Agenda, decisions and minutes
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Contact: Vicky Hibbert or Anne Gowing 020 8541 9938 Email: anne.gowing@surreycc.gov.uk
Media
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APOLOGIES FOR ABSENCE
Additional documents: Minutes: Apologies were received from Mrs Curran. |
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MINUTES OF PREVIOUS MEETING: 24 March 2015
Additional documents: Minutes: The minutes of the meeting held on 24 March 2015 was confirmed and signed by the Chairman.
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DECLARATIONS OF INTEREST
Additional documents: Minutes: There were none. |
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PROCEDURAL MATTERS
Additional documents: |
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Additional documents: Decision: A question was received from Mr Essex. The question and response is attached as Appendix 1. Minutes: A question was received from Mr Essex. The question and response is attached as Appendix 1.
Mr Essex said that he hoped that when the information was available, as much as possible should be released into the public domain and that he should be advised when this happened. This was agreed.
[Note: Since the meeting this information has now been made available and can be found as appendices to these minutes] |
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Additional documents: Decision: Questions from Mr Crews and Mr Catt were received. The questions and the responses are attached as Appendix 2.
Minutes: Questions from Mr Crews and Mr Catt were received. The questions and the responses are attached as Appendix 2.
Mr Crews asked why Surrey County Council was spending large sums of money to build the Eco park when, in his view, the current waste disposal programme was adequate.
Mr Catt asked if the Cabinet would demand independent evidence which supported the assertions of the report regarding the comparative technical risks to actual service delivery of the two options considered, and the actual risk to the balance of the DEFRA waste improvement grant, as he had already provided.
The Leader of the Council said that both questions would be addressed as part of the discussion on the Amendment to the Waste Contract to deliver the Waste Strategy (item 6) |
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Petitions
Additional documents: Minutes: No petitions were received. |
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Representations received on reports to be considered in private
Additional documents: Minutes: No representations were received. |
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Reports from Select Committees, Task Groups, Local Committees and other committees of the Council
Additional documents: Minutes: There were none. |
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Amendment to Waste Contract to deliver the Waste Strategy
Additional documents: Decision: 1. That all the necessary preconditions identified in the Cabinet report of 23 July 2013, as outlined in paragraphs 3 - 34 of the submitted report, have now been met.
2. That the assessment of the Director of Finance is that the cost of proceeding with the Waste Strategy, including the Eco Park, meets the value for money criterion and is the most affordable option available to the council.
3. That the council proceeds to issue the second Notice To Proceed (NTP2) in accordance with the contractual processes approved by Cabinet on 30 October 2013.
4. That the corporate revenue budget refresh in July 2015 will take into account the budgetary effect of delivering the Waste Strategy, including the Eco Park.
5. That the Strategic Director of Environment and Infrastructure puts in place the governance arrangements described in Annex 2 of the submitted report, and provides quarterly reports to the Cabinet Member for Environment and Planning and reports to Cabinet at key milestones by agreement between the Cabinet Member for Environment and Planning and the Leader of the Council. Reasons for Decisions:
To authorise development of the Eco Park, an essential part of the Waste Strategy and a priority for the council.
[The decisions on this item can be called in by the Environment and Transport Select Committee]
Minutes: Before handing over to the Cabinet Member for Environment and Planning to introduce the report, the Leader of the Council reminded Members that in October 2013, Cabinet had agreed to the terms of the Contract variation, subject to seven conditions being met.
The Cabinet Member for Environment and Planning then introduced the report on the amendment to the waste contract to deliver the Waste Strategy. He said that this was an important report and that he would give a detailed introduction to it. . He said that, in July 2013 the Cabinet took the decision to deliver the Surrey Waste Strategy, including the development of the Eco park by varying the council's long term contract with SITA. In agreeing to vary the Surrey Waste contract to deliver the Eco park, the Cabinet set out seven conditions that would need to be in place before they would consider building it and the Cabinet would need to be assured that all seven conditions had been met. Today’s report confirmed that all seven conditions have now been met. These conditions and are outlined in paragraphs 3 to 39 of the submitted report.
Taking each condition in turn:
· Condition 1 - the Director of Legal and Democratic Services must confirm that the contract documents for signature were consistent with terms which related to the recommendations in the report of July 2013 and with the requirements of the EU Public Procurement regulations. This condition was met in October 2013.
· Condition 2 - to divert the footpath to the North of the Eco park.
This condition was met on the 19 March 2014.
· Condition 3 - variation of planning permission to reflect the replacement of the gasification technology.
This condition was met on the 24 September 2014.
· Condition 4 - amendment required to the environment permit to reflect the replacement of the gasification technology.
This condition was met on 29 October 2014 when the Environment Agency issued the variation.
