Agenda, decisions and minutes

An apology for absence was received on behalf of Deputy Mayor Bramble.

NOTED

An apology for absence was received on behalf of Deputy Mayor Bramble.

NOTED

The Chair will consider the admission of any late items of Urgent Business. Late items of Urgent Business will be considered under the agenda item where they appear. New items of unrestricted urgent business will be dealt with under Item 9 below. New items of exempt urgent business will be dealt with at Item 15 below.

There were no items of urgent business.

NOTED

There were no items of urgent business.

NOTED

A Member with a disclosable pecuniary interest or a prejudicial interest in a matter who attends a meeting of the authority at which the matter is considered:

(i) must disclose the interest at the start of the meeting or when the interest becomes apparent, and

(ii) may not participate in any discussion or vote on the matter and must withdraw from the meeting room.

A Member who discloses at a meeting a disclosable pecuniary interest which is not registered in the Register of Members’ Interests or the subject of a pending notification must notify the Monitoring Officer of the interest within 28 days of the disclosure.

Disclosable pecuniary interests, personal interests and prejudicial interests are defined at Paragraphs 8.1-15.2 of Section Two of Part 5 of the Constitution  and Appendix A of the Members’ Code of Conduct.

A Member with a disclosable pecuniary interest or a prejudicial interest in a matter who attends a meeting of the authority at which the matter is considered:

(i) must disclose the interest at the start of the meeting or when the interest becomes apparent, and

(ii) may not participate in any discussion or vote on the matter and must withdraw from the meeting room.

A Member who discloses at a meeting a disclosable pecuniary interest which is not registered in the Register of Members’ Interests or the subject of a pending notification must notify the Monitoring Officer of the interest within 28 days of the disclosure.

Disclosable pecuniary interests, personal interests and prejudicial interests are defined at Paragraphs 8.1-15.2 of Section Two of Part 5 of the Constitution  and Appendix A of the Members’ Code of Conduct.

There were no declarations of interests.

NOTED

On occasions part of the Cabinet Procurement Committee meeting will be held in private and will not be open to the public if an item is being considered that is likely to lead to the disclosure of exempt or confidential information. In accordance with the Local Authorities (Executive Arrangements) (Meetings and Access to On occasions part of the Cabinet Procurement Committee meeting will be held in private and will not be open to the public if an item is being considered that is likely to lead to the disclosure of exempt or confidential information. In accordance with the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 (the “Regulations”), members of the public can make representations about why that part of the meeting should be open to the public.

This agenda contains exempt items as set out at Item 12, 13, and 14 :

No representations with regard to these have been received.

There were no representations received.

There were no representations received.

There were none.

NOTED

There were none.

NOTED

To confirm the unrestricted minutes of the meeting of Cabinet Procurement Committee held on 7 October 2019.

RESOLVED

That the unrestricted minutes of the Cabinet Procurement Committee held on 7 October 2019 be signed as an accurate record of the proceedings.

RESOLVED

That the unrestricted minutes of the Cabinet Procurement Committee held on 7 October 2019 be signed as an accurate record of the proceedings.

This report seeks the Cabinet Procurement Committee’s approval for the award of a contract for the development (refurbishment, improvements and adaptations) of the Ground, First, Second & Third floors at Christopher Addison House – 72 Wilton Way, Hackney E8 1BJ.

RESOLVED

i.  That approval be given to the awarding of Contract to Tenderer D for the Development (refurbishment, improvements and adaptations) of the Ground, First, Second & Third floors at Christopher Addison House – 72 Wilton Way, Hackney E8 1BJ at a cost of £3,624,963.02;

ii.   that approval be given to enter into a JCT standard building contract without quantities (SB XQ) 2016 edition including Hackney Council amendments and any other ancillary legal documentation relating thereto with Tenderer D for the development of Christopher Addison House – 72 Wilton Way of on such terms as shall be agreed by the Director of Legal and Governance; and

iii.   that the Director of Legal and Governance be authorised to prepare, agree,  settle and sign the necessary legal documentation to effect the proposals contained in the report and to enter into any other ancillary legal documentation as required.

RELATED DECISIONS

Hackney Procurement Board (HPB) approved the business case to commence the procurement process for the Christopher Addison House development on the 12th February 2019 eDOCS Ref 20997942

REASONS FOR DECISION/OPTIONS APPRAISAL.

