Agenda, decisions and minutes

Cabinet - Wednesday 22 July 2020 10.00 am

Venue: Virtual Meeting - Web ex meeting. View directions

Contact: Jo Moore 

Items
No. Item

1.

Apologies

To note any apologies for absence.

Minutes:

No apologies.

1a

Agenda Pack pdf icon PDF 16 MB

2.

Minutes pdf icon PDF 216 KB

To confirm the minutes of the meeting held on 17 June 2020 (minutes attached).

Additional documents:

Minutes:

The minutes of the meeting on 17 June 2020 were agreed as a correct record of that meeting.

3.

Declarations of Interest

To  declare any pecuniary or personal interests relating to specific matters on the agenda.

 

Please see information note (1) at the end of the agenda.

Minutes:

No declarations of interest were made at the meeting. 

4.

Questions at Cabinet Meetings pdf icon PDF 123 KB

Up to 30 minutes is allowed for this item.

 

Written questions

 

To answer any written questions from a County Councillor, (or any person living or working in the county, or is affected by the work of the County Council), about any matter which relates to any item on the agenda for this meeting.

 

The closing date for the receipt of written questions is 4.00 pm on Thursday 16 July 2020.

 

Please submit any questions to jo.moore@gloucestershire.gov.uk

 

A written answer will be provided for each written question received (to be presented to the questioner and to Cabinet in advance of the meeting). The questions and answers will be taken as read at the meeting and will not be read out. At the discretion of the Leader of Council, each questioner present at the meeting will be allowed to ask one supplementary question, (in response to the answer given to the original question).

 

A copy of all written questions and written answers circulated at the meeting will be attached to the signed copy of the minutes of the meeting.

 

Urgent questions

 

An urgent written question may be asked by a member of the public about any item on the Cabinet agenda for that meeting which the Chairperson considers could not have been reasonably submitted by the deadline for the receipt of written questions, provided he or she gives notice of the question to the Chief Executive by 12 noon the day before the meeting.

Minutes:

A total of 32 member questions were submitted for consideration in advance of the meeting.

 

No public questions were submitted.

 

Please refer to the link here to view the responses to the questions.

 

The following supplementary questions were asked at the meeting.

 

Question 1: Cllr Matt Babbage

 

Agenda Item 5: Motion 859 (School Street Schemes)

 

Cllr Babbage sought clarification on Cllr Moor’s response to question 3 and asked if a 6 month consultation period (required for an experimental Traffic Regulation Order) would run in parallel with the trial period for a proposed pilot scheme?

 

Response by: Cllr Nigel Moor (Cabinet Member: Environment and Planning) 

 

Cllr Moor confirmed that a consultation period would be included in a trial scheme.

 

Question 10: Cllr Rachel Smith

 

Agenda Item 13: Contracts relating to the sale and purchase of Electricity and Gas

 

Cllr Smith conveyed her disappointment that some of the answers to her questions had not been addressed.

 

Cllr Smith expressed concern that the error in Table 2 of the cabinet report, (energy consumption forecasts provided by West Mercia Energy had been published in the public domain.

 

For clarification: the forecast gas consumption for schools referred to in the report corrected to read 24,898,228 kWh, an estimated 2% increase on 2019/20 consumption. The forecast electricity consumption for schools corrected to read 11,934,204 kWh, an estimated 11% decrease on 2019/20 consumption.

 

Cllr Smith asked if the cabinet member was satisfied the cabinet report was accurate and enquired if the misreported information would affect the recommendations?

 

Response by: Cllr Nigel Moor (Cabinet Member: Environment and Planning) 

 

Cllr Moor said he was satisfied with the revisions that had been made to the report. 

 

Addendum: Since the meeting, the report has been updated to include the revised information and is appended to the agenda as an addendum to the report.

 

Question 16: Cllr Rachel Smith

 

Agenda Item 13: Contracts relating to the sale and purchase of Electricity and Gas

 

Cllr Smith relayed her understanding of the council’s commitment to reducing carbon emissions as a commitment to reducing emissions across the whole of the county, and not just to the council estate. Cllr Smith referred to the assessment that the recommendation would have a ‘positive’ impact on tackling climate change referenced in the cabinet report and suggested that the ‘offset’ estimate included in the answer to her question should in fact refer to the council estate? Cllr Smith asked if the cabinet member accepted that, in terms of climate change, the impact of the estimated reduction in net CO2 emissions after today’s decision, would, at best, be carbon neutral?

Response by: Cllr Nigel Moor (Cabinet Member: Environment and Planning) 

Cllr Moor did not accept this statement.

Question 18: Cllr Rachel Smith

Agenda Item 13: Contracts relating to the sale and purchase of Electricity and Gas

Cllr Smith questioned whether the council had engaged with other councils across the UK who had operated similar models for the purchasing and selling of electricity? Cllr Smith asked why  ...  view the full minutes text for item 4.

6.

Financial Monitoring Report 2020/21 pdf icon PDF 151 KB

To receive an update on the year-end forecast for the County Council’s Revenue and Capital Budgets 2020/21.