· Condition 5 - the fulfilment of outstanding planning conditions.
This condition was met when Surrey County Council’s Planning and Regulatory Committee approved these on the 13 March 2015 and this was subsequently implemented by SITA Surrey.
· Condition 6 - outlined in paragraphs 8 to 30 of the submitted report was that Surrey County Council’s Director of Finance would examine the final cost, decide if this represented Value for Money, was the lowest cost option and importantly, was it the most affordable within the council’s Medium Term Financial Plan.
The Director of Finance has confirmed that this condition has now been met. The assessment of the Director of Finance was based on advice from the Council’s external financial advisor, Deloitte and Technical Advisor, Mott Macdonald. It has demonstrated that the variation to the waste contract to deliver the waste strategy, including the Eco park, represented the best value for money for the residents of Surrey. It also represented overall Value for Money for the public sector and it represented the most affordable solution to the ... view the full minutes text for item 82/15 |
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Year End Financial Budget Outturn 2014/15
Additional documents: Decision: The report be noted, including the following:
1. That thee council achieved £13.0m underspend for 2014/15, as detailed in Annex 1, paragraph 3 of the submitted report. This includes £8.0m of carry forward requests for spending on planned service commitments that continue beyond 2014/15. Excluding the carry forward requests, the underspend was £5.0m (less than 1% of the council’s total expenditure budget of £1,675m). 3. That the council invested £199.3m through its capital programme in 2014/15, as set out in Annex 1, paragraphs 88 and 89 of the submitted report. 4. The council’s year end: balance sheet, reserves and balances and debt analysis, as detailed in Annex 1, Appendix 1, paragraphs App17 to App 21 of the submitted report. 5. That £1.8m school virement requests, reflecting grant adjustments, as set out in Annex 1, paragraph 12 of the submitted report, be approved. 6. That £8.0m revenue carry forward requests and transfer funding to the Budget Equalisation Reserve, as detailed in Annex 1, paragraph 4 and Annex 2 of the submitted report, be approved. 7. That £5.0m transfer of the remaining revenue underspend to the Budget Equalisation Reserve, as set out in Annex 1, paragraph 4 of the submitted report, be approved. 8. That a £30,000 allocation from the Central Income & Expenditure budget to Surrey Arts, as detailed in Annex 1, paragraph 60 of the submitted report, be approved. 9. That a £0.4m transfer of Revolving Infrastructure and Investment Fund net income back into the fund, as detailed in Annex 1, paragraph 76 of the submitted report, be approved. 10. That £17.8m of capital programme adjustments, comprising £17.5m net effect of schemes brought forward and carried forward and £0.3m of extended schemes, as detailed in Annex 1, paragraph 88 and Annex 2 of the submitted report, be approved. Reasons for Decisions: This report is presented: · to review and manage the budget outturn for the 2014/15 financial year in the context of a multi-year approach to financial management; and · to approve final carry forwards to enable on-going projects to continue. [The decisions on this item can be called in by the Council Overview and Scrutiny Committee]
Minutes: The Leader of the Council presented the Year End Financial Budget Outturn 2014/15 report, and said it wasa month earlier than for 2013/14 and two months earlier than in 2010. He congratulated the finance service on this achievement. He made the following points in relation to the Outturn Summary (revenue, efficiencies and capital): · Revenue underspend: £13.0m, mainly due to services keeping expenditure to budget, achieving some 2015/16 savings early and generating new income. · Efficiencies achieved: £74.1m against a target of £72.3m. This was the fifth consecutive year the Council had delivered over £60m of savings for Surrey’s residents. · Revenue carry forward requests totalling £8.0m, for spending on planned service commitments that continue beyond 2014/15. · Excluding carry forwards, the underspend is £5.0m, which was less than 0.5% of the council’s total expenditure. · Capital investment: £199.3m invested, including £7.8m in long term investment assets. · Capital adjustment requests totalling £17.5m, including: (i) prioritising nearly £9m schools schemes by bringing them forward; and (ii) ensuring nearly £6m is available to complete ongoing highways schemes and programmes. He said the County Council had Earmarked Reserves totalling £107.1m at 31 March 2015 (down from £128.6m at 1 April 2014) mainly from drawing on the Budget Equalisation Reserve, to smooth funding fluctuations between years and also General Balances totalling £21.3m at 31 March 2015 (the same as at 1 April 2014). As said at previous Cabinet meetings, he said that the Council continued to face demand growth and funding reductions and had four key drivers in place to ensure sound governance to manage the finances and provide Value for Money. These were: Keep any additional call on the council taxpayer to a minimum The 2014/15 revenue outturn was an underspend of £13.0m, (£5.0m after carry forwards) and he believed that this Cabinet’s commitment to tight financial management and the actions of managers had made 2014/15 the fifth consecutive year that the Council had a small underspend or a balanced budget. Continuously drive the efficiency agenda That, in 2014/15 services had achieved efficiencies of £74.1m against a target of £72.3m. Develop a funding strategy to reduce the council’s reliance on council tax and government grant income. That reducing longer term reliance on government grants and council tax was key to balancing the Council’s budget - the Revolving Infrastructure and Investment Fund had invested £7.8m and delivered £0.4m of net income. Continue to maximise our investment in Surrey Finally, he said that the County Council’s capital investment not only improved and maintained services in Surrey, it generated income and in 2014/15, £199.3m had been invested.