Key Decision – This key decision is an Executive decision which while resulting in the Council incurring expenditure, is the making of carefully and strategically planned savings and efficiencies which are significant, having regard to the Council’s budget for the services and functions to which the decisions relates.

The report is presented as concise summary of how this project, and associated award of contract recommendation, is fundamentally deep-seated within the Accommodation Programme/Strategy and presents a case for a successful outcome which will derive and underpin a key performance target of the Strategic Financial Plan and Corporate Strategy.

Outlined within the report are process that have been completed for procuring a principal contractor for the adaptation & improvement development at Christopher Addison House – 72 Wilton Way, Hackney E8 1BJ in the Hackney Central ward.

As part of the CER strategic programme an initial Options Appraisal & Feasibility Study was undertaken which included capturing the current and future occupant’s teams & operational service requirements as well as condition/validation surveys of building fabric & environmental services. There also followed an extensive exercise of consultation and presentation to all key stakeholders to develop proposals for the site outlined below.

In essence, decant “The Annexe” to enable it to be re-let and maintain an existing Council asset namely CAH, into a modern equipped facility and key located space for staff with optimum space utilisation. The project eliminates the need to remain in a building (The Annexe) which could otherwise be earning revenue/rent in support of the wider savings the Council is seeking to achieve.

The Project Works & Objectives Consists of:-

CAH Refurbishment Works

o  Refurbishment, improvements and adaptations of the Ground, First, Second & Third floors at Christopher Addison House, Hackney.

o  Achieving increase occupancy capacity and space utilisation of CAH

o  Maintaining and enhancing a Core Campus LBH Property Assets

Relocation of services from the Annexe

o  Facilitating the relocation of Corporate Business Support (CBS) and Post Franking Facility from  ...  view the full decision text for item 7.

The Chair asked for an introduction to the report/

Mr Gary Smith - Project Manager / Building Surveyor  advised the Committee that  the report sought approval to agree for the award of contract to tenderer D for the Development (refurbishment, improvements and adaptations) of the Ground, First, Second & Third floors at Christopher Addison House – 72 Wilton Way, Hackney E8 1BJ at a cost of £3,624,963.02. As part of the CER strategic programme an initial Options Appraisal & Feasibility Study was undertaken which included capturing the current and future occupant’s teams & operational service requirements as well as condition/validation surveys of building fabric & environmental services. There also followed an extensive exercise of consultation and presentation to all key stakeholders to develop proposals for the site.

Mr Smith advised that in essence, decanting “The Annexe” to enable it to be re-let and maintain an existing Council asset namely CAH, into a modern equipped facility and key located space for staff with optimum space utilisation. The project eliminated the need to remain in a building (The Annexe) which could otherwise be earning revenue/rent in support of the wider savings the Council was seeking to achieve. 

The Project Works & Objectives Consists of:-

CAH Refurbishment Works

o Refurbishment, improvements and adaptations of the Ground, First, Second & Third floors at Christopher Addison House, Hackney.

o Achieving increase occupancy capacity and space utilisation of CAH

o Maintaining and enhancing a Core Campus LBH Property Assets

Relocation of services from the Annexe

o Facilitating the relocation of Corporate Business Support (CBS) and Post Franking Facility from the Annexe ground floor into CAH

o Facilitating the relocation of Self Service (Payment) Centre (SSC) from the Annexe ground floor into CAH

o Unlocking decant of the Annexe and maximising revenue generating opportunities, culminating in letting The Annexe.

The Chair thanked Mr Smith for his introduction.

The Chair asked there were any questions from the Committee.

Councilors Burke commented that in respect of sustainability and energy efficiency the report covered any queries he may have had and that he was satisfied that sustainability and energy efficiency had been satisfactorily addressed in the design/spec and procurement of he construction.

In response to further comments Mr Smith advised that the construction was due to start on site during January 2020 and due for completion in the summer of 2020.

In response to a point of clarification by the Chair Mr Smith advised that the winning Contractor had scored excellent marks within the Tender Quality Evaluation section and evaluation in this area which was a specific Criterion question on Local Training & Apprenticeships opportunities. The winning contractor demonstrated a proactive commitment and policy lead approach to Local Training and provided evidence of successful schemes undertaken in neighbouring London Boroughs. 

