DECISION BOOK. The decision book is open to public inspection at the Civic Offices between 9.00 am and 5.00 pm, Mondays to Fridays.

Transcription

1 DECISION BOOK Issue: 499 Date: 19 February 2016 Decisions set out in the book have been made under delegated powers by the Managing Director, Corporate Directors or the Chief Finance Officer and Monitoring Officer, in consultation either with the relevant committee or Lead Councillor. This issue of the decision book will be in public circulation up until Monday 29 February During that period three Councillors may request in writing to the Head of Legal and Democratic Services that a decision should be referred either to a committee, or to the Council (as appropriate) for formal resolution. The decision book is open to public inspection at the Civic Offices between 9.00 am and 5.00 pm, Mondays to Fridays. The officer reports accompanying the decisions are attached. Contact: Richard Woodford Committee Services Tel: Fax: richard.woodford@reading.gov.uk

2 DECISION BOOK ISSUE FEBRUARY SYRIAN VULNERABLE PERSON S RESETTLEMENT (SVPR) PROGRAMME INTEGRATION AND SUPPORT PROVISION DECISION LEAD COUNCILLOR(S) WARDS AFFECTED PAGE NO. 1. SYRIAN VULNERABLE PERSON S RESETTLEMENT (SVPR) PROGRAMME INTEGRATION AND SUPPORT PROVISION COUNCILLOR LOVELOCK BOROUGHWIDE 1 This report sets out the decision to award a one year contract of 31,662 to British Red Cross to manage the Integration and Support provision for the resettlement of individuals being accepted to live in Reading, through the Syrian Vulnerable Person s Resettlement (SVPR) Programme. The award is made under Standing Order 5) Exempt Contracts due to (d) The contract is required because there is genuine urgency in the sense of time constraints in letting the contract. There is a humanitarian need to bring refugee families into Britain as quickly as possible. These families are currently in refugee camps. The Government has committed funding through the Syrian Vulnerable Person s for 5 years and is pressing for local authorities to take refugees through the scheme as soon as possible. A full procurement will be undertaken for the service for future years. It is the decision of the Head of Customer Services, in consultation with the Leader of the Council that British Red Cross be awarded a contract of 31,662 for one year to provide and manage the Integration and Support for the resettlement of individuals being accepted to live in Reading, through the Syrian Vulnerable Person s Resettlement (SVPR) Programme. The award is made under Standing Order 5) Exempt Contracts due to (d) The contract is required because there is genuine urgency in the sense of time constraints in letting the contract. There is a humanitarian need to bring refugee families into Britain as quickly as possible. These families are currently in refugee camps. The Government has committed funding through the Syrian Vulnerable Person s for 5 years and is pressing for local authorities to take refugees through the scheme as soon as possible.

3 2. PROCUREMENT OF GENERAL OFFICE SUPPLIES AND STATIONERY DECISION LEAD COUNCILLOR(S) WARDS AFFECTED PAGE NO. 2. PROCUREMENT OF GENERAL OFFICE SUPPLIES AND STATIONERY COUNCILLOR LOVELOCK BOROUGHWIDE 6 This report sets out the decision to approve the award of a contract to Office Depot UK Ltd. The proposed contract is a direct call-off from the Framework Agreement established by the London Councils Supplies Group (LCSG) It is the decision of the Managing Director, in consultation with the Lead Councillor for Corporate Services to award a contract for the supply of Office Stationery to Office Depot UK Ltd for the period 1/4/2016 to 31/10/2018 with an estimated value of 125,000 ( 50,000 p.a.)

4 READING BOROUGH COUNCIL REPORT BY MANAGING DIRECTOR LEAD COUNCILLOR: COUNCILLOR LOVELOCK DATE: 19 FEBRUARY 2016 TITLE: SYRIAN VULNERABLE PERSON S RESETTLEMENT (SVPR) PROGRAMME INTEGRATION AND SUPPORT PROVISION SERVICE: POLICY WARDS: BOROUGHWIDE AUTHOR: CLARE MUIR TEL: JOB TITLE: POLICY AND VOLUNTARY SECTOR MANAGER Clare.muir@reading.gov.uk 1. EXECUTIVE SUMMARY 1.1 This report sets out the decision to award a one year contract of 31,662 to British Red Cross to manage the Integration and Support provision for the resettlement of individuals being accepted to live in Reading, through the Syrian Vulnerable Person s Resettlement (SVPR) Programme. 1.2 The award is made under Standing Order 5) Exempt Contracts due to (d) The contract is required because there is genuine urgency in the sense of time constraints in letting the contract. There is a humanitarian need to bring refugee families into Britain as quickly as possible. These families are currently in refugee camps. The Government has committed funding through the Syrian Vulnerable Person s for 5 years and is pressing for local authorities to take refugees through the scheme as soon as possible. 1.3 A full procurement will be undertaken for the service for future years. 1