Other Cabinet Members were invited to highlight the key points and issues from their portfolios, and referred to the detail, as set out in the Annex to the submitted report.
RESOLVED:
The report be noted, including the following:
1. That the council achieved £13.0m underspend for 2014/15, as detailed in Annex 1, paragraph 3 of the submitted report. This includes £8.0m of carry forward requests for spending on planned service commitments that continue ... view the full minutes text for item 83/15 |
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Leadership Risk Register
Additional documents: Decision: That the content of the Surrey County Council Leadership Risk Register, as set out in Annex 1 of the submitted report, be noted and the control actions put in place by the Statutory Responsibilities Network be endorsed.
Reasons for Decisions:
To enable the Cabinet to keep Surrey County Council’s strategic risks under review and to ensure that appropriate action is being taken to mitigate risks to a tolerable level in the most effective way.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee]
Minutes: The Cabinet Member for Business Services said that the Surrey County Council Leadership Risk Register was presented to Cabinet each quarter and this report presented the Leadership Risk Register as at 31 March 2015. It captured the Council’s key strategic risks. To confirm that all strategic risks that faced the Council had been identified, the Cabinet had attended an informal risk workshop on 24 March, facilitated by the Director of Finance and attended by Strategic Directors and representatives of the Strategic Risk Forum.
Since it was last presented to Cabinet, it had been reviewed by the Audit and Governance Committee and other relevant bodies. Currently, there were 14 risks on the register, of which 13 had a high inherent risk level.
RESOLVED:
That the content of the Surrey County Council Leadership Risk Register, as set out in Annex 1 of the submitted report, be noted and the control actions put in place by the Statutory Responsibilities Network be endorsed.
Reasons for Decisions:
To enable the Cabinet to keep Surrey County Council’s strategic risks under review and to ensure that appropriate action is being taken to mitigate risks to a tolerable level in the most effective way. |
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Youth Justice Strategic Plan 2015 - 20
Additional documents: Decision: 1. That the Youth Justice Strategic Plan for 2015 – 2020 be endorsed and recommended to full County Council for approval.
2. That Surrey Youth Support Service and the wider partnership be congratulated on the outstanding performance and outcomes achieved in the youth justice arena.
3. That the exceptional political support and leadership provided be acknowledged, in particular by the Cabinet Member for Children and Families and the Leader of the Council, and which has contributed to the above performance and outcomes.
Reasons for Decisions:
The council has a duty under the Crime & Disorder Act 1998 to formulate a Youth Justice Plan setting out:
· how youth justice services in their area are to be provided and funded; and · how the youth offending team or teams established are to be composed and funded, · how they are to operate and what functions they are to carry out. The Youth Justice Strategic Plan 2015-2020 is designed to deliver a sustainable and effective youth justice system that enables improved outcomes and value for money for Surrey residents.
Minutes: The Cabinet Member for Children and Families highlighted the key points of this Plan for Cabinet and said that the refreshed Youth Justice Strategic Plan 2015 – 2020 covered a 5-year period and had been co-produced with Youth Justice Partnership Board (YJPB) members. It would be refreshed annually, reflecting any changes to the national and local youth justice landscape which impacted on the strategic priorities. These strategic priorities were:
· Prevent Youth Crime · Reduce Re-offending · Safeguard young people from harm · Protect the public from harm
In meeting the priorities, activity would include restorative justice approaches and the application of a clear safeguarding focus to prevent and reduce offending, improve victim satisfaction and raise public confidence.
She was pleased to report that Surrey had some of the most successful youth justice outcomes in England and Wales. For example, between April 2013 and 2014, Surrey had the lowest number of young people entering the criminal justice system for the first time per 100,000 of the population in England. This was a trend that had been established since 2011 through a strategic emphasis towards preventative and restorative interventions and meant that a Surrey young person was less likely to enter adulthood with a criminal record than anywhere else in the country.
Other Cabinet Members praised the achievements of Surrey’s Youth Support Service (YSS) and mentioned:
· The visit of HRH Earl of Wessex to High Ashurst. · The shared responsibility of YSS and Community Safety Partnerships and the need to ensure that local delivery plans were integrated and reflected the needs assessment of each Borough / District. · The use of restorative justice as a cornerstone of the approach to youth crime in Surrey.
