Agenda and minutes

That the notes of the meeting held on 29 January 2020 be approved.

That the oral report of the Leader of the Council giving an update on a range of issues including Storm Ciara, followed swiftly by Storm Dennis causing high winds and localised flooding; Staffordshire Day on May 1^st; and the announcement from the Prime Minister on the go ahead of HS2; be noted.

That the minutes of the meeting of the Property Sub-Committee held on 5 February 2020 be received.

Cabinet Member for Commercial

Reasons for the Decision – To procure waste transfer facilities to which East Staffordshire Borough Council (ESBC) will deliver both General Waste and Recyclable Waste, and from where the waste will be transferred to various treatment facilities.

Decision – That delegated authority be delegated to the Director for Economy, Infrastructure and Skills to:

(i) Run a procurement process for the value indicated in the report, including both Lot 1 and Lot 2: and

(ii) Agree, finalise, execute and enter into the contract for Lot 1 with the successful

bidder; and

(iii) In the event that ESBC elect not to dispose of their Recyclable Waste, to step into, execute and formally enter into the contract awarded under Lot 2, and manage and deal with any other direct or indirect implications arising from such a change initially between ESBC and the successful service provider.

Cabinet Member for Commercial

Reasons for the Decision – To procure a multi-provider Framework Agreement for the provision and installation of PVC-u Windows, aluminium doors and ancillary work to commence on 1 May 2020 or as soon as possible thereafter.

Decision – (a) That the Council concludes its regulated procurement in line with the Public Contracts Regulations 2015 for the Framework Agreement for the Provision and Installation of PVC-U Windows, Aluminium Doors and Ancillary Work (Non-Domestic), in readiness for an agreement commencement of 1 May 2020 or as soon as possible thereafter.

(b) That, following the conclusion of the procurement, the Director of Corporate Services given delegated authority to approve;

(i) the Framework Agreement to be awarded and entered with the successful tenderers to the Framework Agreement;

(ii) all subsequent call-off contracts under the Framework Agreement to be awarded and entered into with the successful providers under this Framework Agreement;

(iii) any novation of the Framework Agreement and call-off contracts to new providers or variations to the terms of the Framework Agreement or call-off contracts, in accordance with the Public Contract Regulations 2015; and

(iv) the 1-year extension to the Framework Agreement in accordance with the terms of the Framework Agreement (if applicable).

Cabinet Member for Commercial

Reasons for the Decision – To procure a multi-provider Framework Agreement split into 3 separate lots – minor works construction / mechanical heating services / electrical services to commence on 1 May 2020 or as soon as possible thereafter.

Decision – (a) That the Council concludes its regulated procurement in line with the Public Contracts Regulations 2015 for the Framework Agreement for the Supply of Planned & Reactive Maintenance & Minor Works, in readiness for an agreement commencement of 1 May 2020;

(b) That, following the conclusion of the procurement, delegated authority be given to the Director of Corporate Services to approve:

(i) the Framework Agreement to be awarded and entered with the successful tenderers to the Framework Agreement;

(ii) all subsequent call-off contracts under the Framework Agreement to be awarded and entered into with the successful providers under this Framework Agreement;

(iii) any novation of the Framework Agreement and call-off contracts to new providers or variations to the terms of the Framework Agreement or call-off contracts, in accordance with the Public Contract Regulations 2015; and

(iv) the 1-year extension to the Framework Agreement in accordance with the terms of the Framework Agreement (if applicable).

Cabinet Member for Commercial

Reasons for the Decision – To procure a multi-provider Framework Agreement split into 3 separate lots – Office Furniture/Educational Furniture/Library Furniture.

Decision –(a) That the Council concludes its regulated procurement in line with the Public Contract Regulations 2015 for the Furniture Framework Agreement for the provision of office, educational and library furniture.

(b) That, following the procurement process, the successful suppliers be appointed to the framework agreement for the period 1July 2020 to 30 June 2022 and that, dependent on the quality of their delivery (to be determined on or before June 2022), that one or both of the 12-month contract extensions be implemented to a final contract end date of 30June 2024.