The Chair thanked Mr Smith for his clarification.

On a MOTION by the Chair it was:

RESOLVED

i.  That approval be given to the awarding of Contract to Tenderer D for the Development (refurbishment, improvements and adaptations) of the Ground, First, Second & Third floors at Christopher  ...  view the full minutes text for item 7.

This report seeks approval of Cabinet Procurement Committee to the awarding of contracts for a Mental Health Accommodation Based Support service in the London Borough of Hackney.

RESOLVED

That approval be given to the awarding of the contracts for High (Lot 1) and Medium (Lot 2) Level Support for Mental Health Accommodation Based Housing Related Support Services to Bidder A (lots 1 & 2) with Lot 1 costing a total £3,474,582 and Lot 2 costing a total £1,473,582 over five years, and that the provision for lots 1 & 2 to cost a total amount of £4,948,164 for a period of five (5) years with an option to extend for a further two (2) years (5 + 1 + 1 years), subject to ASC budget.

RELATED DECISIONS

Re-tendering Of Housing Related Support (To Include Floating And Accommodation Support) Contracts Key Decision No. Cach P9

http://mginternet.hackney.gov.uk/mgAi.aspx?ID=32105

REASONS FOR DECISION/OPTIONS APPRAISAL.

The purpose of the service described in this report is to deliver an accommodation-based housing-related support scheme for people with high and medium level needs in relation to mental health and complex needs.  This service will support and prepare people to address those issues that prevent them from experiencing social inclusion.

Comprising two levels of support need, medium and high, the key deliverables can be summarised as:

?  Increased independence

?  Learning independent living skills

?  Establishing social networks

?  Gaining training and employment

?  Improved health (Mental and Physical)

?  Prevention of homelessness

The service  is for men and women who have a diagnosed mental illness, aged 18 years and over and are in housing need.  The majority of service users will be on the mental health Care Programme Approach (CPA). Some may have a forensic (criminal) history and/or a dual diagnosis of mental illness and substance misuse. Service users may be subject to Ministry of Justice requirements and/or Community Treatment Orders. The majority of service users accessing the high level service will typically come from inpatient services; the medium level support provision represents a ‘step down’ for people moving on from high level support or for people identified as requiring that level of support.

Bidder A, have partnered with Provider D, who will deliver a proportion of  the high support provision through a subcontracting relationship. Provider D will staff and manage their accommodation based service with Bidder A acting as the lead provider. This integrated contracting approach will improve the customer experience and their ability to navigate through the pathway. The high support service will comprise of three sites owned by Bidder A (23 units) alongside one site owned by Provider D (18 units), providing a total of 41 units of high support accommodation located across Hackney.

A Heads of Terms for the subcontracting relationship has been agreed, more formal agreement covering referral and allocation arrangements, safeguarding, risk management, financial arrangements, performance monitoring, dispute resolution and a joint approach to contractual changes will be agreed between tender and implementation.

The medium support service will be delivered by Bidder A through five sites delivering 33 units. This mix of accommodation types allows for the development of a clear pathway model with the ability to place individuals in the service most suited to their needs  ...  view the full decision text for item 8.

The Chair asked for an introduction of the report.

The Head of Commissioning for Adult Services – Mr Wall advised the Committee that the report was requesting approval to issue a five year contract with two one year options to extend in respect of Mental Health - Accommodation Based Housing Related Support which would cost roughly £1m per annum.  Mr Wall advised that as with all HRS provision from the business case report of 2018, there were no annual savings other than asking the provider to contain inflation.  Although it was noted that it may be necessary to review the budget more substantially during the life of thw contract, given that it was not known what the likely budget might look like in future years.

In terms of the number of expressions of interest received at Market Engagement stage Mr Wall reported that these had been significant,  but less so in terms of actual bids that responded to the tender.  There had been a reasonable number of tenderers but it was accepted that access to property would be a challenge for potential bidders.  It was known that a number of potential bidders, including the preferred bidder and their partner, provided both the property and the support, which clearly limited the options for independent support providers or, indeed, LB hackney’s ability to develop an in-house service, which had been noted at business case stage. Mr Wall further commented that the Council had received one bid for LOT 1 of forty one high Support units, and three bids for Lot two of thirty three  Medium support units, making a total of seventy four units from a request for up to seventy six units.