RESOLVED:
1. That the Youth Justice Strategic Plan for 2015 – 2020 be endorsed and recommended to full County Council for approval.
2. That Surrey Youth Support Service and the wider partnership be congratulated on the outstanding performance and outcomes achieved in the youth justice arena.
3. That the exceptional political support and leadership provided be acknowledged, in particular by the Cabinet Member for Children and Families and the Leader of the Council, and which has contributed to the above performance and outcomes.
Reasons for Decisions:
The council has a duty under the Crime & Disorder Act 1998 to formulate a Youth Justice Plan setting out:
· how youth justice services in their area are to be provided and funded; and · how the youth offending team or teams established are to be composed and funded, · how they are to operate and what functions they are to carry out. The Youth Justice Strategic Plan 2015-2020 is designed to deliver a sustainable and effective youth justice system that enables improved outcomes and value for money for Surrey residents.
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Revision of Statement of Community Involvement (SCI)
Additional documents: Decision: That Cabinet recommends to full County Council the adoption of the revised Statement of Community Involvement (SCI).
Reasons for Decisions:
It is a statutory requirement to produce the SCI and to keep it up to date. The current SCI was adopted in 2006 and this revision takes account of changes in legislation and policy and the county planning authority’s commitment to making best use of electronic communication.
Minutes: The Cabinet Member for Environment and Planning said that the Statement of Community Involvement (SCI) was the County Council’s public statement of how it engaged with the public and consultees on planning applications and planning policy documents, and that it was a statutory requirement to produce the SCI and to keep it up to date. He also drew attention to the Equalities Impact Assessment, Annex 2 to the submitted report.
RESOLVED:
That Cabinet recommends to full County Council the adoption of the revised Statement of Community Involvement (SCI).
Reasons for Decisions:
It is a statutory requirement to produce the SCI and to keep it up to date. The current SCI was adopted in 2006 and this revision takes account of changes in legislation and policy and the county planning authority’s commitment to making best use of electronic communication.
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Customer Promise - The Council's commitment to delivering Excellent Service
Additional documents: Decision: That the new Customer Promise and the proposed steps to embed it into the organisation to improve ‘Resident Experience’ be endorsed.
Reasons for Decisions:
To maintain and improve customer service across the Council for the benefit of Surrey residents.
[The decisions on this item can be called in by the Communities Select Committee]
Minutes: On 10 February 2015 County Council approved the Corporate Strategy and agreed that focusing on ‘Resident Experience’ was one of the organisation’s three strategic goals.
The Cabinet Member for Community Services said that to better define Resident Experience, the Council had conducted comprehensive research including speaking to staff, Members and customers about what they thought were the most important principles behind excellent customer service and this had been used to create the Council’s new Customer Promise.
Four principles had emerged as being most important to people: · Treating people in the right way · Making it easy · Keeping people informed · Getting it right
These principles had been used to create the new Customer Promise.
The Leader of the Council said that this was an important document and that the Council had listened to staff and customers in relation to customer service.
RESOLVED:
That the new Customer Promise and the proposed steps to embed it into the organisation to improve ‘Resident Experience’ be endorsed.
Reasons for Decisions:
To maintain and improve customer service across the Council for the benefit of Surrey residents.
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Procurement of Electricity and Gas Supplies for 2016 - 2020
Additional documents: Decision: 1. That Surrey County Council commits to the energy purchasing contracts through the LASER Flexible Framework for the provision of electricity and gas supplies to commence on 1October 2016 and to run until September 2020 on a rolling 2 year basis for the energy requirements of the council and in respect of participating schools following the receipt of appropriate warranties.
2. That SCC adopts, as part of the LASER framework, a mixed basket of Purchase in Advance (PIA), Purchase within Period (PWP), Fully Managed Service, Procurement Only Service and other purchase options as may be deemed suitable to manage energy price risk as appropriate to the needs of the end users and the nature of the energy supply.
3. That authority be delegated to the Head of Procurement and Commissioning and Chief Property Officer, in consultation with the Cabinet Member for Business Services totake necessary procurement decisions and award new contracts from 1 October 2016 to September 2020 on a rolling two year basis through the framework agreement for the supply of electricity and gas under a flexible procurement.
4. That SCC makes use of the added value services available from framework suppliers to LASER customers, such as data collection from automated meters, where it is cost effective to do so.
