Decisions

The Director of the Public Health approves the funding in advance to set up a Winter Wellbeing small grants scheme with Leeds Community Foundation by;
• awarding a contract to Leeds Community Foundation for the administration of the scheme (£3,000 per annum (equivalent of 5.17% of annual small grants allocation));
• providing an annual grant contribution of £58,000 for the scheme for 3 years (for community groups to apply for funding to support low value local projects and initiatives.)
• These funds would be paid in advance to enable Leeds Community Foundation to administer the grants and provide the funds to community groups
(please see accompanying report for full details).

The Director of Environments and Housing has approved the sub-delegation scheme attached as Appendix 1 to the attached report. The Director of Environment and Housing has agreed the that Chief Officer Property and Contracts can make decisions in relation to commissioning and procurement activity. Such activity should be carried out in accordance with the Contracts Procedure Rules. The Chief Officer Property and Contracts (in consultation with the Chief Procurement Officer) can make decisions only on contracts with a value of under £250k per annum. All other procurement decisions to remain with the Director of Environments and Neighbourhoods..

The Head of Governance Services is asked to approve the following appointment:
• Re’New Leeds – Cllr A Khan to be appointed in order to fill the current “Whips Nominee” vacancy

The Deputy Director of Adult Social Services approved the waiver of the following Contracts Procedure Rule(s): no 8 and approve purchase two Crown Work Assist Vehicles (WAV 50 Series) for use within the warehouse at Assisted Living Leeds.
Implementation of the decision will be carried out by the Service Manager – Leeds Community Equipment Service and Tele Care.

The Deputy Chief Executive has approved In July 2014, the government announced the 'Growth Deal' for Leeds City Region — that is, the allocation of funding for local projects and programmes supporting the creation of jobs and the acceleration of growth. Funding begins in April 2015, and, including support for the West Yorkshire plus Transport Fund, the LEP has secured over £70m for the coming financial year and £573m overall for the period to 2020-21. As part of the preparation for delivery, the LEP team needs to develop project management, monitoring and evaluation arrangements, as well as assist with further project development and appraisal for the capital projects that have been successful in attracting support. The current staffing resources available to the team are insufficient to carry out the necessary work. This decision involves the engagement of VG Analytics to provide the required resources and skills to ensure the work can be completed
quickly and to a high enough standard.

The Deputy Director, Learning, Skills & Universal Services agreed to:
(I) approve a new competitive tender exercise to set up a new framework for 11-19 offsite learning providers, using the same service specification and tender evaluation process that was used for the framework agreements already established.
(II) approve the waiver for the following CPRs:
* CPR 3.1.15 - Requirement to use the Council's standard tender documents; and
* CPR 15.2 - Tender evaluation - in order to evaluate tender submissions on the basis of 20% for price and 80% for quality.

The Director of Environment and Housing is requested to approve the write off the irrecoverable Sundry Debts in the sum of £19,718.61 represented by 55 accounts.

The Director of Environment and Housing agreed to approve applications to the Court to have the leases forfeited for two properties in the Leeds 6 and Leeds 17 areas of the City.

The Director of Adult Social Services approved the move of the Business Analysts from the Programme Office to IM&T on a permanent basis and to include additional posts in the restructure.

The Director of Adult Social Services also approved the proposed structure and recruitment which supports key council objectives to support delivery of the Care Act, strategic and operational support for integration including integrated teams and support for a significant number of projects for the Better lives themes. The Head of Information Management and Technology will be responsible for the recruitment process which will is planned to be completed by December 2014.

The Director of Environment and Housing agreed to approve the write off irrecoverable Former Tenants Arrears in the sum of £115719.59 represented by 158 accounts.

The Deputy Director, Children's Sercies (Learning, Skills & Universal Services) agreed to:
* approve the request to award the contract in the sum of £526,774.40 to QED for the Basic Need new build expansion of East Ardsley Primary School;
* authorise the signature of the deed of variation of the Project Agreement required to implement this scheme;
* authorise the signature of the independent certifiers' deed of appointment and collateral warranties with the main building contractor, architect and structural engineer; and
* authorise the signature of all other documentation that is required to deliver the project in the opinion of the Programme Manager, Built Environment.

The Director of Environment and Housing awarded a contract to Faun Zoeller for the replacement of 17 refuse collection vehicles at a cost of £2.472m

The Head of Strategic Development & Investment has:
* Authorised expenditure of £110,943 from capital scheme number 16585/BGE/MSJ to enable the proposed internal remodelling of Manston St. James Primary School.
* Noted the programme dates identified in section 4.2 of this report in relation to the implementation of this decision. The final delivery date for this scheme is September 2014.

