Decisions

To approve the procurement of a 10 year contract with a ticketing & CRM solutions provider to further enhance ability to sell tickets, market and analyse events across the Council.

The Chief Officer Culture & Sport, City Development provided approval to commence a procurement exercise to award a contract to a single supplier of a Box Office ticketing solution.

As part of the council’s plans to improve energy efficiency and tackle fuel poverty in our housing high rise blocks, the council plans to create six new district heating clusters to provide low carbon heat to up to 26 housing high rise blocks.

This scheme includes specialist technical design for each cluster; the works onsite including construction of the heat network and pipework and replacement of the existing electric storage heating and hot water systems in residents flats with modern and efficient heating; and the initial operation and maintenance of the clusters for a time limited period prior to long term arrangements being put in place.

This decision is to approve the scheme and the procurement route to appoint a contractor, and to authorise spend.  

The Director of Resources and Housing:

a)  Approved this scheme to replace heating and hot water systems in 26 high rise blocks, installing a low carbon district heating network in the form of six clusters; 

b)  Approved the proposed procurement of an external contractor through an OJEU compliant competitive two stage tender process and

c)  Authorised spend of £24m from the capital programme over the financial years of 2020/21 to 2023/2024 for the six clusters capital works.

Decision to design and implement a cycle segregation infrastructure scheme involving wand orcas along Kirkstall Road that will increase the protection of the existing cycle provision.

The Chief Officer (Highways & Transportation);

i)  noted the contents of this report;

ii)  approved the detailed design and implementation of the package of works as detailed in section three of this report.

iii)  gave authority to incur expenditure of £75,000, compromising of £60,000 works cost, £12,000 staff fees and £3,000 legal costs, all to be funded from the LTP Transport Policy Capital Programme; and

iv)  gave authority for the City Solicitor to promote and implement an experimental traffic regulation where necessary as identified through the detailed design process.

Request approval to invoke Contracts Procedure Rules 10 and 21.6 to modify the end date of the existing Leeds Interim Framework Agreement with providers delivering support and accommodation for care leavers and vulnerable young people (16-25 years). The Leeds Interim Framework Agreement commenced on 19/12/2018 to 31/01/2020 with the opportunity for an extension to 31/07/2020 undertaken, there are no further opportunities to extend.

Children and Families and Adults and Health Commissioning has undertaken a comprehensive housing related support review and the newly commissioned service, Our Way Leeds (OWL), to meet the needs of all Leeds vulnerable young people will commence on 01/07/2020.

The provision under the Public Contract Regulation 72(1) sets out the conditions required to allow the extension or modification of an existing contract can take place without a new procurement procedure.

The requirement for the modification to the Leeds Interim Framework Agreement has been brought about by circumstances which the local authority could not have foreseen, COVID-19, and does not change the overall nature of the framework; to deliver quality placements for our children looked after and care leavers (16-25 years).  The increase in price does not exceed 50% of the value of the original contract

It is probable that COVID-19 will impact potential new placements into the newly commissioned OWL service to deliver support and accommodation for vulnerable young people due to the reduced availability of move on options for those young people currently in service.  In turn, this presents a risk to the local authority in its statutory duty to ensure that children looked after and care leavers are placed in suitable support and accommodation placements.

This modification will be a further interim position and support Leeds City Council to identify placements within the constraints of an agreed contract specification and terms and conditions against which to deliver quality accommodation and support for children and vulnerable young people (16-25 years).

It is expected that this modification to the Leeds Interim Leeds Framework Agreement will be for the period of 8-months from 01/08/2020 to 31/03/2021.

To modify the existing Leeds Interim Framework Agreement  (DN355373) to support Leeds City Council in its statutory duty to provide support and accommodation for care leavers and vulnerable young people (16-25 years).

To invoke Contracts Procedure Rules 10 and 21.6 to modify the end date of the existing Leeds Interim Framework Agreement with providers delivering support and accommodation for care leavers and vulnerable young people (16-25 years). The Leeds Interim Framework Agreement commenced on 19/12/2018 to 31/01/2020 with the opportunity for an extension to 31/07/2020 undertaken, there are no further opportunities to extend.

