Agenda, decisions and minutes

1.1  There were no apologies for absence.

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 15 below. New items of exempt urgent business will be dealt with at Item 24 below.

2.1 There was no urgent business to consider.

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.

3.1  There were no declarations of interest.

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 18 –24.

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. 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.

4.1 There were no representations to consider.

5.1  Questions had been submitted by local resident Vincent Stops for item 11.

To confirm the unrestricted minutes of the meeting of Cabinet Procurement Committee held on 13 June 2022.

RESOLVED:

That the unrestricted minutes of the Cabinet Procurement and Insourcing Committee held on 13 June 2022 were approved.

6.1  The committee considered the minutes of the previous meeting held on

  13 June 2022.

RESOLVED:

That the unrestricted minutes of the Cabinet Procurement and Insourcing Committee held on 13 June 2022 were approved.

RESOLVED:

The Cabinet Procurement and Insourcing Committee approved to:

·  Award the contract for Marketing and Branding Agent services for

Britannia Phase 2b to Bidder 3 in line with the fee set out in Exempt

Appendix A - Tender Evaluation Detail, and

·  Enter into a Services Agreement and any other ancillary legal

documentation necessary relating thereto with Bidder 3 for the

Services under such terms as shall be agreed by the Director of Legal, Democratic and Electoral Services, and authorise the Director of Legal, Democratic and Electoral Services to prepare, agree, settle and sign the necessary legal documentation to effect the proposals contained in this report.

REASONS FOR DECISION

This report outlines the process which has been followed to select a

preferred bidder for the provision of Marketing and Branding services for

LBH Britannia Phase 2b during the Strategy, Pre-Sales and Sales Phase of

the project’s delivery.

This role will commence with a Fixed Price strategy phase. The Marketing and

Branding Agent will co-author the Sales and Marketing Strategy in collaboration with the Sales Agent, and develop a naming and branding strategy. They will also provide input into the Sales Agent’s Development Consultancy Services, where this influences or affects the naming, branding and marketing of the product. Key outputs will be:

? Marketing and Brand Strategy

? Masterplan Brand

? Naming Convention, Block Convention and Release Strategy

? Brand Guidelines Creation

The engagement will then move into the Implementation Phase, in line with

the agreed Implementation Plan and budget agreed during the Strategy

Phase. This Implementation Phase will be split into the Pre-Sales Phase and

the Sales Phase. A move to commence the Sales Phase of the project will be

subject to Cabinet approval, as part of the Contract Award report for the

selection of a Design and Build Contractor for the Phase 2b project. This is

currently programmed for January 2023.

The expedient instruction of the Marketing and Branding Agent is key to

ensure that this Strategy and Pre-Sales work is completed in order to enable

a Sales Launch at the earliest opportunity during the construction phase - this

is of particular importance given the requirement to de-risk the development

by way of off plan sales. The precise nature and timing of this launch will be

subject to the agreed Sales & Marketing Strategy which is the first deliverable

of this appointment.

As set out in the Business Case, the total value of the Marketing and Branding

Agent services over the life of the contract is anticipated to be above the

current threshold of £213,477 (including VAT) under Regulation 5 of the Public

Contracts Regulations 2015. Therefore it was necessary to publish a Find A

Tender notice in respect of the procurement of the services. This was

undertaken using the Open Procedure pursuant to Regulation 27 of the Public

Contracts Regulations 2015.

As part of the Quality bid (10% of the maximum available 60% allocated to the

Quality response), bidders were required to commit to specific outcomes in

response to Hackney’s Sustainable Procurement Strategy. The  ...  view the full decision text for item 7.

7.1  The Project Director for Britannia Phase 2b introduced the report. They

outlined the process which has been followed to select a preferred bidder for the provision of Marketing and Branding services for LBH Britannia Phase 2b during the Strategy, Pre-Sales and Sales Phase of the project’s delivery.

7.2  The Project Director for Britannia Phase 2b confirmed that across three areas of the project the Council was confident the recommended bidder would deliver the agreed community plan. Its delivery would be monitored through Key Performance Indicators (KPIs) the recommended bidder was keen to promote the work being undertaken in the borough working with local businesses and choosing local suppliers where possible. There would also be work undertaken with local schools to bring forward apprentices in the creative industries.

