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

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 12-15

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.  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.

None received at the time of the agenda publication.

To confirm the unrestricted minutes of the meeting of Cabinet Procurement and Insourcing Committee held on 17 April 2023

RESOLVED:

1.That Cabinet Procurement & Insourcing Committee (CPIC) approves the selection of the preferred contractor (Contractor B), as noted in the Exempt Appendix A, and the issue of the Scape ‘Project Request’ form to Contractor B to carry out the Feasibility Study to develop the new teaching pool and ancillary facilities at London Fields Lido.

2 Subject to the satisfactory completion of the Feasibility Study, that CPIC agrees to delegate the approval to enter into a ‘Pre-Construction Services Agreement’ with Contractor B referenced in paragraph 5.15, to the Group Director, Climate, Homes & Economy Directorate in consultation with the Group Director of Finance and Corporate Resources.

3. That CPIC agrees to delegate the approval of the Contract Award for the appointment for the main works (subject to agreement being reached with the Contractor B on price and supporting information for the building contract) to the Group Director, Climate, Homes & Economy Directorate in consultation with the Group Director of Finance and Corporate Resources.

4. Subject to the award of contract in paragraphs 3.1 and 3.3 above, that CPIC agrees to authorise the Director, Legal, Democratic and Electoral Services to agree and enter into all necessary legal documentation in relation thereto.

Reasons For Decision

1. The Council has long recognised the impact that sport and physical activity

can have on the achievement of its vision / priorities and, in recent years, has

made improvements to both the quality and operation of its sport and leisure

facilities. However, we are now at a watershed in terms of having to make

some decisions about how the facilities will continue to meet the demands and expectations of the community, within the context of a changing population and reducing resources.

2. The future of the Council’s Sport and Leisure provision has been re-evaluated over recent years, given the expected changing population, increasing customer expectations and age and condition of the leisure buildings. The review process adopted an integrated approach towards the Council’s leisure facilities that sought to:

? Improve the quality of provision to ensure it continues to meet the

demands and expectations of the community;

? Remove barriers, improve access and increase participation;

? Improve the financial and environmental sustainability of provision; and

? Identify opportunities to attract inward investment to fund the new or

improved sport and leisure provision.

3. This Report relates to the appointment of a preferred works contractor

following completion of a procurement exercise using the Scape Framework,

for the development of the new teaching pool at London Fields Lido.

4. As previously mentioned, in September 2022, a multi-disciplinary consultant team was appointed to project manage and design the development of a new

enclosed teaching pool at London Fields Lido. The new pool will provide a

valuable new facility that can be used by the whole community throughout the

year and will complement the existing and extremely popular open air 50m

main Lido. The new facility needs to be sustainable, both financially and

economically, and reduce carbon emissions.

5. The Project is logistically challenging, being built within  ...  view the full decision text for item 7.

RESOLVED:

1. To Note the process used for the selection of Asset Plus (using the GLA ReFit Framework) as the delivery partner for the decarbonisation of heat in the Council’s Corporate Buildings including appointment as Principal Designer and Principal Contractor for CDM Regulations.

2. To award a 2 year contract to deliver the Public Sector Decarbonisation Scheme 3b Sites project to Asset Plus at a value of £16.6m and for the Council to continue to work with Asset Plus across the whole portfolio of Corporate properties.

3. To note that as further projects are developed through the work that will be undertaken to assess the heating systems in other Corporate Buildings, they will be brought back to this Committee, Hackney Procurement Board or approved by officers in line with the Gateway Process and financial scheme of delegation.

Reasons For Decision

1. Decarbonisation of Corporate Properties is a vital step in reducing carbon

across the Council’s operations identified in both Manifesto commitments

and in the forthcoming CAP which is due to be presented for adoption in

June 2023.

2. On completion, this project will replace largely end of life gas powered

heating equipment in nine buildings with heat pumps displacing 8m kWh

gas with 1.6m kWh electricity thereby saving in excess of 1,545 tCO2e.

3. The project will also act as a demonstrator that the Council takes

decarbonisation seriously and is investing in Climate Change mitigation

measures thereby acting as a beacon for other businesses to follow.

