Agenda, decisions and minutes

Venue: Committee Rooms 1, 2 and 3, Brent Town Hall, Forty Lane, Wembley, HA9 9HD. View directions

Contact: Anne Reid, Principal Democratic Services Officer  020 8937 1359, Email: anne.reid@brent.gov.uk

Items
No. Item

1.

Declarations of personal and prejudicial interests

Members are invited to declare at this stage of the meeting, any relevant financial or other interest in the items on this agenda.

Minutes:

None made.

2.

Minutes of the previous meeting pdf icon PDF 118 KB

Minutes:

RESOLVED:-

 

that the minutes of the previous meeting held on 21 May 2012 be approved as an accurate record of the meeting.

3.

Matters arising

Minutes:

None.

4.

Procurement of a WLA Home Support Framework pdf icon PDF 601 KB

The purpose of this report is to seek Executive authority to invite tenders for a Home Support Framework Agreement as required by Contract Standing Orders 88 and 89.  Brent is proposing to act as the lead authority on behalf of the West London Alliance (WLA) and other participating local authorities and health partners.

Decision:

(i)         that approval be given to the pre-tender considerations and the criteria to be used to evaluate tenders as set out in paragraph 3.16 of the report from the Director of Adult Social Services;

(ii)        that approval be given for officers to invite tenders and evaluate them in accordance with the approved evaluation criteria referred to in (i) above.

Minutes:

Councillor Hirani (Lead Member, Adults and Health) introduced the joint report from the Directors of Adults and Health and Children and Families which sought authority to invite tenders for a Home Support Framework Agreement as required by Contract Standing Orders 88 and 89.  Brent was proposing to act as the lead authority on behalf of the West London Alliance (WLA) and other participating local authorities and health partners. Councillor Hirani drew members’ attention to the detail of the framework agreement including the identified areas for improvement which would be addressed for the next agreement. It was proposed to establish the framework agreement by 1 February 2014 and all boroughs have indicated the intention to purchase one or more of their homecare via the framework agreement if possible.

 

RESOLVED:-

 

(i)         that approval be given to the pre-tender considerations and the criteria to be used to evaluate tenders as set out in paragraph 3.16 of the report from the Directors of Adult Social Services and Children and Families;

 

(ii)        that approval be given for officers to invite tenders and evaluate them in accordance with the approved evaluation criteria referred to in (i) above.

5.

Cross Borough Procurement of Leisure Services at Vale Farm pdf icon PDF 119 KB

This report sets out the progress on the cross borough (Ealing, Harrow and Brent) procurement for leisure services, including Vale Farm Sports Centre and seeks Executive approval to the tender evaluation criteria and governance model.

Additional documents:

Decision:

(i)         that approval be given to the tender evaluation criteria set out in paragraph 3.28 of the report from the Director of Environment and Neighbourhood Services for the collaborative procurement delivering a contract for leisure services at Vale Farm Sports Centre;

(ii)        that the note high level governance and shared service models set out in paragraphs 3.31-3.36 of the Director’s report be noted.

Minutes:

The report from the Director of Environment and Neighbourhood Services set out the progress on the cross borough (Ealing, Harrow and Brent) procurement for leisure services, including Vale Farm Sports Centre and sought Executive approval to the tender evaluation criteria and governance model. Councillor Powney stated that the boroughs were coming together to get the best possible price for the service whilst maintaining quality and service standards through a collaborative procurement exercise.  The Executive would be asked to make the final contract award decision later in 2012 for mobilisation in Brent in November 2013.

 

RESOLVED:-

 

(i)         that approval be given to the tender evaluation criteria set out in paragraph 3.28 of the report from the Director of Environment and Neighbourhood Services for the collaborative procurement delivering a contract for leisure services at Vale Farm Sports Centre;

 

(ii)        that the high level governance and shared service models set out in paragraphs 3.31-3.36 of the Director’s report be noted.

6.

The Weekly Collection Support Scheme pdf icon PDF 105 KB

The Weekly Collection Support Scheme is a government challenge fund designed to support local authorities to introduce, retain or reinstate a weekly collection of residual waste and/or recycling (for example food waste).  This report explains the Brent context, describes a bid that has been submitted by officers and seeks Member’s agreement to the submission of a full bid and acceptance of any grant offered.

Additional documents:

Decision:

 

(i)         that the purpose of the Weekly Collection Support Scheme be noted;

(ii)        that the outline bid submitted by officers be endorsed and officers proceed to the submission of a full bid;

(iii)       that it be agreed that should an offer of grant be made, that the Council should accept it;

(iv)       that it be noted that this will commit the Council to continuing the services funded by the bid for a period of five years in total (ie two years beyond the funding provided by the bid).