Decision:

Cabinet Member for Finance and Change, Cllr Lynden Stowe, gave an update on the year-end forecasts for the County Council’s Revenue and Capital Budgets 2020/21.

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

1.    Note the forecast revenue year end position based on actual expenditure as at the end of May 2020 and June 2020 (Period 3) forecasts for the 2020/21 financial year including  Covid-19 forecast is an overspend of £15.707 million. The forecast excluding Covid-19 is an overspend £4.116 million. 

 

2.    Note the forecast capital year end position as at the end of May 2020 of £128.209 million against the revised budget of £122.176 million.

 

3.    Approve the £20.296 million increase to the capital programme as outlined in Section B of the report, including an RCCO of £0.125 million from the Flood Alleviation revenue budget towards the delivery of the capital Drainage programme.

Minutes:

Cabinet Member for Finance and Change, Cllr Lynden Stowe, gave an update on the year-end forecasts for the County Council’s Revenue and Capital Budgets 2020/21.

 

Cllr Stowe informed members that it would be useful to consider the forecast information for the 2020/21 financial year under two categories, the first as Covid-19 recovery expenditure and the second, as ‘business as normal’  expenditure.

 

The total revenue year end position forecast in June 2020 (Period 3) included a £15.707 million overspend. On publication of the cabinet report, this represented a £11.6 million Covid-19 overspend. This calculation was updated at the meeting to take into account additional government Covid -19 related grants.

 

Cllr Stowe confirmed that, following recent government grant reallocations announced the previous week, Council would receive a further £3.76 million and an additional £3 - 4 million, (estimated), to cover the cost of lost income. Covid-19 related overspend was expected to reduce to circa £4 million as a result.

 

Referring to the non Covid-19, (business as normal), forecast, Cllr Stowe reported a forecast overspend in the Children and Families Budget of £9.562 million. This reflected the continuing pressures on external placements and home to school transport. Cllr Stowe confirmed that early indications suggested this overspend could be offset by a £5 million underspend in the Technical and Countywide Budgets. He stated that the forecast budgets for all other directorate service areas were as expected, with relatively small over and underspends.

 

The capital year end forecast position was reported at £128.209 million, giving an in-year forecast overspend of £6.034 million, (a recommendation to increase the capital programme to address this overspend was included in the cabinet report).

 

Having considered all of the information, including known proposals, alternative options and reasons for the recommendations, Cabinet noted the report and,  

 

RESOLVED to: - 

 

1.    Note the forecast revenue year end position based on actual expenditure as at the end of May 2020 and June 2020 (Period 3) forecasts for the 2020/21 financial year including  Covid-19 forecast is an overspend of £15.707 million. The forecast excluding Covid-19 is an overspend £4.116 million. 

 

2.    Note the forecast capital year end position as at the end of May 2020 of £128.209 million against the revised budget of £122.176 million.

 

3.    Approve the £20.296 million increase to the capital programme as outlined in Section B of the report, including an RCCO of £0.125 million from the Flood Alleviation revenue budget towards the delivery of the capital Drainage programme.

7.

M5 Junction 10 Improvement Scheme; Commitment to use Compulsory Purchase Powers pdf icon PDF 95 KB

Cabinet to consider making an in principle decision to exercise its compulsory purchasing powers for the acquisition of land to deliver the M5 Junction 10 Improvement Scheme, if required to deliver the scheme.

Decision:

Nigel Moor, Cabinet Member for Environment and Planning, sought approval for cabinet to make an in-principle decision to exercise its compulsory purchasing powers for the acquisition of land to deliver the M5 Junction 10 Improvement Scheme, if required to deliver the scheme

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

Agree in principle the proposal to exercise its compulsory purchasing powers for the acquisition of land to deliver the M5 Junction 10 Improvement Scheme, if required to deliver the scheme.

 

Minutes:

Cllr Nigel Moor, Cabinet Member for Environment and Planning, sought approval to make an in-principle decision for Cabinet to exercise its compulsory purchasing powers for the acquisition of land to deliver the M5 Junction 10 Improvement Scheme, if required to deliver the scheme.

 

Cllr Moor reminded members that earlier in the year, the Ministry of Housing Communities & Local Government (MCHLG) had confirmed Gloucestershire’s successful Housing Infrastructure Fund (HIF) bid of £219.8 million towards the council’s M5 Junction 10 Improvements Scheme.

 

This positive announcement in March 2020 was followed by the issuing of contract conditions by MCHLG for the project. These included both standard and bespoke conditions specific to the M5 J10 project. Once agreed, the funding conditions would give rise to the Grant Determination Agreement (GDA) between the County Council and MHCLG and enable the council to begin drawing down the funding for the scheme.

 

As Grant Recipient, the Council is required to discharge all pre-contract conditions before drawing down the £219.8m. Cllr Moor informed members that it was therefore imperative to discharge the conditions as quickly as possible and relieve pressure on the GCC revenue funding currently being used to sustain the project.

 

One such condition, (Condition 12), stipulated that it would be necessary for the council to provide evidence of its commitment that compulsory purchase order powers would be used, if required, to deliver the Housing Infrastructure Fund infrastructure’. To satisfy this condition, and enable the progression of the Grant Determination Agreement, a commitment by way of a cabinet decision was required by scheme funders, Homes England.

