needed so that SMEs were not disadvantaged in the bidding process and avoid unnecessarily onerous financial assessments.

 

Members requested Officers ensure that the use of Performance Bonds would be part of the standard options appraisal template used for all future projects and that the Projects Sub Committee be advised accordingly.

 

RESOLVED – That Project Sub Committee be advised that the use of Performance Bonds will be part of the standard options appraisal template used for all future projects.

 ...  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 items 12 – 18 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 11.

12.

Non-Public Minutes of the previous meeting

To agree the non-public minutes of the meeting held on 6th July 2020

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 6th July 2020 be agreed as a correct record.

 

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

13.

Major Works Project Management Frameworks - Stage 2 Award

Joint 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 providing an update on progress made to date in tendering for the Project Management framework.

 

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

14.

Contract Variation: Services for Pan London Sexual Health Transformation Programme

Joint report of the Chamberlain and the Director of Community & Children’s Services

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

Minutes:

Members considered a joint report of the Chamberlain and the Director of Community & Children’s Services seeking approval to vary the Sexual Health Testing E-Service contract.

 

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

15.

Action Fraud System and NFIB Managed Service

Joint report of the Town Clerk, the Commissioner of Police and the Chamberlain

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

Minutes:

The Sub Committee considered a joint report of the Town Clerk, the Commissioner of Police and the Chamberlain updating Members on the Dispute Resolution process in relation to the Action Fraud System and NFIB managed service.

 

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

16.

Next Generation Service, National Fraud and Cyber Crime Reporting & Analysis – Project Launch and Procurement Funding

Report of the Police Commissioner

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

Minutes:

Members considered a report of the Police Commissioner regarding the next generation service for fraud and cyber crime reporting and analysis.

 

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

17.

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

Minutes:

There was one urgent question.

 ...  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:

There was one urgent item of business.

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