To undertake a public consultation exercise about a draft Council Tax Support scheme for 2015/16.

The decision to carry out a public consultation exercise on a draft Council Tax Support scheme for 2015/16 was approved by Executive Board in July 2014 with Executive Board also delegating authority to the Assistant Chief Executive (Citizens and Communities) to decide the detail of the draft scheme for consultation.

The Chief Officer, Access & Care, approved the contents of a report regarding a care plan in respect of a person with complex care needs, the individual cost of which is £159,900 per annum.

It is considered in the public interest that information contained in the report is exempt from publication as it relates to a vulnerable citizen of the City and the actions being taken to enable that person to live independently in a safe environment.

In accordance with Contract Procedure Rule 9 the Director of the Environment & Housing Services approved a waiver for Armstrong Priestley to install Automatic Sprinkler Systems to Queensview, Seacroft and Crescent Grange, Holbeck whilst working as a sub-contractor to Construction Services.

The Deputy Director, Safeguarding, Specialist & Targeted Services agreed to approve the waiver of CPR's 8.1 & 8.2 in order to enter into a new contract with the Community Accord organisation to deliver services on behalf of LCC, Children's Services. It is proposed that the contract awarded for the period running from 01.09.14 up to 31.03.15, with an option to extend the contract for a further 3 months should this be required, without recourse to competition.

It is further proposed that during the period up to 31.03.15, a formal competitive commissionnig process is undertaken to facilitate the identification of a new service provider from 01.04.15, at the earliest, and by 01.07.15 at the latest (should the formal process be delayed for any reason).

The Director of Environment and Housing agreed to the purchase of 1 long term empty former RTB property and completion of refurbishment works in order to let as council housing.
Appendix 1 to this report has been marked as exempt under Access to Information Procedure Rules 10.4 (3) on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) which, if disclosed to the public, would, or would be likely to prejudice the commercial interests of that person or of the Council

The Director of Environment and Housing agreed to the purchase of 1 long term empty former RTB property and completion of refurbishment works in order to let as council housing.
Appendix 1 to this report has been marked as exempt under Access to Information Procedure Rules 10.4 (3) on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) which, if disclosed to the public, would, or would be likely to prejudice the commercial interests of that person or of the Council

The Director of Environment and Housing agreed to the purchase of 1 long term empty former RTB property and completion of refurbishment works in order to let as council housing.
Appendix 1 to this report has been marked as exempt under Access to Information Procedure Rules 10.4 (3) on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) which, if disclosed to the public, would, or would be likely to prejudice the commercial interests of that person or of the Council

The Director of Environment and Housing agreed to the purchase of 1 long term empty former RTB property and completion of refurbishment works in order to let as council housing.
Appendix 1 to this report has been marked as exempt under Access to Information Procedure Rules 10.4 (3) on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) which, if disclosed to the public, would, or would be likely to prejudice the commercial interests of that person or of the Council

The Director of Environment and Housing agreed to the purchase of 1 long term empty former RTB property and completion of refurbishment works in order to let as council housing.
Appendix 1 to this report has been marked as exempt under Access to Information Procedure Rules 10.4 (3) on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) which, if disclosed to the public, would, or would be likely to prejudice the commercial interests of that person or of the Council

The Director of Environment and Housing agreed to the purchase of 1 long term empty former RTB property and completion of refurbishment works in order to let as council housing.
Appendix 1 to this report has been marked as exempt under Access to Information Procedure Rules 10.4 (3) on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) which, if disclosed to the public, would, or would be likely to prejudice the commercial interests of that person or of the Council

The Director Environments and Housing approved of a new local lettings policy for 23 new build council houses at Beech Avenue and Beech Grove, Gipton LS8 (the ‘Thorn Walk’ development)

The Director of Environment and Housing approved the proposal for Sanctuary installation work to be carried out by Housing Leeds – Property and Contracts.

The Chief Officer for Civic Enterprise Leeds has approved the proposal for Property and Fleet Services to create and implement a number of temporary positions to reduce agency numbers.

The Director Environments and Housing recommended to note the content of this report and approved the award of the contract for Textile Collection and Processing to Bag It Up.

