Agenda and decisions
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Contact: Rabiya Khatun
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Apologies for Absence |
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Declarations of Interest Members are invited to consider the guidance which accompanies this agenda and make declarations as appropriate. |
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Urgent Business 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.
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Notice if Intention to Conduct Business in Private and Representations Received 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.
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.
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Deputations/Petitions/Questions At the time of the agenda publication none have been received.
Guidance o submitting a question to the Cabinet Procurement and Insourcing Committee can be found at: https://hackney.gov.uk/ask-a-question/#cabinet
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To confirm the unrestricted minutes of the previous meeting of Cabinet Procurement and Insourcing Committee(CPIC) held on 7 October 2024. Additional documents: Decision: RESOLVED: That the unrestricted minutes of the previous meeting held on 7 October 2024 be agreed as a true and accurate record of proceedings, |
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CHE S413 General Building Contract 3 - Voids Decision: RESOLVED:
The Cabinet Procurement and Insourcing Committee approved:
The procurement of a specialist contractor for Void Works for each of the Building Maintenance and Regeneration Voids as follows:
1. Voids Lot 1, Regeneration Voids of a value of approximately £1.97m per year, and over the whole contract term, a value of approximately £7.87m. 2. Voids Lot 2, Building Maintenance Voids of a value of approximately £1.85m per year and, over the whole contract term, a value of approximately £7.39m
REASONS FOR DECISION
The recommendation is to undertake a Public Contracts Regulations 2015 compliant tender procedure to procure the specialist contractor for Voids work for Lot 1 and Lot 2. A medium term contract arrangement to undertake the void works brought about by expiration of the previous contract. There has been a rise in demand for void works, the procurement of this contract will support the in-house service to deliver this provision and provide continuity for delivery of works in the service area.
This procurement aims to continue the delivery of works by specialist contractors, with support provided to the DLO in completing the tasks. These works are completed by both the in-house repairs team and external contractors, the DLO also undertake these works. This mixed economy of repairs resource has worked well achieving good value, maintaining a competitive tension, a flexible resource to meet varying workloads and occasional need for more specialist trades not included in the in-house capacity.
The quality of repair services is crucial to the operations of council services and the improvement of the key performance indicators. Therefore, the council commercial team wishes to continue working with a specialist contractor to support the works and the DLO.
Approach:
The proposed strategy is a Public Contract Regulation 2015 above threshold restricted procedure. This will comprise a pre-selection (SQ) stage, a tender (ITT) stage.
The two highest scoring bids would be awarded a contract, provided they meet the minimum standard set for the specific quality assessment method statement questions. We believe this approach will demonstrate the greatest value for money.
The recommended procurement pricing model will be based on National Housing Federations version 7.2: Schedule of Rates. As this is standard used across the industry.
The tenders will be evaluated based on 70% price and 30% quality.
Benefits of the Approach: 1. Provide backup when quality may become an issue with the internal DLO. 2. Additional resource capacity if needed to support the housing emergency plan. 3. Ability to work through a larger number of Voids by distributing the voids internally and externally. 4. Manage fluctuations in DLO workload by ensuring the inhouse workforce are employed at all times. 5. Splitting the contract into two separate lots will mitigate the risk of supplier failure.
Benefits Realisation and Lessons Learnt
Regeneration void works are funded from an existing approved budget and as detailed in the Estate Regeneration Service review report 2018, demonstrate an overall cost benefit to the Council by reducing the expenses associated with temporary accommodation and increasing ... view the full decision text for item 7. |
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F S411 Replacement of 24 Refuse Collection Vehicles Decision: RESOLVED:
Cabinet Procurement & Insourcing Committee awarded the purchase of twenty four (24) 26 tonne ‘narrow track’ 6x2 rear steer refuse collection vehicles to Supplier C through the Halton Housing framework - lot identification ‘Medium & Commercial Vehicle Conversions’.
Twenty (20) of these RCV’s will be fitted with ‘trade’ bin lift systems for the collection of trade bins. Four (4) will be fitted with ‘split’ bin lift systems for the collection of a variety of wheeled bins.
All RCV bodies to be fitted with fire hydrant connections.
REASONS FOR DECISION
Environmental Operations use a large number of refuse collection vehicles (RCV’s) to deliver their waste collection service to Hackney's local community encompassing an ever increasing population.
There is an obligation to separate waste into several categories all requiring separate vehicles to enable the different waste streams to be collected without contamination. Many years ago these separate waste streams were collected in the same vehicle but now many more are required.
The existing vehicles are working much harder than ever before incurring more wear & tear. The 24 older vehicles were scheduled to be replaced at year 7 but are now 8 years old and suffering high levels of unreliability and consequential downtime. They will be 9 years old by the time new vehicles are delivered.
This is impacting on Environmental Services ability to deliver their service and costing the service more through high repair costs and the use of rental vehicles to cover downtime.
For more than 20 years the service has used ‘narrow track’ RCV’s to enable the vehicles to access Hackney’s inner city road network with many narrow residential streets and its dense traffic conditions.
Only one supplier manufactures the ‘narrow track’ refuse collection vehicle and this supplier is accessible through several frameworks.
Market testing identifies the supplier as being accessible through TPPL, Crown Commercial Services, ESPO, YPO and Halton Housing Framework.
Each of these frameworks will charge a commission for using them but Halton Housing charges the lowest cost at a fixed £50.00 per vehicle. All the others charge a percentage of the contract spend. See Appendix 1 for a breakdown of charges, under 15.2.
The vehicles are specified to the highest technical, environmental and safety standards available at this time. They will be Ultra Low Emission Zone (ULEZ) and Direct Vision Standard (DVS) compliant. They will also meet the newest EU standards known as ‘General Safety Regulations’ (GSR2) which are mandatory from 1st January 2025.
The vehicles will be compatible with operating on HVO contributing to the Councils fleet environmental strategies.
The quotations attached at Exempt Appendix 2 demonstrates that the supplier can meet our vehicle specification requirements and are happy to provide the vehicles via the Halton Housing Framework. KPI’s based on delivery timings can not be agreed until an order is actually placed with them via the framework.
DETAILS OF ALTERNATIVE OPTIONS CONSIDERED AND REJECTED
This is a simple asset purchase so there is no option of ‘insourcing’.
Option 1 is to do nothing, i.e. try to ... view the full decision text for item 8. |
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Exclusion of the Public and Press Note from the Governance Team Leader:
Agenda Item(s) XX - XX 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.
Decision: RESOLVED: 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. |
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F S411 Replacement of 24 Refuse Collection Vehicles (Exempt Appendices) |
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F S380 CPAM Business case
Decision: RESOLVED: To agree the recommendations set out within the exempt report. |
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Exempt Minutes of the Previous Meeting of the Cabinet Procurement and Insourcing Committee on 7 October 2024
To confirm the exempt minutes of the previous meeting of Cabinet Procurement and Insourcing Committee held on 7 October 2024 as an accurate record Decision: RESOLVED: That the exempt minutes of the previous meeting be agreed as a true and accurate record of proceedings. |
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Urgent Exempt Business The Chair will consider the admission of any late items of Urgent Exempt Business |