Agenda and draft minutes

Commissioning and Procurement Executive Committee
Tuesday, 10th May, 2022 10.00 am

Venue: Ground Floor Committee Room - Loxley House, Station Street, Nottingham, NG2 3NG. View directions

Contact: Mark Leavesley  Email: mark.leavesley@nottinghamcity.gov.uk

Items
No. Item

1.

Appointment of Vice-Chair

Minutes:

Resolved to appoint Councillor Cheryl Barnard as Vice-Chair for the municipal year 2022-23.

2.

Apologies for absence

Minutes:

Councillor Longford  )  other Council business

Councillor Neal  )

3.

Declarations of Interests

Minutes:

None.

4.

Minutes pdf icon PDF 420 KB

Last meeting held on 12 April 2022 (for confirmation)

Minutes:

The Committee agreed the minutes of the meeting held on 12 April 2022 as a correct record and they were signed by the Chair.

5.

Sports and Leisure Kit Replacement Strategy - key decision pdf icon PDF 334 KB

Report of Corporate Director for Resident Services

Minutes:

Kara Gokova, Finance Business Analyst & Programming and Capacity Manager, presented the report, which detailed the proposal to create and implement a 5-year plan to replace existing fitness equipment and carry out any required fabrication changes to Council fitness facilities, providing fitness options for residents to benefit from improved mental and physical health and wellbeing and potentially impacting on employability, economic development and community cohesion.

 

Ms Gokova stated that NCC:

 

·  would work in partnership with Public Health to encourage key target groups to participate in sport and fitness and ensure equipment was ‘on trend’ and provided a good level of digital integration, in line with the Sports and Leisure Digital Strategy;

 

·  would, to aid with sales and retention of customers by maintaining membership sales growth in order to generate income and a balanced revenue budget, ensure equipment was relevant to customer demands in a competitive market, was well maintained and met all health and safety requirements, and was fit for purpose for local communities by offering a variety of machines accessible to all fitness levels and abilities;

 

·  set up a financial process which enabled a continued, sustainable, funded plan for ongoing kit replacement, and ensure best value through the procurement process.

 

Resolved to

 

(1)  note the addition of £1.5million to the Capital Programme 2022/23-26/27 and the use and drawdown of existing resources from the kit replacement reserve;

 

(2)  approve an annual transfer of up to £400,000 per annum from the Sports and Leisure revenue account into the earmarked kit replacement capital reserve, ensuring funds are available in advance of purchase;

 

(3)  delegate authority to the Director of Sports and Culture to procure and award contracts as required for:

 

(a)  supplier(s) of sport and leisure kit for a period of up to 5 years, together with an associated maintenance requirement for kit across all leisure sites, including kit replacement;

 

(b)  specialist/unique equipment;

 

(c)  minor works requirements within leisure centres;

 

(d)  other professional services/specialist requirements for leisure provision.

 

Reasons for recommendations

 

(i)  To enable a robust procurement & financial resourcing process to be taken over the 5-year duration of the kit replacement strategy (2022/23-26/27).

 

(ii)  To support required income generation to meet budget targets (Over £7 million per annum following removal of Covid related pressure funding).

 

(iii)  Ensure sustainability and best value of the business in a competitive market and to meet health and safety requirements.

 

Other options considered

 

(i)  Do nothing – The Service would not be able to compete effectively in a commercial environment. This would result in loss of members, reduced sales and limited offer available. This could also result in health and safety risks where no agreed maintenance plan in place and high costs for out of contract service repairs on machines.

 

(ii)  Maintenance contract only – There are estimated costs of £600K for just a maintenance only agreement on existing machines. Potential to lose members who are seeking more modern equipment being available. Maintaining income targets in a commercial environment would be effected where the industry norm  ...  view the full minutes text for item 5.

6.

Rough Sleeping Initiative 2022-25 - key decision pdf icon PDF 319 KB

Report of Corporate Director for Growth and City Development

Additional documents:

Minutes:

Rachael Harding, Homelessness Strategy Manager, presented the report, which sought approval to accept and use revenue funding awarded to Nottingham City Council (in anticipation of a successful grant bid) by the Department of Levelling Up, Housing and Communities under the Rough Sleeping Initiative, to allow the delivery of a system of services to prevent and respond to rough sleeping in Nottingham.

 

Resolved

 

(1)  to approve:

 

(a)  upon award, acceptance of a £6,323,241 revenue grant from the Department of Levelling Up, Housing and Communities Rough Sleeping Initiative, and approve spend of the funding in accordance with the Programme of Spend as detailed in appendix A;

 

(b)  the variations / award of contracts as detailed in appendix A;

 

(c)  extension of the following fixed term posts (as detailed at points 1.a, 4.a.i, 4.a.ii, and 8.a of appendix B):

 

·  Rough Sleeping Operations Manager;

·  Hospital Discharge Navigator;

·  Mental Health Navigator;

·  2x RSI Social Letting Officers;

 

(d)  creation of and recruitment to the following fixed term posts (as detailed at points 1.b, 3.c, 4.a.iii, 4.d and 8.b of appendix B);

 

·  Rough Sleeping Prevention Case Coordinator;

·  Housing Aid Rough Sleeping Move On Officer;

·  Prison Release navigator;

·  Housing Aid Assessment Officer;

·  1x new RSI Social Lettings Officer;

 

(5)  to delegate authority to the Corporate Director of Growth and City Development, in agreement with the Department of Levelling Up, Housing and Communities, to adjust the remit or reinvest any grant underspend on services for rough sleepers as demand requires, within the financial envelope of the grant, and subject to compliance with the Council’s Constitution and Contract Procedure Rules.

