DECISION

1.    Agreed the procurement and subsequent awarding of a new Production and Event Management Services for London Borough of Tower Hamlets Events contract (for a period of two (2) years with an option to extend by one (1) year and a further one (1) year) based on the parameters set out in paragraphs 3.48 to 3.51 of the report;

2.    Authorised the Divisional Director – Legal Services after consultation with the Corporate Director, Place to execute and enter into all necessary agreements (For the avoidance of doubt, functions delegated by reference to job titles or posts includes an officer appointed to a named post on an acting, interim or temporary basis and functions delegated by reference to job titles or posts which have changed will continue in force and shall be exercised by officers whose duties include or most closely correspond to the duties of the post originally referred to);

3.    Agreed that the contract be entered onto the contract forward plan;

In relation to the Victoria Park Commercial Events Concession Contract (contract reference CLC5194):

4.    Noted the improved contract management and Cabinet oversight arrangements put in place for the current Victoria Park Commercial Events Concession Contract in advance of the 2016 event season;

5.    Agreed the procurement and subsequent awarding of a new Victoria Park Commercial Events Concession Contract (to take effect on 1^st January 2018 for a period of four (4) years with an option to extend by one year) based on the parameters set out in paragraphs 3.43 to 3.47 of this report;

6.    Agreed that robust continuous improvement requirements are built into the new contract in order to provide continued focus on minimising the impact of events on local residents;

7.    Authorised the Service Head – Legal Services after consultation with the Corporate Director, Place to execute and enter into all necessary agreements (For the avoidance of doubt, functions delegated by reference to job titles or posts includes an officer appointed to a named post on an acting, interim or temporary basis and functions delegated by reference to job titles or posts which have changed will continue in force and shall be exercised by officers whose duties include or most closely correspond to the duties of the post originally referred to);

8.    Agreed that the contract be entered onto the contract forward plan;

In relation to the Tower Hamlets parks and open spaces estate:

9.    Agreed that officers continue to develop opportunities for commercial events activity outside the concession at all sites capable of accommodating the required infrastructure;

10.Agreed that officers continue to develop opportunities for smaller scale income generating activity across the wider Tower Hamlets parks and open space portfolio.

Action by:

CORPORATE DIRECTOR, PLACE (A. DALVI)

A report was noted that set out the recommended contract approaches for two separate contracts relating to the management and delivery of commercial and community events.

It was noted that the current Victoria Park Commercial Events Concession Contract has been in operation since 2014. The report outlined the management arrangements and how these arrangements link into and support the Council’s Medium Term Financial Strategy (MTFS). Furthermore, it identified additional management and Executive oversight measures introduced to further mitigate impacts on local residents for the 2016 event season. The existing contract it was noted will expire at the end of 2017 and the report recommended that a new commercial event concession contract is developed and procured to enable the Council to continue investment in parks, open spaces and community events as central government grant reduces further over the coming years.

Separately, the report outlined the contract approach for a new contract for Production and Event Management Services for London Borough of Tower Hamlets Events. The Council it was noted delivers a variety of free to access community events of different scales and complexities. Events including the annual fireworks show in Victoria Park and the Boishakhi Mela. The existing contract for event management and production services it was noted had reached its value limit and a new contract is required to continue the delivery of community events.

According the Mayor agreed the recommendations as set out in the report.

RESOLVED

1.    To agree the procurement and subsequent awarding of a new Production and Event Management Services for London Borough of Tower Hamlets Events contract (for a period of two (2) years with an option to extend by one (1) year and a further one (1) year) based on the parameters set out in paragraphs 3.48 to 3.51 of the report;

2.    To authorise the Divisional Director – Legal Services after consultation with the Corporate Director, Place to execute and enter into all necessary agreements (For the avoidance of doubt, functions delegated by reference to job titles or posts includes an officer appointed to a named post on an acting, interim or temporary basis and functions delegated by reference to job titles or posts which have changed will continue in force and shall be exercised by officers whose duties include or most closely correspond to the duties of the post originally referred to);

3.    To agree that the contract be entered onto the contract forward plan;

In relation to the Victoria Park Commercial Events Concession Contract (contract reference CLC5194):

4.    To note the improved contract management and Cabinet oversight arrangements put in place for the current Victoria Park Commercial Events Concession Contract in advance of the 2016 event season;

5.    To agree the procurement and subsequent awarding of a new Victoria Park Commercial Events Concession Contract (to take effect on 1^st January 2018 for a period of four (4) years with an option to extend by one year) based on the parameters set out in paragraphs 3.43 to 3.47 of this report;

6.    To agree that robust continuous improvement requirements are built into the new contract in order to provide continued focus on minimising the impact of events on local residents;

7.    To authorise the Service Head – Legal Services after consultation with the Corporate Director, Place to execute and enter into all necessary agreements (For the avoidance of doubt, functions delegated by reference to job titles or posts includes an officer appointed to a named post on an acting, interim or temporary basis and functions delegated by reference to job titles or posts which have changed will continue in force and shall be exercised by officers whose duties include or most closely correspond to the duties of the post originally referred to);

8.    To agree that the contract be entered onto the contract forward plan;

In relation to the Tower Hamlets parks and open spaces estate:

9.    To agree that officers continue to develop opportunities for commercial events activity outside the concession at all sites capable of accommodating the required infrastructure;

10. To agree that officers continue to develop opportunities for smaller scale income generating activity across the wider Tower Hamlets parks and open space portfolio.