The Chief Officer (HR) is recommended:
To approve the award of the contract to Comensura for the period 13th December 2014 to 12th December 2016 with provision to extend for a further twelve month period subject to satisfactory performance and value for money considerations

The Deputy Chief Executive has approved and permission
is sought to commission PWC, who have already carried out a substantive amount of work already for the council, with regard to the City Regions Revolving Investment Fund, to undertake an urgent piece of work to support the decision making process on how to best deploy resources for 'Access to Finance' for the city regions businesses through the new European Structural and Investment Fund (ESIF) Programme.
An expert group has been formed to support this work including representation from the Banks, Chambers, British Business Bank, Schofield Sweeney for example as well as by PWC. At a meeting on the 7th August 14 this group considered who could best undertake this work based on knowledge, expertise, capacity and timeliness. It was decided PWC would be asked to do the work supported by the wider Expert Group due to their experience to date working with the LEP together with the need to complete this work in an extremely short timescale by early October 14. This is due to Government requiring the LEP and its partners to agree an Implementation Plan for how it will deploy its ESIF by the end of October 2014. PWC have declared a conflict of interest due to their seat on the expert group.

The Deputy Chief Executive has approved in accordance with clause 22.1 of the Contract Procedure Rules, it has been agreed that the above contract with BE Group is to be terminated due to the Contractor being unable to complete all of the outputs specified under phase 1 of the service specification within a reasonable timescale.
The contract has been terminated with immediate effect in line with clause H3.2 of the terms and conditions, which states:
"Notwithstanding clause H3.1 the Contractor acknowledges that phase 2 [of the contract] is subject to the satisfactory completion of phase 1 and agrees that the Council may, at its sole discretion, terminate this Contract at the end of phase 1 with immediate effect".

The Chief Asset Management and Regeneration Officer has approved the terms for the acquisition for the flat at 56 West Park Drive East.

The Chief Asset Management and Regeneration Officer has approved the terms for the acquisition of the house at 14 Latchmere Road.

The Chief Asset Management and Regeneration Officer has approved the terms for the acquisition for the flat at 38 Woodbridge Crescent.

The Chief Asset Management and Regeneration Officer has approved the terms for the acquisition for the flat at 5 Briarsdale Court.

The Chief Asset Management and Regeneration Officer has given approval to enter into one to one negotiations with the adjoining property owner. Negotiated terms will be reported back to the Chief Asset Management and Regeneration Officer for consideration.

The Chief Asset Management and Regeneration Officer has given approval to the recommendation that the annex building and its immediate curtilage (as shown A on plan) and Micklefield House and its immediate surrounds (as shown B) including the area X be offered for sale on the open market by informal tender as seperate lots seeking offers for their purchase. Any offers received being the subject of a further report.

The Chief Asset Management and Regeneration Officer gave approval to enter into one to one negotiations for the sale of the land to a purchaser nominated by the current long term tenant , provisional terms to be reported back in due course.

The site comprises of an area of 78m2.
The Head of Land and Property has approved the disposal of the land.
It will be sold to the owners of 32 Summer Hill Road, Methley, Leeds LS26 9HU.

The site comprises of an area of 84m2. The Head of Land and Property has approved the terms for the disposal of the land to the owners of 77 Oatland Gardens, Sheepscar, Leeds LS9.

The Deputy Director, Safeguarding, Specialist & Targeted Services agreed to approve the waiver of CPR's 9.1 & 9.2 in order to enter into a new contract with the Home-Start organisation to deliver services on behalf of LCC, Children's Services. That the proposed contract for Home-Start is awarded up to 31/03/15 in the first instance, with the option to extend for two further periods of 6 months, without recourse to competition.

The Chief Officer (Highways and Transportation):
i) authorised the detailed design and subsequent implementation of a scheme in the Pudsey Ward, as shown on drawing TMW-28-1-1911_01c, to introduce a series of waiting restrictions on Brick Mill Road, Valley Green and Valley Road, Pudsey;
ii) requested the City Solicitor to advertise a draft Traffic Regulation Order to introduce a series of waiting restrictions as described in paragraph 2 i) and if no valid objections are received, make and seal the Traffic Regulation Order as advertised;
iii) approved an injection of £5,500 into the capital programme, funded from a section 106 receipt; and
iv) gave authority to incur expenditure of £5,500 being £4,000 construction costs, and £1,500 staff design fees, funded from a section 106 receipt.