 

Reasons for recommendations

 

(i)  Approval to accept and utilise the grant funding to deliver the specified programme of measures will enable the continuation of a system of services that have been successful in supporting a reduction in rough sleeping in Nottingham.  The programme for 2022-25 is intended to achieve a further decrease in street homelessness in the city through prioritising prevention and resettlement alongside responding to presenting need.

 

(ii)  At the monthly snapshot count of rough sleepers in March there were 11 individuals identified (though 2 had accommodation available that they were choosing not to use).  This is a considerable decrease from the 45 individuals identified at the corresponding March street count in 2018, before the RSI initiative had embedded.  However, although there are fewer people street homeless there were also 34 people accommodated in RSI bedspaces and a further 29 people in emergency winter provision.  Meaning that without the interventions, the number of rough sleepers would actually be higher.  This is further demonstrated by intelligence from the Framework Street Outreach Service which calculates an increase of 83% in the number of new individuals identified as rough sleepers in Nottingham in the first quarter of 2022 (185 people) compared to 101 in the first quarter of 2021.

 

(iii)  Approval for exemption to extend existing contracts through direct award, has been secured in accordance with Article 18.79 of the Contract Procedure Rules, to enable the uninterrupted delivery of services  ...  view the full minutes text for item 6.

7.

Overnight Short Breaks for disabled children with complex health needs - key decision pdf icon PDF 351 KB

Joint report of Directors for Adult Health and Social Care & Commissioning and Procurement

Additional documents:

Minutes:

Lisa Lopez, Lead Commissioning Officer, presented the report, which sought approval to commission new overnight Short Breaks provision for children and young people with complex health needs, in order to meet the needs of the families and NCC’s statutory obligations as a local authority.

 

Ms Lopez stated that the proposed provision would include an emergency bed for young people with complex health needs, to support hospital discharge and avoid unnecessary hospital stays for the same cohort of young people, and the cost of this bed would be funded by NHS Nottingham and Nottinghamshire CCG, who would also contribute to the costs of the overnight short breaks beds.

 

Resolved

 

(1)  to approve:

 

(a)  the procurement of a block contract for overnight short breaks for disabled children with complex health needs, as detailed in appendix 1, through an appropriate procurement process, and to award the contract(s) for the services based on the outcomes of the procurement process. The approved contract(s) would commence on 1 October 2023, for a five-year period, with an option to extend for a further three plus two years (i.e. 5+3+2, to a maximum of 10 years in total);

 

(b)  the expenditure of £7,600,000 (of which £2,850,000 is from Nottingham City Council funding) over the entirety of the contract(s) for the provision of the block contract for overnight short breaks for disabled children with complex health needs, as detailed in appendix 1;

 

(2)  to delegate authority to the:

 

(a)  Director for Commissioning and Procurement to approve the outcome of the procurement processes and award the contract(s) to the most suitable provider of these services;

 

(b)  Head of Contracting and Procurement to sign the final contract and agree extensions on the basis of performance and budget availability.

 

Reasons for recommendations

 

(i)  To provide high quality, overnight short breaks for children and young people with complex health needs and their families. ‘Short breaks’ provide opportunities for disabled children and young people to spend time away from their primary carers, providing a break for their families to support them to continue in their caring role, and for the children and young people to take part in activities and socialise with peers as part of their healthy development. Where the needs of the young person are highly complex, families are more likely to require overnight short breaks. No overnight provision exists locally which is able to support the young people of Nottingham City with the most complex health needs.

 

(ii)  The length of contract provides stability for this vulnerable group of children and young people who could spend up to 20% of their year on site and enables the children and young people and the facility to be seen and feel they are part of the community. Services which were historically commissioned by NHS Nottingham and Nottinghamshire CCG to offer overnight breaks to children and young people with complex health needs have now closed, making it difficult to find appropriate breaks for their families. As of March 2022, there are  ...  view the full minutes text for item 7.

8.

Meeting dates 2022/23

To agree to meet at 10.00am at Loxley House on the following Tuesdays for the municipal year 2022/23:

 

2022    2023

14 June    10 January

12 July    14 February

13 September  14 March

11 October

15 November

13 December

Minutes:

The Committee agreed to meet at 10.00am at Loxley House on the following Tuesdays during the municipal year 2022/23:

 

2022

2023

14 June

10 January

12 July

14 February

13 September

14 March

11 October

 

15 November

 

13 December