Agenda item

The Committee noted the retrospective waiver concerning the appointment of Artisan People, a specialist agency focusing on gallery invigilation, to supplement the casual gallery staffing team during the final weeks of the Basquiat exhibition.

Background was provided to Members on the Barbican’s decision to appoint Artisan People and the Chairman clarified the difference between waivers and retrospective waivers and the implications of the latter.

Members agreed the late notice from Hays, the City Corporation’s contracted agency for temporary staff, to provide sufficient personnel for the Gallery to open on a busy Saturday had meant that the Barbican did not have a choice on this occasion to seek an alternative contractor as this would have had major implications in terms of the Barbican’s reputation and a loss of earnings.

Members discussed the specialist nature of support required by the Barbican Centre and how the Barbican and the Corporate Contract and City Procurement should work together to ensure this situation is not repeated. Members were advised that there had been confusion about the rules regarding retrospective waivers and how this was reported to the procurement team.

A Member highlighted concerns over only using one contracted supplier and used the recent problems incurred by KFC when their supplier was unable to provide chicken. She queried whether two suppliers should be written into the corporate contract to ensure there would always be two on hand to deliver staff on any occasion.

An Officer advised that most departments would normally aim to obtain three quotes and if this was not possible then a waiver would be made which must be completed by City Procurement. She also noted that the Barbican thought an artistic waiver could be used on this occasion against the Corporation’s contract. It was agreed that the Barbican was unique in its requirements and that this had been a learning curve for both the Barbican and City Procurement when handling big contracts in future.

The Chairman noted that waivers should always be sought when possible over retrospective waivers.

RESOLVED - That the Committeenoted the award of the contract for Agency Staffing to Artisan People for a value of £120,000 from 01/10/2017 to 01/02/2018.