Agenda, decisions and minutes

There were no apologies for absence.

NOTED

There were no apologies for absence.

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 11 below. New items of exempt urgent business will be dealt with at Item 16 below.

There were no items or urgent business.

NOTED

There were no items or 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

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 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 13, 14  and 15 :

No representations with regard to these have been received.

This is the formal 5 clear day notice under the Regulations to confirm that this Cabinet Procurement Committee meeting will be partly held in private for the reasons set out in this Agenda.

There were no representations received.

NOTED

There were no representations received.

NOTED

There were no deputations, petitions, or questions.

NOTED

There were no deputations, petitions, or questions.

NOTED

RESOLVED

That the unrestricted minutes of the Cabinet Procurement Committee held on 11 June 2019 be confirmed as an accurate record of the proceedings.

RESOLVED

That the unrestricted minutes of the Cabinet Procurement Committee held on 11 June 2019 be confirmed as an accurate record of the proceedings.

This report seeks Cabinet Procurement Committee’s approval  to the initiating of a single stage tender process using the Competitive Procedure with Negotiation provided for within Regulations 26(4) of the Public Contracts Regulations 2015 for the construction of King’s Crescent Phases 3 and 4.

RESOLVED

i.  That approval be given to the initiating of a single stage tender process using the Competitive Procedure with Negotiation provided for within Regulations 26(4) of the Public Contracts Regulations 2015 for the construction of King’s Crescent Phases 3 and 4, with the project involving the construction of 219 homes including 28 for social rent, 75 for shared ownership, and 116 for outright sale, as well as a new community centre and commercial space;

ii.    That it be noted that with regard to the 75 shared ownership and 116 outright sale homes, the recommended procurement strategy will require the Council to make use of the authorities granted by Cabinet in the Sales and Marketing Framework report of the 18^th July 2016 in respect of the direct development and disposal of those homes;

iii.    That the sales risk in relation to the 116 outright sale homes and the intention to market and sell these properties on a phased basis, subject to a market review and detailed sales and/or exit strategy for each phase, be noted;

iv.    That the Group Director of Neighbourhoods and Housing and the Group Director of Finance and Corporate Resources be authorised to implement the sales and marketing strategy for each phase and/or implement an appropriate alternative exit strategy; and

v.  That it be noted and agreed that aspecial meeting of Cabinet Procurement Committee will be convened in May 2020 – on either  11 or 13 May 2020 (to be confirmed) in order for the Cabinet Procurement Committee to consider and agree the final contract award for the construction of King’s Crescent Phases 3 and 4.

  RELATED DECISIONS

At its meeting of 18th July 2011 the Council’s Cabinet agreed the Estate Regeneration Programme. The Programme was updated and approved by Cabinet in March 2014 and again in October 2015. A further update was recently provided and approved by Cabinet in April 2019.

At its meeting on the 18^th July 2016 the Council’s Cabinet agreed the Sales and Marketing Framework, authorising the Director of Regeneration to implement the Sales and Marketing Framework in relation to shared ownership and outright sale disposals for both the Estate Regeneration and Housing Supply Programmes, and authorising the Director of Strategic Property and the Director of Regeneration to dispose of leasehold and freehold interests in the shared ownership and outright sale homes developed or to be developed as part of those Programmes.

  OPTIONS APPRAISAL AND BUSINESS CASE (REASONS FOR DECISION)

This report outlines the process for procuring a main contractor using a Competitive Procedure with Negotiations procurement route and entering into a single stage design and build contract for King’s Crescent Phases 3 and 4, a development project in the Brownswood Ward. The Council wishes to continue the phaseddevelopment of King’s Crescent as an exemplary housing, community and commercial scheme and to procure a main contractor to deliver the project. The contractor will be appointed to take the project forward from RIBA stage 3+.

The parcel of land  ...  view the full decision text for item 7.

The Chair asked for an introduction to the report.

The Head of Estate Regeneration – Ms Barke advised the Committee of the Cabinet’s July 2011 approval to the Estate Regeneration Programme, which outlined the Council’s approach to the development of a strategy for the delivery of high quality new build housing and improved living standards across a number of housing estates in the Borough. The Programme was updated and approved by Cabinet in March 2014 and again in October 2015, with a further update provided and approved by Cabinet in April 2019.

  Ms Barke advised that the Cabinet, whilst approving the programme, also agreed a portfolio as opposed to a site-by-site approach to the regeneration of its housing estates, enabling the Council to combine the development value of schemes which would have the potential to generate a surplus with those that require a net investment. Mr Barke commented that the value created by the outright sale and shared ownership homes to be delivered at King’s Crescent would  help to fund the delivery of new social rented homes within the scheme, the refurbishment of existing homes at King’s Crescent, the new community facilities on the estate and wider genuinely affordable housing delivery across the programme.

