Decisions

The Director of  Resources and Housing agreed for  Belle Isle TMO to procure the contract to re-roof 51 dwelling houses managed by Belle Isle TMO included in the capital budget plan for year 2016-2017

Approval for procurement for BITMO 2017-2018 RE-ROOFING SCHEME TO 45 PROPERTIES ON THE BROOM ESTATE, BELLE ISLE

To authorise the expenditure of approximately £300k (final cost estimate awaited, will be included within the content of the scheme specific DCR) to facilitate the second phase of the required ‘bulge’ cohort works following the work completed summer 2016. This phase will provide additional ancillary space required to allow the school to operate with its increased numbers on roll. This is required to fulfil the aims of the Learning Places Programme, necessary to ensure sufficient pupil places. The increase in pupil numbers will be effective from September 2017. The budget estimate quoted includes all necessary construction works to facilitate this project, professional design fees, professional surveys and any necessary decant required to facilitate a late August 2017 occupation. Bramham Primary school has been identified as necessary to ensure sufficient pupil places are available in the area for September.

The Director of Children & Families agreed to:

1.  Authorise expenditure of £328,412 from capital scheme number 32450/BGE/BRA to enable the installation of the second phase of essential works to enable the school to increase to 1FE, including any necessary ancillary works, at Bramham Primary School.

2.  Authorise acceptance of the tender submitted by the Leeds Building Services in the sum of £190,984.61.

3.  Note the programme dates identified in section 4.0 of this report in relation to the implementation of this decision.  The final delivery date for this scheme is prior to the commencement of the 2017 September term.

4.  Note that the officer responsible for implementation is the Built Environment Principal Development Officer.

Request for the Authority to Spend to expand Greenside Primary School from a capacity of 315 pupils to 420 pupils by increasing the admission number into reception from 45 pupils to 60 pupils with effect from 1^st September 2017.

The Director of Children’s and Families agreed to:

1. Approve the Design and Cost Report for the provision of enabling works required to support the expansion of Greenside Primary School.  This constitutes a total capital outlay of £434k, please note the works detailed herein have a revenue implication of £140k, with the appropriate details of the programme, design and cost as set out in this report.

2. Approve entering into an Early Works Agreement with Kier Construction Northern for £574k.

3. Approve that authority be given to enter into a Pre-Construction Agreement (PCA) with Kier Construction Northern to cover the pre contract design fees due to be paid on successful submission and validation of the planning application totalling £353,632.62.

4. Note that the revenue costs described in this report will be managed within the overall revenue budget strategy for Children’s and Families. Possible funding options to be considered include Community Infrastructure Levy and S106 Developer Contributions.

5. Note that the enabling works will be completed by December 2017.

6. Note a separate DCR for the main works will follow in November 2017.

  vii.  Note that the Chief Officer, Projects, Programmes & Procurement Unit (PPPU) is responsible for scheme delivery.

The decision to award, extend and vary these contracts falls under the exempt contracts clause 1.2 of Contract Procedure Rules as it is not possible to award these contracts on a competition basis. This is a key decision because of the value of the contracts being over £250k per annum.

The Director of Children & Families approved the:

1.  Extension of existing contracts with Independent Specialist Providers (ISPs) for the remaining three x 12 month extension periods, taking these contracts to 31^st August 2020; and

2.  Variation of existing contracts with both ISPs and mainstream providers to ensure they continue to be fit for purpose.

As the agreements are concluded exclusively between public authorities, by virtue of Regulation 12(7) of the Public Contracts Regulation (PCR) 2015 the arrangements fall outside the scope of Part 2 of the PCR and are not procurements for the purposes of the Council’s Contract Procedure Rules (CPR) by virtue of CPR 1.5.2 1 The Agreements ensure that the Local Authority complies with its obligations under the Children & Families Act 2014.

To agree the school calendar for community and voluntary controlled schools and SILCs for the academic year 2018-19.

The Chief Officer for Learning Improvement approved the school calendar for academic year 2018-19

Decision to agree certain contract variations and settlement of outstanding issues

The Chief Officer for Waste Management gave approval to waive the issue of a Performance Warning Notice in return for a financial settlement.

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 information is exempt if and for so long as in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.  In this case the report author considers that it is in the public interest to maintain the exemption

To implement a new service structure within the Children’s Services directorate.

The Director of Children & Families agreed to:

•  Approve the proposed structure; and

•  Give delegated responsibility to the Deputy Director, Children and Families for implementation.