Minutes:

Councillor Powney (Lead Member, Highways and Transportation) advised that the Weekly Collection Support Scheme was a government challenge fund designed to support local authorities to introduce, retain or reinstate a weekly collection of residual waste and/or recycling. The report from the Director of Environment and Neighbourhood Services explained the Brent context, described a bid that had been submitted by officers and sought members’ agreement to the submission of a full bid and acceptance of any grant offered. Councillor Powney explained that two options were being considered namely the introduction of a new food waste collection service from suitable flats and the annual distribution of food caddy liners for street level properties.

 

RESOLVED:-

 

(i)         that the purpose of the Weekly Collection Support Scheme be noted;

 

(ii)        that the outline bid submitted by officers be endorsed and officers proceed to the submission of a full bid;

 

(iii)       that it be agreed that should an offer of grant be made, that the council should accept it;

 

(iv)       that it be noted that this will commit the council to continuing the services funded by the bid for a period of five years in total (ie two years beyond the funding provided by the bid).

7.

Community Infrastructure Levy pdf icon PDF 152 KB

After Executive approved the Draft Charging Schedule in February, developers including Quintain Estates Development demonstrated that the method used by the Council’s consultants to calculate proposed commercial Community Infrastructure Levy rates required adjustment. Officers have completed a thorough review of commercial CIL rates and recommend changes to some of the rates. These rates will be subject to a further consultation exercise.

Additional documents:

Decision:

(i)         that the revisions to the BNP Paribas Real Estate Community Infrastructure Levy Viability Study (Appendix 1 to the report from the Director of Regeneration and Major Projects) be noted;

(ii)        that agreement be given to the revisions to the proposed Community Infrastructure Levy rates in the Draft Community Infrastructure Levy Charging Schedule (Appendix 2 to the report);

(iii)       that agreement be given to the revisions to the S106 Planning Obligations Supplementary Planning Document (Appendix 3);

(iv)       that ideas and requests for local S106 spend be made by members through the established ward working arrangements, for consideration by officers in liaison with the Lead Member for Regeneration and Major Projects.

Minutes:

Government legislative changes mean the Community Infrastructure Levy (CIL) would replace S106 planning obligations as the vehicle for funding the infrastructure that supports growth and development. Authorities would collect CIL contributions from developers to pay for the infrastructure needs created by development, with S106 planning obligations restricted in the main to site specific matters. Councillor Crane reminded the Executive that the Draft Charging Schedule was approved in February, but developers had demonstrated that the method used by the council’s consultants to calculate proposed commercial CIL rates required adjustment. Officers have completed a thorough review of commercial CIL rates and now recommend changes to some of the rates. These rates would be subject to a further consultation exercise.

 

RESOLVED:-

 

(i)         that the revisions to the BNP Paribas Real Estate Community Infrastructure Levy Viability Study (Appendix 1 to the report from the Director of Regeneration and Major Projects) be noted;

 

(ii)        that agreement be given to the revisions to the proposed Community Infrastructure Levy rates in the Draft Community Infrastructure Levy Charging Schedule (Appendix 2 to the report);

 

(iii)       that agreement be given to the revisions to the S106 Planning Obligations Supplementary Planning Document (Appendix 3);

 

(iv)       that ideas and requests for local S106 spend be made by members through the established ward working arrangements, for consideration by officers in liaison with the Lead Member for Regeneration and Major Projects.

8.

Risk management report pdf icon PDF 64 KB

The purpose of this report is to set out the Corporate Risk Register for approval by the Executive.

Additional documents:

Decision:

That the content of the Corporate Risk Register be noted together with the risks as described and actions taken.

Minutes:

Councillor R Moher (Lead Member, Finance and Corporate Resources) referred members to the Corporate Risk Register which was before them for approval. She reminded members that they had ultimate responsibility for risk management and the register would be approved annually. The register would be considered by the Corporate Management Team and also by the Audit Committee.

 

RESOLVED

 

that the content of the Corporate Risk Register be noted together with the risks as described and actions taken.

9.

Authority to award contract to implement an Oracle R12 financial system pdf icon PDF 97 KB

 

This report is supplemental to a report presented to the Executive in April 2012 which authorised the Director of Finance and Corporate Services to award two call-off contracts to Capgemini UK plc to support the implementation of a new Oracle R12 HR/ payroll system. This report updates Members on the work to date and seeks authority to extend the scope of existing call-off contracts with Capgemini UK plc in order to provide Brent with full ERP capability on an Oracle R12 platform ahead of the original planned implementation timescale of 2013/14.

