Agenda and minutes

RESOLVED to appoint Councillor Toby Neal as Vice Chair for the municipal year 2017/18

Councillor Jon Collins

Councillor David Mellen

Councillor Jane Urquhart

Dave Robinson – Community and Voluntary Sector representative.

If you need advice on declaring an interest, please contact the Governance Officer above, if possible before the day of the meeting

None.

To confirm the minutes of the meeting held on 15 March 2016

The minutes of the meeting held on 15 March 2017 were confirmed as a correct record and signed by the Chair.

Apologies were received from Dave Robinson, Acting Chief Executive of Nottingham CVS, no written report was submitted on this occasion.

Report of Director of Commissioning and Procurement

Jo Pettifor, Category Manager - Strategy and People, presented a report on the Procurement Strategy 2014 -17 implementation update highlighting the following points:

(a)  In it’s third year the Strategy has delivered a further £2.7m savings which is approximately 9.5% of the value prior to procurement;

(b)  Local investment continues to be a key achievement with £48.2million contracts being awarded to local suppliers in 2016/17and over £288million injected into the local economy since 2014/15. 364 new jobs and apprenticeships have been created in this time;

(c)  The Strategy gathers information on a project by project basis and works with commissioning colleagues on savings against previous contracts;

(d)  Saving targets are set with finance and commission colleagues and in future will be closely linked with the Medium Term Financial Plan;

(e)  The Director of Commissioning and Procurement is working on reviewing all commissioning and procurement activity in order to set future targets built in to the Strategy in an overt way, linking with the Medium Term Financial Plan.

RESOLVED to:

(1)  note the achievements delivered under the Nottingham City Council Procurement Strategy 2014-17 in its final year (2016/17);

(2)  note the overall outcomes delivered through procurement during the three years of the Nottingham City Council Procurement Strategy 2014-17;

(3)  note that a final report on the outcomes delivered under the Procurement Strategy 2014-17 will be presented to the Commissioning and Procurements Sub Committee in 2018.

Reasons for decision

This report is for noting only.

Other options considered

This report is for noting only and there were no other options to consider.

Report of Director of Commissioning and Procurement

Jo Pettifor, Category Manager - Strategy and People presented a report on the Nottingham City Council Procurement Plan 2017-22 highlighting the following points:

(a)  The Procurement plan sets out the Council’s planned programme of procurement activity over a 5 year period. It is subject to change as contracts are reviewed and sets out anticipated procurement across the Council;

(b)  there are systems in place to establish information for activity that has not been captured by this comprehensive programme and work with finance colleagues to record these details had already started;

(c)  this programme does not take into account internal procurement.

RESOLVED to:

(1)  note the Nottingham City Council Procurement Plan 2017 – 2022

(2)  note that the Procurement Plan is indicative of planned procurement activity and timescales, which may be subject to change dependant on the outcomes of the strategic commissioning process, service budgets and priorities and the full consideration of procurement options for each requirement;

(3)  note that the outcomes of procurement activity undertaken in accordance with the Plan during 2017/22 will be reported at the end of the year.

Reasons for decision

The report is for noting only

Other options considered

The report is for noting only and there were no other options to consider.

Report of Assistant Chief Executive and Director of Commissioningand Procurement

This item was withdrawn from the agenda and deferred to the Commissioning and Procurement Sub Committee meeting on 11 July 2017.

Report of Corporate Director for Strategy and Director of Procurement and Children’s Commissioning

This item was withdrawn from the agenda and will be taken as a Leader’s Key Decision.

Report of Director of Education and Director of Commissioning and Procurement

Lisa Lopez, Commissioning Manager, presented a report on the Information, Advice and Support Services for Children and young people with SEND and their Families highlighting the following points:

(a)  Services providing support for children and young people with SEND and their families are reporting annual increases in demand, a trend that is expected to continue;

(b)  joint commissioning with Nottinghamshire County Council taking the lead allows Nottingham City Council to benefit from joint services and the efficiency and value for money of a single combined service;

(c)  the proposed services aim to deliver further, indirect savings by increasing families self-efficiency and reducing the need for formal assessment where families are considered of a lower level of need;

(d)  these services have previously been heavily reliant on non-recurrent funding such as the SEND funding and funding from NHS Nottingham City Clinical Commissioning Group which is not agreed beyond March 2018, the joint commissioning process has allowed savings of £38,000 to be established and stabilisation of the service;

(e)  contracts for the existing services offering Advice, information and Support all end on 31^st March 2018 and all new services must be in place by 1^st April 2018.