This modification to the Leeds Interim Leeds Framework Agreement will be for the period of 8-months from 01/08/2020 to 31/03/2021. It is anticpated that this is likely to be in the region of £1.5m.

The provision under the Public Contract Regulation 72(1) ( c) sets out the conditions required to allow the extension or modification of an existing contract can take place without a new procurement procedure.

The requirement for the modification to the Leeds Interim Framework Agreement has been brought about by circumstances which the local authority could not have foreseen, COVID-19, and does not change the overall nature of the framework; to deliver quality placements for our children looked after and care leavers (16-25 years).  The increase in price does not exceed 50% of the value of the original contract.

To undertake an external procurement in accordance with CPR 3.1.6 to provide contractor resources to support the delivery of Non Housing (Civic Estate) Painting and Decorating works. The contract will be for an initial 4 years. We will be looking to award the contract to up to 7 contractors.

The Director of Resources and Housing approved, in line with Contract Procedure Rule 3.1.6, a competitive tender process to procure and award contracts, with up to four contractors for the delivery of painting and decorating works to Civic Property. Work is to be allocated with requirements sub £20k issued on a ranked allocation basis and any works over £20k will be subject to a mini competition, between the four contractors on the framework. The contract is for a term of four years, with an estimated sum of £700k per annum and a total contract value of £2.8m.

Approval to carry out a competitive tender exercise for the procurement of a Leisure Management System.

The Chief Officer Culture & Sport approved the commencement of a competitive tender exercise in accordance with the Council’s Contract Procedure Rule (CPR) 9 for the procurement of a new Leisure Management Solution (LMS) solution.

Further to Minute No. 170, 19^th May 2020, the Chief Executive submitted a report which provided an update on the continued coronavirus (COVID-19) related work across the city being driven by the response and recovery plan, which aimed to mitigate the effects of the outbreak on those in the city, especially the most vulnerable, and prepare for the longer term planning of stages of recovery including local outbreak planning.  The report highlighted how the city’s multi-agency command and control arrangements continued to be used, which had been updated to reflect local outbreak management arrangements for Leeds, and also provided information on the organisational issues which were being faced by the Council arising from the pandemic.

With the agreement of the Chair, the submitted report had been circulated to Board Members as a late item of business prior to the meeting for the reasons as set out in section 10.1 of the submitted report, and as detailed in Minute No. 2.

In introducing the submitted report and providing an update on the current position, the Leader, on behalf of the Board, extended her thanks to all of those involved in the continued delivery of statutory services across the city and also the delivery of those actions which were in response to the pandemic. Linked to this, the key role being played by Local Authorities throughout the pandemic, as highlighted earlier in the meeting was reiterated.

In addition, Members paid tribute to the work being undertaken at a national level by the Chief Executive, Tom Riordan, as part of the Government’s ongoing test and trace programme.

The Board received an update from the Chief Executive on the key aspects of the work which continued to be undertaken in respect of planning for the control and management of any Coronavirus outbreaks, how such work was being co-ordinated at a local and regional level and how this fed into the national strategy, with details also being provided on how the newly established Leeds Outbreak Control Board fitted within existing governance arrangements.

Responding to an enquiry, the Board received further information and assurance on the close liaison which continued to take place with neighbouring Authorities regarding the control and management of localised outbreaks, to facilitate a more regionalised approach, where appropriate.

A Member highlighted the need, moving forward, to build upon the partnership working which had been developed throughout the pandemic, and the importance of looking to harness the effectiveness of local communities working together which had been a key part of the local response. Linked to this, Members highlighted how an effective communications strategy from a national to a local level continued to be fundamental to the successful management of outbreaks as restrictions began to be relaxed, with the role of Ward Councillors in helping to deliver such communications within communities being highlighted.

RESOLVED –

(a)  That the updated context, the progress being made and the issues being faced as the Council moves through the phases of dealing with the COVID-19 pandemic, be noted;

(b)  That the submitted report and the comments made in respect of it during the discussion be noted in context with the more detailed report on the financial implications of Coronavirus for the Council, as presented within Minute No. 8;

(c)  That the establishment of the Leeds Outbreak Board and Outbreak Plan to ensure that effective local arrangements are in place and which are linked to national testing and tracing approach, be noted;

(d)  That the continued focus of the collective response on health and wellbeing which recognises the direct health impacts of COVID-19, together with focus upon the emerging social and economic consequences, be noted.

