Agenda and draft minutes

Commissioning and Procurement Sub-Committee
Tuesday, 13th April, 2021 10.00 am

Venue: Remote - To be held remotely via Zoom - https://www.youtube.com/user/NottCityCouncil. View directions

Contact: Phil Wye  Email: phil.wye@nottinghamcity.gov.uk

Items
No. Item

43.

Apologies for Absence

Minutes:

Councillor Eunice Campbell-Clark – personal reasons

44.

Declarations of Interests

Minutes:

Councillor Adele Williams declared an Other Registerable Interest in agenda item 6 (minute 48) because she chairs Thomas Bow City Asphalt’s Board of Directors. She left the meeting prior to discussion and voting on this item.

45.

Minutes pdf icon PDF 340 KB

To confirm the minutes of the last meeting held on 9 March 2021.

Minutes:

The Committee confirmed the minutes of the meeting held on 9 March 2021 as a correct record.

46.

Voluntary and Community Sector Update

Additional documents:

Minutes:

A verbal update document was provided by Celina Adams, Head of Support Services at The Nottingham Community and Voluntary Service (NCVS), along with a written submission which  and is appended to these minutes.

 

47.

Building Services and Facilities Management Procurement Requirements 2021-2022 - Key Decision pdf icon PDF 412 KB

Report of the Portfolio Holder for Energy, Environmental and Democratic Services

Additional documents:

Minutes:

Trevor Bone, Property Maintenance Manager, introduced the report setting out Building Services and Facilities Management (FM) procurement requirements for planned, reactive maintenance and minor works for financial year 2021/22.

 

Resolved to

 

(1)  grant authority to procure contracts in line with the annual procurement plan as set out in appendix 1 up to the value of £14.150m;

(2)  delegate authority to the Strategic Director for Neighbourhood Services to award contracts procured under Recommendation 1 and to approve all call off arrangements under those contracts over a period of four years 2021/2025 to a maximum of £14.150m as set out in appendix 1 of the report;

(3)  grant a dispensation from contract procedure rule 4.1.1 in accordance with financial regulation 3.29 to make a direct award to Hanovia UV Systems for the sum of £0.048m for the period 2021 to 2025 due to the specialist nature of their asset maintenance and as detailed in appendix 1 of the report;

(4)  grant a dispensation from contract procedure rule 4.1.1 in accordance with financial regulation 3.29 to make a direct award to Aqua Cool Systems for the sum of £0.015m for the period 2021 to 2025 due to the specialist nature of their asset maintenance and as detailed in appendix 1 of the report;

(5)  grant a dispensation from contract procedure rule 4.1.1 in accordance with financial regulation 3.29 to make a direct award to Trend BMS Systems for the sum of £0.045m for the period 2021 to 2025 due to the specialist nature of their asset maintenance and as detailed in appendix 1 of the report;

(6)  approve the proposed expenditure of at least £1.6m of the £3.4m planned maintenance budget for 2021/22 to be spent on services delivered either through in-house provision or Nottingham City Homes.

 

Reasons for recommendations:

 

·  There are a number of contracts which the Building Services and Facilities Management department use that are coming to the end of their term in March 2021. The contracts set out in the appendix 1 and require re-procurement to enable Building Services to keep the Council’s asset portfolio compliant with regulatory, legislative and insurance obligations. Through the proposed procurement routes the Council can continue to improve efficiency and service of supplier delivery across multiple high risk work streams and improve value for money for Directorates across the Council. Our annual procurement programme has been proven to be the best approach to securing a competent supply chain with the lowest costs possible.

·  This report details how orders are placed with Contractors through the Council’s robust systems. To ensure a smooth and timely process for placing orders it is recommended that the Strategic Director for Neighbourhood Services has delegated authority to approve any contracts and call-offs made under frameworks for their duration. No award will be made without evidence that the budget has been approved for the ordered requirement.

·  Due to the specialist nature of the asset maintenance requirement provided by Hanovia UV Systems there is considered to be no benefit to the Council to  ...  view the full minutes text for item 47.

