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

2.1  There was no urgent business to consider.

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

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  , and  :

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

4.1  There were no representations to consider.

5.1  There were no deputations, petitions or questions to consider.

To confirm the unrestricted minutes of the meeting of Cabinet Procurement Committee held on 5 June 2023.

RESOLVED

That the unrestricted minutes of the Cabinet Procurement and Insourcing Committee held on 5 June 2023 be agreed as a true and accurate record of proceedings.

7.1  There was no unrestricted urgent business to consider.

RESOLVED:

To agree a Contract Variation of £5m for the City and Hackney Integrated Drug and Alcohol Service (existing value £24m) commencing in April 2023 with all additional activity to be delivered by the end of March 2025. The revised maximum contract value including variation will be  £29m.

Reason(s) For Decision

1.  Substance Use and its associated harms have become a significant focus for Central Government over the past two years, in part due to the publication of two reviews of substance use across the UK by Dame Carol Black.

2.  This has led to an increased number of national strategic approaches to tackling drug related harms, including publication of an overarching ten year drug strategy and increases in funding, via grants, to help better meet the needs of local residents using drugs.

3.  The London Borough of Hackney (LBH) has been identified as a specific strategic partner for a number of these funding streams by Central Government, with drug harms across the borough having risen over the last ten years alongside an overall reduction in the capacity and funding of our substance use treatment provision.

4.  In order to reduce levels of unmet need across the borough we have accepted invitations to apply for this grant funding, and have utilised this money to increase treatment capacity and diversity of offer from our core substance use service (delivered by Turning Point). We have also worked to develop our approaches through funding of other services with low or no representation in our substance use treatment system.

5.  Single Tender Actions are being used to procure most of these services due to:

·  The novel nature of the organisations

·  Lower levels of funding requirements

·  Guidance from Central Government

·  Lack of an existing contract between the authority and the services regarding this specific delivery

6.  This report is presented to the Cabinet Procurement and Insourcing Committee to approve a contract variation of £5,000,000 for the delivery of community drug and alcohol treatment.

7.  This paper details the necessity of our existing substance misuse service receiving this funding, as well as  the steps taken to meet the principles of decision making, best value duty and to flag future risks to service delivery

8.  What follows is a brief overview of the three relevant grant funding streams LBH have/are to receive and how they align to both local and national strategy.

The Rough Sleepers Drug and Alcohol Treatment Grant:

9.  This funding aims to improve substance use treatment and health outcomes for people with substance use issues who are experiencing homelessness, aiming to reduce drug related deaths.

10.  The application period and lead time between approval and delivery  for the first phase (Q4 2020/21 and all of 2021/22) was limited. Despite this, stakeholder engagement with partners was conducted (Appendix 1), with ongoing engagement throughout the process of preparing and submitting the bid.

11.  Local Authorities were not informed at the start of the programme that there would be further funding and need for RSDATG delivery. Commissioners  ...  view the full decision text for item 8.

8.1  Members noted the Supplementary paper and exempt appendix 2 circulated prior to the meeting.

8.2  Andrew Trathen introduced the report seeking approval of £5m for the City and Hackney Integrated Drug and Alcohol Service commencing in April 2023 with all additional activity to be delivered by the end of March 2025.

8.3  Following the introduction, Members of the Committee asked questions which were responded to as follows:

·  In response to a query regarding whether the significant increase had been based on good practice, best practice

·  In response to a query regarding the KPIs and targets, it was stated that the targets set  by central government were realistic and the  outcomes were manageable in conjunction with positive engagement.

·  In response to a question regarding the contingency relating to the underspend and impact on future years’ grants, it was emphasised that the increase in funding for this year of £1.49m was £0.5m more than the previous year  and this extra funding would be used to pay the service's employees  higher wages to retain staff as there were issues with staff retention due to low wages. In terms of increased funding for the next year, it was stated that if the targets were increased this would result in more metrics needing to be reported as well as increasing the outcomes that were manageable such as the numbers in treatment and positive engagement.

·  With regard to the contingency, indicative costs were available but the final costs would depend on the combating drug partnership and multi-agency work and what it would steer service towards in terms of further systems

·  In response to a question relating to the underspend and the impact, it was emphasised that the future years funding would increase but a significant portion had been allocated to staff pay to improve staff  retention.

·  In response to a concern relating to the low number of apprentice positions, Turning Point had undertaken a restructure to improve recruitment in the future and looking at creating more opportunities through the service from the data collated from service users and those exiting the service. 

