Agenda and decisions

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  below 18.

Members are invited to consider the guidance which accompanies this agenda and make declarations as appropriate.

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 Items 14,15.16, 17 and 18:

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.

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.

To confirm the unrestricted minutes of the meeting of Cabinet Procurement Committee held on 13 February 2023 as a correct record.

RESOLVED:

That the minutes of the meeting on 13 February 2023 be agreed as a correct record.

RESOLVED:

·  That the providers listed in Appendix A, who have passed the Supplier Questionnaire (“SQ”) and the minimum Quality score, are admitted to the Dynamic Purchasing System for the Lot that they applied for and were evaluated against.

·  That the Head of SEND is granted delegated authority for the admission of any future providers who submit a bid response and are evaluated in line with the process as outlined in this Report.

·  That the subsequent routes and ad-hoc journey requirements and the associated spend are approved as per the scheme of delegation in the individual teams.

Reason(S) For Decision/Options Appraisal

Approval to award contracts, and subsequent routes as a result of the DPS is being sought from Cabinet Procurement & Insourcing Committee following the successful establishment of the DPS via the London Tenders e-tendering portal.

This procurement process is subject to the Light Touch Regime outlined in the Public Contracts Regulations 2015. The total estimated value of the DPS is £11.6m for the 3+1 year term.

A DPS allows providers to apply to join throughout the life of the contract period. This offers flexibility for providers to continue with an application if initially rejected, once the improvements have been made, giving the Council the option to add further providers onto the DPS to ensure an adequate number of providers is available, giving both continuity of provision and encouraging ongoing testing of value for money.

The competitive process of developing the DPS will ensure that the Council is receiving “value for money”. It provides a one stop shop for directorates to purchase the required services saving on resources required to tender and manage separate arrangements. The DPS will also enable a greater control of spend.

The main objectives of the passenger transport service are to:

·  Provide a safe service to all users;

·  Provide a passenger assistant when required;

·  Provide a punctual and timely service;

·  Provide vehicles that are safe, legal, secure, clean and in good condition;

·  Ensure all contractors are correctly licensed;

·  Deliver value for money.

In order to provide Hackney with the required coverage admittance to the DPS is constructed as identified:

LOT 1: Home to school transport for SEND children and young people (with and without the passenger assistant requirement) - Minibuses, People Carriers and/ or Taxis.

LOT 2: Ad-hoc journeys (may include some repeat bookings) for service users to meet assessed need (with and without the passenger assistant requirement).

LOT 3: Minibus and Coach hire services for ad-hoc journeys as and when required for e.g. school trips and Young Hackney service user trips.

·  To approve the award of the provision of advice and support to single homeless clients at the Greenhouse contract to Bidder 1. The Contract will run for a period of three (3) years, with an option to extend for a period, or periods of a maximum of a further twelve (12) months, with an estimated total value of £1,497,559.00, rising to £2,015,625.00 if the contract is extended for a further year.

Related Decisions

The Business Case was approved at the Hackney Procurement Board meeting on 12th April 2022, authorising the commencement of the procurement process for the provision of advice and support to single homeless clients at the Greenhouse.

Reason(s) For Decision / Options Appraisal

The provision of advice and support to single homeless households is currently delivered through the Greenhouse by Thames Reach, as the commissioned provider. This contract was extended to 31st December 2022 to allow for a formal tendering process to ensure a compliant contract is in place to meet future requirements. This adheres to the Council Standing Orders and also Public Procurement Regulations.

We are seeking to contract a service provider to deliver housing advice and support to single people who are either homeless or in danger of becoming homeless. The Greenhouse has been a key part of the London Borough of Hackney’s effective response to the rapid rise in homelessness, particularly with regard to young single people. Since it was first launched in 2007, the role significantly expanded in 2017 with the introduction of the Homelessness Reduction Act.

The key aims of the Service are to work strategically and operationally with statutory and non-statutory services to deliver outcome focused, targeted and cost effective interventions for single people in significant danger of becoming homeless. The Service will achieve these aims by:

·  Providing a culturally and linguistically sensitive service to individuals from a range of backgrounds, faiths and nationalities – reflecting the diversity of the Hackney population.

·  Engaging with clients, assessing their needs, advising them of the realistic and achievable options available to them and the actions and changes needed to accomplish these aims. 

·  Providing innovative, effective and trauma informed approaches to those with complex needs to support them in either maintaining their accommodation or to assist them in seeking suitable alternatives where we are unable to prevent them from losing their accommodation.

·  Actively engage with and maintain relationships with private landlords, and other housing providers offering good quality accommodation to people experiencing homelessness to assist in expanding the range of options available.

The service will seek to work with accommodation providers, the single homeless prevention service partnership and others who are committed to tackling homelessness, as well as engage with organisations that deliver services. The service will also seek to link clients into specialist/mainstream service provision in Hackney, other parts of the UK and in their country of origin, where appropriate. In particular, working with the statutory and non-statutory sectors that deliver services for this cohort to ensure the clients’ mental and physical health needs are  ...  view the full decision text for item 10.

The next meetings will be held at 5.00pm on 17 April 2023.

Note from the Governance Services

Items 14,15,15,17 and 18 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 14-17 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 report was not available for this meeting of the Committee and would be submitted to a future meeting.