 

Cllr Moor explained that the decision at today’s meeting was solely to seek approval of an ‘in principle’ decision for Cabinet to use its compulsory purchase powers, if required, through the Highways Act 1980 and the Acquisition of Land Act 1981; or via a Development Consent Order under the Planning Act 2008 as appropriate.

 

In the event that a compulsory purchase order was required in respect of the land needed to deliver the proposed works, further Cabinet approval would be required to agree to the making of the compulsory purchase order and the submission of it, to the Secretary of State, for confirmation.

 

Cllr Moor advised that, where third party land was required to deliver highway works, the council’s preference was to negotiate with landowners by means of a negotiated settlement route. This approach would be taken in parallel with any compulsory purchase order route that might be required. The purpose of this approach was to allow the flexibility of a mutually agreed settlement package for the landowners, with the added assurance of a compulsory purchase order in the event the negotiated settlement was not successful. It was hoped the use of a compulsory purchase order would not be necessary.

 

Referring to the published Due Regard Statement for the scheme, Cllr Moor reiterated that the decision was an ‘in principle’ decision and would only be necessary if a compulsory purchase order was required for the acquisition  ...  view the full minutes text for item 7.

8.

Replacement of GIS (Healthcare) Fleet Vehicles pdf icon PDF 106 KB

To seek approval for the tender and award of a contract for the replacement of the Council’s GIS (Healthcare) fleet vehicles.  The contract will be for a period of 4 years.

Decision:

Cllr Kathy Williams, Cabinet Member for Adult Social Care: Delivery, sought approval for the tender and award of a contract for the replacement of the Council’s GIS (Healthcare) fleet vehicles. 

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

Delegate authority to the Executive Director of Economy, Environment and Infrastructure, in consultation with the Executive Director of Adult Social Care and the Cabinet Member for Adult Social Care Delivery to:

 

  1. Conduct a competitive procurement process in respect of replacement of GIS (Healthcare) fleet for the delivery of the Integrated Community Equipment Service.  To tender this requirement under the Crown Commercial Service Framework Agreement and ensure the replacement of fleet meets the business requirements to deliver the Integrated Community Equipment Service and ensures that the replacement of vehicles is economically advantageous and meets the requirements of the Council’s Climate Change Strategy (Clean Fleet Replacement Plan)

 

  1. Award such contract to the preferred tenderer

Minutes:

Cllr Kathy Williams, Cabinet Member for Adult Social Care: Delivery, sought approval for the tender and award of a contract for the replacement of the Council’s GIS (Healthcare) fleet vehicles. The contract would be for a period of 4 years.

 

Cllr Williams provided background detail on the decision and explained how GIS Healthcare was responsible for the delivery, collection, maintenance and minor adaptations of Medical and Telecare equipment to support people in their homes. The service is delivered under a Service Level Agreement (SLA) for the Integrated Community Equipment Service (ICES) on behalf of the County Council (GCC) and the Gloucestershire Care Commissioning Group (GCCG).

 

The fleet of 20 vehicles used under the current agreement was 5 years old and needed to be replaced and increased to 23 vehicles, in order to continue the service and deliver the volume of equipment across the county. The existing contract was due to end on 31 December 2020.

 

Cllr Williams referred to the council’s commitment to using electric or low emission vehicles, wherever practicable, as part of the move towards reducing carbon emissions to zero and informed members that the vehicle specification in preparation for the tender of the new contract would reflect both this commitment and the requirements of the Councils Climate Change Strategy (Clean Fleet Replacement Plan). To do this, the council would review the current fleet and profile the vehicles, before going out to tender. This would ensure the council was able to maximise any opportunities to procure a green fleet of vehicles.

 

The cost of the new fleet of vehicles was estimated at between £1.2 and £1.3 million, an increase of approximately £400k. The Integrated Community Equipment Service was funded by a pooled budget arrangement with the Gloucestershire Clinical Commissioning Group (GCCG), Gloucestershire Hospitals NHS Foundation Trust (GHNHSFT) and Gloucestershire County Council (GCC). The pooled budget split comprises 59% funded by the NHS and 41% by GCC. The increased cost to procure the new contract would be covered by this arrangement, with an increase of £164k attributed to GCC.

 

Having considered all of the information, including known proposals, alternative options and reasons for the recommendations, Cabinet noted the report and,  

           

RESOLVED to: - 

 

Delegate authority to the Executive Director of Economy, Environment and Infrastructure, in consultation with the Executive Director of Adult Social Care and the Cabinet Member for Adult Social Care Delivery to:

 

  1. Conduct a competitive procurement process in respect of replacement of GIS (Healthcare) fleet for the delivery of the Integrated Community Equipment Service.  To tender this requirement under the Crown Commercial Service Framework Agreement and ensure the replacement of fleet meets the business requirements to deliver the Integrated Community Equipment Service and ensures that the replacement of vehicles is economically advantageous and meets the requirements of the Council’s Climate Change Strategy (Clean Fleet Replacement Plan)

 

  1. Award such contract to the preferred tenderer

9.