48.

Highway Services 2022-26 Sustainable Procurement Strategy - Key Decision pdf icon PDF 155 KB

Report of the Portfolio Holder for Communities, Highways and Strategic Transport

Minutes:

Councillor Adele Williams declared an Other Declarable Interest in this item because she chairs Thomas Bow City Asphalt’s Board of Directors.  She left the meeting prior to discussion and voting on this item.

 

Mark Bradbury, Highways Contracts and Compliance Manager, introduced the report outlining the recommended procurement strategy to deliver highway improvement

schemes up to 2026.

 

Resolved to

 

(1)  approve to procure and award replacement Highways Framework Agreements in-line with Public Procurement Regulation 2015, as set out in the report;

(2)  approve to procure and award specialist highway contracts in-line with Public Procurement Regulation 2015, as set out in the report;

(3)  delegate authority to the appropriate manager in-line with Financial Regulations, to call off from the Framework Agreement/s over the 4 year period 2022 – 2026.

 

Reasons for recommendations:

 

·  Renewing the Highway Framework in collaboration with Derby City Council will deliver an environmentally sustainable solution for delivering highways maintenance and construction across Nottingham city reducing carbon emissions, result in reduced costs of procurement by collaborating with DCC on required tender documentation and sharing technical resources, and offer a value-for-money delivery model with no fixed financial commitment to use the framework.

·  Procuring specialist highway contracts will enable the delivery of grant funded schemes in line with the timescales of the award, offer a value-for-money delivery model with no fixed financial commitment to use the framework, an provide opportunities for local Small to Medium Enterprise (SME) companies to tender for the work, with the potential for a local workforce either through direct employment or through regional SME sub-contractors.

·  To enable the relevant manager to award of works to the value of their approval level under NCC financial regulations.

·  Highway Services has successfully adopted this mixed approach to the delivery of highway design and construction which utilises the Council’s own skilled workforce and procured specialists and contractors.

 

·  This delivery model has a number of additional benefits including strong links to the Council’s corporate value and objectives, a highly flexible and responsive structure to accommodate short term changes to design programmes, and local knowledge available in the planning and assessment of proposed works.

 

Other options considered:

 

·  Don’t renew - Not having a framework agreements in place will adversely affect NCC’s ability to engage with private sector contractors to deliver both routine and reactive highway maintenance, as well as highway works as part of the LTP and other capital funding.

49.

Nottingham City Council Design and Print Framework - Key Decision pdf icon PDF 220 KB

Report of the Portfolio Holder for Regeneration, Schools and Communications

Additional documents:

Minutes:

Jamie O’Malley, Corporate Communications Manager, introduced the report requesting authority to undertake a compliant open tender process to set up a new framework contract to undertake the Authority’s external design and printing requirements.

 

Resolved to to undertake a compliant tendering process for the procurement of a multi-supplier framework for design and print services, through the Council's tendering system, noting that this framework is for four years and has an estimated value of £3,000,000.

 

Reasons for recommendations:

 

·  This council wide design and print framework will continue to seek to include the requirements of Nottingham City Homes together with the design and print requirements across the City Council and other Council owned companies during the four year period. A single corporate design and print framework will also facilitate the overall embedding of the corporate standard for design and print across the Council. It will also help to reduce design and print production where possible by working in a more efficient manner with suppliers (such as combining orders and requests where possible.)

·  The procurement process also has the potential to increase opportunities for local suppliers as far as the procurement rules allow. The framework is to be divided into a number of lots for differing design and print requirements. This is a method of making the requirement more attractive to small and medium, enterprises (SMEs).

 

Other options considered:

 

·  Do nothing - It is necessary to have a design and print framework so Nottingham City Council can benefit from value for money that the framework offers. The option of not having a design and print framework would be inefficient for the Council and would not provide consolidation of aspects like bus literature, vehicle graphics and lamppost banners. It is also a legal requirement to have such a framework.