·  In response to a query regarding where the contingency could be invested if unspent, it was stated that that an money would be used for staff retention.

RESOLVED:

To agree a Contract Variation of £5m for the City and Hackney Integrated Drug and Alcohol Service (existing value £24m) commencing in April 2023 with all additional activity to be delivered by the end of March 2025. The revised maximum contract value including variation will be  £29m.

Reason(s) For Decision

1.  Substance Use and its associated harms have become a significant focus for Central Government over the past two years, in part due to the publication of two reviews of substance use across the UK by Dame Carol Black.

2.  This has led to an increased number of national strategic approaches to tackling drug related harms, including publication of an overarching ten year drug strategy and increases in funding, via grants, to help better meet  ...  view the full minutes text for item 8.

RESOLVED:

To award the contract for the delivery of Care and support at Limetree Court & St Peters House to Supplier A for a period of up to four years in total (2+1+1) commencing in November 2023 at a maximum cost of £3,126,339.

Reasons For Decision

See Business Case.

1. This report asks CPIC to approve the award of contract for the delivery of Care and support at Limetree Court & St Peters House to Supplier A.

2. Local Authorities, under the Care Act 2014, have a duty to promote wellbeing. The Act highlights the importance of preventing or delaying the development of needs for care and support and the importance of reducing needs that already exist. This service is designed to reduce the need for individuals to go into residential or nursing care homes wherever possible and to promote independence and self care.

3. The contract will deliver care and support at both Housing with Care schemes to meet the local need.

Alternative Options (Considered and Rejected)

1. The following 4 options were appraised for the future of the provision in the borough:

? Option 1: Insourced provision of care

? Option 2: Commissioned 24 hour scheme (preferred)

? Option 3: Commissioned Non-24 hour scheme

? Option 4: Commissioned rebranded sheltered scheme

2. Option 2 was agreed as the preferred option by the Cabinet Procurement and Insourcing Committee in October 2022. Options 3 and 4 were considered as potential routes to savings but were not considered practical at this time (see section 5.9 of the Business Case Report).

3. Insourcing was considered as an option, however at present this is not a viable option as the capacity to insource is currently interdependent upon the completion of the Council’s Housing with Care review and redesign. Until the review and the outcome of the CQC inspection is favourable the continuation of commissioned provision for care and support is considered to be the best option in order to ensure and maintain service stability and value for money.

9.1  Lesley Hill introduced the report seeking approval for the award of a contract to Supplier A who would support independent living and provide on site personal care and wellbeing services to all tenants of Limetree Court and St. Peter’s House Housing with Care (HwC) schemes.

9.2  Following the introduction, Members of the Committee asked questions which were responded to as follows:

·  It was noted that the contract  was based on 80% quality and 20% price, which demonstrated the care and commitment to provide to residents with a high quality service and the number of bidders.

·  In response to a question relating to insourcing option, due to the current circumstance insourcing was not feasible however the service was holding monthly meeting as it’s ambition was to be in position to insource the service within 18 months.

·  The higher ratio for the quality at 80% had resulted from representation of family and service users on the panel.

ACTION : The Chair asked for an update to be provided to Cabinet Procurement and Insourcing Committee regarding the service’s position in relation to insourcing  prior to the ending of the contract and within 18 months.

RESOLVED:

To award the contract for the delivery of Care and support at Limetree Court & St Peters House to Supplier A for a period of up to four years in total (2+1+1) commencing in November 2023 at a maximum cost of £3,126,339.

Reasons For Decision

See Business Case.

1. This report asks CPIC to approve the award of contract for the delivery of Care and support at Limetree Court & St Peters House to Supplier A.

2. Local Authorities, under the Care Act 2014, have a duty to promote wellbeing. The Act highlights the importance of preventing or delaying the development of needs for care and support and the importance of reducing needs that already exist. This service is designed to reduce the need for individuals to go into residential or nursing care homes wherever possible and to promote independence and self-care.

3. The contract will deliver care and support at both Housing with Care schemes to meet the local need.

Alternative Options (Considered and Rejected)

1. The following 4 options were appraised for the future of the provision in the borough:

? Option 1: Insourced provision of care

? Option 2: Commissioned 24 hour scheme (preferred)

? Option 3: Commissioned Non-24 hour scheme

? Option 4: Commissioned rebranded sheltered scheme

2. Option 2 was agreed as the preferred option by the Cabinet Procurement and Insourcing Committee in October 2022. Options 3 and 4 were considered as potential routes to savings but were not considered practical at this time (see section 5.9 of the Business Case Report).