Future options to deliver the Household Recycling Centre (HRC) Service pdf icon PDF 221 KB

To consider options for the delivery of Gloucestershire’s Household Recycling Centre (HRC) Service, (to commence August 2021).

Decision:

Cabinet considered options for the delivery of Gloucestershire’s Household Recycling Centre (HRC) Service.

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

Delegate authority to the Executive Director for Economy, Environment and Infrastructure to:

 

1)    Award to Ubico Limited, (a local authority owned “teckal” company of which GCC is a shareholder), without further competition,  a contract for the provision of Household Recycling Centre Management Services at all 5 County Council HRC sites in Gloucestershire. The proposed contract shall continue for an initial period of 5 years (commencing 7th August 2021) and include an option to extend its term for a further period of not more than 2 years.

 

2)    Exercise a 1 year extension option, (to expire 31st March 2022), under each of the current materials reprocessing contracts listed in Annex 1 that were awarded under the Dynamic Procurement System described therein (the “DPS Materials Contracts”).

Minutes:

Cabinet noted options for the delivery of Gloucestershire’s Household Recycling Centre (HRC) Service.

 

Cllr Nigel Moor, Cabinet Member: Environment and Planning, informed members that the current contract for the operation and management of the five Gloucestershire Household Recycling Centres (HRCs) had commenced in August 2016. The contract with Ubico Ltd, a local authority owned company, of which the County Council was a shareholder, was for a term of five years, ending on 6 August 2021.

 

Cllr Moor stated that, by working with Ubico, the County Council had benefitted from a high level of control over the service, allowing GCC to minimise costs and respond quickly to changing circumstances and operational needs. The nature of this arrangement allowed GCC to take ownership of any income from the sale of materials, thereby offsetting a proportion of costs. A series of separate contracts were in place for the reprocessing or disposal of such waste.

 

To take the opportunity of being well in advance of the renewal of the contract and having considered the benefits of continuing to work under the current arrangement, as opposed to procuring for an alternative service from the private sector, Cllr Moor thanked Ubico for its work, particularly during the recent coronavirus emergency, and advised members that the current ‘teckal’ company service model continued to offer good value.

 

Having considered all of the information, including known proposals, alternative options and reasons for the recommendations, Cabinet noted the report and,  

           

RESOLVED to: - 

 

Delegate authority to the Executive Director for Economy, Environment and Infrastructure to:

 

1)    Award to Ubico Limited, (a local authority owned “teckal” company of which GCC is a shareholder), without further competition, a contract for the provision of Household Recycling Centre Management Services at all 5 County Council HRC sites in Gloucestershire. The proposed contract shall continue for an initial period of 5 years (commencing 7th August 2021) and include an option to extend its term for a further period of not more than 2 years.

 

2)    Exercise a 1 year extension option, (to expire 31st March 2022), under each of the current materials reprocessing contracts listed in Annex 1 that were awarded under the Dynamic Procurement System described therein (the “DPS Materials Contracts”).

10.

Mental Health Accommodation Based Support pdf icon PDF 133 KB

To seek approval for the new commissioning strategy for individuals requiring mental health supported accommodation.

Decision:

Cllr Carole Allaway-Martin, Cabinet Member Adult Social Care: Commissioning, sought to seek approval of a new commissioning strategy for people requiring mental health supported accommodation.

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED (as amended at the meeting) that: - 

 

1)    Due to the potential disruption to the timelines for this project, imposed by the operational impact of Covid-19 and for reasons of urgency brought about by unforeseeable events, delegate authority to the Executive Director, Adult Social Care to award to the incumbent supplier (namely GHCNHSFT), without further competition (i.e., direct award) an extension to timelines. This would be based on a risk assessment that would be reviewed every 4 weeks to allow this work to be undertaken safely. This would be for a maximum period of 6 months with an estimated maximum total value of £621,831.

 

2)    To delegate authority to the Executive Director, Adult Social Care to direct award the individual placement contracts with the existing 13 placement providers for mental health supported accommodation. This is for a period of up to 36 months and the estimated maximum total value is £2,687,000.

 

3)    Approve the consolidation of the Service Recommissioning Team into integrated health and social care services for adults with Serious Mental Illness, via a Section 75 Agreement with GHCNHSFT. This is for a period of 36 month and the estimated maximum total value £1,043,985.

Minutes:

Cllr Carole Allaway-Martin, Cabinet Member Adult Social Care: Commissioning, sought the approval of a new commissioning strategy for people requiring mental health supported accommodation.

 

Members noted a small correction to the report and the recommendation (1) that Council delegate authority to the Executive Director: Adult Social Care to take the decision. The correction confirmed that Cabinet would be required to make the decision.

 

Cllr Allaway-Martin commended the diligent work that had been undertaken in the review of this important and much needed service. Noting that the council’s contract for the provision of mental health accommodation services was due to expire at the end of September 2020, members acknowledged the benefits of extending the timelines for the recommissioning of the service due to the impact of recent unavoidable events, including the Covid-19 Pandemic.

