Agenda, decisions and minutes

Apologies were received from Deputy Mayor Bramble.

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 7 below. New items of exempt urgent business will be dealt with at item 14 below.

There were no items of urgent business.

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 interest.

On occasions part of the Cabinet Procurement and Insourcing 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 and 13.

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 and Insourcing Committee meeting will be partly held in private for the reasons set out in this Agenda.

No representations had been received.

There were none received.

To confirm the unrestricted minutes of the meeting of Cabinet Procurement and Insourcing Committee held on 14 February 2022.

Resolved:

That the unrestricted minutes of the Cabinet Procurement and Insourcing Committee meeting on 14 February 2022 were approved.

There was no urgent business to consider.

to approve the appointment of Supplier A as the supplier for the provision of Removals and Pound Services within the borough of Hackney, for a 5-year contract period commencing on 1 April 2022 with an option to extend for a further maximum period of 5 years (on 3-year and 2-year extension intervals).

Reason for Decision

The business case approved by Hackney Procurement Board set out a Removal Services Framework, to run for four years from 1 April 2022, consisting of four lots:

Lot 1 - Vehicle Removal Service (Parking)

Lot 2 - Abandoned Vehicles Service

Lot 3 - Untaxed Vehicles Service

Lot 4 - Car Pound Services

However, before the specification was put together and the tender process started, the Council sent out an information leaflet and Expression of Interest questionnaire.

This is intended to give prospective suppliers the opportunity to help Hackney Council set up these important services, and also so that the specification produced is deliverable whilst taking advantage of developments in the marketplace that will benefit the users.

The Council received two responses and these replies pointed to the fact that suppliers could deliver all lots with ease, however provision of car pounds in Hackney, or within a reasonable distance of the borough is an issue as appropriate sites are not readily available.

At the conclusion of this exercise, a decision was taken to merge the initial four (4) lots into one single lot. A briefing note was presented to the Hackney Procurement Board to notify it of this change.

The supplier will carry out all removals within the borough and also provide a pound that will be used until the proposed Hackney car pound site has been established.

The Hackney-owned car pound will then be utilised by the successful supplier, and will increase capability for vehicle removals.

The cost of removal services is entirely funded by Parking Services and is already within the existing budgets. However, removal services allow the Council to generate further income through the issuance of Fixed Penalty Notices (FPN) which will be implemented by the end of 2022 as additional system developments are required.

The supplier’s performance will be measured by 10 Key Performance Indicators (KPIs) and the contract managed by a dedicated team within Parking Services. A copy of the KPIs can be found in Appendix 3.

8.1  The Service Area Manager, Parking Services introduced the report. Questions were reserved for the exempt part of the meeting and considered under item 12. These were regarding performance monitoring and the longer term plans regarding car pound services in the borough.

Resolved:

to approve the appointment of Supplier A as the supplier for the provision of Removals and Pound Services within the borough of Hackney, for a 5-year contract period commencing on 1 April 2022 with an option to extend for a further maximum period of 5 years (on 3-year and 2-year extension intervals).

Reason for Decision:

The business case approved by Hackney Procurement Board set out a Removal Services Framework, to run for four years from 1 April 2022, consisting of four lots:

Lot 1 - Vehicle Removal Service (Parking)

Lot 2 - Abandoned Vehicles Service

Lot 3 - Untaxed Vehicles Service

Lot 4 - Car Pound Services

However, before the specification was put together and the tender process started, the Council sent out an information leaflet and Expression of Interest questionnaire.

This is intended to give prospective suppliers the opportunity to help Hackney Council set up these important services, and also so that the specification produced is deliverable whilst taking advantage of developments in the marketplace that will benefit the users.

The Council received two responses and these replies pointed to the fact that suppliers could deliver all lots with ease, however provision of car pounds in Hackney, or within a reasonable distance of the borough is an issue as appropriate sites are not readily available.