5 2. DECISION 2.1 It is the decision of the Head of Customer Services, in consultation with the Leader of the Council that British Red Cross be awarded a contract of 31,662 for one year to provide and manage the Integration and Support for the resettlement of individuals being accepted to live in Reading, through the Syrian Vulnerable Person s Resettlement (SVPR) Programme. 2.2 The award is made under Standing Order 5) Exempt Contracts due to (d) The contract is required because there is genuine urgency in the sense of time constraints in letting the contract. There is a humanitarian need to bring refugee families into Britain as quickly as possible. These families are currently in refugee camps. The Government has committed funding through the Syrian Vulnerable Person s for 5 years and is pressing for local authorities to take refugees through the scheme as soon as possible. 3. POLICY CONTEXT 3.1 On 18 January 2016, Policy Committee agreed that the Council made an indicative offer to accept 3 families per year for 5 years under the Syrian Vulnerable Person Resettlement Programme, subject to review and that Council officers proceed with implementation plans in conjunction with other agencies including the voluntary and community sector and neighbouring local authorities where appropriate. 4. THE PROPOSAL (a) Current Position 4.1 Officers have formally notified the Home Office of the Council s offer and received the Home Office documentation setting out the Statement of Requirements of the scheme. 4.2 Home Office funding to local authorities under the scheme includes provision for management, integration and support. In the first year of arrival this is calculated at 35, Due to the urgent need to implement the programme the Council invited the voluntary sector organisations that are currently working with or for refugees in Reading, see table below, to provide first year costings against the Home Office Statement of Requirements for the programme, with a view to full procurement of services for delivery for years 2-5. British Red Cross Citizens Advice Reading Communicare Faith Mothertongue 2

6 Reading Community Learning Centre Reading Community Welfare Rights Reading Refugee Support Group St James Church 4.4 Two organisations sent in costings for providing management, support and integration. 4.5 The British Red Cross provided costings for all elements of the requirements, except for ESOL support, at a total cost of 31,662. Of the two organisations this was the lowest cost. 4.6 The other organisation provided costings for some elements of the specification but at a higher cost. 4.7 A third organisation submitted a proposal to provide a single area (ESOL support) of the provision required. (b) Options Proposed 4.8 It is proposed to award a one year contract of 31,662 to British Red Cross to manage the Integration and Support provision for the resettlement of individuals being accepted to live in Reading, through the Syrian Vulnerable Person s Resettlement (SVPR) Programme. 4.9 A full procurement will be undertaken for the service for future years. (c) Other Options Considered 4.10 To manage the integration and support in house. An operational lead would need to be identified to co-ordinate and deliver the day to day programme of support. However it is the officer view that the practical integration and support is best provided by the voluntary sector who are experienced and have access to networks to support beyond those provided for under the SVPR programme. 5. CONTRIBUTION TO STRATEGIC AIMS 5.1 The proposals in this report meet the Corporate Plan priorities: 1. Safeguarding and protecting those that are most vulnerable; 2. Providing the best start in life through education, early help and healthy living; 3. Providing homes for those in most need 5.2 They contribute to the Council s strategic aim to promote equality, social inclusion and a safe and healthy environment for all. 3

7 6. COMMUNITY ENGAGEMENT AND INFORMATION 6.1 We invited the voluntary sector organisations that are currently working with or for refugees in Reading to a meeting on 25 th January 2016 to discuss the Council s offer to participate in the Syrian Vulnerable Persons Resettlement programme and to explore how the Council and voluntary sector could work together to support these families. 6.2 Prior to meeting we sent out the weblink to the 18 th January Policy Committee report which set out the provisions of the Syrian Vulnerable Person Programme and the recommendation that RBC accept 3 families a year for 5 years through the scheme. We also sent out the Statement of Requirement from the Home Office on what was required from Local areas receiving Syrian refugees. 6.3 The meeting was well attended and various offers of support were made. For example St James Church have raised funds through their congregation to support refugees when they arrive. 6.4 We said at the meeting that we were keen for the voluntary sector to manage the Syrian Vulnerable Persons Resettlement scheme in Reading, to put to best use the many offers of assistance that are being made. 6.5 Following the meeting we sent out a specification of the activities/tasks that we were looking for from the organisation that would manage the scheme so that organisations interested in doing this could provide us with a costing. 7. EQUALITY IMPACT ASSESSMENT 7.1 Under the Equality Act 2010, Section 149, a public authority must consider whether the decision will or could have a differential impact on: racial groups; gender; people with disabilities; people of a particular sexual orientation; people due to their age; people due to their religious belief. 7.2 An Equality Impact Assessment on the decision to participate in the SVPR programme was provided to Policy Committee on 18 January 2016 (Minute 67 refers). 8. LEGAL IMPLICATIONS 8.1 The award is made under Standing Order 5) Exempt Contracts due to (d) The contract is required because there is genuine urgency in the sense of time constraints in letting the contract. There is a humanitarian need to bring refugee families into Britain as quickly as possible. These families are currently in refugee camps. The Government has committed funding through the Syrian Vulnerable Person s for 5 years and is pressing for local authorities to take refugees through the scheme as soon as possible. 4