Reasons for Decisions:
A compliant Official Journal of the European Union (OJEU) tender process has recently been completed by LASER, resulting in 2 new contracts being awarded for Electricity and Gas supplies, permitting access by other public sector organisations from 1 October 2016 to 30 September 2020. The suppliers on the framework are Npower for electricity and Total Gas & Power Ltd for gas. Using the LASER framework for 2016-2020 will provide continuity for sites and best value for money for the council following a thorough options appraisal. A rolling two year commitment is preferred to a four year commitment as it affords the council more flexibility.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee]
Minutes: Approval from Cabinet was sought to commit to flexible energy purchasing contracts through the LASER (Local Authorities in South East Region) framework for the provision of electricity and gas supplies on a rolling two year basis, to commence on 1 October 2016. The report provided details of the procurement process, including the results of the options appraisal, and demonstrated why the recommended contract award would deliver best value for money.
The Cabinet Member for Business Services said that the suppliers on the LASER framework were Npower for electricity and Total Gas & Power Ltd for gas. Several options had been considered in the process and option 6 – to procure via Central Purchasing Bodies had been selected.
She also drew Cabinet’s attention to the fact that the Council had procured electricity and gas through LASER since 2009 and that over the last four years, £2.7m savings had been achieved.
Finally, she said that this was a flexible framework for the provision of electricity and gas supplies and that efficiency savings of £0.8m had been built into the Medium Term Financial Plan for 2015/16.
The Leader of the Council requested that this contract was scrutinised, on an annual basis, by the Council Overview and Scrutiny Committee.
RESOLVED:
1. That Surrey County Council commits to the energy purchasing contracts through the LASER Flexible Framework for the provision of electricity and gas supplies to commence on 1October 2016 and to run until September 2020 on a rolling 2 year basis for the energy requirements of the council and in respect of participating schools following the receipt of appropriate warranties.
2. That SCC adopts, as part of the LASER framework, a mixed basket of Purchase in Advance (PIA), Purchase within Period (PWP), Fully Managed Service, Procurement Only Service and other purchase options as may be deemed suitable to manage energy price risk as appropriate to the needs of the end users and the nature of the energy supply.
3. That authority be delegated to the Head of Procurement and Commissioning and Chief Property Officer, in consultation with the Cabinet Member for Business Services totake necessary procurement decisions and award new contracts from 1 October 2016 to September 2020 on a rolling two year basis through the framework agreement for the supply of electricity and gas under a flexible procurement.
4. That SCC makes use of the added value services available from framework suppliers to LASER customers, such as data collection from automated meters, where it is cost effective to do so.
Reasons for Decisions:
A compliant Official Journal of the European Union (OJEU) tender process has recently been completed by LASER, resulting in 2 new contracts being awarded for Electricity and Gas supplies, permitting access by other public sector organisations from 1 October 2016 to 30 September 2020. The suppliers on the framework are Npower for electricity and Total Gas & Power Ltd for gas. Using the LASER framework for 2016-2020 will provide continuity for sites and best value for money for the ... view the full minutes text for item 88/15 |
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Additional documents: Decision:
1. Following receipt of indicative tenders, the suppliers named in the report be accepted onto the Dynamic Purchasing System (DPS) for Social Care and Accredited Learning Training Services.
2. That authority be given to establish the DPS for an initial period of two years, with a possible extension of up to a further two years if the procurement approach continues to demonstrate value for money.
3. That authority be delegated to the Head of Procurement, together with the Cabinet Member for Business Services to further admit new suppliers, in accordance with the criteria laid out in the terms of the DPS, during the life of the agreement, which will not exceed four years in total.
4. Individual contracts be awarded through the DPS following a further competition, at which stage suppliers will have the opportunity to refine their offer and costs within the terms and conditions already agreed.
Reasons for Decisions:
The implementation of the Care Act is having a significant impact in the way Social Care staff work, and on their training needs to ensure compliance with the Act. In order to support its staff, the Council must provide innovative and flexible training ensuring they have the skills and knowledge to meet these challenges.
The existing contracts under which Social Care and Accredited Learning Training are delivered will expire on 7 June 2015. A full tender process, in compliance with the requirements of Public Contracts Regulations 2006 and the Council’s Procurement Standing Orders has been completed, and the recommendations provide best value for money and will ensure that contracts are awarded that meet the need.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee]
Minutes:
Introducing the report, the Cabinet Member for Business Services said that a Dynamic Purchasing System (DPS) was similar to a framework agreement, in which providers confirmed at the time of application that they would comply with the terms of the DPS and any call-off contract terms published at that time, in order to be accepted onto the supplier list. The DPS also provided additional benefit over a Framework arrangement by allowing Suppliers to join at any point during the duration of the DPS.
This report sought approval to establish a DPS, and accept indicative tenders for the provision of Social Care and Accredited Learning Training Services that were specifically targeted for staff in Adult Social Care and Children, Schools and Families. This training was currently delivered through contracts which will expire on 7 June 2015.
