There was submitted the minute of the meeting of the Joint Consultative Board (Non- Teaching) held on 13 June 2024, a copy of which forms Appendix I to this Minute.

DECIDED: That the Minute be noted.

There was submitted the note of the inquorate meeting of the Joint Consultative Board (Non-Teaching) held on 12 June 2024, a copy of which forms Appendix II to this Minute.

DECIDED: That the note of the inquorate meeting be noted.

There was submitted an update report by the Director of Finance & Resources relative to an overview of revenue and capital budget expenditure for the Council as at 21 June 2024.

The report detailed that the total projected revenue outturn position for the Council, Health and Social Care Partnership and Housing Revenue Account as at 31 March 2025 was an overspend of £9.440 million (1.8%) and the projected capital outturn for all services was a breakeven position, split between General Fund services and the Housing Revenue Account. Further analysis was detailed in the appendices to the report.

DECIDED:

(a) That the projected Revenue outturn overspend position of £9.440 million be noted;

(b) That the projected Capital outturn break-even position be noted; and

(c) That the prudential indicators detailed in section 7 of the report be noted.

There was submitted a report by the Director of Finance & Resources relative to the performance of key business services functions, including revenue collection and benefit administration, for the period ending 28 July 2024.

The report provided an update on the funding and expenditure position for Discretionary Housing Payments and the Scottish Welfare Fund. Appendices to the report provided information on revenue collection and key performance indicators. The report highlighted that the report template had been updated to include information on processing performance for council tax reduction and housing benefit overpayment.

DECIDED:

(a) That the contents of the report be noted; and

(b) That the allocation of £200,000 to the Scottish Welfare Fund as detailed in section 4.6.9 of the report be approved.

There was submitted a report by the Director of Finance & Resources relative to performance of key customer services functions including call centre, face-to-face and digital support for customers in July 2024.

The report provided an update on the overall contact centre call handling volumes and indicated that face-to-face services continued in Renfrewshire House. Details of customer volumes were provided in the report. The report advised that demand for Digital Services remained high and provided an update on the level of online transactions being completed.

DECIDED: That the contents of the report be noted.

There was submitted a report by the Director of Finance & Resources relative to a proposed write-off of Housing Benefit Overpayments, Council Tax, Sundry Debts and Non-Domestic Rates accounts for sums over £10,000 where recovery was no longer viable. The value of the debt to be written off was £1,183,362.91. Details of the proposed write-offs were set out in the appendix to the report.

DECIDED: That the write-off of £1,183,362.91 as detailed in Tables 1-3 in the report be approved.

There was submitted a report by the Director of Finance & Resources relative to a revised Code of Conduct for Employees on Acceptance of Gifts and Hospitality which was attached as an appendix to the report. 

The report advised that the Code of Conduct for Employees on Acceptance of Gifts and Hospitality had been designed to provide appropriate guidance to employees and uphold high ethical standards. It was noted that the policy had not changed in terms of the requirement to disclose all offers of gifts and hospitality or in the way these should be disclosed and that the principal change related to the inclusion of an appendix which provided employees with some practical guidance on the acceptance of gifts and hospitality in a variety of scenarios.

DECIDED: That the revised Code of Conduct for Employees on Acceptance of Gifts and Hospitality be approved.

There was submitted a report by the Director of Finance & Resources relative to changes to the Council's Data Protection Policy which was attached as an appendix to the report.

The report advised that the Policy was subject to review every two years and that the last revisions had taken place in 2022. It was noted that the proposed changes to the Policy were minor, reflected structural changes within the Information Governance team and were highlighted in the attached appendix for ease of reference. 

DECIDED:

(a) That the revised Data Protection Policy, as attached at Appendix 1 to the report, be approved; and

(b) That it be agreed that this Policy continue to be reviewed on a two-yearly basis.

There was submitted a report by the Director of Finance & Resources relative to the proposed public holidays for Renfrewshire Council employees for 2025.

The report noted that this Policy Board had previously been asked each year to approve 12 fixed public holidays, plus the one day of no work requirement which was provided to Local Government Employees who were generally employed in non-essential services.

It was advised that Council officers were in discussion with trade union colleagues with a view to modernising public holiday entitlement for local government employees. This followed a benchmarking exercise against other Scottish councils which showed that Renfrewshire was one of the few to still provide 12 fixed public holidays. It was proposed that six of the current 12 public holidays be converted into annual leave days for employees, retaining the following fixed public holidays for 2025: New Year (1 and 2 January); Good Friday (18 April); Easter Monday (21 April); and Christmas (25 and 26 December).

