Agenda and minutes

          The Minutes of the meeting held on 15^th December 2011 were taken as read and signed as a correct record.

          The Sub-Committee considered a report on the process for the tender for the provision of Commercial Vehicle and Plants Components Contract. The existing contract would end on 31^st March 2012. It was proposed that the new contract would be for a three year period with the potential for up to a two year extension subject to satisfactory performance and pricing agreement. It was noted that the contract would be awarded to the most economically advantageous tender through assessment of weighted scoring as follows:-

          Overall price (40%), Quality (25%), Sustainability (10%) and (for shortlisted companies only) Supplier Presentation and Panel Questions (25%).

          It was anticipated that based on previous expenditure the annual value of the contract in total was likely to be in the region of £335,000 therefore making the value of a five year contract (including potential extensions) in the order of £1,675,000.

          It was noted that the tender had been advertised via “The Chest” e-procurement vehicle and had been subject to publication in the OJEU. However, due to the specialist nature of the service, and particularly the diversity of the components and spares to be provided, the pre-qualification stage of the tender had only identified three tenderers as demonstrating the necessary competence and financial stability to tender. Despite the lower than expected number of tenderers, officers were confident that there were sufficient tenderers to generate the necessary level of competition to ensure the Council would receive competitive offers.

          Members noted that in accordance with Standing Orders, as there were less than five tenders to be submitted a report would be submitted to a future meeting of the Board to approve the successful tenderer.

          RESOLVED: That Members note that a procurement process will be entered into with the purpose of securing the supply and management of Commercial Vehicle and Plant Spares and Components for use in the maintenance and repair to the Council’s operational vehicle fleet, plant and equipment.

          The Sub-Committee considered a report which sought approval for the purchase of U-Explore software licences for re-sale to Schools and providers. U-Explore was a unique innovative, on-line teaching and learning resource that was accessible 24/7 by learners, teachers and parents. It would support schools to deliver their new duty to secure access to independent and impartial careers guidance for pupils in years 9 to 11. The duty would come into effect from September 2012, however, it was proposed that U-Explore would be implemented from January 2012 to support the transition following the end of the current Connexions contract on 31^st March 2012.

          It was noted that the software was web-based and was therefore accessible from anywhere by learners of all abilities. In addition, U-Explore was exceptional in that Council would own all the search details and management information and would be able to analyse the jobs and sector areas of interest of young people. This would inform the direction of careers guidance and the planning and commissioning of educational services in the future.

          Members were advised that the local authorities within the Liverpool City Region were working in partnership with a collective proposal to implement U-Explore across the City Region. This had already brought economies of scale to the price of an annual U-Explore licence which had reduced from £1800 to £1000 and which would, in this first year, be sold onto schools in Halton for £1200.

          It was proposed that the Council purchase a Halton Commercial Licence for U-Explore. This would provide the opportunity to explore further the potential of U-Explore as an income generator. Gaining the commercial licence would ensure that any provider wanting to use U-Explore in the Borough would have to purchase the system through the Council bringing with it the prospect of a future income stream.

          RESOLVED: That

1.     the Operational Director for Children, Organisation and Provision be authorised to award the contract for 10 U-Explore software licences to the contractor U-Explore Limited for the sum of £11,000; and

2.  in light of the exceptional circumstances namely there being only one possible supplier of the service and in accordance with Procurement SO 1.8.2 Standing Orders 3.1 – 3.7 and 3.9 be waived on this occasion. In view of U-Explore being the only supplier of the service and agreement within the Liverpool City Region to collectively implement this software package which will support schools in delivering their new Careers Education, Information Advice and Guidance responsibilities under the duties of the Education Act 2011.

          The Sub-Committee considered a report which outlined all the necessary steps carried out in relation to the open tendering and commissioning of floating support services. The Floating Support tender opportunity was advertised via Halton’s e-procurement system, Due North (The Chest) on 19^th October with a close date of 11^th November 2011. Tenders were accepted for individual or multiple lots, and providers were invited to give details of any discounts they would offer if successful in winning more than one lot. It was noted that tender documentation was assessed based on 60% price and 40% quality. Six organisations were invited to the presentation stage and one provider organisation declined to attend.