Mr Wall further reported that there had been an important change in the specification of the service to what has gone before, in that the currency for success was outcomes for individuals rather than hours of support provided.  The Council’s interest was economic wellbeing, physical and mental health, feeling safe, and being part of the local community.

In terms of the evaluation panel Mr Wall advised that this had consisted of up of the Strategic Commissioner, a clinical lead from ELFT, a Mental Health Commissioning Officer, and an expert by experience.The offer from Bidder A and its partner for Lot One was very strong in terms of their trauma and psychologically informed approach. On the basis of this process and the outcomes of the evaluation, it was recommended that the Committee awarded this contract to Bidder A.

The Chair thanked Mr Wall for his introduction and asked if there were any questions from the Committee.

In response to questions relating to any identified savings associated with the Contract, Mr Wall responded that providers were required to absorb inflation each year as part of their cost, and it was understood that a more substantial discussion about savings may be required during the life of the contract.

In response to further questions in relation to whether the proposed contract  was  ...  view the full minutes text for item 8.

There were no items of unrestricted urgent business.

NOTED

There were no items of unrestricted urgent business.

NOTED

Meetings will be held at 6.00pm on:

13 January 2020

10 February 2020

11 March 2020

6 April 2020

11 May 2020 – new meeting

Noted meetings of the Cabinet Procurement Committee for the remainder of the 2019/20 Municipal Year commencing at 6.00pm on:

13 January 2020

10 February 2020

11 March 2020

6 April 2020

11 May 2020 – new meeting

Noted meetings of the Cabinet Procurement Committee for the remainder of the 2019/20 Municipal Year commencing at 6.00pm on:

13 January 2020

10 February 2020

11 March 2020

6 April 2020

11 May 2020 – new meeting

Note from the Governance Services Manager

Items 12, 13 & 14 allows for the consideration of exempt information in relation to items 6, 7 & 8 respectively.

Proposed resolution:

THAT the press and public be excluded from the proceedings of the Cabinet Procurement Committee during consideration of Exempt items 12-14 on the agenda on the grounds that it is likely, in the view of the nature of the business to be transacted, that were members of the public to be present, there would be disclosure of exempt information as defined in paragraph 3 of Schedule 12A to the Local Government Act 1972 as amended.

RESOLVED

THAT the press and public be excluded from the proceedings of the Cabinet Procurement Committee during consideration of Exempt items 12-15 on the agenda on the grounds that it is likely, in the view of the nature of the business to be transacted, that were members of the public to be present, there would be disclosure of exempt information as defined in paragraph 3 of Schedule 12A to the Local Government Act 1972 as amended.

RESOLVED

THAT the press and public be excluded from the proceedings of the Cabinet Procurement Committee during consideration of Exempt items 12-15 on the agenda on the grounds that it is likely, in the view of the nature of the business to be transacted, that were members of the public to be present, there would be disclosure of exempt information as defined in paragraph 3 of Schedule 12A to the Local Government Act 1972 as amended.

To confirm the exempt minutes of the meeting of Cabinet Procurement Committee held on 7 October 2019.

RESOLVED

That the exempt minutes of the Cabinet Procurement Committee held on 7 October 2019 be signed as an accurate record of the proceedings.

RESOLVED

That the exempt minutes of the Cabinet Procurement Committee held on 7 October 2019 be signed as an accurate record of the proceedings.

Item 7 refers

Appendices A-D are exempt from publication under para 3, Part 1, Schedule 12a of the Local Government Act 1972 (as amended).

RESOLVED

That exempt Appendices A-D in relation to agenda item 7 in the unrestricted part of the agenda be agreed and noted.

RESOLVED

That exempt Appendices A-D in relation to agenda item 7 in the unrestricted part of the agenda be agreed and noted.

Item 8 refers

Appendix A is exempt from publication under para 3, Part 1, Schedule 12a of the Local Government Act 1972 (as amended).

RESOLVED

That exempt Appendix A in relation to agenda item 8 in the unrestricted part of the agenda be agreed and noted.

RESOLVED

That exempt Appendix A in relation to agenda item 8 in the unrestricted part of the agenda be agreed and noted.

There were no items of exempt urgent business.

NOTED

There were no items of exempt urgent business.

NOTED