Council officers would consider a range of mitigations to minimise or eliminate any potential financial impact on employees and would continue discussions with trade union colleagues over the proposed changes, aiming to reach full agreement. The proposals would be subject to a full external equality impact assessment, carried out by the Council’s appointed technical adviser who supports on matters of pay and conditions of service.

DECIDED: 

(a) That, subject to full agreement being reached with trade unions, the changes to public holidays as detailed at section 1.6 of the report be approved from 1 January 2025; and

(b) That it be noted that Council officers would provide an update on discussions with Trade Union Colleagues at the next meeting of this Policy Board, scheduled for 21 November 2024.

There was submitted an update report by the Director of Environment, Housing & Infrastructure relative to the operational performance of Facilities Management (Hard and Soft Services, including Building Services) and Property Services as delivered by Environment, Housing & Infrastructure since the last meeting of this Policy Board.

DECIDED: That the contents of the report be noted.

There was submitted a report by the Chief Executive relative to the Chief Executive's Service - Service Improvement Plan 2024/27. It was noted that this report had been submitted to the last meeting of this Policy Board with the incorrect appendix and this that had now been corrected.

DECIDED:

(a) That the Service Improvement Plan, attached at Appendix 1 to the report be approved; and

(b) That it be noted that mid-year progress of this Service Improvement Plan would be reported to the meeting of this Policy Board, scheduled to be held on 21 November 2024, with updates to the performance indicators and action plan.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Services Contract for Planned Preventative Maintenance, Servicing and Reactive (Un-Planned) Maintenance to Sheltered Housing Buildings Heating Systems (RC-CPU-23-152) to Alba Facilities Services Ltd.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Services Contract in the form of the SBCC Measured Term Contract for use in Scotland, MTC/Scot (2011 Edition) incorporating the Employer’s Amendments for Planned Preventative Maintenance, Servicing and Reactive (Un-Planned) Maintenance to Sheltered Housing Buildings Heating Systems reference RC-CPU-23-152 to Alba Facilities Services Ltd.;

(b) That the approved contract value of up to £700,000.00 excluding VAT for the Contract Period, including any use of any extension periods, for Orders issued under this Contract be authorised;

(c) That a Contract Period of three years with an option to extend for a period of up to 12 months and up to a further 12 months thereafter be authorised;

(d) That the commencement date of 17 October 2024 be agreed and that it be noted that the commencement date will be confirmed in the Letter of Acceptance; and

(e) That it be noted that the award of this Contract required the provision of a Data Processor Agreement as indicated within the tender documentation.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Services Contract for BMS, Bureau Service and Planned Preventative Maintenance (PPM) (RC-CPU-23-168) to Affiniti Response Limited. 

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Services Contract in the form of an NEC3 Term Service Short Contract April 2023 with Z Clauses, for the BMS, Bureau Service and Planned Preventative Maintenance (PPM) (RC-CPU-23-168) to Affiniti Response Limited;

(b) That an approved contract value of up to £1,575,000 excluding VAT for the Service Period, including use of any extension periods, for all Task Orders made under this Contract be authorised; and

(c) That it be noted that the starting date was anticipated to be 1 November 2024, and the service period was 36 months from the starting date, with the option to extend, at the Council as Employer’s sole discretion, on two occasions for a period of up to 12 months on each occasion and that it be further noted that the actual starting date would be confirmed in the Council’s Letter of Acceptance to Affiniti Response Limited.

There was submitted a joint report by the Director of Finance & Resources and the Chief Officer, Renfrewshire Health and Social Care Partnership relative to the award of a place on the Flexible Framework Agreement for the Provision of Supported Living and Community Based Support Services for Adults with Social Care Needs (RC-CPU-23-210) (“Flexible Framework Agreement”) to the tenderers detailed within Appendix 1 of the report.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Flexible Framework Agreement for the Provision of Supported Living and Community Based Support Services for Adults with Social Care Needs, reference RC-CPU-23-210 to the 23 tenderers listed in Appendix 1 of the report;

(b) That a maximum approved contract value of up to £210,000,000 for the Flexible Framework period, including use of any extension periods, for all Individual Service Contracts (ISCs) made under this Flexible Framework Agreement be authorised;

(c) That an initial period of four years with the option to extend at the discretion of the Council for a further period of 12 months on three occasions be authorised;

(d) That it be noted that the anticipated Commencement Date of the Flexible Framework Agreement was1 November 2024 and that the actual Commencement Date would be confirmed in the Council’s Letter of Acceptance to each successful tenderer identified in Appendix 1 of the report; and

(e) That it be noted that where the Council reopens the Flexible Framework Agreement, a recommendation would be presented to this Policy Board for approval of any New Entrants.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Contract for the Construction of a Bus Turning Loop at Linburn Road, Erskine, reference RC-CPU-24-013 under standing order 9.1(k) of Council Standing Orders Relating to Contracts 2024.

