Agenda, decisions and minutes

1.1  Apologies for absence were received on behalf of Cllr Coban.

To note the revised Terms of Reference of the Cabinet Procurement Insourcing Committee contained within the refreshed Council Constitution, which came into effect on 4 September 2023.

2.1  Members considered the revised Terms of Reference of the Cabinet Procurement Insourcing Committee, which came into effect on 4 September 2023.

RESOLVED:

To note the revised Terms of Reference of the Cabinet Procurement Insourcing Committee contained within the refreshed Council Constitution, which came into effect on 4 September 2023.

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

3.1  There were no declarations of interest.

The Chair will consider the admission of any late items of Urgent Unrestricted Business which will be considered under the agenda item where they appear.

4.1 There was no urgent business to consider.

On occasions part of the Cabinet Procurement and Insourcing Committee meeting may 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. This is in accordance with the Local (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 (the “Regulations”).

This agenda contains exempt items as set out following the Exclusion of Press and Public agenda Item 10.

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.  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.

5.1 There were no representations to consider.

At the time of the agenda publication none have been received.

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

To confirm the unrestricted minutes of the previous meeting of Cabinet Procurement and Insourcing Committee (CPIC)  held on 4 September 2023 as a correct record.

7.1  Members considered the previous of the Cabinet Procurement and Insourcing Committee held on 4 September 2023.

RESOLVED

That the unrestricted minutes of the Cabinet Procurement and Insourcing

Committee held on 4 September 2023 be agreed as a true and accurate record of proceedings.

RESOLVED:

To approve the award of a 2 year contract to Contractor C for planned

internal works to council housing stock, with a further year to complete instructed works, at a value of up to £8m, which has been directly called-off the Fusion 21 framework.

Reason(s) For Decision / Options Appraisal

5.1.0 The Council’s capital delivery programme is essential to ensuring the ongoing maintenance of the housing stock, ensuring it reaches the required standards.  One of the key aspects of this is ensuring that the inside of the home is in a decent condition; this means having a kitchen, bathroom, electrical and heating system which are to a good condition and modern standard.  It also means ensuring the home is free of hazards to the safety of residents, and provides adequate fire safety measures (including alarms and fire stopping).

5.1.1 These works are essential to improve residents' welfare and living conditions. The main benefits of the works will be in improving fire safety, ensuring hundreds of tenants benefit from new kitchen, bathroom and heating facilities in their homes.

5.1.2  In 2021 the Council’s long term framework (which was called ‘Contract 1’) ended.  In 2020 a business case was approved to award an interim contract to cover planned internal works, because it was expected that there would be a delay in the procurement of a replacement contract due to the disruption of Covid and the cyber attack.  The work to procure a planned internal work contract was not actively progressed in 2020 or 2021 due to the ongoing limitations on working in people’s homes from covid restrictions.  The programme development was also made more complex due to loss of key data.

5.1.3  From 2024, there will be a new Regulator for Social Housing.  One of the new consumer standards will be ‘Quality and Safety’.  The work in this contract will be key to ensuring that these homes are improved to satisfy these standards.

5.1.4 The properties have been selected based on the Council’s 7 year programme which was published as part of the Housing Asset Management Strategy in 2019.  The business case for this project makes provision to complete necessary internal works to all homes in line with this planned programme.  The work will start with properties in Year 1 of the programme.  The work will continue insofar as the contract value permits.  The scope of work is subject to ongoing surveys.

5.1.5 There are about 3500 properties in each year of the programme, of which about 30% are leasehold.  It is not the Council’s responsibility to carry out this work to leasehold properties.

5.1.6 In Year 1 of the 7 year programme, there are about 3500 properties in total.  Of these:

C.1100 are leasehold and will not be included

C. 700 may require work

C.1700 are unlikely to require work

At present surveys are being undertaken to finalise the list of properties that require work.  Surveyors are surveying all 700 properties which may require work, and a 10% sample  ...  view the full decision text for item 8.

8.1  Sinead Burke, Head of Property and Asset Management introduced the report seeking approval of a contract for Planned Internal Works for qualifying homes in line with the Council’s planned seven-year programme which had been directly called off the Fusion 21 framework. The programme was expected to deliver internal improvements for up to 700 homes.

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

It was clarified that one apprenticeship was offered for every £1m annual spend in a contract. However, due to the nature of this contract and apprenticeships taking two to three years to complete it would be a challenge to give the exact number of apprenticeships as many apprentices were rotated every few months on different programmes to gain training. 

As part of improving the standard of council homes through the  planned internal works including energy efficiencies, any issues identified during the Housing Health and Safety Rating System survey such as damp or mould and heating upgrades would be deemed necessary works and carried out under this programme.  More extensive energy efficiency works would have to be undertaken under a separate programme financed by the Social Decarbonisation Fund, and a report would be submitted to committee imminently.

With regard to Contractor A being approached before the other contractors, it was stated that many suppliers from different external frameworks had been approached to price the works but the pricing had varied as a result of base pricing.  Contractor A had declined the opportunity to price the works in May 2022 due to high inflation rates and price uncertainty within the construction market and Contractor B had submitted a price that had been reviewed by Council staff and the external Cost Consultant firm that had recommended it did not represent value for money.  In 2023 the council approached the Fusion 21 framework and Contractor C had submitted pricing based on continuity of works which had represented value for money.

RESOLVED:

To approve the award of a 2 year contract to Contractor C for planned

internal works to council housing stock, with a further year to complete instructed works, at a value of up to £8m, which has been directly called-off the Fusion 21 framework.

Reason(s) For Decision / Options Appraisal

5.1.0 The Council’s capital delivery programme is essential to ensuring the ongoing maintenance of the housing stock, ensuring it reaches the required standards.  One of the key aspects of this is ensuring that the inside of the home is in a decent condition; this means having a kitchen, bathroom, electrical and heating system which are to a good condition and modern standard.  It also means ensuring the home is free of hazards to the safety of residents, and provides adequate fire safety measures (including alarms and fire stopping).

5.1.1 These works are essential to improve residents' welfare and living conditions. The main benefits of the works will be in improving fire safety, ensuring hundreds of tenants benefit from new kitchen, bathroom and  ...  view the full minutes text for item 8.

Note from the Governance Team Leader:

Agenda Item(s) 10-11 allows for the consideration of exempt information.

Proposed Resolution:

That the press and public be excluded during discussion of the remaining items on the agenda, on the grounds that they involve the likely disclosure of exempt information as defined in those paragraphs of Part 1 of Schedule 12A of the Local Government Act 1972.

RESOLVED:

THAT the press and public be excluded from the proceedings of the Cabinet Procurement Insourcing Committee during consideration of Exempt items 10 and 11 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 Chair will consider the admission of any late items of Urgent Exempt Business

11.1 There was no restricted urgent business to consider.