7.3  The Project Director for Britannia Phase 2b explained that they could not detail the exact amount submitted by each bidder as this information was set out in the exempt appendices. However the Project Director explained that the fixed price element of the project was on phase one only whereas the cost score was across all phases. To some extent the pre- sales and sales phases by the bidders was based on their assumptions of their sales and marketing strategy. The fixed price element for phase one there was very little difference between the second and third place bidders for example. In terms of the original overall score the recommended bidder came fourth out of the five bidding companies.

RESOLVED:

The Cabinet Procurement and Insourcing Committee approved to:

·  Award the contract for Marketing and Branding Agent services for

Britannia Phase 2b to Bidder 3 in line with the fee set out in Exempt

Appendix A - Tender Evaluation Detail, and

·  Enter into a Services Agreement and any other ancillary legal

documentation necessary relating thereto with Bidder 3 for the

Services under such terms as shall be agreed by the Director of Legal, Democratic and Electoral Services, and authorise the Director of Legal, Democratic and Electoral Services to prepare, agree, settle and sign the necessary legal documentation to effect the proposals contained in this report.

REASONS FOR DECISION/OPTIONS APPRAISAL.

7.4  The report outlines the process which has been followed to select a

preferred bidder for the provision of Marketing and Branding services for

LBH Britannia Phase 2b during the Strategy, Pre-Sales and Sales Phase of the project’s delivery.

7.5  The role would commence with a Fixed Price strategy phase. The Marketing and Branding Agent would co-author the Sales and Marketing Strategy in collaboration with the Sales Agent, and develop a naming and branding strategy. They would also provide input into the Sales Agent’s Development Consultancy Services, where the influences or affects the naming, branding and marketing of the product. Key outputs would be:

? Marketing and Brand Strategy

? Masterplan Brand

? Naming Convention, Block Convention and Release Strategy

? Brand Guidelines Creation

7.6  The engagement would then move into the Implementation Phase, in line with the agreed Implementation Plan and budget agreed during the Strategy Phase.  ...  view the full minutes text for item 7.

RESOLVED:

The Cabinet and Insourcing Committee agreed to:

·  The award of the Lead Architect contract to Supplier A on a

fixed fee of up to £714,566.51 to deliver the initial phase of the Town

Centre Sites regeneration programme, which consists of the

preparation of architectural feasibility studies for nine Council owned sites in Dalston and Hackney Central.

·  Delegate authority to the Group Director of Climate, Homes and

Economy, in consultation with the Group Director of Finance and

Corporate Resources, to award subsequent call-off contracts for future work phases to Supplier A, within the existing £1.84m budget.

REASONS FOR DECISION

The decision to appoint the Lead Architect for the Town Centre Sites

programme will provide the Council with the required design and engineering

skills needed to complete comprehensive feasibility studies to determine the

best future use and the financial viability of these important sites. In particular this appointment will allow the Council to deliver against Local Plan objectives and corporate priorities.

The maximisation of opportunities on Council land and sites will provide an

uplift to Hackney’s two major town centres in terms of new uses and

facilities, new homes, commercial space, and jobs and help to meet the

objectives set out in the Inclusive Economy Strategy and the Local Plan.

Town centres have been identified as key locations to deliver the growth

objectives of the Local Plan, and considering 9 sites in Hackney Central and

Dalston town centres for redevelopment will support the delivery of the

boroughs growth strategy, which includes the delivery of 26,250 additional

homes, 23,000 new jobs, 34,000sqm of new retail and leisure floorspace and

117,000sqm of new business floorspace by 2033.

The nine sites that make up the programme are set out in the table included in the published report.

The Hackney Central Place Policy in the Local Plan (PP3) sets strategic

principles to strengthen the role of the town centre, to create more

opportunities for retail, workspace, leisure, community uses and to deliver

new homes, including genuinely affordable new homes alongside an

improved public realm and town centre environment. The appointed Lead

Architect will undertake design and feasibility work on four Town Centre

Sites; which in turn will allow the Council to progress the delivery of the

policy aspirations for the area.

The Dalston place policy in the Local Plan (PP2), sets strategic principles to

strengthen the role of the town centre, to create more opportunities for retail,

workspace, leisure, community uses and to deliver new homes, including

genuinely affordable new homes. The Local Plan also seeks to ensure that

the creative, cultural and social organisations that give Dalston its distinctive

identity will be sustained alongside the delivery of new homes, jobs and

improved retail facilities. In addition, the Local Plan identifies the need to

extend and improve Dalston’s public realm, green and public open spaces.

This procurement also aims to address the transport and development

commitments in the Community Strategy 2018-2028 by supporting the best

options for increasing public transport capacity and connectedness in the  ...  view the full decision text for item 8.