Further to Minute No. 105, 25 November 2019, the Director of Children and Families submitted a report which provided an update on the work being undertaken towards the outputs and outcomes of each Impact Workstream under the ‘Thriving’ Strategy, provided details of the work being undertaken in response to the effects of COVID-19 in this area, whilst the report also provided details of the associated monitoring and evaluation arrangements for the work streams within the Strategy.

In introducing the report, the Executive Member for Children and Families highlighted how the report had been adapted to incorporate the effects of the Coronavirus pandemic when considering child poverty, together with a summary of current national issues linked to this agenda.

In considering such matters, a Member emphasised the need for all children and young people across the city who were affected by the effects of poverty to be supported, especially given the likely exacerbation of the issue as a result of the pandemic. Linked to this, the importance of continuing to monitor the extent of the impact of the pandemic in respect of child poverty was emphasised, so that appropriate responses to the needs of children and young people could be delivered.

Responding to comments, it was highlighted that all initiatives included within the strategy aimed to ameliorate the impact of poverty for children and young people and following this, Members received updates on, and discussed the approaches taken towards both the Period Poverty initiative and also the Healthy Holidays programme.

RESOLVED –

(a)  That the strategic framework in place to mitigate the impact of child poverty, together with the work being undertaken by the Council and its partners in the key areas of activity, as detailed within the submitted report, be noted;

(b)  That the data overview, the current work being undertaken and the reporting updates, as outlined within the submitted report, be noted;

(c)  That it be noted that the officer responsible for the implementation of such matters is the Chief Officer, Partnerships and Health, by December 2022;

(d)  That it be noted that Executive Board has an understanding of the potential impact of COVID-19 on child poverty, with the calls for a national approach towards mitigating the impact of child poverty also being noted.

(During the consideration of this item, under the provisions of Executive and Decision Making Procedure Rule 3.2.5, in the temporary absence of Councillor Blake, Councillor Lewis assumed the Chair of the meeting. In returning to the meeting, Councillor Blake resumed her position as Chair) 

Outcome of statutory notice on a proposal to permanently increase learning places at Allerton Grange School from September 2021.

Further to Minute No.147, 12^th February 2020, the Director of Children and Families submitted a report which presented details of a proposal brought forward to meet the Local Authority’s duty to ensure a sufficiency of school places. Specifically, this report described the outcome of a Statutory Notice published under the Education and Inspections Act 2006 and in accordance with the School Organisation (Prescribed Alterations to Maintained Schools) (England) Regulations 2013 in regard to a proposal to expand secondary school provision at Allerton Grange School and which sought a final decision in respect of this proposal.

Responding to an enquiry, officers undertook to provide Executive Members with information on the timeframe by which Ofsted inspections would resume and also with information regarding the outcomes from inspections which took place immediately prior to the Coronavirus outbreak. 

RESOLVED –

(a)  That the proposal to permanently expand secondary provision at Allerton Grange School from a capacity of 1200 pupils to 1500 pupils in years 7 to 11, with an increase in the admission number from 240 to 300 and with effect from September 2021, be approved;

(b)  That the recommendation to exempt the decision from the Call In process for the reasons as set out within paragraph 4.5.2 of the submitted report, be approved; 

(c)  That it be noted that the responsible officer for the implementation of such matters is the Head of Learning Systems.

(The Council’s Executive and Decision Making Procedure Rules state that a decision may be declared as being exempt from the Call In process by the decision taker if it is considered that the matter is urgent and any delay would seriously prejudice the Council’s, or the public’s interests. In line with this, the resolutions contained within this minute were exempted from the Call In process, as per resolution (b) above, and for the reasons as detailed within sections 4.5.2 of the submitted report)

Outcome of consultation and request to approve funding to permanently increase learning places at Leeds West Academy from September 2022.

The Director of Children and Families submitted a report which presented details of a proposal brought forward to meet the Local Authority’s duty to ensure a sufficiency of school places. Specifically, this report described the outcome of a consultation exercise which had been undertaken regarding a proposal to expand secondary school provision at Leeds West Academy and which sought a decision to fund the delivery of a scheme to create the additional learning places required.