At the conclusion of this exercise, a decision was taken to merge the initial four (4) lots into one single lot. A briefing note was presented to the Hackney Procurement Board to notify it of this change.

The supplier will carry out all removals within the borough and also provide a pound that will be used until the proposed Hackney car pound site has been established.

The Hackney-owned car pound will then be utilised by the successful supplier, and will increase capability for vehicle removals.

The cost of removal services is entirely funded by Parking Services and is already within the existing budgets. However, removal services allow the Council to generate further income through the issuance of Fixed Penalty Notices (FPN) which will be implemented by the end of 2022 as additional system developments are required.

The supplier’s performance will be measured by 10 Key Performance Indicators (KPIs) and the contract managed by a dedicated team within Parking Services. A copy of the KPIs can be found in Appendix 3.

·  To award the contract for the main works package for Marian Court Phase 3 & 4 to Bidder C, for the value set out in Exempt Appendix 3.

·  To enter into a JCT Design and Build contract 2016 and any other ancillary legal documentation necessary relating thereto with Bidder C for the main works at Marian Court under such terms as shall be agreed by the Director of Legal and Governance Services, and authorise the Director of Legal and Governance Services to prepare, agree, settle and sign the necessary legal documentation to effect the proposals contained in this report and set out in Exempt Appendix 3.

Reason for Decision

The redevelopment of Marian Court represents an opportunity to deliver increased numbers of residential units in order to maximise the use of the land and to enable the renewal of an existing housing estate which has deteriorated, is costly to run due to energy inefficiencies, and would be prohibitively expensive to bring up to the Decent Homes Standard. It will also re-configure and provide improved amenity space, public realm and new community and commercial space.

9.1  The Project Manager introduced the report. Questions were reserved for the exempt part of the meeting and considered under item 13. These were regarding the supported provided to residents to decant, and the need to award the contract in good time in order to manage project costs.

Resolved:

·  To award the contract for the main works package for Marian Court Phase 3 & 4 to Bidder C, for the value set out in Exempt Appendix 3.

·  To enter into a JCT Design and Build contract 2016 and any other ancillary legal documentation necessary relating thereto with Bidder C for the main works at Marian Court under such terms as shall be agreed by the Director of Legal and Governance Services, and authorise the Director of Legal and Governance Services to prepare, agree, settle and sign the necessary legal documentation to effect the proposals contained in this report and set out in Exempt Appendix 3.

Reason for Decision

The redevelopment of Marian Court represents an opportunity to deliver increased numbers of residential units in order to maximise the use of the land and to enable the renewal of an existing housing estate which has deteriorated, is costly to run due to energy inefficiencies, and would be prohibitively expensive to bring up to the Decent Homes Standard. It will also re-configure and provide improved amenity space, public realm and new community and commercial space.

Meetings will be held at 5.00pm on:

2022

11 April

It was noted that the next meeting of the Committee would be 11 April 2022.

Note from the Director of Legal and Governance Services

Items 12 and 13 allows for the consideration of exempt information in relation to Item 8 and 9

Proposed resolution:

THAT the press and public be excluded from the proceedings of Cabinet Procurement and Insourcing Committee during consideration of Exempt Item 12 on the agenda on the grounds that it is likely, in view of the nature of the business to be transacted, that were members of the public to be present, there would be a disclosure of exempt business as defined in paragraph 3 of Part 1 of schedule 12A of the Local Government Act 1972, as amended.

Resolved:

That the press and public be excluded from the proceedings of Cabinet Procurement and Insourcing Committee during consideration of Exempt Items 12 and 13 on the agenda on the grounds that it is likely, in view of the nature of the business to be transacted, that were members of the public to be present, there would be a disclosure of exempt business as defined in paragraph 3 of Part 1 of schedule 12A of the Local Government Act 1972, as amended.

The discussion and decision are set out in item 8.

The discussion and decision are set out in item 9.

There was no urgent business to consider.