8.1   The Head of Area Regeneration presented the report updating Members on the progress of the Dalston and Hackney Central Town Centre Sites programme. Expenditure on the programme was first approved by Cabinet in September 2020 and the report seeks approval to enter into a contract to appoint a lead architect for the initial phase of work which will consist of the preparation of feasibility studies for the nine Council owned sites in the programme.

8.2  The Head of Regeneration confirmed that there would be four university/further education work placements would be offered as part of the contract.

8.3  On those sites that for any reason could not be redeveloped, the Head of Regeneration explained that the Council would need to take a view about the programme and adopt a staged approach. Until the Council completed one stage it would not be clear if work could be progressed on to the next stage. Therefore the architectural feasibilities studies would be combined detailed financial testing and if it appeared at that stages that some of the sites were not financially viable the Council at that stage, using the required appraisals, would discuss those sites with the market to determine if there was anything they could offer in terms of the development of those sites. The Head of Regeneration explained reiterated that the programme’s Council’s intention was take a staged approach as the Council had not previously looked at the sites in great details before.

8.4  In terms of the level of risk was to the Council, the Head of Regeneration explained that initially when the work had been undertaken there had been a low level of risk contract.  The work had now been split into different stages of approval was that the only reasons why there was going to be the appointment of one Lead Architect to stage one was that the Council wanted to test the financial feasibility of the work. Some initial work had been undertaken on and the Head of Regeneration was confident that they the sites should be financially viable. The project was previously categorised as low risk but should that change that would impact on the next stage of the work.

RESOLVED:

The Cabinet and Insourcing Committee agreed to:

·  To approve the award of the Lead Architect contract to Supplier A on a fixed fee of up to £714,566.51 to deliver the initial phase of the Town Centre Sites regeneration programme, which consists of the preparation of architectural feasibility studies for nine Council owned sites in Dalston and Hackney Central.

·  To delegate authority to the Group Director of Climate, Homes and Economy, in consultation with the Group Director of Finance and Corporate Resources, to award subsequent call-off contracts for future work phases to Supplier A, within the existing £1.84m budget.

REASONS FOR DECISION

8.4  The decision to appoint the Lead Architect for the Town Centre Sites programme will provide the Council with the required design and engineering skills needed to complete comprehensive feasibility studies to determine  ...  view the full minutes text for item 8.

RESOLVED:

The Cabinet Procurement and Insourcing Committee agreed to:

1.  The procurement of the Integrated Mental Health Network service commencing on 1st July 2023 for a period of up to four years, at a maximum value of £5,400,000 (£1,350,000 per year).

2.  A three month extension of the existing contract for the Integrated Mental Health Network service with Mind - City, Hackney and Waltham Forest until the end of June 2023 at a cost of £336,062.50 (£1,344,250 annual equivalent).

REASONS FOR DECISION

Building on the successes of the existing service, the redesigned Integrated

Mental Health Network will further improve the coordination of services whilst

also more effectively targeting those with the greatest need.

The proposed service will provide holistic, innovative and evidence based

mental health support to people with complex mental health problems to

improve their wellbeing. These interventions will include talking therapies,

1:1 coordination, support groups, education sessions, activities, digital

interventions and practical support. The support offered will be holistic,

person centred support, including a strong emphasis on service user choice

and control and, where appropriate, will be delivered in partnership with other

relevant support services. The ultimate goal is to enable the resident to

successfully move on from needing mental health services to long-term

wellbeing and independence.

The Integrated Mental Health Network will deliver improvements in mental

health and wellbeing outcomes for City and Hackney residents. This should

also lead to a reduction in secondary care admissions and risk of crisis. It

should also lead to a reduction in dependence on other local support

services. Mental health is closely linked to issues such as employment,

substance use, poverty and experience of trauma. By providing holistic

mental health support to residents, the service should have a positive impact

on employment, payment of bills and dependence on local support services.

Another key aim of the service is to contribute to a reduction in health

inequalities, which will be achieved by targeting residents with complex

needs, as well as through the design and range of interventions provided,

ensuring they are tailored towards the communities with the highest need

and barriers to accessing mental health support.

The primary target population group for the service will be City and Hackney

residents with high and complex mental health needs, who are ineligible or

too complex for primary mental health services but do not meet the threshold

for secondary care, something that has been identified as a gap both locally

and nationally. The service will also use its infrastructure and expertise to

facilitate the development of community based, lower level and preventative

mental health interventions.

Excellent partnership working and coordination will be a priority for this

service.

