Agenda and minutes

Venue: https://youtu.be/UlXQrg_Qkvs

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

Items
No. Item

1.

Apologies

Minutes:

Apologies for absence were received from Deputy Philip Woodhouse.

 

 ...  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 105 KB

To agree the public minutes of the meeting held on 7th October 2020

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

Minutes:

RESOLVED That the public minutes of the meeting held on 7th October 2020 be agreed as a correct record.

 

Matters arising

·         As agreed at a previous meeting, an Action Fraud update should be a standing agenda item for future meetings.

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

4.

Procurement Sub-Committee Work Programme 2020-21 pdf icon PDF 92 KB

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a report of the Chamberlain updating the workplan for future meetings. Officers confirmed that in accordance with a resolution passed at the previous meeting, Action Fraud would be a standing agenda item for future meetings to allow Members to be kept updated with progress on this matter.  Agenda items for meetings beyond February 2021, would also be listed in the work programme.

 

RESOLVED That the report be noted.

 

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

5.

CITY PROCUREMENT QUARTERLY PROGRESS REPORT (November 2020) pdf icon PDF 378 KB

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a report of the Chamberlain updating Members on the work of City Procurement, key performance indicators and areas of progress.

 

Officers advised that on the whole, City Procurement was performing well despite the ongoing challenges.  Although payment performance was below target, further investigation would be undertaken, and measures put in place to support improvements in performance. Throughout the reporting period, Covid-19 had continued to create significant new additional work such as grants and rebate payments, all of which were processed through the Accounts Payable Team.  The comparative data on other London Boroughs was trickling through and would be presented to Members as further details emerged.

 

RESOLVED That the report be noted.

 

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

6.

Procurement Regulations and Brexit pdf icon PDF 121 KB

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a report of the Chamberlain to provide assurances to Members that City Procurement was keeping a watching brief on procurement changes post Brexit transition period. 

 

Officers advised Members that at the current time, no substantial changes were anticipated in the short term. Officers also confirmed that any procurement activities which commenced up to 31st December 2020 would be bound by
EU regulations/OJEU requirements
.  Any changes to regulations were unlikely likely for approximately 2 years and nor significant impact on supply chains was expected. 

 

The Sub Committee noted that Central Government was committed to a comprehensive review of the procurement process which would favour British businesses and Officers also reported that via the Rememberancer’s Office, City Procurement had given feedback to Central Government on recommended changes to the Public Contract Regulations.

 

RESOLVED That the report be noted.

 

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

7.

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

Minutes:

Procurement Challenges – a Member raised concerns over the procurement process and delays in tendering for a contract which was the subject of a report on the Community & Children’s Services agenda later that day.

 

In response, Officers stated that there was a process to follow and forward planning was essential, emphasising that quality could not be compromised over speed. 

 

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

8.

Any other business that the Chairman considers urgent

Minutes:

There was no other urgent business.

 

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

9.

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 9.

Minutes:

RESOLVED - That under Section 100(A) of the Local Government Act 1972, the

public be excluded from the meeting for items 12 16 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 9.

10.

Non-Public Minutes of the previous meeting

To agree the non-public minutes of the meeting held on 7th October 2020

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

Minutes:

RESOLVED That the non-public minutes of the meeting held on 7th October 2020 be agreed as a correct record.

 

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

11.

Semi-independent/supported accommodation placements (16-25 year olds) Procurement Strategy Report

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

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

Minutes:

The Sub Committee considered a joint report of the Chamberlain and the Director of Community & Children’s Services seeking approval of the procurement strategy, to utilise and award call-off contracts for individual placements via the Commissioning Alliance Care Place System framework.

 

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

12.

Civil Parking & Traffic Enforcement: Off Street Car Parks Management and barrier equipment replacement, Provision of CCTV Enforcement Cameras and Support Services for collecting payments and issuing notices Procurement Stage 1 report (with extension waiver request)

Joint report of the Chamberlain and the Director of the Built Environment

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

Minutes:

The Sub Committee considered a joint report of the Chamberlain and the Director of the Built Environment seeking approval of a procurement strategy and evaluation criteria to be used in the selection of the preferred suppliers.

 

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

13.

New Purchase Card Contract & Benefits Update

Report of the Chamberlain

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

Minutes:

The Sub Committee considered a report of the Chamberlain providing an update to on the new Purchase Card contract and outlining benefits of the new contract and the potential efficiencies.

 

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

14.

Report of Action Taken under Delegated Authority or Urgency Powers: Contract Variation (Central London Works - Work and Health Programme)

Report of the Town Clerk

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

Minutes:

The Sub Committee considered a report of the Town Clerk advising Members of action taken by the Town Clerk in consultation with the Chairman and Deputy Chairman, in accordance with Standing Order Nos. 41(a) and 41(b) since the last meeting.

 

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

15.

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 15.

16.

Any other business that the Chairman considers urgent and which the Sub-Committee agree should be considered whilst the public are excluded

·         Update on the Architects Framework and the approach to attract BAME and other protected characteristics owned businesses - the Chamberlain to be heard

 

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

Minutes:

The Sub Committee considered 2 items of urgent business.

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

17.

Procurement Leadership update

The Chamberlain to be heard

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

Minutes:

The Chamberlain gave an oral update.

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