3. Insourcing was considered as an option, however at present this is not a viable option as the capacity to insource is currently interdependent upon the completion of the Council’s Housing with Care review and redesign. Until the review and the outcome of the CQC inspection is favourable the continuation of commissioned provision for  ...  view the full minutes text for item 9.

RESOLVED:

To award the contract for the delivery of the Adults Social Care Transformation Project to Provider A for a period of up to 3 years at a maximum cost of £4,982,000.

Reasons For Decision

1. The diagnostic identified a number of areas that would benefit from a redesign of how care is delivered to residents, helping people to stay independent, resilient and supported across long term care, learning disabilities and commissioning.

2. The programme of work is expected to improve outcomes for a potential 4,000 Hackney residents. These opportunities represent an anticipated benefit to the council of up to £32m over the next 5 – 6 years.

3. This transformation programme is in the main about demand management and cost avoidance. There would not therefore be money to reinvest in public services but it will ensure more costs are avoided that would impact upon spend elsewhere in the council.

4. Bids were invited via the CCS Management Consultancy 3, Lot 3 framework. Evaluation was completed by a team of relevant officers who gave recommended contract award to Provider A. The process was compliant with the descriptors set out in the invitation to further competition documents.

5. The milestone objectives and payment schedules will be agreed with Provider A following contract award. This work will be overseen by a governance group whose membership will include senior officers from ASC transformation, operations, commissioning and finance and where required, legal. This group will also track progress of Provider A in achieving the outcomes sought.

 Alternative Options (Considered and Rejected)

1. The following 3 options were appraised for the future of the provision in the borough:

? Insourcing

? Direct Award

? Do Nothing

2. Cabinet Procurement & Insourcing Committee approved the business case for the preferred procurement option in April 2023.

10.1  Members noted the exempt appendices 1-4 at Item 16.

10.2  Jenny Murphy introduced the report seeking approval to award the contract for a transformation delivery partner to Provider A for three years at a maximum value of £4,982,000.

10.3Following the introduction a Member of the Committee asked a question regarding the internal works required and if any additional resources were needed from Council, the Transformation team had been allocated the resources for the delivery.

RESOLVED:

To award the contract for the delivery of the Adults Social Care Transformation Project to Provider A for a period of up to 3 years at a maximum cost of £4,982,000.

Reasons For Decision

1. The diagnostic identified a number of areas that would benefit from a redesign of how care is delivered to residents, helping people to stay independent, resilient and supported across long term care, learning disabilities and commissioning.

2. The programme of work is expected to improve outcomes for a potential 4,000 Hackney residents. These opportunities represent an anticipated benefit to the council of up to £32m over the next 5 – 6 years.

3. This transformation programme is in the main about demand management and cost avoidance. There would not therefore be money to reinvest in public services but it will ensure more costs are avoided that would impact upon spend elsewhere in the council.

4. Bids were invited via the CCS Management Consultancy 3, Lot 3 framework. Evaluation was completed by a team of relevant officers who gave recommended contract award to Provider A. The process was compliant with the descriptors set out in the invitation to further competition documents.

5. The milestone objectives and payment schedules will be agreed with Provider A following contract award. This work will be overseen by a governance group whose membership will include senior officers from ASC transformation, operations, commissioning and finance and where required, legal. This group will also track progress of Provider A in achieving the outcomes sought.

 Alternative Options (Considered and Rejected)

1. The following 3 options were appraised for the future of the provision in the borough:

? Insourcing

? Direct Award

? Do Nothing

2. Cabinet Procurement & Insourcing Committee approved the business case for the preferred procurement option in April 2023.

This report will now be considered by Cabinet on 24 July 2023.

This report was withdrawn from the agenda and would be considered by Cabinet on Monday, 24 July 2023.

Meetings will be held at 5.00pm on:

4 September 2023

9 October 2023

 6 November 2023

4 December 2023

8 January 2024

5 February 2024

4 March 2024

8 April 2024

3 July 2023

4 September 2023

9 October 2023

6 November 2023

4 December 2023

8 January 2024

5 February 2024

4 March 2024

8 April 2024

Note from the Governance Services Manager

Item(s) X & X 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 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.

RESOLVED

THAT the press and public be excluded from the proceedings of the Cabinet

Procurement Insourcing Committee during consideration of Exempt Appendices at item 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.

1.1  The discussion and decision are set out in item 8.

15.1  The discussion and decision are set out in item 9.

16.1  The discussion and decision are set out in item 10.

17.1  There was no restricted urgent business to consider.