9.1  A Consultant in Public Health introduced the report which outlined how the Integrated Mental Health Network would be delivered by a lead provider with elements of the service sub-contracted to a number of specialist providers. This would ensure a diverse service with multiple community providers that would reduce access barriers and ensure culturally relevant interventions. At the same time a lead provider responsible for the overall management of the service would ensure an efficient, well run service with equality of access based on need.

9.2  The Committee welcomed the report and thanked officers for all their hard work on the programme. The members noted that in relation to the Better Health Fund, with the first round of applications there was so many organisations with good quality bids that with the second round the Council was able to state that they would not fund anyone that who had applied in the first round by giving entirely new organisations the opportunity to contribute to better mental health in Hackney.

9.3  On the issue of insourcing, the Consultant in Public Health explained that currently the Council was unable to reconcile insourcing as an appropriate direction for this project. However, the Council would continue to keep under review and for the duration of the new contract and to identify if there was any barriers that were solvable.

9.4  The Council’s Senior Public Health Specialist added that in terms of insourcing one of the key areas of focus should be access to mental health services. Further work could be undertaken to look into this matter but through the consultation work it had become clear that the current service offered a different service to the NHS and the local authorities. With the model but forward, with a number of small providers in the network, some of those providers were already embedded in communities and opened opportunities for the Council to engage with parts of the local community they had not previously been able to  engage with. Bring the service in-house could have implications for the reach the Council currently have into those communities maybe quite significant.

9.5  The Chair recommended that the issue of insourcing should be kept under review by the Council’s public health service and the committee.

RESOLVED:

The Cabinet Procurement and Insourcing Committee agreed to:

1.  The procurement of the Integrated Mental Health Network service commencing on 1st July 2023 for a period of up to four years, at a maximum value of £5,400,000 (£1,350,000 per year).

2.  A three month extension of the existing contract for the Integrated Mental Health Network service with Mind - City, Hackney and Waltham Forest until the end of June 2023 at a cost of £336,062.50 (£1,344,250 annual equivalent).

REASONS FOR DECISION

9.4  Building on the successes of the existing service, the redesigned Integrated Mental Health Network will further improve the coordination of services whilst also more effectively targeting those with the greatest need.

Service description

9.5  The proposed service will provide holistic, innovative and evidence  ...  view the full minutes text for item 9.

RESOLVED:

The Cabinet Procurement and Insourcing Committee agreed to:

·  Award the delivery and concession contract to:

·  Bidder C- for Contract 1- Rapid charges

·  Bidder G- for Contract 2&3 Fast and slow charges

·  Do not award contract for Contract 4- Fleet charges

·  To enter into a Concession Contract and other ancillary legal documentation relating thereto for the installation of electric vehicle charging points under terms as shall be agreed by the Director of Legal, Democratic and Electoral Services, and authorise the Director of Legal, Democratic and Electoral Services to prepare, agree, settle and sign the necessary legal documentation to effect the proposals contained in this report.

·  Note that a recommendation will be made to Cabinet that surplus revenue generated by the EV charge points is used to support active and sustainable travel projects that support the Council’s wider aims to reduce private vehicle use. “Surplus revenue” will mean any monies left over after covering lost income and direct staff costs relating to managing the project. This report is dependent on the successful outcome of the separate decision on additional resource for staff costs.

REASONS FOR DECISION

The published report outlines the procurement process for securing long term partner supplier/s using a Competitive Procedure with Negotiation procurement route, and entering into a Concession contract for borough wide electric vehicle charging infrastructure in Hackney.

Through the borough-wide electric vehicle charging points rollout - as well as

additional policies to restrict private petrol and diesel motor vehicles - the Council aims to achieve the following objectives:

? Reduction in overall motor vehicles ownership in the borough

? Increase in proportion of electric vehicles, through encouraging the transition

of remaining vehicles to EV

The two main factors deterring people from switching to electric vehicles are

anxiety around charging and battery range. By providing a high supply of EVCPs, we anticipate an increase in the likelihood of residents switching to EVs. It is recognised that complementary policies aimed at restricting car ownership, of any sort, will also be needed to achieve a reduction in car ownership overall. For this purpose, we aim to create a charging infrastructure that will drive demand, rather than follow demand.

Council to date has 303 charging points, meeting in 2018 Mayor Manifesto

Commitment for everyone in the borough to be 500m from an EV charge point.