The Cabinet Member also said that the DPS would be available for use by Surrey’s Boroughs and Districts, the Clinical Commissioning Groups, East Sussex County Council (and all its Districts, Boroughs and Health Authorities) and colleagues from the Police, Ambulance and Fire Services and that performance would be monitored through a series of key performance indicators.
Finally, she said that financial and value for money information was set out in a separate report for discussion in the Part 2 section of the meeting.
RESOLVED:
1. Following receipt of indicative tenders, the suppliers named in the report be accepted onto the Dynamic Purchasing System (DPS) for Social Care and Accredited Learning Training Services.
2. That authority be given to establish the DPS for an initial period of two years, with a possible extension of up to a further two years if the procurement approach continues to demonstrate value for money.
3. That authority be delegated to the Head of Procurement, together with the Cabinet Member for Business Services to further admit new suppliers, in accordance with the criteria laid out in the terms of the DPS, during the life of the agreement, which will not exceed four years in total.
4. Individual contracts be awarded through the DPS following a further competition, at which stage suppliers will have the opportunity to refine their offer and costs within the terms and conditions already agreed.
Reasons for Decisions:
The implementation of the Care Act is having a significant impact in the way Social Care staff work, and on their training needs to ensure compliance with the Act. In order to support its staff, the Council must provide innovative and flexible training ensuring they have the skills and knowledge to meet these challenges.
The existing contracts under which Social Care and Accredited Learning Training are delivered will expire on 7 June 2015. A full tender process, in compliance with the requirements of Public Contracts Regulations 2006 and the Council’s Procurement Standing Orders has been completed, and the recommendations provide best value for money and will ensure that contracts are awarded that meet the need.
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Provision of Special Educational Needs Home to School Transport - award of contract
Additional documents: Decision: 1. ‘Sole Provider’ contracts for home-to-school transport, commencing on 1 August 2015, be awarded for provision of transport to the following school by the named supplier:
· Portesbery School – AMK Chauffeur Drive Ltd (11 routes) 2. ‘Individual’ contracts for home-to-school transport, commencing on 1 August 2015, be awarded for provision of transport to the following school by the named suppliers:
· Gosden House School – AMK Chauffeur Drive Ltd (15 routes) · Gosden House School – Waverley Hoppa Community Transport (4 routes) The proposed contracts will be for a five year period, with the option to extend for further for two years if deemed necessary.
Reasons for Decisions:
Pupils with special educational needs often want consistency from their operator – the same driver, same escort and same vehicle, on time, each day. Parents want to know the driver will show compassion, patience and care towards their child, and know how to deal with their child’s specific needs (anything from autism and severe learning or behavioural difficulties, to physical disabilities). Both schools have reported these benefits from the current Sole Provider contracts, of which AMK Ltd. is one of the incumbent providers.
The forecast savings for Financial Year 2015/16 are £127,000. The full year forecast savings are £184,000.
To summarise the objectives:
[The decisions on this item can be called in by either the Council Overview and Scrutiny Committee or the Children and Education Select Committee]
Minutes: The Cabinet Member for Schools and Learning informed Cabinet that, within Surrey, approximately 2700 children were transported daily to 23 special schools in the county and that a proportion of this requirement was currently covered by Sole Provider contracts, some of which expire on 31 July 2015.
Approval was being sought to award two contracts for the provision of home-to-school transport services to AMK Chauffeurs Ltd and Waverley Hoppa Community Transport starting on 1 August 2015, for a five year period with the option to extend up to a further two years, to two schools; Portesbery School and Gosden House School. The savings of these new contracts were expected to be £184,000 in a full financial year.
The importance of consistency from the operators was stressed because parents and pupils with special educational needs wanted the same driver, escort and vehicle at the same time, each day.
The Cabinet Member said that, due to the commercial sensitivity involved in the award of the contract, the details of the evaluation process and scores, as well as full financial details were included as confidential information for discussion later in the meeting.
Finally, the Cabinet Member for Highways, Transport and Flooding drew attention to paragraph 18 of the report, relating to TUPE and requested that it should be noted that any decision would be subject to TUPE costs once they were understood.
RESOLVED:
1. ‘Sole Provider’ contracts for home-to-school transport, commencing on 1 August 2015, be awarded for provision of transport to the following school by the named supplier:
· Portesbery School – AMK Chauffeur Drive Ltd (11 routes) 2. ‘Individual’ contracts for home-to-school transport, commencing on 1 August 2015, be awarded for provision of transport to the following school by the named suppliers:
· Gosden House School – AMK Chauffeur Drive Ltd (15 routes) · Gosden House School – Waverley Hoppa Community Transport (4 routes) The proposed contracts will be for a five year period, with the option to extend for further for two years if deemed necessary.