The Chief Officer (Highways and Transportation):

i) authorised the detailed design and subsequent implementation of a scheme to introduce a 20 mph zone in the Newall Carr area of Otley, specifically roads contained within Farnley Lane and Newall Carr Road;

ii) instructed the City Solicitor to:
a) advertise a draft Speed Limit Order, to introduce a 20 mph zone in the Newall Carr area of Otley, as shown on drawing TMW27-1-1970_01; and

b) advertise a draft Traffic Regulation Order to introduce a formal restriction, subject to consultation with the individual schools, on the existing school keep clear markings outside Prince Henry’s Grammar School, on Farnley Lane and Newall Carr Road and also outside The Wharton’s Primary School on The Whartons all as shown on drawing TMW27-1-1970_02 and if no valid objections are received to make, seal and implement the Orders as advertised.

iii) gave authority to incur expenditure of £18,000, which comprises of £12,000 works costs, £4,000 Staff fees and £2,000 legal fees, all to be funded from the LTP Transport Policy Capital Programme.

The Chief Officer (Highways and Transportation):
i) approved, subject to public consultation, the detailed design and implementation of a scheme to introduce a zebra crossing facility on Town Street, Farsley, as shown on the attached drawing number TMW/8/1967/10 at an estimated cost of £30,000;
ii) gave authority to display a Notice on site under the provision of Section 23 for the Road Traffic Regulation Act 1984 to inform the public of the proposed zebra crossing; and
iii) gave authority to incur expenditure of £22,000 works costs and £8,000 staff design fee costs to be funded from the LTP Transport Policy Capital Programme.

The Chief Officer (Highways and Transportation):

i) authorised the detailed design and subsequent implementation of a scheme to introduce a 20 mph zone in the east of Kippax, specifically roads to the east of Leeds Road, Cross Hills and Butt Hill;
ii) requested the City Solicitor to:
a) advertise a draft Speed Limit Order, to introduce a 20 mph zone in the east of Kippax, as shown on drawing TME/21.2/10.1;
b) advertise a draft Traffic Regulation Order to introduce a formal restriction, subject to consultation with the individual schools, on the existing school keep clear markings outside Kippax Ash Tree Primary School, on Gibson Lane and also outside Kippax North Primary School on Brexdale Avenue and Leeds Road all as shown on drawing TME/21.2/10.1; and
c) advertise a notice under Section 90c of the Highways Act 1980 to provide traffic calming measures as shown on the drawing TME/21.2/10.1 and if no valid objections are received, to make and seal the Speed Limit and Waiting Restriction Order and introduce the Section 90C traffic calming measures as advertised.
iii) gave authority to incur expenditure of £18,000, which comprises of £12,000 works costs, £4,000 Staff fees and £2,000 legal fees, all to be funded from the LTP Transport Policy Capital Programme.

The Acting Head of Transport Policy:
i) authorised the design and implementation of a pelican crossing on the Ring Road Cross Gates as shown on drawing TME/11.3/5.2;
ii) gave authority to incur expenditure of £70,000 which comprises of £60,000 works costs, £10,000 staff fee costs, to be funded from the LTP Transport Policy Capital Programme, and;
iii) gave authority to display a Notice on site under the provision of Section 23 of the Road Traffic Regulation Act 1984 to inform the public of the proposed zebra crossing.

The Chief Officer (Highways and Transportation):
i) noted the contents of this report;
ii) approved the proposal at the total cost of £112,000; and
iii) gave authority to incur expenditure of £96,000 works costs and £16,000 staff costs, to be funded from the LTP Transport Policy Capital Programme.

The Chief Officer (Highways and Transportation) instructed the Council’s City Solicitor to apply to the Magistrates Court for a Stopping Up Order under the provisions of Section 116 of the Highways Act 1980 for two areas of adopted highway, area A and area B, as shown hatched on the attached drawing number SD/258025/GG/02. The total area of highway to be stopped up is approximately 1290 square metres.

The Chief Officer (Highways and Transportation):
i) noted the contents of this report;
ii) approved the proposal at the total cost of £95,000; and
iii) gave authority to incur expenditure of £87,000 works costs and £8,000 staff costs, to be funded from the LTP Transport Policy Capital Programme (100% Government grant funding).

The Chief Officer (Highways and Transportation):

i) noted the contents of this report;

ii) approved, subject to public consultation, the detailed design and implementation of a scheme to introduce a zebra crossing at the location of Queensway/Wellington Street, as shown on drawing number TMW/26.3/1974.02;

iii) gave authority to incur expenditure of £22,000 comprising £15,000 works costs and, £7,000 staff design fees funded from the LTP Transport Policy Capital Programme;

iv) authorised the City Solicitor to give authority to publish a Section 23 Notice under the Road Traffic Regulation Act 1984 to inform the public of the proposals; and

v) instructed the City Solicitor to draft and advertise a Notice under the provisions of Section 90c of the Highways Act 1980 for the implementation of the traffic calming measure.