The Council wants to be more ambitious and accelerate the switch to EVs

through a number of measures, including parking restraint measures, as well as a high provision of EVCPs. With the right set of measures, the Council can influence the adoption of EVs in line with the projection in the figure below, which sees the supply of EVCPs leading the demand. For this purpose, the provision of the 2041 EVCP requirements of 3,000 charging points ahead of time will address consumer anxiety around availability of charging. The Council proposes to supply the 2041 requirement by 2030.

The long term contract and partnership style promotes cooperation between the supplier and the Council and will allow for  ...  view the full decision text for item 10.

10.1  The Council’s Senior transport planner introduced the report which outlined to the Committee of the results of the procurement exercise carried out between June 2021 and May 2022 to deliver and operate a network of Electric Vehicle Charging Points (EVCP’s) within the borough and recommends the award of three contracts for a 15 year term to Bidders C & G.

10.2  The Cabinet member for environment and transport, Councillor Mete Coban, spoke briefly welcoming the report and supporting the work that had been undertaken.

10.3  On the matter of accessibility particularly in relation to lamp columns, the Senior Transport Planner explained that it was an issue high on the service’s agenda. They would ensure that any impact that occurred was complementary to the Council’s other schemes to improve cycling and walking. With lamp columns it was recognised that there was an addition when people were charging their electric vehicles so the Council would ensure that on each lamp column was installed with a dedicated EV bay. This would allow members of the public do not only charge their EVs but also minimise the risk of trailing cables. The EVCPs would be within the boundaries of the parked car.

10.4  Councillor Coban added that the programme was seeking to install at least one EVCP on every Council estate in Hackney.

10.5  The Council’s Fleet Manager explained that a great deal of work  would have to be undertaken regarding this area of work in relation to the Council’s fleet of vehicles. Hackney Council had one of the largest fleet of vehicles in London with currently 521 vehicles. So in order to plan for  wide rollout the Council would need to consider how the work would be  undertaken over a number of depots with parked vehicles overnight. There was required work to assess the power supply to depots and the work required to upgrade the power based on the assumption that the rest of  the Council fleet was to be electrified.

RESOLVED:

The Cabinet Procurement and Insourcing Committee agreed to:

·  Award the delivery and concession contract to:

·  Bidder C- for Contract 1- Rapid charges

·  Bidder G- for Contract 2&3 Fast and slow charges

·  Do not award contract for Contract 4- Fleet charges

·  To enter into a Concession Contract and other ancillary legal documentation relating thereto for the installation of electric vehicle charging points under terms as shall be agreed by the Director of Legal, Democratic and Electoral Services, and authorise the Director of Legal, Democratic and Electoral Services to prepare, agree, settle and sign the necessary legal documentation to effect the proposals contained in this report.

·  Note that a recommendation will be made to Cabinet that surplus revenue generated by the EV charge points is used to support active and sustainable travel projects that support the Council’s wider aims to reduce private vehicle use. “Surplus revenue” will mean any monies left over after covering lost income and direct staff costs relating to managing the project. This report is dependent on the successful  ...  view the full minutes text for item 10.

RESOLVED:

Cabinet Procurement and Insourcing Committee agreed to:-

a) Accept the assessment findings in this Report; and

b) Agree to tender a new digital only concession contract for external advertising for a maximum period up to 10 years, with the option to extend for a further 5.

REASONS FOR DECISION

This paper seeks to provide updated findings to the committee as a

result of assessment work undertaken by the Council during 2021

including;

1. providing the assessment outcome of a Planning Performance

Approach [PPA] review of all of the current external advertising

sites

2. Provide feedback from internal and external stakeholders in

relation to the current and future contracts.

3. Provide an overview of the potential revenue this concession

contract could generate.

4. Highlight the importance of the Out of Home [OOH] channel as

part of the Council’s communication mix, specifically focussing

on emergency and service change information.

11.1  The Council’s Head of Marketing & Commercial Services introduced the report which outlined a pragmatic approach to advertising units on Hackney’s pavements. The report also sought provide updated findings  result of assessment work undertaken by the Council during 2021

including;

·  Providing the assessment outcome of a Planning Performance Approach [PPA] review of all of the current external advertising Sites;

·  Providing feedback from internal and external stakeholders in relation to the current and future contracts;

·  Providing an overview of the potential revenue this concession contract could generate; and

·  Highlighting the importance of the Out of Home [OOH] channel as part of the Council’s communication mix, specifically focussing on emergency and service change information.

