Agenda and draft minutes

Apologies were received from Deputy Keith Bottomley, Deputy Madush Gupta, Paul Martinelli Alderman Timothy Hailes, and Deputy Christopher Hayward.

Paul Martinelli and Deputy Madush Gupta observed the meeting virtually.

There were no declarations.

To approve the public minutes and the non-public summary of the meeting held on 4 December 2023.

RESOLVED, that – the public minutes of the meeting held on 4 December 2023 be approved as an accurate record.

Report of the Chamberlain.

The Sub-Committee considered a report from the Chamberlain, regarding the managed print service procurement.

Members were assured that the contract would be flexible and could be scaled down as well as up.

Officers advised that soft market testing had been undertaken in October 2023 as it had been seven years since this service had been procured. During this process, suppliers had advised that there had not been significant innovation in that time, so a similar provision would be recommended. Current arrangements were costed on a ‘per click’ basis. Members asked what that cost was, and officers committed to providing this information after the meeting. Currently there was no fee for the leasing, this was all factored into the price module.

Proposals included the larger printing units used by the in-house print service team.

RESOLVED, that Members:-

1.     Approve the recommended Procurement Strategy to undertake a Find a Tender Service Open Procedure, compliant to the Public Contracts Regulations 2015, and the City of London Procurement Code, Rule 16, Contracts Letting;

2.     Approve the proposed seven years contract duration, comprising five years initial contract term, with the option to extend by up to a further two years, therefore, at a total contract value of £3.5M.

Report of the Executive Director Environment.

The Sub Committee received a report of the Executive Director, Environment.

RESOLVED – that the report be noted.

Report of the City Surveyor.

The Sub Committee received a report of the City Surveyor.

RESOLVED – that the report be noted.

Report of the Executive Director Environment.

The Sub Committee received a report of the Executive Director, Environment.

RESOLVED – that the report be noted.

Report of the Chief Executive Officer, Barbican Centre.

The Sub Committee received a report of the Chief Executive Officer, Barbican Centre.

RESOLVED – that the report be noted.   

There was one question.

A Member asked why contract renewals appeared to be considered at the last minute. They asked that some action be sought from Officers to act on this.

In response, Members were advised that the same challenge had been raised at the Court of Common Council by the Finance Committee Chairman, and that the Chamberlain was leading on improvements.

To consider any items which, in the view of the Chairman, should be dealt as a matter of urgency because of special circumstances (in accordance with S100B(4) of the Local Government Act 1972).

There were no items.

MOTION - That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following item(s) 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 1972.

RESOLVED, that – under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part I of Schedule 12A of the Local Government Act.

To approve the non-public minutes of the meeting held on 4 December 2023.

RESOLVED, that – the non-public minutes of the meeting held on 4 December 2023 be approved.

Joint report of the Chamberlain, Managing Director of the City Bridge Foundation and Chief Executive Officer of the Barbican Centre.

The Sub Committee considered a joint report of the Chamberlain, Managing Director of the City Bridge Foundation, and Chief Executive Officer of the Barbican Centre – concerning the Media Planning and Buying Services Procurement Stage 1-2 Strategy and Award.

Report of the Chamberlain.

The Sub Committee received a report of the Chamberlain regarding a Portfolio Overview of all City Corporation projects.

Report of the City Surveyor.

The Sub Committee received a report of the City Surveyor.

Joint report of the Chief Executive Officer, Barbican Centre and the Principal of the Guildhall School of Music and Drama.

The Sub Committee received a joint report of the Chief Executive Officer, Barbican Centre and the Principal of the Guildhall School of Music and Drama.

Report of the City Surveyor.

The Sub Committee received a report of the City Surveyor.

Report of the City Surveyor.

The Sub Committee received a report of the City Surveyor.

Report of the Executive Director of Community and Children’s Services.

The Sub Committee received a report of the Executive Director of Community and Children’s Services.

Report of the Chamberlain.

The Sub Committee received a report of the Chamberlain.

Report of the City Surveyor.

The Sub Committee received a report of the City Surveyor.

Report of the City Surveyor.

The Sub Committee received a report of the City Surveyor.

There were no questions.

To consider any items which, in the view of the Chairman, should be dealt with in non-public session as a matter of urgency because of special circumstances (in accordance with S100B(4) of the Local Government Act 1972).

There was one item of urgent business raised in relation to DITS Corporate Licence & Cloud Service Provider Procurement.