  Ms Barke went on to explain that through this self-funded, self-delivery model 115 high quality homes for social rent and shared ownership in the first phases of regeneration at Kings Crescent had already been built, alongside major improvements to more than 100 existing homes and public spaces on the estate, by working in close partnership with the local community. The proposals before the Committee continued in that approach already embarked upon to complete the transformation of the estate and deliver even more much-needed homes for Kings Crescent alongside clear benefits for existing residents.

Ms Barke further commented that the report sought approval to commence the procurement of a contractor for Kings Crescent Phases 3 and 4. The process would ensure that the Council selected a contractor on the basis of both cost and quality. It also allowed for further detailed financial assessments to be undertaken prior to entering into formal contractual arrangements.

The Chair thanked Ms Barke for her introduction and asked if there any questions from Members.

Councillor Burke referred to the environmental strategy as set out in paragraph 6.2 of the report and asked officers to give some further details. He also sought further details in relation to the energy strategy and the fact that it included combined heat and power (CHP) site wide, and whether officers were aware that the Greater London Authority (GLA) had begun to move away from this.

In response Ms Barke commented that in respect of the  on the environmental strategy it was compliant with Hackney's planning policies as well as meeting London Plan requirements, and referred the Committee to section 5.5.2 of the report in addition to point 6.2 which included the relevant environmental measures that would be used to consider the success of the project. With regard  ...  view the full minutes text for item 7.

Following a competitive procurement process, this report seeks the approval of the Cabinet Procurement Committee to appoint a contractor to deliver the restoration project in Springfield Park.

RESOLVED

That approval be given to the appointment of Supplier A (as shown in exempt Appendix C of the report ) to deliver Springfield Park Restoration Project, with the scope of the project including the  restoration of the Grade 2 Listed Buildings, a new extension to the White Lodge, the construction of a new Community Events Building and the restoration of the Grade 2 Listed Park Landscape, and that the anticipated contract duration will be  twelve months and if it commenced in August 2019 it will be completed by August 2020.  

RELATED DECISIONS

·  Springfield Park Restoration Project Business Case – The decision to combine the construction and landscaping contracts and re-tender was approved by Hackney Procurement Board (HPB) 11 December 2018.

·  Springfield Park Restoration Project Business Case – Approved by Hackney Procurement Board (HPB) 13 March 2018.

·  Unilateral Undertaking relating to Springfield Park E5 9EF, executed under seal 5September 2017.

·  Planning Permission Granted – Ref. No 2017/0887, 5 September 2017.

·  Listed Building Consent Granted – Ref. No 2017/0919, 5 September 2017.

·  Cabinet Report Springfield Park Restoration Project, Key Decisions No. NH N46, endorsement of proposals, approval of HLF bid and match funding from the Council of £840k, 23 January 2017.

·  Delegated Report of The Corporate Director of Health and Community Services, April 2014. Spend approval for £240k from earmarked resource within the 2014/15 capital programme. Approved 9May 2014 by Kim Wright.

REASONS FOR DECISION/OPTIONS APPRAISAL.

This report requests the approval of CPC to award the contract to deliver the restoration of the buildings and landscape of Springfield Park.

Springfield Park is one of Hackney’s finest green spaces and is listed as a Grade II park on the English Heritage Register of Parks and Gardens of Historic Interest. It also holds a Green Flag Award. The Park is well loved by the local community and is one of Hackney’s gems. The buildings in Springfield Park are in urgent need of repair and major investment is required in order to stop them from degrading further, to fulfil their potential as community spaces and to become income generating assets which will help secure a more financially sustainable future for the Park. Although in better condition than the buildings, the Park’s infrastructure is also in need of improvement and significant investment. Most significantly, the Council will not be able to harness the potential of the Park to deliver the range of learning, skills   and health benefits through this project without significant investment in the Park’s buildings, and the potential for the Park to generate revenue   to sustain this uplift will be lost.

Springfield Park covers 16 hectares. It is bordered by the roads Spring Hill, Springfield and Upper Clapton Road (A107), and its easterly boundary is provided by the River Lea.  The Park has a wide range of traditional amenity facilities, including a play area, tennis courts, a bandstand, a pond, outdoor chess tables and a table tennis table. It also accommodates four buildings, two of which predate the Park;  ...  view the full decision text for item 8.

The Chair asked for an introduction of the report.

The Project Manager for the scheme – Mr Beanse advised the Committee that the report before it recommended approval to the contractual engagement of a contractor  deliver the Springfield Park Restoration Project. In respect of the detail of the project Mr Beanse advised that the proposed construction and restoration works would bring back into use the Grade 2 Listed White Lodge, which was currently on the Historic England Heritage at Risk Register, and the associated Georgian Stable Block and walled garden. The White Lodge would be extended to provide additional space for the café servery to allow the original layout of the two rooms facing the Park to be restored.