The Acting Head of Transport Policy:
i) considered the objections to Leeds City Council (Traffic Regulation)(Waiting Restriction)(NºW11) Order 2014 in the Boston Spa and Collingham area (as shown on the attached drawing TME/33.1/161.1), relating to the introduction of NWAAT restrictions on Bridge Road, Boston Spa & School Lane, Collingham;
ii) overuled the objection and give authority to implement the scheme as advertised; and
iii) instructed the City Solicitor to make, seal and implement Leeds City Council (Traffic Regulation)(Waiting Restriction) Order NºW11 2014 as advertised and inform the objector accordingly of the Acting Head of Transport Policy's decision.

The Chief Planning Officer has approved the Planning Statement to assist in the disposal of the site.

The decision is to waive procedure rules 8.1 & 8.2 and extend the contract to BT IT Services Ltd for a further 6 months.

The Director of Adult Social Services approved the recommendation that the Compliments and Complaints Annual Report 2013-14 is approved for publication.

The Director of Environment and Housing agreed to the additonal spend of £500k from the overall Sustainable Communities Improvement Programme to support the provision of Green Deal/ECO works as part of phase 2 and 3 of Cross Green Group Repair. To approve the transfer of £525k Green Deal scheme 16698/KEE/000 to support the provision of additional energy efficiency works. Following recent changes to Government funding a new financial model has been devised to allow the orginal Green Deal/ECO works still be provided. This requests additional financial support from the Councilinorder to lever in additional external funding to support the programme.

The Director of Environments and Housing agreed to declare the land surplus to the operational requirements of Environments and Housing

The Director of Environment and Housing approved the commencement of a procurement exercise for the issuing of Fixed Penalty Notices.

The Director of Environments and Housing agreed to the creation of an unsecured empty home loan to assist owners to bring their home back into occupation. The loan will be up to £5k over 2 years. It will be interest free and unsecured against the property. The loan will be a personal loan adminsiterd the Leeds City Credit Union. To approve £200k for the provision of the loans, its spend and the transfer of the monies to LCCU subject to legal agreements between both parties. To approve the recycling of all loans repaid to allow monies to be continually relent to help owners bring their empty homes back into use.

The Director of Environment and Housing has agreed to:-


1. Instruct officers to instigate Compulsory Purchase Order action under the provisions of Part II and Section 17 of the Housing Act 1985 against the premises known as 59 Cardinal Road, Beeston, Leeds LS11 8EY.

2. Subject to the confirmation of the order, the property will come into the ownership of Leeds City Council and will be subsequently disposed according to the agreed disposal mechanism for properties acquired through Compulsory Purchase.

3. Authorise the allocation of funds from the Leeds Neighbourhood Approach Fund to meet any claim for compensation by the title holder of the property that may arise subsequently.

4. Authorise the City Solicitor to prepare a Compulsory Purchase Order under the provisions of Part II and Section 17 of the Housing Act 1985, and that the Common Seal of the Council be affixed thereto and to the Order Map and that the City Solicitor, be further authorised to make application to the Department of Communities and Local Government for confirmation of the Order.

Appendix 1 to this report has been marked as confidential under Access to Information Procedure Rules 10.4 (3) on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) which, if disclosed to the public, would, or would be likely to prejudice the commercial interests of that person or of the Council

The Director of Environments and Housing agreed with the recommendation to approve the request for a 6 month contract extension to the existing contract with RD Willis properties for the Supply and Management of Furnished Temporary Accommodation Service from the 1st October 2014.

The Chief Officer approved the recommendation to authorise the Head of Service (Learning Disability Community Support) to take the preparatory step of creating and registering the legal vehicle. This vehicle can then be used by the social enterprise following, and contingent upon, approval of the proposals for the transfer of the Learning Disability Community Support Service by the Executive Board. Should Executive Board approval not be given then the vehicle will not be used and will be withdrawn.

The Director of Adult Social Services approved the recommendation to restructure the Care Ring and Telecare to create a single Tele Care service, and support the development of a Design and Cost Report to provide the service with fleet vehicles. The decision will be implemented in October 2014 by the Head of Service Access and Care with responsibility for assistive technology services.