(c) That following the procurement process, John Tradewell (Director of Corporate Services) be given Delegated Authority to approve the initial awards to the successful providers to the Framework, agree and execute the formal terms of the Furniture Framework Agreement, approve all subsequent awards of contracts and spends under this Framework and (if applicable) approve the 2 -year extensions to the Framework in its 3rd and 4th year up to the total value set out in the report and not exceeding that value in total over the entire period of the Furniture Framework Agreement.

Cabinet Member for Highways and Transport

Reasons for the Decision – To approve the arrangements for the contract award to Dynamic Purchasing System (DPS) for the provision of Local Service Transport within Staffordshire for the period 1 April 2020 to 31 March 2039.

Decision – That the County Council facilitates a DPS for the period of 1 April 2020 to 31 March 2039 to be able to procure Local Bus Services as and when required.

(NOTE: At present there is an annual budgeted spend of £1.2m on local bus services, of which £0.7m is from a Department for Transport grant. The latter is confirmed to the Council on an annual basis, so may change over the DPS period in line with any central government policy change. Section 106 funds may in addition be drawn down in line with those individual commitments. It is not envisaged that annual spend from S106 funds would exceed more than £0.8m albeit this is subject to variation).

Deputy Leader and Cabinet Member for Health, Care and Wellbeing and Cabinet Member for Children and Young People.

Reasons for the Decision – To consider options for the development of an integrated future model of carers services.

Decision – (a) That the future model of carers services, as detailed in the report, be approved.

(b) That the preferred option A for provision of carers services, as detailed in the report, be approved.

(c) That the commencement of a competitive tender process to procure the commissioned element of Option A, as detailed in the report, be approved.

(d) That approval for the contract to be awarded and entered in to with the successful provider(s), following the competitive tender process, be delegated to the Director for Health and Care and the Director for Families and Communities.

Cabinet Member for Communities

Reasons for the Decision – To consider an update on Staffordshire County Council’s library offer, and proposals for the future direction and strategy for Staffordshire’s Library Service 2020-2025.

Decision – (a) That the range of activity which takes place across Staffordshire Libraries and the value that this activity delivers within communities be noted.

(b) That the reviewed support package for the community managed library model which will enable the sustainability of the Community Managed Libraries and support their work within communities, be endorsed and agreed.

(c) That the key milestones, as detailed in paragraph 70 of the report, be agreed.

Cabinet Member for Economic Growth

Reasons for the Decision – To consider the geographical scope and functions of the Trent-Sow Parklands and Cannock Chase AONB HS2 Group, its achievements to date and the completion of its first key piece of work: the Design Guide for HS2 Part 1 – Design Principles.

Decision – (a) That the work to date in petitioning to secure the creation of the Review

Group, as described in the report, be noted.

(b) That the design principles developed to help mitigate the impacts of HS2 on protected landscapes in the project area be noted and endorsed.

Leader of the Council and Cabinet Member for Finance

Reasons for the Decision – To consider an overview of the County Council’s progress, performance and financial position in delivering against the Strategic Plan and Delivery Plan.

Decision – That the report be received.

Decision – That the following decisions taken by Cabinet Members under delegated powers be noted:

The Forward Plan of Key Decisions for the period 18 March to 15 July 2020, which detailed the following issues, was approved:

Decision – That the public be excluded from the meeting for the following items of business which involve the likely disclosure of exempt information as defined in the paragraphs of Part 1 of Schedule 12A (as amended) of Local Government Act 1972 indicated below.

(Exemption paragraph 3)

Cabinet Member for Commercial

(Exemption paragraph 3)

Reasons for the Decision – To consider entering into a construction contract for a new health facility at the former Greenwood House site in Burntwood, subject to confirmation from NHS England that they will underwrite the Council’s expenditure.

Decision – That the recommendations contained in the report be approved.

Note by Clerk:  The Cabinet, at their meeting on 18 July 2018, resolved as follows:

(a) That the redevelopment of the council-owned Greenwood House site in Burntwood to provide a new purpose-built health centre, with adjoining pharmacy unit and associated parking, through a long term lease; the terms of which be delegated to the Property Sub Committee for approval, be agreed.