DECIDED:

(a) That it be noted that the contract for Construction of a Bus Turning Loop at Linburn Road, Erskine, reference RC-CPU-24-013, was awarded to John McGeady Limited, in accordance with clause 9.1(k) of Council Standing Orders Relating to Contracts January 2024 and authorised by the Head of Operations and Infrastructure;

(b) That the approved contract value of £287,685.86 excluding VAT be noted;

(c) That it be noted that the Contract starting date was 29 August 2024 and the completion date was three months from the starting date; and

(d) That it be noted that the Council required Bidders to appoint a supported business as a subcontractor and that John McGeady Limited nominated Scotland’s Bravest Manufacturing Company, a social enterprise company based in Bishopton and a division of the Royal British Legion Industries Ltd charity, for this requirement.

There was submitted a joint report by the Director of Finance & Resources and the Chief Officer, Renfrewshire Health and Social Care Partnership relative to the award of a contract for the Provision of a Technology Enabled Care Alarm Receiving Service (RC-CPU-24-079) to Bield Housing and Care.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Contract for the Provision of a Technology Enabled Care Alarm Receiving Service, reference RC-CPU-24-079 to Bield Housing and Care; and

(b) That a maximum approved contract value of £990,979.20 excluding VAT for the full contract period, including any extensions, be authorised;

(c) That the award of the Contract for an initial period of two years with the option to extend at the sole discretion of the Council for a further period of 12 months on two separate occasions be authorised; and

(d) That it be noted that the anticipated Commencement Date of the Contract was 1 November 2024 and that the actual Commencement Date would be confirmed in the Council’s Letter of Acceptance.

There was submitted a report by the Director of Finance & Resources relative to the award of a Contract (Call-Off Contract) for Employee Benefits to SME HCI Limited (trading as Vivup).

DECIDED:

(a) That the Head of Corporate Governance be authorised to award the Contract, being a Call-Off Contract made under Lot 1 Managed Service of the Crown Commercial Services Framework Agreement for Employee Benefits and Services (RM6273) for Employee Benefits (RC-CPU-23-198) to SME HCI Limited (trading as Vivup), subject to the Call-Off Award Procedure under this Framework Agreement;

(b) That the maximum approved contract value of up to £510,000 excluding VAT for the full Call-Off Contract period, including any extensions, be authorised;

(c) That the Call-Off Contract for an initial period of three years, with the option to extend for up to 12 months be authorised;

(d) That it be noted that the anticipated start date of the Call-Off Contract was 9 October 2024 however the actual date would be confirmed in the Order Form issued following the Call-Off Award Procedure;

(e) That it be noted that there were no costs to set up the new employee benefits platform, however there would be an initial outlay made by the Council for applicable employee benefits salary sacrifice schemes, for example the purchase of bicycles for Cycle to Work and that these outlays would be recovered from employees in accordance with agreements made under the relevant salary sacrifice scheme;

(f) That it be noted that the reward and recognition scheme was anticipated to cost up to £20,000 and that this would not be recovered from employees and instead funded by the services that employ the recognised staff member;

(g) That it be noted that for the salary sacrifice schemes, automated pay deductions would be set up by the Council’s payroll department for employees participating in the schemes to make the relevant repayments to the Council; and

(h) That the Core Terms of the Framework Agreement aggregate liability cap for this Call-Off Contract which would not exceed the greater of £5 million or 150% of the Estimated Yearly Charges be authorised.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Measured Term Contract for Tenanted Properties – Internal Refurbishment (RCCPU- 24-088) to Bell Group Ltd.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Works Contract in the form of SBCC Measured Term Contract for use in Scotland, MTC/Scot (2011 Edition) incorporating the Employer’s Amendments for Tenanted Properties – Internal Refurbishment (RC-CPU-24-088) to Bell Group Ltd;

(b) That the approved contract value of up to £3,000,000 excluding VAT for the Contract Period be authorised;

(c) That the Contract Period of 12 months be authorised;

(d) That it be noted that the Starting Date was anticipated to be 1 October 2024 and that any changes to this date would be confirmed in the Council’s Letter of Acceptance; and

(e)  That it be noted that the award of this Contract required the provision of a Data Processor Agreement.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Call-Off Contract for Surface Treatment 2024/2025, reference RC-CPU-24-020, approved for award under the delegated authority for the Framework Contract for Roads Related Maintenance Works, reference RC-CPU-20-172 (Framework), at the meeting of this Policy Board held on 2 February 2022.