RESOLVED to:

(1)  approve expenditure of £811,000 over the 5 year contract term for the provision of the Information , Advice and Support Service (IASS) detailed in exempt appendix 3. This will include £121,000 from the SEND reform Grant 2017/18;

(2)  approve the procurement of the Information, Advice and Support Service detailed in exempt appendix 3, jointly with Nottingham County Council, through an appropriate procurement process, and to award the contracts for the services based on the outcomes of the procurement process. The approved contracts would commence on 1^st April 2018, for a three year period with an option to extend on an annual basis for a further  two years (i.e. 3+1+1) to a maximum of 5 years in total;

(3)  delegate authority to the Director of Commissioning and Procurement to approve the outcome of the procurement processes and award contracts to providers that are deemed most suitable to provide these services;

(4)  delegate authority to the Head of Contracting and Procurement to sign the final contracts and agree annual extensions on the basis of performance and budget availability.

Reasons for decision

The services discussed in this report are statutory services,in order to fulfil statutory duties towards children and young people with special educational needs and/or disabilities these services must be provided.

The proposed recommissioning and tender process allows for continued development of seamless support to these families across the City and the County including Education and Health and improves access to information for children and young people with SEND where as previously the focus was delivering information to parents/carers.

The proposed new Information and Advice Service will use engagement activities with service users to further develop the service and will encourage a culture of participation and engagement’s.

With the increasing numbers of children and young people with SEND expected to  ...  view the full minutes text for item 10.

Report of Assistant Chief Executive, Director of Commissioning and Procurement, Director of Public Health and Director of Children’s Integrated Services

Chris Wallbanks, Strategic Commissioning Manager presented a report on the 0-5 Integrated Services Contract highlighting the following points:

(a)  The Council has a statutory responsibility to commission a range of public health services that protect and improve the health of the citizens and in 2015 the commissioning responsibilities for the 0-5 children’s public health services transferred to the local authority. Since this time the Council has been  working towards integrating these services with existing children’s delivery teams, removing boundaries and working holistically in order to help children get the best start in life;

(b)  Integration will improve the experience for children and for families offering services from pregnancy through to age 5 and will be influenced by practitioners and the needs of the families. It will also provide an opportunity to reduce duplication, increase flexibility and enable resources to be used more effectively;

(c)  a strategic commissioning review took place of all existing universal and preventative services jointly with the Nottingham CCG who commission the midwifery service. It is now possible to consider how collective services could be more closely aligned. It has also provided  a clear context for integration and provided an opportunity to design new pathways of support based on best practice.

(d)  Savings of 10% over three years have been identified through integration.

RESOLVED to:

(1)  Approve the integration of the existing public health contracts listed in the exempt appendix 1 and procure an organisation to deliver the integrated specification working in partnership with our internal Early Health Service with a view to potentially formalising the integrations through a contractual joint venture agreement. The details of this agreement, including any services in scope will be bought to committee to approve at a later date, following the appointment of the provider organisation;

(2)  Approve the budget to support the contractual value set out in exempt appendix 1. If the contractual values are over and above current indicative values a separate report will be presented for approval;

(3)  Delegate authority to the Director of Public Health in consultation with the Portfolio Holder for Adults and Health and Portfolio Holder for Early years to approve the outcome of the tender process and award the contract for 5 years, plus 2 years potential extension , plus a further 2 years potential 2 years extension (5+2+2).

Reasons for decision

Working to establish this integration of services will allow the existing provider to develop an innovative and flexible approach to delivering existing services, without historical boundaries or service divisions and be more responsive to  the needs of children and their families. 

The proposed integration of six public health contracts and their current value will reduce by a further 10% over the next three years, delivered through amalgamation and a competitive tendering process.

Local and national feedback has shown that families become frustrated having to give the same information to separate services and giving families numerous points of contact this leads to reduced the likelihood of effective engagement and duplication of work/information recording. Integration  ...  view the full minutes text for item 11.

To consider meeting on the following Tuesdays at 10am:

RESOLVED to meet on the following Tuesdays at 10am:

To consider excluding the public from the meeting during consideration of the remaining item(s) in accordance with Section 100A(4) of the Local Government Act 1972 on the basis that, having regard to all the circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

RESOLVED to exclude the public from the meeting during consideration of the remaining items in accordance with Section 100A(4) of the Local Government Act 1972 on the basis that, having regard to all the circumstances, the public interest in maintaining the exemption outweighs the public interest in disclosing the information as defined in paragraphs 3 of part 1, Schedule 12A of the Act.

Report of Corporate Director for Strategy and Director of Procurement and Children’s Commissioning

This item was withdrawn from the agenda and will be taken as a Leader’s Key Decision.

Report of Director of Education and Director of Commissioning and Procurement

RESOLVED to note the content of the exempt appendix to the report on Information, Advice and Support Services for Children and young people with SEND and their families.

Report of Assistant Chief Executive, Director of Commissioning and Procurement, Director of Public Health and Director of Children’s Integrated Services

RESOLVED to note the content of the exempt appendix to the report on 0-5 Integration Services Contract.