 

Initially, the new commissioning programme would involve the direct award of contracts with existing providers for individual packages of care, while the Recommissioning Team would be separated out and commissioned via the Section 75 arrangement between GCC and the Gloucestershire Clinical Commissioning Group. The final stage of the process would be the re-commissioning of placements through the existing GCC framework for Social Care.

 

Commending the proposals, Cllr Allaway-Martin believed the recommendations would allow the recommissioning of this important service to be undertaken in a timely and safe way. The proposals would also allow time for those people currently placed within the service to take an active part in contributing to the recommissioning process, with the ultimate aim of improving the quality of lives of those receiving assistance

 

Having considered all of the information, including known proposals, alternative options and reasons for the recommendations, Cabinet noted the report and,  

           

RESOLVED to: - 

           

1)    Due to the potential disruption to the timelines for this project, imposed by the operational impact of Covid-19 and for reasons of urgency brought about by unforeseeable events, delegate authority to the Executive Director, Adult Social Care to award to the incumbent supplier (namely GHCNHSFT), without further competition (i.e., direct award) an extension to timelines. This would be based on a risk assessment that would be reviewed every 4 weeks to allow this work to be undertaken safely. This would be for a maximum period of 6 months with an estimated maximum total value of £621,831.

 

2)    Delegate authority to the Executive Director, Adult Social Care to direct award the individual placement contracts with the existing 13 placement providers for mental health supported accommodation. This is for a period of up to 36 months and the estimated maximum total value is £2,687,000.

 

3)    Approve the consolidation of the Service Recommissioning Team into integrated health and social care services for adults with Serious Mental Illness, via a Section 75 Agreement with GHCNHSFT. This is for a period of 36 month and the estimated maximum total value £1,043,985.

11.

Commissioning Youth Support Services pdf icon PDF 161 KB

To consider the direct award of a contract for integrated youth support services from April 2021.

Decision:

Cabinet considered the direct award of a contract for the council’s integrated youth support services.

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

Agree a Direct Award to Prospects Services for integrated youth support services starting from April 2021 for a period of 12 months, with a strategic review, revised specification and open tender for new services beginning in April 2022.

Minutes:

Cllr Richard Boyles, Cabinet Member for Children’s Safeguarding and Early Years, sought approval of a proposal to extend the council’s current youth support service until March 2022.

 

Cllr Boyles referred to the many challenges presented to the young people of Gloucestershire by the Covid-19 Pandemic and from the subsequent economic recession and informed members that the extension of the current contract would assist in agreeing a way forward for the county’s youth support service. Recent work had involved supporting young people in areas such as youth justice, youth work, health and mental health, homelessness, education, training and employment.

 

The current youth service, (provided by Prospects Services), was due to be recommissioned in April 2021. Extending the existing arrangement by one year would mean existing youth support work would not be disrupted and would provide the much needed stability required for the young people of Gloucestershire during an uncertain time.

 

Outlining some of the high profile work being undertaken by Prospect Services, including helping to reduce the number of young people aged 16 to 18 not in education, employment or training (NEET), and reducing the number of young people aged 10-17 entering the youth justice system, Cllr Boyles was pleased to report that, in both instances, Gloucestershire’s performance had been very high. Gloucestershire was also recognised as the most successful Duke of Edinburgh Award operator in England, enabling those with additional needs and disabilities to participate in and achieve awards.

 

Speaking in support of the proposals and having considered all of the information, including known proposals, alternative options and reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

Agree a Direct Award to Prospects Services for integrated youth support services starting from April 2021 for a period of 12 months, with a strategic review, revised specification and open tender for new services beginning in April 2022.

12.

New Digital and ICT Service pdf icon PDF 544 KB

To seek approval to implement a new Digital and ICT operating model including the procurement and appointment of third parties to provide ICT services.

Decision:

Cllr Lynden Stowe, Cabinet Member for Finance and Change, sought cabinet approval to implement a new Digital and ICT operating model, including the procurement and appointment of third parties for the provision of ICT services at Gloucestershire County Council.

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

  1. Approve the continued development and implementation of the proposed new Digital and ICT model as outlined in the published decision report.

 

  1. Agree the proposed procurement strategy set out in Appendix 2 and the intended in-sourcing of a number of services within ICT with the primary aim of increasing control over the Council’s ICT and Digital strategies, capacity and user experience.

 

  1. Delegate authority to the Director – People and Digital Services, in consultation with the Cabinet Member Finance and Change, to conduct procurement processes (jointly with Gloucester City Council and other potential partners to the extent that such partners’ service requirements have been agreed with the county council) in respect of contracts for the supply of the services outlined below:

 

  • Data Centre Hosting
  • Cloud Hosting and Operations
  • Telephony – VOIP/Unified Comms
  • Mobile Telephony
  • Enterprise Support (2nd & 3rd line)
  • Security Operations
  • System management (tooling) delivery and support
  • Printing (enabling the Canon contract)

 

and to award such contracts to the preferred tenderers, within the limit of the total available cost budget of £11m pa.