11.2  The Chair invited local resident, a Mr Vincent Stops, to ask a question.

11.3  Mr Stops asked the following question:

The Council s required to give 28 days’ notice of a key decision. The Council had not done this. This was noted in the published report.  Why could the Council not give the proper notice and what if any impact would this have on this key decision if it was delayed until proper notice can be given?

11.4  The Council’s Head of Marketing & Commercial Services explained that there was a delay because the published report had generated a low risk rating and that did not necessarily have to come to the CPIC. As of result of this, after speaking to the Council’s legal team, the information was queried and the Head of Procurement agreed that due to Councillor and public interest that it should be put on the agenda for the 18 July 2022 CPIC meeting agenda. This was without the timeframe that Mr Stops had highlighted. In terms of implications to key decisions the Council wanted to get it on to the July CPIC meeting agenda as the next meeting was not until early September otherwise the general procurement process would not be able to be reached within the remaining time of the extension period as previously agreed at CPIC in August 2021.

11.5  Mr Stops had also submitted a number of other written questions, these were as follows;

1.   Section 115 E of the Highways Act 1980 requires a public benefit from structures on the pavement. They are supposed to be council information boards. These look like commercial advertising screens. What is the claimed public benefit of these structures?

2.  The same section of legislation requires permission of highway frontages for such structures that generate income. Can you demonstrate the council has these permissions in place? Will it be seeking these permissions?

3.   Councillors were promised the number of boards would be reduced to 25. Why are 40 now proposed? Where was this decision made?

4.   The majority of these screens are on TfL highway. How will that work with the tender and contract process? Does Hackney have the powers to agree contracts on the land of another highway authority?

5.   Is it still the intention of Hackney Council to apply for the planning permissions?  ...  view the full minutes text for item 11.

RESOLVED:

Cabinet Procurement & Insourcing Committee agreed to:

The extension of the current Corporate Security contract with CIS

Security Ltd to cover the period 4th August 2022 to 3rd August 2023

REASONS FOR DECISION

The current contract between the Council and CIS Security Limited, which has

a 4 year term and commenced on 4th August 2018, will expire on 3rd August

2022. The development of a business case is well underway but will not be

concluded with the opportunity to present to the Cabinet Procurement &

Insourcing Committee before contract expiration.

The security framework comprises three service lots. The three lots are:

? Lot A. Civic buildings security including guarding, key holding and alarm

response

? Lot B. Vacant Premises & Estate security

? Lot C. Residential concierge service

The proposed extension will allow officers to conclude a full and exhaustive

options appraisal including realignment of resources, redevelopment of remit

and service model to better serve the current and future needs of the Council. In turn it will provide suitable and sufficient time for the decision making process and mobilisation of a new service. This period would also be used to implement the appropriate service structure and tools required to deliver an in-house service if it becomes apparent that this option is viable, practicable and offers best value for money for Hackney. It will also allow suitable consultation with Council tenants and leaseholders in relation to the future provision of the concierge service element of the framework. With the approval of the extension, the end date of the contract will be 3rd August 2023. Exhaustive work has been done on the insourcing of the security service and the extension will allow that full investigation to be completed, the outcome of which will soon be presented to Cabinet.

In 2021/22 the annual cost of contracted security services across the Council

was £2.557M for Civic building security, £2.143M for Vacant premises &

estate regeneration security and the Concierge service cost was £1.264M.

The service will continue to be funded from service budgets and resident

recharges for concierge service. This report’s primary objective is to obtain

approval for an extension in order to meet Council’s responsibility of

providing a secured environment for staff and customers visiting Council

premises as well as secure the Council’s housing estates.

Corporate Facilities Management is leading on a joint business case

development with Housing for a new security service and some of the delays

experienced during the options appraisal have necessitated the extension of

the current contract.

The pandemic presented unprecedented challenges and demand on the

Council. The primary focus for Facilities Management for much of that time

was the implementation and management of safe work environments in line

with constantly developing Government guidance. In so doing the Council

was able to continue making Services safely accessible and available to

residents as well as providing staff with sufficient assurance.

FM worked closely alongside all Council Services, the team listened to and

engaged with staff to overcome notable barriers, such as staff anxiety about

returning to  ...  view the full decision text for item 12.

12.1  The Council’s Head of Digital & Data introduced the published report which was requesting approval to extend the current security framework contract for Council regular and reactive security requirements and concierge services for Hackney residential blocks for a 12 month term.

12.2  There were no questions from Committee members.

RESOLVED:

Cabinet Procurement & Insourcing Committee agreed to:

The extension of the current Corporate Security contract with CIS

Security Ltd to cover the period 4th August 2022 to 3rd August 2023.