The decision is seeking permission to waive contract procedure rules 9.1 and 9.2 to award a contract, without competition, to Health for All (HFA) for delivery of Family Intervention Support Service. The contract will commence on 18^th August 2017 and will expire on 31^st July 2018. The maximum contract value will be £589k.

The Director of Children & Families agreed to waive contract procedures rules 9.1 and 9.2 to award a contract, without competition, to Health for All for delivery of Family Intervention Support Service. The contract will commence on 18th August 2017 and will expire on 31st July 2018. The contract value will be a maximum of £589k.

The decision to award these cooperation agreements falls within Clause 1.5.2 of the Contract Procedure Rules as it is a cooperation between public bodies and falls outside of the Public Contract Regulations pursuant to Regulation 12(7). Therefore it is not a procurement for the purpose of the Contract Procedure Rules.  This is a key decision because the value of the contract is over £250k per annum.

The Director of Children & Families agreed to award cooperation agreements to AIPs for the delivery of services to keep children and young people included in high quality learning for 2017/18 at a value of approximately £5.2m, with the option to extend by a further 12 months.

Request for authority to spend to create 70 additional pupil places through the expansion of Low Road Primary School.

The Director of Children’s and Families agreed to:

1. Approve the design and cost report for the scheme at Low Road Primary School, the total cost being £1.56m (including £96.8k transferred from the PMP programme) with the appropriate details of the programme, design and cost as set out in this report; and

2. Approve the award of the works to the Internal Service Provider (ISP), Leeds Building Services, for the total sum of £978,584 in line with CPR 3.1.5

3. Note that no temporary accommodation is required to accommodate the increase in pupils from September 2017.

4. Note that the Chief Officer, Projects, Programmes & Procurement Unit (PPPU) is responsible for scheme delivery which is scheduled for completion by 31 December 2017.

Request for authority to spend to create 105 additional pupil places through the expansion of Hunslet St Mary’s CofE Primary School.

The Director of Children and Families agreed to:

1. Approve the design and cost report for the scheme at Hunslet St Mary’s Primary School, the cost being £1,827,754 with the appropriate details of the programme, design and cost as set out in this report; and

2. Approve the application to access the Capital Risk Fund for an additional £227,754 in line with this report

3. Approve the award of the works to the ISP in the total sum of £1,394,051.27, Leeds Building Services in line with CPR 3.1.5

4. Note that the Chief Officer, Projects, Programmes & Procurement Unit (PPPU) is responsible for scheme delivery which is scheduled for completion by 4^th December 2017.

Request for authority to spend to create 210 additional pupil places through the expansion of Fieldhead Carr Primary School, under the Learning Places Programme.

The Director of Children and Families agreed to:

1. Approve the design and cost report for the scheme at Fieldhead Carr, the total costs being £4,582,500 inclusive of the previous approvals noted below, subject to obtaining approval to spend of £4.9m at the June 2017 Executive Board. 

2. Note two previous approvals are in place for this scheme. The first approval gave authority to enter into a Pre-Construction Agreement (PCA) with Geo. Houlton & Sons Ltd to cover the pre-contract design fees (up to the end of Stage 3), totalling £246,745, over two payments of £135,315 on submission of the Planning Application, and £111,430 on Contract Award. The second approval was to enter into an Underwriting Agreement with Houlton for the placement of orders for statutory utilities, the cost being £71,790. The costs associated with both of these approvals are included within the total capital scheme cost stated in this report.

3. Note that the approval of this DCR is subject to members of the Executive Board at their meeting in June 2017 approving delegation of the approval of this design and cost report to the Director of Children & Families. The delegation of the approval of this design and cost report, if granted by members of the Executive Board, will be subject to the agreement of the Director of City Development and the Director of Resources & Housing in consultation with the appropriate Executive Member.

4. Note that the scheme has realised a saving of £317,500 against the previously approved scheme budget, by working together to reduce the time the contractor needs to complete the work.

5. Note that the whole scheme will be completed by September 2018, and no temporary accommodation is required to accommodate the increase in pupil numbers.

Note that the Chief Officer, Projects, Programmes & Procurement Unit (PPPU) is responsible for scheme delivery which is scheduled for completion on 27 July 2018.

The Director of Resources and Housing agreed to authorise an injection of £568k additional grant received from the better care fund and £25k additional private homeowners contributions towards the 2017/18 Disabled Facilities Grants scheme.

Authorise spend of £7.543m on Disabled Facilities Grant in 2017/18.