 

  1. Delegate authority to the Director – People and Digital Services to award one or more contracts for terms of up to 5 years after successfully conducting legally compliant procurement processes for the supply of network services and works for up to 100 buildings in relation to:

 

a)    the wider area network (WAN circuits across the County)

b)    the local area network (LAN connectivity within buildings)

c)    the installation of equipment (network devices)

d)    the firewall (NGFW (Next-Generation Firewall) including Web Content filtering solution)

e)    the public WiFi portal (centralised identity management enabling public WiFi across up to 100 buildings)

f)     a managed security service to install and administer the above network(s)

with the total cost of capital investment not to exceed the £4m already funded within the MTFS.

 

5.    Delegate authority to the Director – People and Digital Services to make any other ancillary purchases that might be required in order to successfully implement the network replacement project (such as cables, network equipment and telephony solutions) during the implementation phase of the project.

Minutes:

Cllr Lynden Stowe, Cabinet Member for Finance and Change, sought cabinet approval to implement a new Digital and ICT operating model, including the procurement and appointment of third parties for the provision of ICT services at Gloucestershire County Council.

 

Highlighting the importance of delivering efficient ICT services and the council’s key role in providing digital support to care for the vulnerable people of Gloucestershire, Cllr Stowe informed members that it was imperative for the council to continue to invest in its ICT services.

 

With the council’s current primary outsourced ICT contract with Sopra Steria due to end in March 2021, Cllr Stowe said that, to deliver the council’s digital ambition and enable it to meet its business requirements, a very different ICT service would be required to the current managed services contract. The commercial market providing ICT support had changed significantly in recent years and it was no longer a practical option for the council to award a contract with a single provider for the majority of its ICT support. Referring to the wide range of potential suppliers to consider, and the potential to consider possible out sourcing opportunities, Cllr Stowe said the ultimate aim was to secure the best possible ICT provision in order to accommodate the many different requirements of the service.

 

Noting the potential benefits of GFRS and Gloucester City Council merging their ICT services and joining with the County Council ICT network, Cllr Stowe clarified that this would need further exploration due to timings and each authority being at different stages in terms of digital maturity.

 

It was noted that the necessary funding for the proposed capital investment was already included within the MTFS and that no new funding would be required.

 

Having considered all of the information, including known proposals, alternative options and reasons for the recommendations, Cabinet noted the report and,  

           

RESOLVED to: - 

 

  1. Approve the continued development and implementation of the proposed new Digital and ICT model as outlined in the published decision report.

 

  1. Agree the proposed procurement strategy set out in Appendix 2 and the intended in-sourcing of a number of services within ICT with the primary aim of increasing control over the Council’s ICT and Digital strategies, capacity and user experience.

 

  1. Delegate authority to the Director – People and Digital Services, in consultation with the Cabinet Member Finance and Change, to conduct procurement processes (jointly with Gloucester City Council and other potential partners to the extent that such partners’ service requirements have been agreed with the county council) in respect of contracts for the supply of the services outlined below:

 

  • Data Centre Hosting
  • Cloud Hosting and Operations
  • Telephony – VOIP/Unified Comms
  • Mobile Telephony
  • Enterprise Support (2nd & 3rd line)
  • Security Operations
  • System management (tooling) delivery and support
  • Printing (enabling the Canon contract)

 

and to award such contracts to the preferred tenderers, within the limit of the total available cost budget of £11m pa.

 

  1. Delegate authority to the Director – People and Digital Services to award one or more contracts for  ...  view the full minutes text for item 12.

13.

Contracts relating to the sale and purchase of Electricity and Gas pdf icon PDF 189 KB

To consider and extend the terms of contracts for the sale of electricity and gas.

Additional documents:

Decision:

Cabinet considered proposals relating to the terms of contracts for the sale of electricity and gas.

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

Delegate authority to the Executive Director for Economy, Environment and Infrastructure to:

 

1)    Exercise an option, under the Council’s two current electricity purchasing and gas purchasing contracts with WME, to extend both their terms for a further period of 2 years commencing on the 1st April 2021 and expiring on 31st March 2023;

 

2)    Award to the Public Buying Organisation, WME, two 6-month contracts: one to manage the procurement of electricity and another to manage the procurement of gas on behalf of the Council, both commencing on 1st April 2023 and expiring on 30th September 2023;

 

3)    Exercise an option, under the Council’s current electricity sales contract with EDF Energy Ltd (EDFE), to extend its term for a further period of 2 years commencing on the 9th October 2021 and expiring on 30th September 2023;

 

4)    Approve the Electricity Trading Protocol (and revisions thereof) to be used for the sale of electricity generated by the Gloucestershire Energy from Waste Facility at Javelin Park and the purchase of electricity for the Council estate and schools (including academies) use; and

5)    Make available Renewable Energy Guarantees of Origin (REGO) certificates generated by the Gloucestershire Energy from Waste Facility at Javelin Park in order to classify the consumption of electricity across the Council’s estate as renewable energy, at market rate as required.

Minutes:

Cabinet considered proposals relating to the terms of contracts for the sale of electricity and gas.

 

Cllr Nigel Moor, Cabinet Member: Environment and Planning drew attention to the two appendices to the report, relating to the purchase of electricity and gas to power the Council Estate, (including council offices, schools and academies). He said it was important to note that, with the Javelin Park Gloucestershire Energy from Waste Facility operational, the Council was also a generator of electricity, with the Facility producing almost 4 times more electricity than the Council (including schools) use annually.