RESOLVED –

(a)  That the outcome of the consultation process undertaken on the proposal to permanently expand Leeds West Academy from a capacity of 1200 to 1500 students by increasing the admission number in year 7 from 240 to 300, with effect from September 2022, be noted;

(b)  That provisional approval for the authority to spend (ATS) £5.269m to deliver the proposed permanent expansion at Leeds West Academy be granted, with it being noted that early feasibility indicates the final cost is likely to be lower than this amount;

(c)  That it be noted that the implementation of this proposal is subject to funding being agreed based upon the outcome of further detailed design work and planning applications, as indicated at section 4.4 of the submitted report, with it also being noted that this proposal has been brought forward in time for places to be delivered for 2022;

(d)  That it be noted that the responsible officer for the implementation of the Capital budget is the Head of Learning Systems;

(e)  That it be noted that the White Rose Academies Trustees intend to self-deliver the build scheme.

The Director of Resources and Housing submitted a report that provided an update on the Council’s most significant corporate risks, how they were currently being managed and presenting details on the further activity planned to address such risks during 2020/21.

In introducing the report, the Executive Member for Resources emphasised the impact of the Coronavirus pandemic upon the range of risks which were currently being faced by the Council, as reflected within the submitted report.

Responding to a Member’s enquiry, the Board received further information on the stress test work undertaken regarding the resilience of the Council to maintain its financial position and deliver services under certain circumstances, with it being undertaken that the details of such work could be provided to Board Members as required. 

In addition, further to the discussions in the preceding item, the need for continued dialogue with Government around the possibility of being able to address the Council’s financial position over a longer term and with greater flexibility was reiterated.

RESOLVED –

(a)  That the contents of the annual risk management report, as submitted, together with the assurances given on the most significant corporate risks, in line with the Council’s Risk Management Policy and the Board’s overarching responsibility for their management, be noted;

(b)  That it be noted that the submitted report will provide a key source of evidence on the Authority’s risk management arrangements contributing towards the Annual Governance Statement to be considered later this year by the Council’s Corporate Governance and Audit Committee.

Approve expenditure of in excess of £500k to deliver the works required to provide additional places at Cockburn Academy and Leeds City Academy for September 2020.

The Director of Children and Families and the Director of City Development submitted a report providing information on the need for additional secondary school places across the city for delivery by September 2020, and which sought approval regarding authority to spend and to incur a total expenditure of £7,595,000 to deliver projects at both Cockburn Academy and Leeds City Academy for September 2020 to address specific demographic growth pressures in those respective areas.

A Member raised concerns relating to the proposals within the submitted report regarding Cockburn Academy, with specific reference to the £6,835,000 capital expenditure proposed for that one school, indicated the potential for the matter to be ‘Called In’ which would require consideration by Scrutiny, and made an enquiry regarding any previous funding which had been provided to the Cockburn Multi Academy Trust.  Responding to the concerns raised, the Board discussed and received further information regarding:-

·  The delayed delivery of the Laurence Calvert Free School and the impact of this upon school places in the area, with Members receiving an update on the current position regarding the continued dialogue taking place with Government in relation to the delivery of this Free School;

·  Further detail was provided on how the proposed expenditure would be used, which included addressing the historical capacity issues at the school and the required adaptation of the current on site infrastructure, whilst also ensuring the delivery of appropriate facilities – with an offer that further detail could be provided to the Member in question, if required;

·  In terms of timescales, it was confirmed that the 60 additional places proposed to be created at Cockburn Academy to address that bulge cohort would remain at the school until those 60 pupils had completed Year 11;

·  Members also discussed the broader issue of appropriate resource being provided to the Local Authority for the delivery of further school places across the city to enable levels of demand to be met, with it being highlighted that further consideration and discussion of such matters would be welcomed.

