Use the search options at the bottom of the page to find information regarding recent decisions that have been taken by the council’s decision making bodies.
Forthcoming decisions to be taken by the Cabinet and Cabinet Members for the next 28 days and beyond can be found in the Notice of Decisions.
This contract is for the renewal of maintenance, services and software licenses for IBM hardware used by Surrey County Council (SCC).
The agreements are required whilst the SAP estate is in use and whilst the Council use Notebook and Analyst and the Trading Standards system. The SAP replacement program is underway but is unlikely to be completed in less than 2 years. The Analyst and Notes servers are required for at least a further 2 years although the trading standards system is being migrated to the cloud and will only require a maximum 1-year agreement.
There are three elements to this procurement:
1. Backup for SAP currently provided by Celerity (including Data back-up server software SAP on DB2 solution Tivoli Licensing a single supplier situation, and Flash Copy Manager) 2. IBM hardware storage – Storage Area Network (SAN) for SAP 3. IBM software – Lotus Domino renewal
The required products and services are only available from a single supplier/manufacturer. IBM do not provide the products and services directly, but work through partners. A suitable partner, Boxxe Limited (previously Software Box Limited), has been identified through a compliant procurement framework, provided by Health Trust Europe. The use of this framework and provider represents the most economically advantageous route to awarding this contract. |
Decision Maker: Deputy Chief Executive and Executive Director for Resources
Decision published: 05/10/2020
Effective from: 29/09/2020
Decision:
Decision made:
It was AGREED that:
1. a contract is awarded to Boxxe Limited under the HealthTrust Europe, ICT Solutions 2019 framework. |
Following Cabinet’s approval to convert the Council’s street lights to LED in October 2018, Officers have carried out the necessary work to agree the legal and commercial aspects of the Change Agreement and are now ready to proceed to the execution of the Deed of Variation to the PFI Contract.
Decision Maker: Head of Highways & Transport
Decision published: 05/10/2020
Effective from: 30/09/2020
Decision:
It was AGREED that:
1. To approve the final negotiated position with Surrey Lighting Services and authorise them to proceed with the change protocol with their subcontractor, Skanska, and the Principal Lender.
2. Subject to no material amendments as a result of the above process, the execution of the Deed of Variation and associated documents to enact the Street Lighting LED Conversion Programme.
Lead officer: Paul Wheadon
The purpose of this report is to inform a decision to progress a procurement process to select a 3rd party data archiving solution to store historic data that is currently held in the council’s corporate system, SAP. This is the system that the council uses to manage its business critical finance, procurement and HR & payroll processes.
The requirement to progress this procurement, including the indicative costs, was included within the Digital Business & Insights Full Business Case Cabinet report, which was approved at Cabinet in July 2020. The Cabinet report included a recommendation that this delegated officer decision will be required to progress this procurement by the Executive Director of Resources, in consultation with the Cabinet Member for Corporate Support and Cabinet Member for Resources.
A solution is required to archive historic data that needs to be retained by the council, but that will not be migrated to the recently procured Unit 4 corporate system, as part of the Digital Business & Insights programme. The Unit 4 system is currently in the process of being implemented with a target go-live date of December 2021.
The current SAP system contains approximately 16 years of historic data and a significant portion of this historic data needs to be retained and accessed for statutory and / or valid business reasons. However, the historic data is not required for the day-to-day running of the future organisation and it would be sub-optimal to migrate it to the new Unit 4 system, due to the impact on future storage costs and system performance. There is also a statutory requirement to ensure that data with privacy implications is deleted over time in line with retention policies for GDPR compliance.
A range of costs were gathered from potential suppliers via a Request for Information procurement process. The worst-case cost estimate, including council-side costs, of £285k for year one has been used to inform the decision to progress a formal procurement process. The business case financials will be updated based on firm costs received from the successful bidder at the completion of the procurement process prior to awarding the contract and starting the project.
The next step will be to complete the procurement process before delivering a project to implement the data archiving solution to go-live in 4th Quarter 2021/22. This go-live timing will follow the Unit ERP system go-live in December 2021 and will enable the council to decommission the existing SAP system.
Decision Maker: Deputy Chief Executive and Executive Director for Resources
Decision published: 05/10/2020
Effective from: 29/09/2020
Decision:
Decision made:
It was AGREED to:
1. Approve the business case to progress a procurement process to select a 3rd party data archiving solution.
2. Award the contract to the preferred bidder and implement the chosen data archiving solution following completion of the procurement process.
3. Note that a report will be brought back for a further delegated officer decision following completion of the procurement process, if the confirmed costs of the selected solution are 5% greater or less than the estimate included in this report.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
Reason for Decision:
Under Part 3 Section 21 of the Children & Families Act, 2014 the Local Authority and its partners have a statutory duty to keep special educational provision under review, including planning, commissioning and monitoring. In carrying out the duties in the Children & Families Act 2014, local authorities and others with responsibilities under that Act, are also covered by the Equality Act, 2010.
Developing and maintaining high quality specialist provision in Surrey is vital to ensure appropriate placements for the county’s most vulnerable children and young people who have complex SEND and require specialist educational provision.
The proposed schemes (SeeAnnex 1) ensure enough special school places are provided for secondary and Post 16 age children and young people who have Social, Emotional and Mental Health needs, Communication & Interaction needs and Cognition & Learning needs. These are the 3 need-types where long-term deficits in planned places have already been identified.
Increasing local specialist provision assures high quality teaching (through robust monitoring protocols) in Surrey’s Good and Outstanding provision as graded by Ofsted, value for money at a more equitable cost per learner, the development of social value opportunities as well as employment in local communities.