 

Highlighting some of the key points from the report, and aligning them to the recommendations proposed at the meeting, Cllr Moor made reference to the following information: -

 

Contract Extensions (Recommendations 1, 2 and 3)

 

The objectives of recommendations 1, 2 and 3 were to align the electricity buying and selling contracts to allow the Council to manage any financial risk that might exist.

 

The Council has two energy purchasing contracts, (for electricity and gas), both with West Mercia Energy. The Council also has an electricity selling contract with EDF Energy. The contract expiry dates were not currently aligned. For the Council to manage the financial risk of buying and selling electricity, the contracts would need to be aligned.

 

Extending (and aligning) the contracts would mean that, for future procurements, both contracts could be let simultaneously, allowing the Council to manage the long term buying and selling of electricity together.

 

Electricity Trading Protocol (Recommendation 4)

 

The objective of recommendation 4 was to seek approval of the Electricity Trading Protocol, (a protocol setting out the principles and procedures for the buying and selling of electricity).

 

An Electricity Project (Officer) Group was set up to oversee the purchase and sale of electricity and to manage any financial risk involved. The Group developed the Electricity Trading Protocol to help minimise this risk. Using the Protocol, will give the Council confidence to co-ordinate electricity trading decisions and enable volumes of electricity produced and consumed to either: a) both be left floating (not fixed), or b) both be fixed at the same time.

 

Renewable Energy Guarantees of Origin Certificate (REGO) (Recommendation 5)

 

The objective of this recommendation was to gain approval to make REGOs available to the Council, at market rate and to sell any surplus REGO certificates to external companies.

Cllr Moor explained that a REGO was one of the simplest ways to reduce carbon footprint.

 

REGOS are issued by Ofgem to renewable electricity generators to confirm the renewable status of electricity to consumers. Ofgem issues 1 REGO per megawatt hour (MWh) of 100% renewable electricity generated.

 

Approximately 50% of each tonne of residual waste is currently classed as renewable, therefore to be issued with one REGO certificate by Ofgem, the Waste to Energy Facility at Javelin Park would need to produce 2MWh of electricity.

 

The Council will be able to assign REGOs to match its own electricity consumption instead of paying a premium to buy green  ...  view the full minutes text for item 13.

14.

Procurement of Food Waste Treatment Services pdf icon PDF 83 KB

To approve the establishment of a procurement process and award of a contract for the treatment of separated food waste to commence 1 October 2021.

 

Please note: this report contains both exempt and non-exempt information.

 

To discuss the exempt information included in Annex 1 to the report, consideration must be given to whether the public and press should be excluded from the meeting by passing the following resolution:

 

In accordance with Regulation 4(2)(b) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012, consideration must be given to confirm whether members of the public and press should be excluded from the meeting for this item of business because it is likely that, if present there would be disclosure to them of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12 A to the Act, and the public interest in withholding the information outweighs the public interest in disclosing the information to the public.

 

Additional documents:

Decision:

Cllr Nigel Moor, Cabinet Member: Environment and Planning, sought to approve the establishment of a procurement process and award of contract for the treatment of separated food waste, with effect from 1 October 2021.

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

Delegate authority to the Executive Director for Economy, Environment and Infrastructure to:

 

1)    Conduct a competitive procurement process in respect of a contract for the supply of food waste treatment services. Such services shall have as their purpose the treatment of Gloucestershire’s food waste that has been collected separately from residual waste. The proposed contract shall, subject to the outcome of further pre-market engagement, continue for an initial period of 8 years and include an option to extend the term for a further period of not more than 2 years.

 

2)    Award such contract(s) to the preferred tenderer(s);

 

Prior to the discussion on this item, the Leader of Council advised that, should Cabinet wish to discuss the contents of the exempt information referred to in Annex 1 of the report, consideration would need to be given as to whether the press and public should be excluded from the meeting in accordance with Regulation 4(2)(b) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

 

Cabinet agreed to consider this item without making reference to the exempt information.

Minutes:

Prior to the discussion on this item, the Leader of Council advised that, should Cabinet wish to discuss the contents of the exempt information referred to in Annex 1 of the report, consideration would need to be given as to whether the press and public should be excluded from the meeting in accordance with Regulation 4(2)(b) of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012.

 

Cabinet agreed to consider this item without making reference to the exempt information.

 

Cllr Nigel Moor, Cabinet Member: Environment and Planning, sought to approve the establishment of a procurement process and the award of a contract for the treatment of separated food waste, with effect from 1 October 2021. Cllr Moor informed members that the decisions formed part of the council’s overarching strategy to meet the Climate Change Challenge through the collection and minimising of waste and the generation of energy.

 

The collection of food waste from households across Gloucestershire is undertaken by all six district councils in their roles as Waste Collection Authorities (WCAs). In all cases, this is a weekly kerbside collection service. As Waste Disposal Authority (WDA), Gloucestershire County Council (GCC) has a statutory duty to provide the treatment facility for this.