Reasons for Decisions:
Pupils with special educational needs often want consistency from their operator – the same driver, same escort and same vehicle, on time, each day. Parents want to know the driver will show compassion, patience and care towards their child, and know how to deal with their child’s specific needs (anything from autism and severe learning or behavioural difficulties, to physical disabilities). Both schools have reported these benefits from the current Sole Provider contracts, of which AMK Ltd. is one of the incumbent providers.
The forecast savings for Financial Year 2015/16 were £127,000. The full year forecast savings were £184,000.
To summarise the objectives:
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LEADER / DEPUTY LEADER / CABINET MEMBER DECISIONS TAKEN SINCE THE LAST CABINET MEETING
Additional documents: Decision: That the decisions taken by Cabinet Members since the last meeting, as set out in Annex 1o f the submitted report, be noted.
Reasons for Decisions:
To inform the Cabinet of decisions taken by Cabinet Members under delegated authority.
Minutes: The Cabinet Member for Community Services drew attention to the decision that she had taken on 27 March 2015, in relation to the Community Buildings Grant Scheme and said that she was delighted that the County Council could award these grants to those Surrey Boroughs and Districts who were in the tripartite grant scheme.
RESOLVED:
That the decisions taken by Cabinet Members since the last meeting, as set out in Annex 1of the submitted report, be noted.
Reasons for Decisions:
To inform the Cabinet of decisions taken by Cabinet Members under delegated authority.
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EXCLUSION OF THE PUBLIC
Additional documents: Decision: RESOLVED that under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information under paragraph 3 of Part 1 of Schedule 12A of the Act.
PART TWO – IN PRIVATE
THE FOLLOWING ITEMS OF BUSINESS WERE CONSIDERED IN PRIVATE BY THE CABINET. SET OUT BELOW IS A PUBLIC SUMMARY OF THE DECISIONS TAKEN.
Minutes: RESOLVED that under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting during consideration of the following items of business on the grounds that they involve the likely disclosure of exempt information under paragraph 3 of Part 1 of Schedule 12A of the Act.
PART TWO – IN PRIVATE
THE FOLLOWING ITEMS OF BUSINESS WERE CONSIDERED IN PRIVATE BY THE CABINET. SET OUT BELOW IS A PUBLIC SUMMARY OF THE DECISIONS TAKEN.
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Establishing a Dynamic Purchasing System and Acceptance of Indicative Tenders for the provision of Social Care and Accredited Learning Training
Decision: 1. Following receipt of indicative tenders, the suppliers named in the report be accepted onto the Dynamic Purchasing System (DPS) for Social Care and Accredited Learning Training Services.
2. That authority be given to establish the DPS for an initial period of two years, with a possible extension of up to a further two years if the procurement approach continues to demonstrate value for money.
3. That authority be delegated to the Head of Procurement, together with the Cabinet Member for Business Services to further admit new suppliers, in accordance with the criteria laid out in the terms of the DPS, during the life of the agreement, which will not exceed four years in total.
4. That individual contracts be awarded through the DPS following a further competition, at which stage suppliers will have the opportunity to refine their offer and costs within the terms and conditions already agreed.
Reasons for Decisions:
The implementation of the Care Act is having a significant impact in the way Social Care staff work, and on their training needs to ensure compliance with the Act. In order to support its staff, the Council must provide innovative and flexible training ensuring they have the skills and knowledge to meet these challenges.
The existing contracts under which Social Care and Accredited Learning Training are delivered will expire on 7 June 2015. A full tender process, in compliance with the requirements of Public Contracts Regulations 2006 and the Council’s Procurement Standing Orders has been completed, and the recommendations provide best value for money and will ensure that contracts are awarded that meet the need.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee]
Minutes: The Cabinet Member for Business Services introduced the report, which contained the financial and Value for Money information relating to item 13. She said that the full details of the individual contract values during the life of the Dynamic Purchasing System were not known at this stage because these would be subject to a further mini-competition.
RESOLVED:
1. Following receipt of indicative tenders, the suppliers named in the report be accepted onto the Dynamic Purchasing System (DPS) for Social Care and Accredited Learning Training Services.
2. That authority be given to establish the DPS for an initial period of two years, with a possible extension of up to a further two years if the procurement approach continues to demonstrate value for money.
3. That authority be delegated to the Head of Procurement, together with the Cabinet Member for Business Services to further admit new suppliers, in accordance with the criteria laid out in the terms of the DPS, during the life of the agreement, which will not exceed four years in total.
4. That individual contracts be awarded through the DPS following a further competition, at which stage suppliers will have the opportunity to refine their offer and costs within the terms and conditions already agreed.
