Agenda item

Joint Report of the Chamberlain and the Town Clerk.

The Committee considered the joint report by the Chamberlain and the Town Clerk on the establishment of a new Procurement Sub Committee. It was noted that compliant waivers would be considered by the Sub Committee, with non-compliant waivers to continue to be referred to the Grand Committee. Arising from discussions, and as well as Members having put themselves forward to serve, it was

RESOLVED – That

(a)  The establishment of a Procurement Sub Committees be approved, with the terms of reference as set out below:-

·         To scrutinise and be responsible for value for money on all City of London Corporation and City of London Police procurement contracts above £2m (total contract value, as per the current threshold) at key stages, including initial tender strategy to final contract award sign off.

·         To consider and recommend all procurement contracts above £4m to the Court of Common Council

·         To consider the details of compliant waivers

·         To invite representative(s) from the relevant Spending Committee to attend meetings

·         To provide officers with advice focused specifically on value for money, and consider lessons learned when major contracts are coming to an end (i.e. before the (re)tender process begins)

·         To work with the Grand Committee to review and to monitor performance against the Chamberlain’s Departmental Business Plan and related corporate initiatives in order to promote value for money and ensure compliance with the UK Public Contract Regulations and the Corporation’s Procurement Code.

·         The quorum for Procurement Sub-Committee meetings is three;

(b)  the composition of the Procurement Sub Committee shall be:-

·          Chairman – to be proposed by the Chairman of the Finance Committee (if the Chairman of the Finance Committee does not intend to take up the position)

·         Deputy Chairman – to be proposed by the Chairman of the Finance Committee (if the Deputy Chairman of the Finance Committee does not intend to take up the position)

·         Chairman of the Finance Committee

·         Deputy Chairman of the Finance Committee

·         Between five and eight additional Members of the Finance Committee;

(c)  meetings would be scheduled monthly (excluding August) to reflect the average 1 or 2 procurement contracts reaching key stages each month (see appendix 1 for provisional schedule). The Sub Committee meetings would be confirmed in the calendar but could be cancelled if there wasn’t business to discuss. (in practice, it is unlikely we would hold 11 meetings per year);

(d)  the membership of the Procurement Sub Committee for the ensuing year shall be;-

·         Hugh Morris (Chairman)

·         Deputy Robert Merrett (Deputy Chairman)

·         Randall Anderson

·         John Fletcher

·         Michael Hudson

·         Deputy Clare James

·         Susan Pearson