RESOLVED –

(a)  That the additional secondary places which are required in order to reduce the amount of children being allocated a school place out of area, be noted;

(b)  That the necessary authority to spend be approved, together with approval also being given to incur expenditure of £6,835,000 from Capital Scheme number 33176/BGE/CBN to deliver the works associated with a 60 place ‘bulge’ at Cockburn Academy for September 2020;

(c)  That the proposal for the freehold transfer of the land identified within the submitted report, which forms part of the former South Leeds Golf Course to Cockburn Multi Academy Trust be approved, to allow the delivery of the sports field provision required as part of the proposals as detailed within paragraph 3.1.4 of the submitted report;

(d)  That the necessary authority to spend be approved, together with approval also being given to incur expenditure of £760,000 from Capital Scheme number 33176/BGE/LCA to deliver the works associated with a 60 place ‘bulge’ at Leeds City Academy which are being delivered by the Local Education Partnership (LEP) for September 2020;

(e)  That the programme dates, as detailed in the submitted report, in relation to the implementation of these resolutions, which represent the critical path for project success and must be adhered to where possible, be noted; 

(f)  That it be noted that the officer responsible for the implementation of such matters is the Head of Service Learning Systems in the Children’s and Families directorate.

(Under the provisions of Council Procedure Rule 16.5, Councillor A Carter required it to be recorded that he abstained from voting on the decisions referred to within this minute)

The Chief Officer (Financial Services) submitted a report which presented the projected financial health position of the Authority for 2020/21, as at month 1 of the financial year.

With regard to a Member’s comments regarding the appended action plan which looked to address the pressures upon the ‘Children Looked After’ budget for 2020/21 and the approach being taken to deal with any increased demand for related services which could potentially arise as a consequence of the Coronavirus pandemic, the Board was advised that a detailed set of actions were in place to address such matters and that such information could be shared with Board Members, as required. Also, it was noted that there was a focus upon the transfer of children and young people currently in external placements to foster care wherever possible and appropriate, which was alongside the actions being taken aimed at increasing the recruitment levels of foster carers in Leeds.

RESOLVED –

(a)  That the projected financial position of the Authority, as at Month 1 of the 2020/21 financial year be noted, and that the projected impact of COVID-19 on that position also be noted;

(b)  That the savings plan, as provided by the Director of Children and Families which identifies initial proposals to address pressures in ‘Children Looked After’ budgets and the reduction in grant funding as announced after the 2020/21 budget had been set, be noted; 

(c)  That in line with principles laid out by Government, it be noted that the Council has continued to charge schools as normal for Council services disrupted by COVID-19, for which they have a regular financial commitment.

The Chief Officer (Financial Services) submitted a report which provided an update regarding the Council’s financial position in respect of 2020/21 and 2021/22, taking into consideration the current position regarding the financial impact upon the Authority arising from Coronavirus pandemic.

In introducing the report the Executive Member for Resources highlighted the scale of the budget shortfall which was currently forecast, with it being noted that the Council continued to be in dialogue with the Government on such matters, including the need for further support.

In considering the submitted report, the Board discussed a number of key issues, including:-

·  Whilst recognising the support which had been provided by the Government to date, emphasis was placed upon the unprecedented scale of the financial situation being faced by Local Authorities and the need for further support to be provided, with it being noted that a co-ordinated approach was being taken by Local Authorities and the Local Government Association in communicating such concerns to Government;

·  In acknowledging the possibility that a budgetary shortfall may still remain even with the provision of further support from Government, Members discussed the need for further discussion to take place with Government around the possibility of being able to address the Council’s financial position over a longer term and with greater flexibility;

·  Members discussed matters relating to the current level of reserves held by the Council when compared to other Local Authorities; the longstanding budgetary approach which has been taken in Leeds; the Council’s track record in consistently delivering balanced budgets; the nature and size of the economy in the city as a whole and the role which the Council continued to play within that;

·  The key role which has been played by Local Authorities throughout the pandemic was highlighted, and the need for that key role to continue and be appropriately supported by Government, with emphasis also being placed upon the importance of the Council being agile enough to adapt and respond to the evolving needs of local communities and the economy as we progressed through the different stages of the pandemic.

