The Chair welcomed attendees to the meeting.  Apologies for absence had been received from Councillor Abdullahi and from Councillor Rye.

 It was noted that Councillor Vince was substituting for Councillor Rye and Councillor Hurer was substituting for Councillor Smith.  Councillor Jemal was substituting for Councillor Abdullahi.

Members of the Council are invited to identify any disclosable pecuniary, other pecuniary or non-pecuniary interests relevant to items on the agenda.

There were no declarations of interest.

To receive and consider a report from the Executive Director of Health, Housing and Adult Social Care outlining details of a call-in received on the Portfolio Decision taken on the Post Tender Report for Brimsdown Avenue – Major Works Bathroom Replacement, Kitchen Refurbishment and External Enveloping: (Report No:100). 

The decision that has been called in was a Portfolio Decision taken by the Cabinet Member for Housing & Housing Regeneration on 23 October 2017 and included on the Publication of Decision List No: 35/17-18 (List Ref:2/35/17-18) issued on 3 November 2017.

This report will be considered in conjunction with the information included on the part 2 agenda.

It is proposed that consideration of the call-in be structured as follows:

·       Brief outline of reasons for the call-in by representative (s) of the members who have called in the decision.

·       Response to the reasons provided for the Call-In by the Cabinet members responsible for taking the decision.

·       Debate by Overview & Scrutiny Committee and agreement on action to be taken. 

The Committee received a report from the Chief Executive outlining details of a call-in received on the Portfolio decision by the Cabinet Member for Housing and Housing Regeneration (taken on 23/10/17): Post Tender Report for Brimsdown Avenue – Major Works Bathroom Replacement, Kitchen Refurbishment and External Enveloping.

NOTED that this report was considered in conjunction with the information in the part 2 agenda.

All the discussion on this item took part in the part 2 section of the meeting.

To consider, if necessary, passing a resolution under Section 100A(4) of the

Local Government Act 1972 excluding the press and public from the meeting

for the item of business listed in Part 2 of the agenda on the grounds that it

will involve the likely disclosure of exempt information as defined in those

paragraphs of Part 1 Schedule 12A to the Act (as amended by the Local

Government (Access to Information)(Variation) Order 2006), as are listed on

the agenda (Please note there is a Part 2 agenda)

Resolved in accordance with the principles of Section 100A (4) of the Local Government Act 1972 to exclude the press and public from the meeting for the following item of business on the grounds that it involved the likely disclosure of exempt information as defined in paragraph 3 of the Part 1 of Schedule 12A to the Act (as amended by the Local Government (Access to Information) (Variation) Order 2006.

Attached for consideration as part of the call-in on this item, is the Part 2 Portfolio Decision report considered as part of the decision made by the Cabinet Member for Housing and Housing Regeneration on 23 October 2017.

The report should be read in conjunction with the Cabinet report attached at Appendix 1 to the Call-In report on the Part 1 agenda.

(This document contains exempt information as defined in Paragraph 3 (information relating to the financial or business affairs of any particular person (including the authority holding that information)) of Schedule 12A to the Local Government Act 1972 as amended).

The Committee received the information provided on the Post Tender Report for Brimsdown Avenue – Major Works Bathroom Replacement, Kitchen Refurbishment and External Enveloping which had been included in the part 2 section of the agenda.

NOTED

The information was considered in conjunction with the report on the part 1 agenda.

Councillor Smith set out the reasons for calling in the decision and spoke of the following:

• Concerns regarding the exact number of properties involved.  The Quantity Surveyor post tender report refers to 73 properties while the council report refers to 84 properties.
• Concerns regarding the financial stability and viability of the contractor to be awarded the contract, - given the low tender amount which can be an indication of financial difficulty.

Councillor Oykener, Cabinet Member for Housing and Housing Regeneration responded, and highlighted the following:

·         The contractor was engaged as a Framework contractor and a due tender process undertaken.  Due Diligence which included financial checks was carried out. 

·         There was no legitimate reason why the contract could not be awarded to the contractor.

Other issues highlighted included:

• The project includes works to 84 properties in total.  Works to all 84 include new kitchens, window renewals, external doors fascia/soffit boards rain water goods and general repairs.  From those 84, 73 properties would also be receiving a bathroom extension replacement.
• The departments’ experience with the contractor,  on contracts from 2014 are good. They have had positive outcomes and good resident satisfaction.
• Confirmation that there were no ‘up front’ costs involved – payment is made by invoice. If there are any reasons for concern in future it would be possible to work directly with the sub- contractor.
• There was discussion about the formula the Council uses for awarding contracts of price to customer satisfaction and some members would have liked to see the weighting higher for customer satisfaction. Councillor Oykener agreed to review the formula being used.

Following the discussion, the Committee took a vote on whether the decision should be confirmed.  Having considered the information provided, the committee voted to confirm the Portfolio decision.

Councillors Levy, Keazor, Dogan, Hurer and Jemal voted in favour of the decision. Councillor Vince voted against.

Provisional Call-In Dates –7 December 2017 and 21 December 2017

Business Meetings – 18 January 2018 (Budget Meeting)

Business meeting – 18 January 2018

Councillor Levy thanked everyone for attending the meeting.