Reasons for Decisions:
The implementation of the Care Act is having a significant impact in the way Social Care staff work, and on their training needs to ensure compliance with the Act. In order to support its staff, the Council must provide innovative and flexible training ensuring they have the skills and knowledge to meet these challenges.
The existing contracts under which Social Care and Accredited Learning Training are delivered will expire on 7 June 2015. A full tender process, in compliance with the requirements of Public Contracts Regulations 2006 and the Council’s Procurement Standing Orders has been completed, and the recommendations provide best value for money and will ensure that contracts are awarded that meet the need.
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Provision of Special Educational Needs Home to School Transport - award of contract
Decision: 1. That a 5 year fixed term and annual fixed price contract be awarded to AMK Chauffeur Drive Ltd at an estimated annual value, as set out in the submitted report, for the provision of home-to-school transport, to commence on 1 September 2015, for 26 routes to the following schools: · PORTESBERY SCHOOL · GOSDEN HOUSE SCHOOL
For years six and seven, the contract may be extended annually at the discretion of the Council, at pricing to be agreed between the parties. 2. That a 5 year fixed term and annual fixed price contract be awarded to Waverley Hoppa Community Transport Ltd at an estimated annual value, as set out in the submitted report, for the provision of home-to-school transport, to commence on 1 September 2015, for 4 routes to the following school: · GOSDEN HOUSE SCHOOL For years six to seven, the contracts may be extended annually at the discretion of the Council, at pricing to be agreed between the parties.
Reasons for Decisions:
A full tender process, in compliance with the requirement of EU Procurement Legislation and Procurement Standing Orders, through Lot 2 of the Client Service Dynamic Purchasing System has been completed, and the recommendations ensure the continuation of valued services for the children, their families and the schools as well as delivering increased value for money to the council.
[The decisions on this item can be called in by either the Council Overview and Scrutiny Committee or the Children and Education Select Committee]
Minutes: The Cabinet Member for Schools and Learning commended this Part 2 report, which contained the financial and Value for Money information relating to item 14.
RESOLVED:
1. That a 5 year fixed term and annual fixed price contract be awarded to AMK Chauffeur Drive Ltd at an estimated annual value, as set out in the submitted report, for the provision of home-to-school transport, to commence on 1 September 2015, for 26 routes to the following schools: · PORTESBERY SCHOOL · GOSDEN HOUSE SCHOOL
For years six and seven, the contract may be extended annually at the discretion of the Council, at pricing to be agreed between the parties. 2. That a 5 year fixed term and annual fixed price contract be awarded to Waverley Hoppa Community Transport Ltd at an estimated annual value, as set out in the submitted report, for the provision of home-to-school transport, to commence on 1 September 2015, for 4 routes to the following school: · GOSDEN HOUSE SCHOOL For years six to seven, the contracts may be extended annually at the discretion of the Council, at pricing to be agreed between the parties.
Reasons for Decisions:
A full tender process, in compliance with the requirement of EU Procurement Legislation and Procurement Standing Orders, through Lot 2 of the Client Service Dynamic Purchasing System has been completed, and the recommendations ensure the continuation of valued services for the children, their families and the schools as well as delivering increased value for money to the council.
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Property Transactions
Decision: 1. That the sale of the property and land, as outlined on the attached plan in Annex 1, and as detailed the submitted report be approved.
2. That a 5% variation in the agreed sale price to reflect possible changes and circumstances as a result of the ongoing due diligence process be delegated to the Strategic Director for Business Services, in consultation with the Cabinet Member for Business Services and the Leader of the Council.
Reasons for Decisions:
The sale of the land and property is required to contribute towards the County Council’s Investment Strategy and to dispose of land no longer required for service delivery nor capable of generating significant income.
[The decisions on this item can be called in by the Council Overview and Scrutiny Committee]
Minutes: The Associate Cabinet Member for Assets and Regeneration asked for Cabinet approval to authorise the sale of the property and adjoining land in the Leatherhead area to support the County Council’s Investment Strategy. He confirmed that it was no longer required for service delivery nor capable of generating significant income.
RESOLVED:
1. That the sale of the property and land, as outlined on the attached plan in Annex 1, and as detailed the submitted report be approved.
2. That a 5% variation in the agreed sale price to reflect possible changes and circumstances as a result of the ongoing due diligence process be delegated to the Strategic Director for Business Services, in consultation with the Cabinet Member for Business Services and the Leader of the Council.
Reasons for Decisions:
The sale of the land and property is required to contribute towards the County Council’s Investment Strategy and to dispose of land no longer required for service delivery nor capable of generating significant income.
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PUBLICITY FOR PART 2 ITEMS
Additional documents: Minutes: That non-exempt information relating to items considered in Part 2 of the meeting may be made available to the press and public, if appropriate.
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