RESOLVED –

(a)  That the position, as outlined in the submitted report by the Chief Officer (Financial Services) concerning Leeds City Council’s financial position as a consequence of the COVID-19 pandemic, be noted;

(b)  That it be noted that the Government has been written to asking for further financial assistance;

(c)  That it be noted that if further assistance from the Government is not forthcoming or is insufficient to address the scale of the financial overspend as detailed within the submitted report, then an Emergency Budget would be considered by Full Council in the Summer;

(d)  That if the actions that the Council can take on this issue are in the professional opinion of the Chief Officer (Financial Services) insufficient to reduce the Council’s cost base to enable there to be sufficient resources to fund services, then it be noted that a Section 114 report would be issued;

(e)  That the revised estimated budget gap for 2021/22 and the actions being taken to address this position, as detailed within the submitted report, be noted;

(f)  That it be noted that an updated Medium Term Financial Strategy is to be bought to Executive Board in September 2020 which will provide an update on the Council’s financial position covering the period 2021/22 – 2025/26.

The Chief Officer (Financial Services) submitted a report providing the financial outturn position for the 2019/20 financial year in terms of the Council’s Treasury Management Strategy and operations.

Responding to a Member’s enquiry, the Board was provided with an update on the Council’s current approach towards borrowing, with it being noted that during this current financially uncertain period, the Council was monitoring the markets with the aim of ensuring that future borrowing achieved best value for the Council.

RESOLVED – That the Treasury Management outturn position for 2019/20, as detailed within the submitted report, be noted, with it also being noted that treasury activity has remained within the Treasury Management Strategy and policy framework.

As part of the Council’s closure of its 2019/20 accounts consideration to be given to the earmarking of reserves for the purposes stated in the report to be received at Executive Board.

The Chief Officer (Financial Services) submitted a report presenting the financial outturn position for the 2019/20 financial year in terms of both revenue and capital elements, with it also including details regarding the Housing Revenue Account and expenditure on schools.  In addition, the report also highlighted the position in respect of other key financial health indicators including: Council Tax and Business Rates collection statistics; sundry income; reserves and the prompt payment of creditors.

The Executive Member for Resources extended his thanks to Council officers for the work undertaken to achieve the Council’s outturn position for 2019/20, as detailed within the report.

RESOLVED –

(a)  That the Council’s financial outturn position for 2019/20, as detailed within the submitted report, be noted;

(b)  That the creation of earmarked reserves, as detailed within paragraph 6.3 of the submitted report, be agreed, with agreement also being given to delegate the release of such reserves to the Chief Officer (Financial Services);

(c)  That it be noted that the Chief Officer (Financial Services) will be responsible for the implementation of these resolutions following the conclusion of the ‘Call In’ period.

Due to the global Public Health emergency COVID-19 pandemic approval is sought to immediately implement a Co-Operation agreement variation to strengthen, enhance and increase capacity and capability of the existing Infection Prevention and Control Service under the Modification of Contracts during their term under Regulation 72 (1) (C) of the Public Contracts Regulations 2015. This service is commissioned by Public Health to Leeds Community Healthcare NHS Trust (LCH) and is required to scale up in order to implement and deliver on outbreak management the new COVID-19 NHS Test and Trace programme announced by the Government on the 27^th May 2020.

The Government has provided £300m to Local Authorities in England for the Test and Trace programme, Leeds has received a £4,141,249 non-recurrent ring-fenced grant. To increase the capacity of the existing Leeds Infection Control and Prevention service at a cost of approximately £529,200 annually for a period of 2 years with the option to extend by 12 months, the rationale for this time period is due to the COVID-19 pandemic and the need to have a robust contract with flexibility with the Provider. This will be achieved by formally entering into a co-operation agreement variation with Leeds Community Healthcare NHS Trust to deliver this new vitally important service immediately as the start date announced by the Government was 28^th May 2020. This will be reviewed annually.

The existing Infection Prevention and Control Service has the specialist skills, knowledge and expertise to deliver this programme.As requested, please see a case for resource to support local outbreak plans in Leeds.

Leeds has strong local health protection outbreak management arrangements in place which has ensured that we have been able to immediately scale up, on a temporary basis, to respond to COVID-19 in Leeds, working on the principle of building on existing arrangements. The LCH infection prevention service is an integral service in the provision of the local outbreak management response to community settings in Leeds. Whilst the service has responded effectively to this initial surge in demand through temporarily increasing capacity through mutual aid, this urgently needs reviewing to ensure we have a resilient, effective and responsive service that can manage the increased demands on a more sustainable footing. The next phase of responding to the pandemic will include implementing the Test and Trace programme and managing local COVID 19 outbreaks across the city. In order to do this we need to rapidly increase the existing capacity of the LCH infection control service, as directed by the national COVID -19 Test and Trace programme in Leeds.

