Agenda item
Cabinet Report - Contracts Forward Plan
To consider the Contracts Forward Plan Report
Minutes:
Richard Parsons, Service Head, Procurement and Corporate Programmes presented the report circulated at agenda item 8.2.
The quarterly report was a forward plan of supplies and services contracts and capital works and offered Cabinet the opportunity to request further information regarding any of the contracts in the period July 2011 – June 2012 that had not previously been reported.
It was noted that Council had taken a decision to allow Cabinet to apply the test for contracts that fell within the scheme instead of officers.
In response to questions on data provided at Appendix 1, the Committee was given the following information:
- The planned date for invitation to tender “Corporate contract for the provision of technical advisors for construction” (Development and Renewal Directorate) tender; was Autumn 2011.
- Written responses would be circulated to the Committee concerning:
o the estimated value of the CSF contract for overnight short-breaks lots 1 and 2.
o the estimated contract value of the Adults Health and Wellbeing, Mental Health Day options
Action Richard Parsons, Service Head, Procurement and Corporate Programmes / Sarah Barr, Senior Strategy, Policy and Performance Officer
Councillor Rachael Saunders joined the meeting at 6.22p.m.
- re-contracting of domiciliary care would be reported separately to Cabinet as there had been some delays in the contract process
- a list of contracts that had and had not been accorded through the procurement process be provided for the Chair
Action Richard Parsons, Service Head, Procurement and Corporate Programmes
In response to Members’ general questions, the following information was provided:
Concerning administration of contract rules to encourage tenders from local suppliers; the Committee was informed that the Council let both small and large contracts. All were considered on their individual merits taking a broad view of contract awarding, looking at how each might best be filled and the potential benefits of awarding to smaller organisations. Additionally, contracts up to a value of £50,000 were ring-fenced to local suppliers and all Council contracts were advertised through the Council’s website and East London Business Place in order to better reach local business. The Council also held an annual suppliers’ forum to which local suppliers were always invited. It was noted that currently the Council was implementing more measures than some of its neighbouring authorities.
Concerning whether the procurement team possessed the skills to know the best products in contractual terms, the Committee was informed that specifications were carefully specified and generated by the purchasing directorates and referred to a category manager within the Procurement Team. S/he worked collaboratively with the directorate stakeholders to develop a plan to determine how best value could be achieved. The plan was tested in the directorate at the proposal stage to ensure that it was fit for purpose and ,when necessary, external expertise was also sought.
Concerning mechanisms in place to ensure that Procurement provided the best services to residents in terms of events, the Committee was informed that Procurement team sought to ensure that its methods were transparent. The process was presently value based but dependant on the nature of contracts, other parameters such as risk, might appropriately be considered. The Authority was looking to review contract monitoring and management in future.
Concerning whether the details of awarded contracts were in the public realm, the Committee was informed that it was not always possible publish data for reasons of commercial confidentiality. However where possible the authority would be happy to publish contract elements that were not captured by such reasons.
The Chair agreed that specific contract questions from Councillor Helal Uddin be submitted through the Chair and that written responses be provided, concerning contract mechanisms in place and how these provided the best services to residents.
Action Chair / Councillor Uddin / Richard Parsons, Service Head, Procurement and Corporate Programmes
Concerning pressures from companies to renew existing contracts, the Committee was informed that the Council challenged contractors to offer better terms and had also undertaken some re-negotiations.
RESOLVED
- That the report be noted and
- That the contract summary at Appendix 1 be noted.
Supporting documents:
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02. Contracts Fwd plan cover report, item 8.2
PDF 56 KB
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02.a Contracts Forward Plan, item 8.2
PDF 85 KB