Agenda and minutes

Venue: Committee Room 1 - 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 submitted by John Fletcher 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 65 KB

To agree the public minutes of the meeting held on 10th July 2019

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

Minutes:

RESOLVED – That the public minutes of the meeting held on 10.07.19 be approved as a correct record.

 

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

4.

Brexit Update (oral report)

Minutes:

Officers reported that targeted communications on implications for suppliers would be sent close to the time for Brexit. The Brexit Risk Group had considered a list of 637 tenders to identify and assess key risks on the basis of “no deal.”  However, it was not possible to mitigate for every possible scenario. 

 

RESOLVED – That the update be noted.

 

 

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

5.

Procurement Sub-Committee Work Programme 2019 pdf icon PDF 44 KB

Report of the Chamberlain

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

Minutes:

RESOLVED – That the report be noted.

 

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

6.

City Procurement Quarterly Progress Report (September 2019) pdf icon PDF 188 KB

Report of the Chamberlain

 

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

Minutes:

The Sub-Committee noted that with the exception of payment targets, performance indicators were being met/exceeded.  It was also suggested that time should not be spent tendering for software maintenance suppliers when it was known that only one supplier could do this task as they possessed the source codes.  It was felt that this time could be better spent negotiating with a sole supplier to get the most economically advantage terms.

 

In response officers stated that there was limited leverage on negotiations owing to public contract regulations and in addition, many products were single sourced such as the current HR software with which there had been longstanding issues.  There was potential for longer length contracts outside the framework and the issue of the CoL establishing its own framework was a consideration for the IT Category Board.

 

Officers also flagged up their concerns in respect of contracts which City Procurement were not aware of and the budgetary challenges of end of contract spending.  Members echoes the concerns officers and recommended that in view of the reputational and finance risk, this matter should be included in departmental risk registers.

 

RESOLVED – That progress on the following key strategic improvement projects and performance for Q1 of 2019/20 financial year (FY 19/20) be noted:

 

(1)        Procurement savings at end of June 2019 of £1.9m, made up of £235k Commercial Contract Management savings and £1.69m Sourcing & Category Management savings.

(2)        Purchase order compliance of 98% (target 97%).

(3)        95% of all supplier invoices were paid within 30 days (target of 97%)

(4)        86% of SME invoices were paid within 10 days (target of 88%).

(5)        80% of invoices are currently received in True PDF format (target of 75%)

(6)        Waiver trends:

a)      Total number of waivers has reduced by 11% compared to same period during the

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

7.

Responsible Procurement Strategy pdf icon PDF 110 KB

Report of the Chamberlain

 

Note: In the interest of upholding Responsible Business principles, Appendix 1 to this report is not included in printed agenda packs and limited hard copies will be available at the meeting.  The appendix can be downloaded from the website

here

 

 

 

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

Additional documents:

Minutes:

Note: During consideration of this item, the Chairman left the meeting and the Deputy Chairman took over the Chair.

 

The Sub-Committee considered a report of the Chamberlain outlining the achievements of the Responsible Procurement Strategy (RPS) which in the interest of upholding responsible business principles, had been published on the CoL website but not included in printed agenda packs.

 

Officers reported that the RPS had guided the COL’s approach to ensuring that contracting reflected the CoL values and aspirations by providing a framework through which departmental strategies informed targets for supply chain partners.

 

The RSP had objectives which were set in the context of

·       Social value

·       Environmental sustainability

·       Ethical sourcing

 

In response to questions and comments from Members, Officers advised that the CoL transport fleet was gradually being upgraded to leased electric vehicles and continuous improvements were being made to technology to improve battery life.

Vehicle fleet costs were closely monitored by the Corporate Fleet Management Group.

 

Discussions had taken place with Small and Medium Sized Enterprises to encourage suppliers to pay the London Living Wage and as Landlord, Officers were exploring the scope for including lease clauses to ensure that business tenants and suppliers at a minimum paid employees the London Living Wage.

 

RESOLVED – That the report be noted.

 

 

 

 

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

8.

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

Minutes:

There were no questions.

 

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

9.

Any other business that the Chairman considers urgent

Minutes:

Re-procurement of the London Boroughs' Legal Alliance (LBLA) Barristers Framework - Officers reported that this matter was being progressed on schedule in accordance with the agreed Procurement Timetable and the tender evaluation process was under way.

 

 

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

10.

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 10.

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 10.

11.

Non-Public Minutes of the previous meeting

To agree the non-public minutes of the meeting held on 10th July 2019

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 10.07.19 be approved as a correct record.

 

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

12.

Property Insurance Contract Extension

Report of the Chamberlain

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

Minutes:

The Sub-Committee considered a report of the Chamberlain seeking an extension to the existing Property Insurance contract for the CoL.

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

13.

Recommissioning of Integrated Drug and Alcohol Service

Joint report of the Director of Public Health and the Director of Community and Children’s Services

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

Minutes:

The Sub-Committee considered a Joint report of the Director of Public Health and the Director of Community and Children’s Services regarding the recommissioning of Drug and Alcohol Support Services.

 

 

 

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

14.

Dispute Strategy Update

Report of the Chamberlain

 

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

Minutes:

The Sub-Committee considered a report of the Chamberlain providing an update on delivery of the Action Fraud/Know Fraud Service. 

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

15.

Hazardous Waste Collection - Stage 1

Report of the Chamberlain

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

Minutes:

The Sub-Committee considered a report of the Chamberlain seeking approval of the procurement strategy and evaluation criteria to be used in the selection of the preferred supplier of a Household Hazardous Waste Collection and Disposal Service for the City of London Corporation.

 

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

16.

Architect Consultants (for construction) Framework Procurement Stage 1 Strategy Report

Report of the Chamberlain

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

Minutes:

The Sub Committee deferred this report.

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

17.

Media Planning and Buying Services for the Barbican Centre Procurement Stage 2 Award Report

Report of the Chamberlain

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

Minutes:

The Sub-Committee considered a report of the Chamberlain seeking approval to award a contract for Media and Buying Services for the Barbican Centre.

 

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

18.

Software Licence and Maintenance for Microsoft Enterprise Agreement and Commercial of the Shelf or Corporation of London & City of London Police Procurement Stage 2 Award Report

Report of the Chamberlain

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

Minutes:

The Sub-Committee considered a report of the Chamberlain seeking approval of the award of a contract for a Software Licence and Maintenance for Microsoft Enterprise Agreement and Commercial-off-the-Shelf products for the City of London Corporation and the City of London Police.

 

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

19.

Corporate Supplier Scorecard Results Update

Report of the Chamberlain

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

Minutes:

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

 

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

20.

Departmental Response to Chief Officers Purchase Card Update

Report of the Chamberlain

 

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

Minutes:

The Sub-Committee considered a report of the Chamberlain updating Members on actions being taken by departments following the issue of the quarterly Chief Officers Purchase Card Report.

 

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

21.

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 21.

22.

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 urgent business.

 

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