Additional resource is required to:

• Increase capacity and capability of existing LCH Infection Prevention Service to ensure there is sufficient capacity to implement the national Track and Trace programme and safely manage outbreaks in Leeds. Additional resource would enable the service to scale up to deliver the following areas as outlined in the ‘test, track and trace local delivery model’:

·  Local outbreak management in complex settings (care homes/ schools / hostels)

·  Direct infection prevention and wider support to complex groups and households

·  Proactive advice & guidance (e.g. schools/ workplaces)

·  Local engagement & intelligence gathering (e.g. VCS/ LA front-line)

·  Local communications

·  Care home testing/ support and contact tracing.

Specific activities required from LCH IPC service will include:

Increased provision of Infection Prevention and Control (IPC) training (increased frequency and additional training requirements including PPE, COVID specific topics, new updated evidence) to care homes using innovative ways of ensuring delivery. Monitor and report monthly on numbers training and evaluations.

Increased provision of IPC training to homecare and other community settings such as luncheon clubs using innovative ways of ensuring delivery. Monitor and report monthly on numbers training and evaluations.

Develop and deliver an IPC package for schools and early year’s settings and engaging with existing work across the city. Monitor and report monthly on numbers training and evaluations.

Provide IPC expertise to the management of covid-19 outbreaks, incidents and cases of concern.

Monitor the number of outbreaks providing daily contact to schools, nurseries and care settings and a daily update across the system.

Manage and respond to IPC enquiries relating to Covid-19.

Promote best practice based on evidence across the Leeds Health and social care system.

Provide a 7 day service, Mon – Fri 8am-5pm, Sat, and Sun 9-5.

Ensure the ability to set up IPC services to manage a surge in Covid-19 cases

Retain the ability to test for Covid-19 should it be required.

This is the best value for money option as the skills and local knowledge already existing in this team.  The NHS test and trace programme is a local level programme which will support the residents of Leeds and provide an essential element against the fight against COVID-19 and saving lives.

This request to increase capacity has come as a recommendation from the National Test and Trace programme and from discussions at a Leeds Gold command level, supported by the Association of Directors of Public Health. It is working on the principle of enhancing and boosting existing outbreak management systems and services as agreed regionally. LCH Infection Prevention Service is the only Infection Prevention Service provider for the community in Leeds and has a strong and award winning track record of effective outbreak management in the community, there is no other service operating in Leeds that could provide this service. This service operates in a fragmented and complex health protection system with well-established systems, relationships, local networks and intelligence and is well placed to provide an enhanced service to implement Test and Trace and meet the future demands of responding to the management of COVID-19.

Extending or modifying a contract during its term

The modification of contracts is governed under the Public Contracts Regulations 2015 at regulation 72 which permits certain types of modifications. It considers the extent to which a contract may be modified before it should be considered so substantially changed as to necessitate a new procurement. Permissible grounds for modification include a need for additional services due to unforeseen circumstances (subject to 50% maximum increase in initial contract value).  It also requires the consideration of the effect of cumulative variations. Therefore this needs to be considered in taking this decision.

The provisions of Regulation 72 (1) (C) provide an exception to a new procurement “where all of the following conditions are fulfilled:—

(i) the need for modification has been brought about by circumstances which a diligent contracting authority could not have foreseen;

(ii) the modification does not alter the overall nature of the contract; and

(iii) any increase in price does not exceed 50% of the value of the original contract or framework agreement.”

In relying on this regulation to modify the contract, the Council will be required to send a modification notice to that effect for publication at EU level, in accordance with regulation 51.

Due to the council formally entering into a co-operation agreement with another Public Body namely LCH, the Infection Protection and Control service agreement will continue on a rolling basis with the option to end the agreement by ether party. Since the agreement is a partnership arrangement it is deemed extremely unlikely that the partners will invoke the option and the agreement will continue for countless years to come with the standard performance review procedures being applied by both parties. 