8 9. FINANCIAL IMPLICATIONS 9.1 The costs of this contract will be met through the Government s Syrian Vulnerable Person s Resettlement (SVPR) Programme. The financial implications arising from the proposals set out in this report are set out below:- Revenue Implications Table 1 sets out the revenue implications. Table 1 Expenditure Income from: Government Grant Total Income Net Cost(+)/saving (-) 2016/ The net cost of the proposal will be funded from Corporate Support Services. A separate Cost code has been set up for the programme to account for spend and submit claims to the Home Office according to the financial arrangements set out by the Home Office. 9.2 As noted previously the Government Grant allocation for this area of expenditure is 35,000 and this will be used to finance the 32,000 for this contract. This will leave a balance of 3,000 to cover any contingencies. 10. BACKGROUND PAPERS 10.1 Policy Committee report 18 January Costings received from voluntary organisations 10.3 Assessment of costings against the Statement of Requirements 10.3 Notes of meeting with voluntary sector 25 th January

9 READING BOROUGH COUNCIL REPORT BY MANAGING DIRECTOR LEAD COUNCILLOR: COUNCILLOR LOVELOCK DATE: 19 FEBRUARY 2016 TITLE: PROCUREMENT OF GENERAL OFFICE SUPPLIES AND STATIONERY SERVICE: CORPORATE PROCUREMENT WARDS: BOROUGHWIDE AUTHOR: JOHN LITTLEFAIR TEL: JOB TITLE: PROCUREMENT AND PARTNERSHIPS MANAGER 1. EXECUTIVE SUMMARY 1.1 This report sets out the decision to approve the award of a contract to Office Depot UK Ltd. 1.2 The proposed contract is a direct call-off from the Framework Agreement established by the London Councils Supplies Group (LCSG) 2. DECISION 2.1 It is the decision of the Managing Director, in consultation with the Lead Councillor for Corporate Services to award a contract for the supply of Office Stationery to Office Depot UK Ltd for the period 1/4/2016 to 31/10/2018 with an estimated value of 125,000 ( 50,000 p.a.). 3. Current Position 3.1 The Council purchases a range of office supplies across all of its sites. For many years, the Council has operated a centrally procured contract that is mandated for use across the Council to benefit from efficiencies in management and to obtain the best prices based on aggregation of demand across the Council. 3.2 The contract is managed by the Corporate FM team. 6

10 3.3 The current stationery contract was originally let in 2008 following an open competitive tender exercise. The contract expired in 2011, but since then the Council has continued to buy the relevant materials on the same terms and prices as originally obtained on an annual rolling basis. Annual spend has been maintained well below the OJEU threshold. We have been reluctant to conduct a further full procurement exercise because of the cost and resource involved and have been seeking a suitable framework agreement to join for a longer term contract at better rates. 3.4 In 2013 we became aware of the London Council s Supplies Group (LCSG) Framework which was due to be re-let for a start date in We were unable to join the existing framework at that stage owing to the short remaining duration. Signing up to the LSCG contract is a very time efficient way of benefitting from much greater aggregated spend (c 20m for the LCSG compared with 200,000 for RBC alone over a 4 year period). 3.5 The eventual award of the LCSG framework was delayed and has now been made The Council has now fully evaluated the new contract and we are satisfied that the new contract will meet the Council s requirements. Benefits of the new contract include: Cost savings of approximately 35% on existing usage spend ( 30,000 p.a) Consolidated monthly invoicing reducing the time and resource involved in processing about 500 invoices per year. On-line ordering, allowing for greater central control and visibility of spend to drive further savings by optimising the use of generic and own brand products. 4. OTHER OPTIONS CONSIDERED The main alternatives to the proposed new contract are: Do nothing continue to purchase annually on existing terms and prices. Our current prices are significantly higher than the new LCSG contract Cease using office supplies altogether this is not feasible. Conduct a procurement exercise for a longer term Reading specific contract. The time and effort involved in an OJEU level procurement would be better spent on other projects with greater potential benefits. The relatively small volume of purchases that would be made by Reading in comparison to the LCSG group of Councils would inevitably lead to significantly higher prices. 5. CONTRIBUTION TO STRATEGIC AIMS To secure the most effective use of the Council s resources in delivery of high quality, best value public services. 7

11 6. COMMUNITY ENGAGEMENT AND INFORMATION Nil of this report. 7. EQUALITY IMPACT ASSESSMENT No Equalities Impact Assessment is required to support this decision. 8. LEGAL IMPLICATIONS The contract is a direct call-off from an OJEU compliant framework agreement. This is complaint with the Public Contracts Regulations It will be necessary to enter into a call-off contract with Office Depot UK Ltd. for the provision of general supply of office stationery. 9. FINANCIAL IMPLICATIONS The contract will provide about 30,000 per year saving (35%) based on existing volumes and product mix. There is a possibility that further savings will be achieved by shifting the product mix purchased to lower cost items within the new contract. Other areas of spend at the Council (such as high volume paper and printed envelopes) can also be purchased through the contract and may be able to provide further cost savings. These possibilities are being actively explored. The purchases are made from existing budgets for stationery and the proposed contract price can be met from existing revenue budgets. 10. BACKGROUND PAPERS Internal Contract Monitoring data Option appraisal Framework Agreement contract documents. 8