REASONS FOR DECISION

12.4  The current contract between the Council and CIS Security Limited, which has a 4 year term and commenced on 4th August 2018, will expire on 3rd August 2022. The development of a business case was well underway but will not be concluded with the opportunity to present to the Cabinet Procurement & Insourcing Committee before contract expiration.

12.5  The security framework comprises three service lots. The three lots are:

? Lot A. Civic buildings security including guarding, key holding and alarm

response

? Lot B. Vacant Premises & Estate security

? Lot C. Residential concierge service

12.6 The proposed extension will allow officers to conclude a full and exhaustive options appraisal including realignment of resources, redevelopment of remit and service model to better serve the current and future needs of the Council. In turn it will provide suitable and sufficient time for the decision making process and mobilisation of a new service. This period would also be used to implement the appropriate service structure and tools required to deliver an in-house service if it becomes apparent that this option was viable, practicable and offers best value for money for Hackney. It will also allow suitable consultation with Council tenants and leaseholders in relation to the future provision of the concierge service element of the framework. With the approval of the extension, the end date of the contract will be 3rd August 2023. Exhaustive work has been done on the insourcing of the security service and the extension will allow that full investigation to be completed,

  the outcome of which will soon be presented to Cabinet.

12.7.   In 2021/22 the annual cost of contracted security services across the Council was £2.557M for Civic building security, £2.143M for Vacant premises & estate regeneration security and the Concierge service cost was £1.264M.

12.8  The service will continue to be funded from service budgets and resident

recharges for concierge service. This report’s primary objective was to obtain approval for an extension in order to meet Council’s responsibility of providing a secured environment for staff and customers visiting Council premises as well as secure the Council’s housing estates.

12.9  Corporate Facilities Management was leading on a joint business case

development with Housing for a new security service and some of the delays experienced during the options appraisal have necessitated the extension of the current contract.

12.10 The pandemic presented unprecedented challenges and demand on the

Council. The primary focus for Facilities Management for much of that time was the implementation and management of safe work environments in line  ...  view the full minutes text for item 12.

RESOLVED:

Cabinet Procurement and Insourcing Committee agreed to:

a)  Note the outcome of the purchasing arrangements which have placed Supply contracts with the Energy companies as follows:

1.  The Half Hourly, Non-Half Hourly and Unmetered Electricity

Supply contract is awarded to Total Gas & Power at an estimated value of £12.8m

2.  The Gas Supply contract is awarded to Total Gas & Power at an estimated value of £4.7m.

3.  A further £0.9m will be incurred in Climate Change Levy (CCL) payments on the bill.

b)  Note the indicative aggregate cost impact for Hackney, including Housing and Schools, from these tender awards is a 77% increase against last financial year’s projection, the actual impact will be monitored via OFP.

REASONS FOR DECISION

This report provides the Cabinet Procurement and Insourcing

Committee with the results of the “risk managed flexible purchasing”

exercise carried out on behalf of the Council by LASER between

October 2021 and March 2022 for all gas and electricity supplies to

secure a twelve month contract.

The current contract prices for all supplies include those large (HH)

Half Hourly electricity supplies including Unmetered (UMS) public

street lighting, all gas and small (NHH) Non-Half Hourly electricity

supplies for the year commencing 1st April 2022 to 31st March 2023

that were presented to the Council during May 2022.

For this year’s supplies, the electricity contract was procured with

100% of its volume from renewable sources at £0.495ppkWh.

The contract for all supplies is for a twelve month period commencing

from April 2022 to March 2023.

2020 was set to be the low point in the energy price cycle but this was

extended by the pandemic with its resultant reduction in demand. As

the world economy recovered, energy prices accelerated faster than

predicted partly due to the loss of capacity during the extended low

cycle of prices. The situation in 2021 was exacerbated by political

intervention in the market, particularly by Russia withdrawing capacity,

2022 has been dominated by the impacts of military action in Ukraine

and the resultant sanctions which have disrupted supply, a situation

that is still unfolding.

For the 2022/23 energy supplies contract, the Council has been

partially sheltered from the worst energy prices by the flexible

purchasing process with 95% of the energy purchased before the end

of 2021. The outturn of the next purchasing round which begins in

October 2022 will very much depend on how the geo-political situation

develops.

The Council will explore the adoption of PPAs going forward , this will

also help with smoothing the price volatility of Electricity. If Electricity is

procured via PPAs, the Council will continue with LASER to procure

energy for the gas contracts and any residual electricity required.