The Director of Public Health noted that the Government has provided £300m to Local Authorities in England for the Test and Trace programme, Leeds has received a £4,141,249 non-recurrent ring-fenced grant. To increase the capacity of the existing Leeds Infection Control and Prevention service at a cost of approximately £529,200 annually for a period of 2 years with the option to extend by 12 months, the rationale for this time period is due to the COVID-19 pandemic and the need to have a robust contract with flexibility with the Provider. This will be achieved by formally entering into a co-operation agreement variation with Leeds Community Healthcare NHS Trust to deliver this new vitally important service immediately as the start date announced by the Government was 28^th May 2020. This will be reviewed annually.

Due to the COVID-19 pandemic we are unable to undertake a procurement exercise for the Supply of Telecare Equipment commencing 1^st September 2020. Since the current contract is a framework agreement we aim to identify the amount quantity and type of equipment purchased from our contracted providers over the last 12 months, so we can continue to purchase similar quantities for the next 12 months until 31^st August 2021 under the existing terms and conditions.

The annual expenditure on Tele Care equipment for 2019/20 £850,000.00. 

The Director of Adults and Health :

a)  Approved the use of the current telecare services framework agreement (DN406243) to call-off and directly award new contracts with the contractors listed at Appendix 2, for a period of twelve months.

b)  Approved the proposed timescale for implementation from 1st September 2020. The total value of these contracts will be no greater than £879.6K.

Noted that the Service Delivery Manager - Assisted Living Leeds will be the officer responsible for the implementation.

Authority is requested to undertake a procurement for a new Re-Roofing and Associated Works Framework to low rise housing stock to commence on 1st April 2021 for 4 years.  The estimated value of Re-roofing and Associated Works housing planned works is £3.5m per annum.

•  The Director of Resources and Housing approved the use of an OJEU restricted tender process to undertake a procurement process to establish a framework  of  four  contractors to deliver reroofing works from 1st  April 2021 to 31st March 2025.

•  The Director of Resources and Housing noted that annual call-offs for each years work (1st April to 31st March) will be carried out to appoint 2 contractors from the framework each year to carry out the works.

The Director of Resources and Housing is requested to approve a new procurement for priority concrete repairs to some housing high rise blocks.

6 high rise blocks have been identified for priority repair works to external facades.  A specialist contractor is needed to undertake these works. The contract will also make provision to add in up to 50% additional value of works, should other blocks also need priority action.

The Director of Resources & Housing approved the use of a restricted tender process using Constructionline to undertake a procurement process leading to the appointment of a specialist contractor to carry out priority repair works to external facades of the high rise blocks

Seeking approval to procure up to 2 contractors to

support LBS with the delivery of planned roofing

improvement scheme to Housing properties in 2020/21.

The contract will be for an initial 12 month period with

the option to extend for a further 6 months. We will be

looking to award the contract to up to 2 contractors. The

total contract value is expected to be between £700k-

£800k.

a)  In accordance with the Council’s Contract Procedure Rules 3.1.6, the Director of Resources & Housing approved the use of the non-OJEU restricted procurement process as the procurement route to establish a contract with up to 2 contractors for the delivery of planned roofing improvement works to Housing properties.

b)  The Director of Resources and Housing noted that the tender will be evaluated by price only and the contract is proposed for a term of 6 months, (with an estimated total contract value of £600,000), with the option to extend for a further 6 months period.

The Director of Resources and Housing to approve the proposal to undertake a formal procurement for Responsive Repairs, Voids, Minor Refurbishment Works and Adaptations to housing stock, land and buildings managed within the BITMO area. The contract will be for initial 5 year period with the option to extend by a further 5 years. We will be looking to award the contract to 1 contractor.

a)  The Director of Resources and Housing approved, in line with Contracts Procedure Rule 3.1.6, a competitive tender process to procure a contract for Responsive and Planned Repairs, Minor Refurbishment Works and Adaptations to housing stock, land and buildings managed within the Belle Isle Tenant Management area for the estimated sum of £1,800,000 per annum.

b)  The Director of Resources and Housing noted that it is proposed that the contract start date will be 1st October 2021 and is intended to run for five years until 30th September 2026, with an option to extend for a further 5 x 12 months, so the overall contract value of the procurement exercise will be up to £18m over a maximum of 10 years.