 

Decision:

that approval be given to the extension of scope of the call-off contracts to be awarded to Capgemini UK plc to include implementation of a Phase 2 Oracle R12 Financials/Procurement functionality subject to the Director of Finance and Corporate Services in consultation with the Director of Strategy, Partnerships and Improvement being satisfied with the final business case and that the final contract value is in line with the costs estimates in section 3.10 of the report from the Director of Finance and Corporate Services.

Minutes:

Councillor R Moher (Lead Member, Finance and Corporate Resources) introduced the report which was supplemental to a report presented to the Executive in April 2012 and which authorised the Director of Finance and Corporate Services to award two call-off contracts to Capgemini UK plc to support the implementation of a new Oracle R12 HR/ payroll system. She stated that the current system needed updating, the total Enterprise Resourcing Planning system would not be greatly more expensive and most other local authorities were also running the two systems together. Clive Heaphy (Director of Finance and Corporate Services) added that the business case would be subject to the rigours of the One Council programme.

 

In response to questions about potential problems, members were assured that the proposed system was widely in use including in London boroughs and acknowledged that it would need strong project management to be successfully introduced. It was noted that legal action in the USA over patents was on-going.

 

RESOLVED:

 

that approval be given to the extension of scope of the call-off contracts to be awarded to Capgemini UK plc to include implementation of a Phase 2 Oracle R12 Financials/Procurement functionality subject to the Director of Finance and Corporate Services in consultation with the Director of Strategy, Partnerships and Improvement being satisfied with the final business case and that the final contract value is in line with the costs estimates in section 3.10 of the report from the Director of Finance and Corporate Services.

10.

Update on WLA Passenger Transport Framework pdf icon PDF 123 KB

This report provides an update to the previous report to the Executive of 23 April 2012 which authorised the award of a Framework Agreement for Passenger Transport Services for Participating Boroughs in the West London Alliance.

 

Decision:

that agreement be given to the appointment of an additional supplier, Altwood Property Services, to Lots on the Framework Agreement for Passenger Transport Services as detailed in Appendix 1 of the report from the Director of Legal and Procurement.

Minutes:

The report from the Director of Finance and Corporate Services provided an update to the previous report to the Executive of 23 April 2012 which authorised the award of a Framework Agreement for Passenger Transport Services for Participating Boroughs in the West London Alliance. Councillor R Moher (Lead Member, Finance and Corporate Resources) advised that following representations it was established that a further company did meet the criteria and, following a review of scoring, was now recommended for appointment.

 

RESOLVED:

 

that agreement be given to the appointment of an additional supplier, Altwood Property Services, to Lots on the Framework Agreement for Passenger Transport Services as detailed in Appendix 1 of the report from the Director of Legal and Procurement.

11.

Delegated authority to award for newly built Civic Centre Telephony Services Contract pdf icon PDF 85 KB

This report concerns the future provision of the Council’s Telephony Services.  This report requests approval of delegated authority to the Director of Finance and Corporate Services to award the Telephony Services contract.

Additional documents:

Decision:

(i)         that the process to be followed for the procurement of a telephony services contract for the newly built civic centre be noted;

(ii)        that the Director of Finance and Corporate Services be authorised in consultation with the Director of Legal and Procurement to award the contract for telephony services following the evaluation of tender submissions  in accordance with the approved evaluation criteria referred to in paragraph 3.13 of the report from the Director of Finance and Corporate Services.

Minutes:

Councillor R Moher (Lead Member, Finance and Corporate Resources) introduced the report which concerned the future provision of the council’s Telephony Services particularly in the light of the forthcoming move the new Civic Centre. The new solution would allow all staff to be able to work flexibly and the successful vendor was expected to invest the necessary equipment to provide services. In view of the timescales the report requested approval of delegated authority to the Director of Finance and Corporate Services to award the Telephony Services contract.

 

The Executive also had before them an appendix to the report which was not for publication as it contained the following category of exempt information as specified in Schedule 12 of the Local Government (Access to Information Act) 1972: 

 

Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

 

RESOLVED:-

 

(i)         that the process to be followed for the procurement of a telephony services contract for the newly built civic centre be noted;

 

(ii)        that the Director of Finance and Corporate Services be authorised in consultation with the Director of Legal and Procurement to award the contract for telephony services following the evaluation of tender submissions  in accordance with the approved evaluation criteria referred to in paragraph 3.13 of the report from the Director of Finance and Corporate Services.

12.

Any Other Urgent Business

Notice of items to be raised under this heading must be given in writing to the Democratic Services Manager or his representative before the meeting in accordance with Standing Order 64.

Minutes:

None.

13.

Reference of item considered by Call in Overview and Scrutiny Committee