The Deputy Deputy Director of Children's Services approved the recommendation to award the contract in the sum of £6,153,618 (which includes an amount of £5,278,315 for the construction of a Key Stage 2 building and remodelled Key Stage 1 building to Little London Community Primary School), to Wates Limited.

The Head of Strategic Development & Investment agreed to:
* note that Burmantofts Community Nursery has correctly procured the works and that the scheme represents value for money; and
* authorise expenditure in the sum of £343,100

The Chief Officer (Highways and Transportation) :

i) noted the report to the Chief Assett Management and Regeneration Officer dated 12 May 2014 which injects funds into the capital programme and gives authority to incur this expenditure;

ii) authorised detailed design and construction of the proposed car park, and associated highway works which are necessary to accommodate the proposed car park layout; and

iii) authorised the City Solicitor to make and advertise a draft TRO to amend the existing Parking Permit Scheme and parking restrictions currently in operation, a Parking Places Order to formalise parking arrangements in the car park and and if no valid objections are received to seal and implement the Orders as advertised.

The Chief Officer ( Highways and Transportation):

i) noted the highway works as outlined in Section 3.1 and indicated on LCC Drawing Number EP/716984/01/01 at an estimated cost of £328,000;

ii) gave authority to negotiate the terms of and enter into an agreement with the developer under the provisions of Section 278 of the Highways Act 1980; whereby the works associated with the development are carried out by this Council at the cost of the developer;

iii) gave authority to implement the works as set out in Section 3.1;

iv) approved an injection of 328,000 into the City Development Capital Programme to be fully funded by a private developer; and

v) gave authority to incur expenditure of £328,000 (£293,000 works costs and £35,000 staff costs), all to be fully funded by the private developer under a Section 278 legal agreement.

The Deputy Director, Learning, skills & Universal Services agreed to approve the waiver of the following Contracts Procedure Rule(s):
Contracts Procedure Rules No 8.1 and 8.2 - Intermediate value procurements
and award a contract to Playful Leeds and a range of Artists in the sum of £20,000 and to enter into partnership agreements with DigitalMe for £46,053 and £38,620 with Sheffield Hallam University.

The Chief Officer Property and Contracts approves the appointment of two temporary posts within Property and Contracts, one at PO6 and one at SO2 for a period of two years to support delivery of the schemes.

The Chief Officer Property and Contracts agrees to declare land adjoining 32 Summer Hill Raod surplus to departmental requirements on terms to be agreed by the Director of City Development.

The Chief Oficer Property and Contracts approves a write off of the rent account in the sum of £7,255.02 as detailed in the attached report. This is subject to further approval by the Director of Strategy and Resouces due to the amount being written off i.e. a single account of more than £5,000.

The Chief Officer Property and Contracts agrees to declare land adjoining 10 Lanshaw Terrace surplus to departmental requirements on terms to be agreed by the Director of City Development.

The Chief Officer Property and Contracts agrees to declare land adjoining 77 Oatland Gardens surplus to departmental requirements on terms to be agreed by the Director of City Development

The Chief Officer Property and Contracts approves a short term commercial lease to GIPSIL for the provision of office accommodation.

The Chief Officer Property and Contracts agrees to declare the land adjoining 23 and 25 Crimbles Road surplus to departmental requirements on terms to be agreed by the Director of City Development.

In accordance with the Council’s decision making processes, the approval to procure via a mini competition process from this Framework Contract was taken as a Key Decision and included on the List of Forthcoming Key Decisions on 15th August for a period of 28 days. This Key Decision is subject to Call In.
The Terms and Conditions of the Framework Contract allowed for either direct call off from the framework or award via a mini competition exercise. Further to discussions with Procurement, it was agreed to make a direct award. However, following an initial evaluation on both price (70%) and quality (30%), it is apparent that there is little to differentiate between the suppliers on quality, while the best priced supplier is offering only a marginal improvement on the rebate rates that the Council currently receives.
It is therefore proposed that the Council tests the competitiveness of the suppliers under a mini competitive process. This will be conducted in line with the terms and conditions of the framework agreement. Following the award of the contract under this mini competition process, a period of transition will be required in order to exit from one supplier and migrate to the new supplier. It is therefore proposed that a further short term contract is awarded to Barclays from 10th October 2014 to 31st March 2015 to allow for this transition to be carried out in a planned way, ensuring that ICT issues are addressed and that there is sufficient time to train and communicate with card users across the council.