Mr Beanse further commented that a new community events building and courtyard would be built for community use and public hire bringing additional income into the park and provide a much needed venue space in the local area. There would also be a new play area built close to the White Lodge. All elements of the scheme had been subject to extensive consultation with the key stakeholders.

Mr Beanse informed the meeting that the project would also deliver landscaping improvements to the Park. As  Springfield Park was designated as a Regionally Important Geological and Geomorphologic Site (RIGS), a Site of Importance for Nature Conservation (SINC) and Local Nature Reserve, it was vital that the unique landscape and biodiversity was carefully restored and protected for future generations to appreciate and enjoy.

With regard to funding for the scheme Mr Beanse commented that The National Lottery Heritage Fund (NLHF) had awarded a grant of £3.1m to the project for the works and revenue costs. The NLHF funding allocation for the capital works was £2,829,638, this coupled with the LBH contribution of £726,864, the Country House Foundation funding of £20k and the £150k anticipated funding from the London Marathon Trust gave a total budget for the works of £3,744,252. Mr Beanse advised that once the construction and landscaping works were complete, a newly appointed Park Development Manager would deliver the Activity Plan, agreed with the NLHF, which would include a community engagement programme, healthy living activities, Schools Engagement, work placements and apprenticeships, volunteering and volunteer Training.

In conclusion, Mr Beanse informed the Committee that the restoration of Springfield Park would, as well as save and improve it’s historically important landscape and buildings, long term, it would make the Park more financially sustainable, create a space for the local community and park users to come together and deliver a whole host of activities that will encourage healthy living, help people into work and to gain skills for life.

The Chair thanked Mr Beanse for his succinct introduction, and asked if there were any points of clarification from the Committee.

Following points of clarification from the Chair, Councillor Burke and Selman Mr Beanse responded that in respect of the planting for the site he was unable to give a precise details at this juncture of the  ...  view the full minutes text for item 8.

This report seeks Cabinet Procurement Committee’s approval to the  awarding of a contract for a Prevention, Early Intervention and Outreach Service for Unpaid Adult Carers in the London Borough of Hackney.

RESOLVED

That approval be given to awarding of the contract for the Prevention, Early Intervention and Outreach Service for Unpaid Adult Carers to Provider A , with the provision costing  a total amount of £576,039 for a period of three (3) years with an option to extend for a further two years (3 + 1 + 1 years).

   RELATED DECISIONS

  Cabinet Procurement Committee agreed to the procurement of this service on 11 February 2019. A reference to the Business Case can be found at the link below:

Re-tendering of Services for Unpaid Adult Carers Key Decision No. CACH P63

http://mginternet.hackney.gov.uk/ieListDocuments.aspx?CId=113&MId=4341

  REASONS FOR DECISION/OPTIONS APPRAISAL.

  London Borough of Hackney undertook a review of its support services for unpaid adult carers service to create a new service based upon feedback from stakeholders, experience with the current service and most importantly carers themselves.

  The service and wider offer for carers shall aim to meet the following vision, which has been co-produced with carers:

“To work in partnership with carers to empower and support them to make informed choices that enable them to care, stay healthy, and to lead fulfilled lives.”

  The service shall aim to meet the following principles, which have been co-produced with carers:

?  A good-quality, person-centred, flexible and accessible service that supports the needs of all carers in or out of the borough.

?  Provide a clear offer of the support available.

?  Proactive outreach in the community.

?  Clear and correct information that is shared appropriately to all parties.

?  A smooth journey for carers through services.

?  An effective, timely and reliable carers’ assessment.

  The purpose of the service is to support an estimated 2,270 carers per annum, however volumes should be flexible to meet demand. It is anticipated that demand will increase through a proactive and evolving programme of outreach work across the borough to raise the profile of services available and identify ‘hidden’ and ‘hard to reach’ carers in a proactive manner. This shall be monitored for effectiveness through contract management procedures. Details of the proposed Key Performance Indicators for this service can be found at Appendix 1.

Conversations Approach

  As part of Adult Services ‘Promoting Independence’ transformation programme, it was agreed that a revised approach to social work practice was required that emphasises a personalised and ‘strengths based approach’. In this model, known as “3 Conversations”, practitioners focus on the strengths and assets of individuals as well as their wider networks and community, rather than just their needs and challenges. It is anticipated that this approach will change the way in which care and support is provided across Adult Services.

  The service within this report aims to complement the “3 Conversations” model.  The ‘Prevention, Early Intervention and Outreach’ service element will deliver the ‘Conversation 1’ function to focus on early identification of needs, exploring universal and preventative provision and individual strengths and assets, before considering any referral to longer-term social care provision.