 

Cllr Moor set out the background to the decision and explained that, in 2014  the County Council had entered into a five year contract for the provision of food waste processing via Anaerobic Digestion (AD). The contract included an option to extend the term of the contract for a further two year period. This extension has been exercised, and the contract would therefore expire on 30 September 2021.

 

In order to ensure the continued provision of the service, new contract arrangements for the supply of food waste treatment services would be required to be in place and operational by 1 October 2021. The contract will be required to treat a minimum of 23,000 tonnes of food waste per year and provide sufficient capacity to allow for further growth in this tonnage.

 

Separate collection and recycling of food waste remained a key part of the national Resources and Waste Strategy. Cllr Moor referred to the environmental and cost benefits of maintaining the separate treatment of food waste and commended the weekly collection services that operated throughout the county.

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

Delegate authority to the Executive Director for Economy, Environment and Infrastructure to:

 

1)    Conduct a competitive procurement process in respect of a contract for the supply of food waste treatment services. Such services shall have as their purpose the treatment of Gloucestershire’s food waste that has been collected separately from residual waste. The proposed contract shall, subject to the outcome of further pre-market engagement, continue for an initial period of 8 years and include an option to extend the term for a further period of not more than 2 years.

 

2)    Award such contract(s) to the  ...  view the full minutes text for item 14.

15.

Monitoring Officer Changes to the Constitution pdf icon PDF 49 KB

To ratify changes to the Council’s Constitution made by the Monitoring Officer on 13 July 2020, (required under Article 15.02.2 of the Constitution).

Additional documents:

Decision:

Cabinet noted a change to the Scheme of Delegation set out in Part 3 of the Council’s Constitution by the Monitoring Officer.

 

Having considered all of the information and the reasons for the recommendations, Cabinet noted the report and,

           

RESOLVED to: - 

 

Ratify a change to the Council’s Constitution by the Monitoring Officer on 13 July 2020, (as required under Article 15.02 of the Council’s Constitution).

 

 

Minutes:

Cabinet noted a change to the Scheme of Delegation set out in Part 3 of the Council’s Constitution by the Monitoring Officer.

 

Cabinet noted the report and,

           

RESOLVED to: - 

 

Ratify a change to the Council’s Constitution by the Monitoring Officer on 13 July 2020, (as required under Article 15.02 of the Council’s Constitution).

 

 

5.

Motion 859 (School Street Schemes) pdf icon PDF 139 KB

To consider the Motion on School Streets Schemes (Motion 859) referred to Cabinet by County Council on 24 June 2020.

 

The Leader will invite the proposer and seconder of the motion, (Cllrs Iain Dobie and Nigel Robbins), to speak at the meeting. 

Additional documents:

Minutes:

At the Full Council meeting on 24 June 2020, Council considered Motion 859 (School Streets Schemes). Council resolved to refer the motion to Cabinet.

 

Members noted the briefing note that had been produced to assist the Leader of Council and Cabinet consider their response to the motion at this meeting.

 

Proposer and seconder of the motion, (Cllrs Iain Dobie and Nigel Robbins), were invited to speak at the meeting.

 

Cllr Iain Dobie advised Cabinet he intended to make the decision before them as easy as possible, with the aim of instructing officers to go ahead with the proposed trials.

 

In line with the motion considered by council in June, Cllr Dobie, proposed that the county’s first pilot scheme commence at Warden Hill Primary School, (represented by Cllr Dobie as County and Borough Councillor, and as a school governor). Cllr Dobie said he was pleased that the paper to cabinet had supported his proposals.

Cllr Dobie informed members that, in recent weeks, alongside Warden Hill Primary School staff and others, he had attempted to persuade parents from driving up the unofficial school street during the Covid-19 crisis and enable children to walk and cycle to school safely. From first-hand experience, parents understood what he was trying to do and had adhered to the newly placed, (unofficial), “no dropping off or picking up signs” by parking their vehicles elsewhere, including the extensive parking area located a few metres away from the school.

 

Cllr Dobie believed moral pressure from other parents and pupils had added to the beneficial behaviour changes. Parents were choosing to walk and cycle with their children to school rather than driving along Durham Close, with no requirement for heavy handed policing. Cllr Dobie agreed however, that it was important to make the new arrangements legal.

 

Cllr Dobie urged Cabinet to consider making this unofficial arrangement into an official pilot school street, possibly one of three pilots across the county?


Referring to government efforts to encourage local authorities to establish school streets across the country by promoting walking and cycling, Cllr Dobie noted a statement from the Secretary of State for Transport, Grant Shapps, who had called on councils such as Gloucestershire to close streets for this purpose and had made substantial government funding available to do so and had introduced powers to progress quickly. Cllr Dobie warned that unless bold in responding to this offer, notably by the closure of roads, the council might be at risk of receiving less government funding to encourage cycling and walking in the future. He advised that many other counties, including South Gloucestershire, had recently seized this opportunity to use the new emergency powers to establish school streets at short notice during the current crisis.

 

The previous week, Shropshire Council had passed a school streets motion very similar to the one being considered by Cabinet at today’s meeting. Cllr Dobie urged the County to move quickly and, at the very least, arrange for pilot school streets to be put in place before  ...  view the full minutes text for item 5.