Approve the funding of the Care and Repair Home Improvement Agency and   handypersons service at a value of £200k in 2017/18 from within the budget

The Director of Resources and Housing agreed to authorise an injection of £568k additional grant received from the better care fund and £25k additional private homeowners contributions towards the 2017/18 Disabled Facilities Grants scheme.

Authorise spend of £7.543m on Disabled Facilities Grant in 2017/18.

Approve the funding of the Care and Repair Home Improvement Agency and   handypersons service at a value of £200k in 2017/18 from within the budget

Approval of 12 Month Contract Extension for Supply of Frozen Foods by Blakemore Ltd

The Director of Resources and Housing approved the award of a 12 month contract extension for the supply of frozen foods with Blakemore Ltd commencing 05 January 2018 to 04 January 2019.

Appendix1  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 information is exempt if and for so long as in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.  In this case the report author considers that it is in the public interest to maintain the exemption.

Leeds has a range of specialist education provision to support SEND learners with a wide range of needs. We have a number of resourced & partnership provisions that have been in place with Leeds schools & SILCs for a number of years. The provisions are funded through the High Needs Block. The arrangements have largely operated on an implied contract basis since their inception and we now wish to formalise these arrangements by putting in place formal service level agreements with the maintained schools/SILCs and contracts with the academies.

Formalising the arrangements will ensure we have clear expectations of all partners and will ensure accountability for the high needs funding.

The Director of Children & Families agreed to award cooperation agreements to a number of academies under the exempt contracts clause of Contract Procedure Rules in order to meet the Local Authorities obligations under the Children & Families Act 2014 (see appendix for list of current resourced and partnership arrangements). The agreements shall commence on the 1st September 2017 and expire on the 31st August 2022, with the option to extend for five further periods of 12 months.

The Director of Children & Families approved the award of cooperation agreements to any newly formed academies with resourced or partnership arrangements in place not currently noted in appendix 2.

Request for authority to spend to create 90 additional pupil places through the refurbishment of Hawksworth Wood Primary School, under the Learning Places Programme.

The Director of Children and Families agreed to:

  i.  Approve the expenditure of £2.0m from capital scheme number 32450/HAW/REF for the construction work associated with the Phase 1 works at Hawksworth Wood Primary School necessary for the additional intake from September 2017. 

  ii.  Note that a second DCR for the main works will be submitted in July 2017 to cover the main expansion work.

  iii.  Note that a budget of £4.0m was granted at Executive Board in December 2016 and that this includes the capital costs for phase 1 and 2 DCR’s.

  iv.  Note that phase 1 works will be completed in full by October 2017 however the refurbished classroom accommodation will be available to accommodate the increased admission number from September 2017.

  v.  Note that the Chief Officer, Projects, Programmes & Procurement Unit (PPPU) is responsible for scheme delivery.

The family healthy living programme delivers a range of children and families weight management and healthy living activity services in deprived areas of Leeds.

This key decision is seeking approval for new interim contract arrangements with existing providers to ensure service continuity whilst the Children and Families team undertakes further work to develop a long-term and effective solution for the delivery of these services.

These interim arrangements will be from 1^st October 2017 for 18 months (with 12 month extension provision) and cost £293,010 per annum.

The Public Health strategic commissioning priority for an integrated healthy living service (IHLS) for Leeds was reported to Executive Board on 9^th March 2016, who gave authority for the project to progress and for these services to be competitively procured as two separate contracts.  One contract to deliver the family healthy living programme was not awarded following a detailed evaluation of the tender submissions.

Due to this unsuccessful award, there is insufficient extension provision available on the existing interim contract arrangements for Public Health to complete the further work required to ensure a successful project outcome.  In addition, a review of the healthy child pathway services (including community public health nurses, health visiting and dental public health services) has just started with the intention for new arrangements to be put in place from 1^st April 2019. 

This report is therefore seeking approval of interim contract arrangements for the family healthy living programme services from 1^st October 2017 for 18 months (with the option to extend up to 12 months).  This will align all the end dates of the contracts delivering the healthy child pathway strategic commissioning priority.  The cost of these arrangements will be £293,010 per annum.

These interim arrangements will comprise taking up an extension of the contract with Leeds Community Healthcare NHS trust (LCH) for the children’s weight management service (Watch-It) only and the waiver of the Council’s Contract Procedure Rules (CPRs) to award new contracts to existing third sector providers (DAZL, Health for All, The Works) without competition for the delivery of children’s physical activity, healthy eating and weight management services.