  Further details about the “3 Conversations” approach were submitted to Cabinet Procurement Committee as part of the  ...  view the full decision text for item 9.

The Chair asked for a brief introduction of the report.

The Director, Children, Adults and Community Health – Mr Galczynski, advised the meeting that the business case for the Prevention, Early Intervention and Outreach Service for Unpaid Adult Carers had been approved by the Cabinet Procurement Committee in February 2019. In respect of the main elements of the proposed contract Mr Galczynski advised that insourcing was a significant portion of the proposed new service, with focus on outreach, especially to hidden carers, information and advice, Carers Groups, and initial screening.

In respect of the overall total contract value the  Head of Commissioning for Adult Services – Mr Wall commented that over a three year period it would be  £576,039, or £192k p.a., and if there were extensions of 3 +1+1 years the cost would be £964,622. Mr Wall added that there would be no reduction in the budget available. Mr Wall went on to explain that there had been excellent co-production in the contract assessment process with much group involvement through the design of consultation as well as the model for the service itself. The group had participated in the evaluation of tenders and officers were exploring the possibility of looking at ways in which the group would be able to continue to be involved as part of quality assurance and contract monitoring – already evident from the way some of the KPIs had been sharpened during the process of co-production.

In thanking Mr Galczynski and Mr Wall for their introduction, the Chair asked if there were any points of clarification or questions from Members.

In response to questions from the Chair and Councillor Selman with regard to the submissions received Mr Wall advised that there had been two full submissions. Participating in the evaluation had been five core members of the panel from commissioning, operations, Programme Management Office, East London Foundation Trust and the Dementia Alliance. The ‘experts by experience’ scored the question on service users involvement and there had been a 15 minute presentation from bidders. Mr Wall further commented that scoring was undertaken on the basis of 70/30 on quality and price. As a result Mr Wall advised that the committee were being asked to give its approval to provider A, which won on both quality and price, with the overall difference in scores at a fairly significant 8.5%.

In response to further points of clarification from the Chair – the Commissioning Officer Mr Lilly advised that the management of the contract would be delivered by a joint approach with the in house service element by a reorganisation of existing management within social care, and in collaboration with the strategic partner – East London Foundation Trust. The in house service would be undertaking statutory carers’ assessments, reviews, support planning, and support to meet any identified eligible needs including the provision of self-directed support through direct payments.

The Chair thanked officers for their succinct responses.

Mr Wall also advised that the commissioning officer Mr Lilly would  ...  view the full minutes text for item 9.

Meetings will be held at 6.00pm on:

9 September 2019

7 October 2019

4 November 2019

2 December 2019

13 January 2020

10 February 2020

11 March 2020

6 April 2020

NOTED Meetings of the Cabinet Procurement Committee will be held at 6.00pm on:

9 September 2019

7 October 2019

4 November 2019

2 December 2019

13 January 2020

10 February 2020

11 March 2020

6 April 2020

NOTED Meetings of the Cabinet Procurement Committee will be held at 6.00pm on:

9 September 2019

7 October 2019

4 November 2019

2 December 2019

13 January 2020

10 February 2020

11 March 2020

6 April 2020

There were no items of urgent business.

NOTED

There were no items of urgent business.

NOTED

Note from the Governance Services Manager

Items 13 - 16 allows for the consideration of exempt information in relation to items 7, 8, 9 and 10 respectively.

Proposed resolution:

THAT the press and public be excluded from the proceedings of the Cabinet Procurement Committee during consideration of Exempt items 13-16 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.

The Chair advised that the following items 13-15 allow for the consideration of exempt information in relation to agenda items 7, 8 and 9, respectively.

RESOLVED

That the press and public be excluded from the proceedings of the Cabinet Procurement Committee during consideration of Exempt items 13-15 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 para 3 of Part 1 of Schedule 12A to the Local Government Act 1972 as amended.

The Chair advised that the following items 13-15 allow for the consideration of exempt information in relation to agenda items 7, 8 and 9, respectively.

RESOLVED

That the press and public be excluded from the proceedings of the Cabinet Procurement Committee during consideration of Exempt items 13-15 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 para 3 of Part 1 of Schedule 12A to the Local Government Act 1972 as amended.

Item 7 refers

Appendix 1 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 7 in the unrestricted part of the agenda be agreed and noted.

On MOTION by the Chair it was:

RESOLVED

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

Item 8 refers

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

RESOLVED

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

On MOTION by the Chair it was:

RESOLVED

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

Item 9 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 9 in the unrestricted part of the agenda be agreed and noted.

On MOTION by the Chair it was:

RESOLVED

That exempt Appendix A in relation to agenda item 9 in the unrestricted part of the agenda be agreed and noted.

There were no items of urgent exempt business.

NOTED

There were no items of urgent exempt business.

NOTED