[The decisions on this item can be called in by the Children’s, Families, Lifelong Learning and Culture Select Committee]
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
Reason for Decision:
The development of the Community Project Fund (CPF) represents a significant and exciting opportunity for Surrey County Council (SCC) to invest in a meaningful and lasting way in communities, and for communities to drive projects that will make a real difference to where they live. Crucially the Fund fills a unique gap in the market for investment in truly resident and community-led projects to have a positive impact on the places in which they live.
The recommendations in this report will enable the Fund to be launched and to be delivered in a way that ensures the Fund is accessible to all, supports successful projects and that communities’ benefit.
[The decisions on this item can be called in by the Communities, Environment and Highways Select Committee]
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
See Minute 136/20
Reason for Decision:
See Minute 136/20
[The decisions on this item can be called in by the Communities, Environment and Highways Select Committee]
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
4. That provision for a contingency of £2m from the Council’s capital programme to support any project cost overruns should they arise be approved.
Reason for Decision:
[The decisions on this item can be called in by the Communities, Environment and Highways Select Committee]
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
1. That the procurement for Hyperconverged System Phase 2 be added to the 2020/21 Annual Procurement Forward Plan (APFP) in accordance with the Council’s Procurement and Contract Standing Orders be approved.
2. That where the first ranked tender for this project is within the +/-5% budgetary tolerance level, the relevant Executive Director, Director or Head of Service (as appropriate) be delegated authority to award such contracts.
Reason for Decision:
o Increasing hardware faults, in particular hard disk failures, caused by the current infrastructure reaching end of life;
o Capacity issues with the current infrastructure;
o Ability to make critical systems (e.g. Children’s, Finance, ERP) highly available.
[The decisions on this item can be called in by the Resources and Performance Select Committee]
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
Reason for Decision:
Through the council’s response to Covid-19 a number of the council’s organisational priorities have come into sharper focus, including themes such as a strong and prosperous economy; happy, healthy, connected and resilient communities; a greener future; and being a leading council. There is consensus that the 2030 Vision remains the right focus, but how we get there might need to change without losing the strong foundations that have been established over the past two years.
It is recommended that as part of the strategic reset a focus on these emerging priority areas will help the council to better prioritise its resources, refocus its transformation programme and ensure a stable provision of services going forward.
[The decisions on this item can be called in by the Resources and Performance Select Committee]
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
1. That the commissioning and procurement strategy developed by Strategic Network Resilience and Procurement teams so that a suitable contractor can be appointed to maintain and refurbish balancing ponds along the A31 and Blackwater Valley Relief Road (A331) be approved.
2. That delegated authority be given to the Executive Director for Environment, Transport & Infrastructure in consultation with the Cabinet Member for Transport to approve the contract award decision.
Reason for Decision:
We are requesting Approval to Procure for the Balancing Pond Term Contract to enable the refurbishment of essential highway drainage assets to ensure that they are performing as designed.
[The decisions on this item can be called in by the Communities, Environment and Highways Select Committee]
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
1. That the Council’s forecast revenue and capital budget positions for the year be noted.
2. That the transfer of the balance of the CV-19 funding (£1.9m) and amended revenue budget baseline as £1,019.7m be noted.
3. That the addition of the 20/21 contingency (£20.4m) to the Budget Equalisation Reserve be approved.
Reason for Decision:
This report is to comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for approval of any necessary actions.
[The decisions on this item can be called in by the Resources and Performance Select Committee]
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
Reason for Decision:
The Highways Service has successfully engaged contractors to deliver elements of its services on its behalf for many years, bringing together the strengths of both the public and private sector. The exact scope of services needs to be balanced against the cost of delivering these services, the management of a wide variety of associated risks and the need to employ the required skills when needed.
Officers have undertaken extensive research into what other authorities are doing in this area, the market’s capabilities to deliver the required services and the industry’s desire to enter into such contracts. This research has been overlaid with the Council’s objectives to not only continue to deliver highway maintenance activities, but also to transform delivery of highway and transport activities over the next 10 to 20 years.
[The decisions on this item can be called in by the Communities, Environment and Highways Select Committee]
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
That the five decisions taken by officers since the last meeting be noted.
Reason for decision:
To inform the Cabinet of decisions taken by officers under delegated authority.
[This decision is subject to call-in by the relevant Select Committee Chairman dependent on the recommendation.]
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
That the Cabinet Member update be noted.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
It was agreed that non-exempt information may be made available to the press and public, where appropriate.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
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 the relevant paragraphs of Part 1 of Schedule 12A of the Act.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
That the delegated decisions taken since the last meeting of the Cabinet be noted.
Reason for decision:
To inform the Cabinet of decisions taken by Cabinet Members, Strategic Investment Board and the Committee in Common subcommittee under delegated authority.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
RESOLVED:
That the Strategic Reset Group report be noted and recommendations agreed.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
There were none.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
One petition with 6,089 signatures had been received. It requested that the Council ‘Reverse cuts to Surrey Fire and Rescue Service’. The response to the petition was published as part of the supplementary agenda and on the petition’s website. Ms Emma Kennedy presented the petition.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
There were no public questions.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
There were five Member questions. The questions and responses were published as a supplement to the agenda.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
There were none.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
The Minutes of the meeting held on 21 July were approved as a correct record.
Decision Maker: Cabinet
Made at meeting: 29/09/2020 - Cabinet
Decision published: 30/09/2020
Effective from: 29/09/2020
Decision:
Apologies were received from Mr Colin Kemp.