  As work to decarbonise Council buildings, including schools,

progresses, this will shift demand from gas into electricity although the

total kWh in aggregate will fall.

13.1  The Council’s Head of Energy & Carbon Management introduced the published report. Committee members noted that the report provided the outcome of 2022’s purchasing round for energy used within Council offices, Hackney Housing and in Schools, where such Schools are part of the corporate contracting arrangement.

13.2  No questions were asked by Committee members about the report.

RESOLVED:

Cabinet Procurement and Insourcing Committee agreed to:

a)  Note the outcome of the purchasing arrangements which have placed Supply contracts with the Energy companies as follows:

1.  The Half Hourly, Non-Half Hourly and Unmetered Electricity

Supply contract is awarded to Total Gas & Power at an estimated value of £12.8m

2.  The Gas Supply contract is awarded to Total Gas & Power at an estimated value of £4.7m.

3.  A further £0.9m will be incurred in Climate Change Levy (CCL) payments on the bill.

b)  Note the indicative aggregate cost impact for Hackney, including Housing and Schools, from these tender awards is a 77% increase against last financial year’s projection, the actual impact will be monitored via OFP.

REASONS FOR DECISION

13.1  This report provides the Cabinet Procurement and Insourcing

Committee with the results of the “risk managed flexible purchasing”

exercise carried out on behalf of the Council by LASER between

October 2021 and March 2022 for all gas and electricity supplies to

secure a twelve month contract.

13.4  The current contract prices for all supplies include those large (HH)

Half Hourly electricity supplies including Unmetered (UMS) public

street lighting, all gas and small (NHH) Non-Half Hourly electricity

supplies for the year commencing 1st April 2022 to 31st March 2023

that were presented to the Council during May 2022.

13.5  For this year’s supplies, the electricity contract was procured with

100% of its volume from renewable sources at £0.495ppkWh.

13.6  The contract for all supplies was for a twelve month period commencing

from April 2022 to March 2023.

13.7  2020 was set to be the low point in the energy price cycle but this was

extended by the pandemic with its resultant reduction in demand. As

the world economy recovered, energy prices accelerated faster than

predicted partly due to the loss of capacity during the extended low

cycle of prices. The situation in 2021 was exacerbated by political

intervention in the market, particularly by Russia withdrawing capacity,

2022 has been dominated by the impacts of military action in Ukraine

and the resultant sanctions which have disrupted supply, a situation

that is still unfolding.

13.8  For the 2022/23 energy supplies contract, the Council has been

partially sheltered from the worst energy prices by the flexible

purchasing process with 95% of the energy purchased before the end

of 2021. The outturn of the next purchasing round which begins in

October 2022 will very much depend on how the geo-political situation

develops.

13.9  The Council will explore the adoption of PPAs going forward , this will

also help with smoothing the price volatility of Electricity. If Electricity was

procured via PPAs, the Council will continue with LASER  ...  view the full minutes text for item 13.

This item has now been withdrawn from the meeting agenda.

This item was withdrawn from the meeting agenda.

14.1  This item was withdrawn from the meeting agenda.

15.1  There was no urgent business to consider.

The following meetings will start at 5:00pm (unless otherwise indicated):

5 September 2022

3 October 2022

7 November 2022

5 December 2022

16 January 2023

13 February 2023

13 March 2023 (4:00pm start)

17 April 2023

16.1   The Committee members noted the following meetings dates. Meetings would start at 5:00pm (unless otherwise indicated):

·  5 September 2022

·  3 October 2022

·  7 November 2022

·  5 December 2022

·  16 January 2023

·  13 February 2023

·  13 March 2023 (4:00pm start)

·  17 April 2023

Note from Governance Services

Items 18 - 24 allows for the consideration of exempt information in relation to items respectively. Proposed resolution:

THAT the press and public be excluded from the proceedings of the Cabinet Procurement Committee during consideration of Exempt items 18 -24 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 and Insourcing Committee during consideration of Exempt items 18-24 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 13 Jun 2022.

18.1  There was no exempt minutes to consider.

19.1  The discussion and decision were set out at item 7.

20.1  The discussion and decision were set out at item 8.

21.1  The discussion and decision were set out at item 10.

22.1  The discussion and decision were set out at item 13.

This item has been withdrawn from the meeting agenda.

22.1   The item was withdrawn from the meeting agenda (see also item 14).

24.1  There was no urgent business to consider.