          The tender was initially divided into four lots and it was noted that Plus Dane scored highest for Lots 1, 3 and 4. Although they were not the lowest priced for lots 3 and 4, they were offering the most economically advantageous tender as they were able to support more service users for each service. In respect of Lot 2, it was proposed to award the contract to Plus Dane as they had offered a discount if they were successful in winning multiple lots, therefore reducing the tender price.

          RESOLVED: That in accordance with Standing Order 2.11b, the Operational Director Commissioning and Complex Care be authorised to enter into a contract with Plus Dane, who through an open tender process had been assessed as being the most economically advantageous and effective organisation to deliver floating support services. The contract would be awarded for a period of one year with the option to extend for 1 year plus one year.

          The Sub-Committee was advised on the outcome of the tender process carried out to secure provision of a domestic abuse service in Halton.

          The tender opportunity was advertised via Halton’s e-procurement system, Due North (The Chest) on 17^th October 2011, with a closing date of 10^th November 2011. It was noted that 33 organisations registered an interest on line for the tender opportunity but only two submissions were received. Of the two submissions received only one organisation submitted a tender and one organisation declined to tender. The completed tender was received from the existing support provider, Halton and District Women’s Aid. It was agreed to terminate the tender process due to lack of competition. A number of actions were agreed to be completed prior to the re-tender of this service and included:-

·       benchmarking of costs to ensure a competitive indicative budget has been set for the service;

·       options paper to be prepared to identify alternative funding which may be secured from partner agencies;

·       consideration to be given to alternative service delivery models, and proposals for the development and implementation within Halton, including cost implications; and

·       feedback to be obtained from the organisations who registered an interest but did not tender.

          In order to align the existing Refuge Accommodation Service with the Domestic Abuse Support Service, a further extension was sought to ensure continuity of service provision and to give the opportunity to explore alternative models of service delivery prior to commencement of a further procurement exercise.

          It was proposed to extend the existing service arrangements until 31^st March 2013 to enable service commissioners to review service delivery and give consideration to alternative methods of service delivery. It was also proposed that the contract be offered at the reduced contract price proposed within the recent tender.

          RESOLVED: That

1)    in the exceptional circumstances set out below (namely the termination of the Domestic Abuse Tender) for the  purposes of Procurement Standing Order 1.8.2, procurement Standing Orders 3.1 – 3.7 be waived on this occasion because compliance with these Standing Orders was not practicable following the termination of the tender process due to lack of competition. It was requested the existing Supporting People contract be extended to March 2013 subject to variation as agreed by the Operational Director Commissioning and Complex Care at an estimated price of £231,542; and

2)    the Strategic Director, Communities, in conjunction with the Portfolio Holder for Health and Adults be authorised to take such action as necessary to implement the above recommendation.

The Board considered:

(1)      whether Members of the press and public should be excluded from the meeting of the Board during consideration of the following item of business in accordance with Sub-Section 4 of Section 100A of the Local Government Act 1972 because it was likely that, in view of the nature of the business to be considered, exempt information would be disclosed, being information defined in Section 100 (1) and paragraph 3 of Schedule 12A of the Local Government Act 1972; and

(2)      whether the disclosure of information was in the public interest, whether any relevant exemptions were applicable and whether, when applying the public interest test and exemptions, the public interest in maintaining the exemption outweighed that in disclosing the information.

          RESOLVED: That as, in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, members of the press and public be excluded from the meeting during consideration of the following items of business in accordance with Sub-Section 4 of Section 100A of the Local Government Act 1972 because it is likely that, in view of the nature of the business, exempt information will be disclosed, being information defined in Section 100 (1) and paragraph 3 of Schedule 12A of the Local Government Act 1972.

          The Sub-Committee considered a report which outlined the tendering process undertaken regarding contracts for short breaks for disabled children, young people and their families. The short breaks tender was split into three stages which were pre-qualification questionnaire, invitation to tender, followed by presentations and questioning. In addition to these three stages, consultation involving children, young people and families was gathered from the Powerful Voices Conference and at a recent Young People’s Direct consultation led by Halton Speak Out. This information influenced some of the basis of the quality questions as well as the presentation subject and the further questioning.

          It was noted that the tender for the short breaks service was split into four lots and the outcome of the full tendering process detailing the four individual contracts awarded was outlined in the report.

          RESOLVED: That the report be noted.

MINUTES ISSUED:   January 2012

CALL IN:  January 2012

Any matter decided by the Executive Board Sub Committee may be called in no later than January 2012