DECIDED:

(a) That it be noted that a Call-Off Contract for Surface Treatment 2024/2025, reference RC-CPU-24-020, was approved for award under delegated authority granted to the Corporate Procurement Manager by the Finance, Resources and Customer Services Policy Board on 2 February 2022 for the Framework Contract for Roads Related Maintenance Works, reference RC-CPU-20-172;

(b) That the Call-Off Contract value of £378,642.00 excluding VAT be noted; and

(c) That it be noted that the starting date was 1 July 2024 and the completion date was three months from the starting date as confirmed in the Employer’s Acceptance.

There was submitted a report by the Director of Finance & Resources relative to the revision of the limit of liabilities for the contract for Payment Processing Services (RC-CPU-23-236) which was approved for award at the meeting of this Policy Board held on 13 June 2024.

DECIDED:

(a) That the revised liability cap for the Payment Processing Services RC-CPU-23-236 Call-off Contract made under Crown Commercial Services G-Cloud 13 Framework Agreement RM 1557.13, Lot 2 be approved as follows:

(i) That the approved cap of £5 million in the aggregate per annum on direct loss, destruction, corruption, degradation or damage to any Council Data be revised and would now not exceed the greater of £64,000 or 100% of the Charges payable by the Buyer per annum (the Council) to the Supplier (Access Paysuite Ltd) during the Call-Off Contract Term; and

(ii) That the approved cap of 150% of the annual charges for all other Defaults be revised and would now not exceed the greater of £64,000 or 100% of the Charges payable by the Buyer per annum (the Council) to the Supplier (Access Paysuite Ltd) during the Call-Off Contract Term; and

(b) That the new liability cap on defaults by either party resulting in direct loss to the property, including technical infrastructure, assets or equipment, but excluding any loss or damage to Buyer Data (Council Data) of the other party would not exceed £200,000 per year be approved.

There was submitted a report by the Director of Fincance & Resources relative to the award of a Call-Off Contract for the Supply and Delivery of Switches and Licences (RCCPU-24-143) to XMA Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award the Call-Off Contract for the Supply and Delivery of Switches and Licenses to XMA Limited following an e-auction under the Crown Commercial Service Framework Agreement RM6098 Technology and Associated Services 2 - Lot 1 Hardware and Software and Associated Services;

(b) That the approved contract value of £272,000 excluding VAT for the Call-Off Contract period be authorised;

(c) That the Call-Off Contract for a period of seven years be authorised;

(d) The it be noted that the Call-Off Start Date was anticipated to be 21 October 2024 and that the actual Call-Off Start Date would be confirmed in the Order Form; and

(e) That the Core Terms of the Framework Agreement aggregate liability cap for this Contract which would not exceed the greater of £5 million or 150% of the Estimated Yearly Charges be authorised.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Contract for a Housing Management System (RC-CPU-24-008) to NEC Software Solutions UK Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award the Call-Off Contract for a Housing Management System under the Option A Cloud Hosted solution to NEC Software Solutions UK Limited following a further competition under Lot 3: Housing, Environmental and Planning Solutions of the Crown Commercial Services Vertical Application Solution Framework Agreement reference RM6259;

(b) That the Call-Off Contract period of five years with options to extend for up to a further 60-month period in total at the sole discretion of the Council be authorised;

(c) That it be noted that it was envisaged that the Call-Off Start Date would be 21 October 2024 and that the actual Call-Off Start Date would be confirmed in the Order Form. The contract is to be awarded in accordance with the Framework’s Call-Off Award Procedure; 

(d) That the maximum approved Call-Off Contract value of £1,976,332 excluding VAT for the full Call-Off Contract period, including any extensions (10 years in total), including the £1,796,665 Tenderer Total Cost plus a 10% contingency for annual inflationary increases, additional professional services and other unforeseen costs be authorised; and

(e) That the aggregate liability cap in accordance with the Framework Agreement Core Terms, which for this Call-Off Contract would not exceed the greater of £5 million or 150% of the Estimated Yearly Charges be authorised.

There was submitted a report by the Director of Finance & Resources relative to procurement activity for the period 1 April 2023 to 31 March 2024.

The report advised that Section 18 of the Procurement Reform (Scotland) Act 2014 required that any contracting authority which was required to prepare or revise a procurement strategy in relation to a financial year must prepare an annual procurement report on its regulated procurement activities as soon as reasonably practicable after the end of that financial year. The minimum requirements were detailed in section 1.2 of the report.

The Annual Report, attached as an appendix to the report, provided an update on key indicators set in the Corporate Procurement Strategy for the period 2023/24.

DECIDED: That the content of the Annual Procurement Report for the Financial Year 2023/2024 be noted.