4. The project will decarbonise heating through the installation of Ground

Source Heat Pumps (GSHP) at London Fields Lido, Clissold Leisure Centre and Stoke Newington Town Hall and Library (one system managing both buildings) and Air Source Heat Pumps (ASHP) at Queensbridge Leisure Centre, Trowbridge Centre and 3 schools.

5. The project will take 2 years to deliver with the ASHP sites delivered in the

first year and the GSHP in the second. Completion is expected around

December 2024 leaving a 3 month contingency before grant monies

expire. The main reason for the protracted delivery is that the GSHPs will

require permits from the Environment Agency as heat will be extracted

from the aquifer below ground under the sites.

6. The project will cost £16.8m of which £16.6m will be awarded to Asset

Plus to competitively procure, deliver and complete the installations. The

remaining £200k will fund a Project Manager appointed to manage the

project working with Asset Plus, the local sites and property management

and the Grant Funder, Salix Finance.

7. In developing the Investment Grade Proposal (IGP) project costs have

been estimated based on quotes obtained in August 2022 based on

concept designs, estimates for grid upgrade and contingency. The Council

has included a further contingency to allow for some price movements in

the market between the cost estimates used for grant application and the

final pricing fixing through procurement stages described below (14).

The quotes used to establish project costs were obtained after most of the

recent construction cost inflation had  ...  view the full decision text for item 8.

RESOLVED:

To agree to the extension of the Early Years Catering Service Contracts for a further 18 months (from 1st February 2023 until 31^st July 2024) to allow sufficient time for the project for the Development of Children and Family Hubs to be completed.

Reasons for Decision/Options Appraisal.

1. The Early Years catering service framework was procured by Hackney

Education in 2016 to support Hackney’s children’s centres. The catering

service complies with the School Food Trust recommendations for food and

drink for under 5s, and the Government Buying Standards for Food and

Catering which relate to sustainable food procurement.

2. The original framework was in place for 4 years between the 1st August 2016 and 31st July 2020. All 6 council-managed centres used the framework, and each centre contracted individually with the service provider under the framework’s call-off terms. Two Children’s Centres accessing the Service are

school-based. Please refer to 5.6 below for further detail.

3. There have been two extensions authorised for the provision of the services.

The second extension was provided to 31st January 2023 to enable

alignment of commercial catering contracts and the finalisation of the

Insourcing Review. There is currently a review ongoing in relation to the

commercial catering contracts, in addition to the review of children’s centres

and the development of Children and Family Hubs to provide integrated

services for families with children 0 - 19. In addition, an independent

commission into affordable childcare commenced in March 2023. As a result

Hackney Education is seeking approval for a further extension to enable the

landscape of children's centres to be co-designed, and agreed.

4. The further extension period of 18 months will enable sufficient time for the

transformation of a number of children’s centres into Children and Family

Hubs, and the future configuration of children’s centre nurseries and their

service needs to be agreed.

5. The extension will mitigate the risk of a non contracted service provision

whilst the reviews are being finalised. The extension will enable the Council

to work with the Centres and the Contractor to provide a continuing good

service including support for staff and families.

6. The extension will enable any findings, learnings and strategies coming out

of the work being undertaken by the Free School Meal task force to be

considered and built into the work with the children’s centres.

7. Due to the whole life value of the contract being in excess of £3,000,000, the

department is seeking approval to further extend the call off contracts from

Cabinet Procurement and Insourcing Committee. If extended, this service will

continue to be paid for within the existing budget and no additional funding

will be necessary. The cost of the meals is included within the childcare fees.

The supplier is paid directly from each Children’s Centres budget.

8. The Children’s Centres and Nursery Schools with active call off contracts in

place with the contractor are listed below:

? Ann Tayler Children's Centre (Council)

? Clapton Park Children's Centre (Council)

? Comberton Children's Centre (Council)

? Fernbank  ...  view the full decision text for item 9.

Note from the Governance Team Leader:

Item(s) 12-15 allows for the consideration of exempt information.

Proposed resolution:

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