MINUTES Meeting: GLA Group Collaborative Procurement Board (Informal Meeting) Date: Time: Place: 11.30 am Room 8.9, City Hall, The Queen's Walk, London, SE1 2AA Summary minutes of the meetings of the GLA Group Collaborative Procurement Board will be published on the GLA s website at https://www.london.gov.uk/about-us/mayorlondon/collaborative-procurement-board (except in those cases where information in the papers may be exempt from disclosure under the Freedom of Information Act). Meetings of this internal officerlevel Board will not be held in public and are only open to those invited to attend by the Chair of the Board. Present: Members: Sir Edward Lister, Mayor s Chief of Staff (Chair); Mark Atkinson, Deputy Head of Procurement, LFEPA; Annabel Cowell, Head of Strategic Finance and Resource Management, MOPAC; Gerry Murphy, Executive Director of Finance and Corporate Services, LLDC Andrew Quincey, Director, Comemrical, TfL; and Selina Seesunkur, Interim Operations Manager, OPDC; Officers: Martin Clarke, Executive Director of Resources, GLA; Andrew Mayes, Lead Commercial Manager, TfL; Matthew Beals, Financial Analyst, GLA; and Rebecca Arnold, Clerk. Guests: Alan Rourke, Category Director - Corporate & Professional Services, Metropolitan Police Service; and Ben Shepherd, Director, PwC City Hall, The Queen s Walk, London SE1 2AA Enquiries: 020 7983 4100 minicom: 020 7983 4458 www.london.gov.uk
1 Apologies for absence and Chair's announcements (Item 1) 1.1 Apologies for absence were received on behalf of: the Mayor s Office for Policing and Crime (MOPAC) representative on the Board, Stephen Greenhalgh (Deputy Mayor for Policing and Crime), for whom Annabel Cowell (Head of Strategic Finance and Resource Management, MOPAC) attended as a substitute; the Old Oak and Park Royal Development Corporation (OPDC) representative on the Board, Darrell Redmond (Interim Director of Operations, OPDC) for whom Selina Seesunkur (Interim Operations Manager, OPDC) attended as a substitute; and the London Fire and Emergency Planning Authority (LFEPA) representative on the Board, Sue Budden (Director of Finance and Contractual Services, LFEPA), for whom Mark Atkinson (Deputy Head of Procurement, LFEPA) attended as a substitute. 1.2 Apologies for absence were also received from Michael Hawdon (Partner, PwC Observer). Ben Shepherd (Director, Pwc) attended in his place. 1.3 Alan Rourke (Category Director - Corporate & Professional Services, Metropolitan Police Service) also attended the meeting as an invited guest. 2 Declarations of Interest (Item 2) 2.1 There were no declarations of interest. 3 Minutes (Item 3) 3.1 The Board received the minutes of the informal meeting held on 22 October 2015. 3.2 DECISION: That the minutes of the informal meeting held on 22 October 2015 be agreed as a correct record. 4 Actions Arising from Previous Meeting (Item 4) 4.1 The Board received a report which set out the completed and outstanding actions arising from previous meetings of the Board. 4.2 In addition, the following updates were provided in relation to actions arising from the 22 October 2015 meeting of the Board: Action arising from Minute 5: It was noted that OPDC had now returned to the TfL Legal Team the documents required formally to establish the Board. Therefore, signed documents were awaited just from MOPAC. The MOPAC Board Member raised some queries regarding the charges arising from the methodology set out under Schedule 4 of the GLA Collaborative 2
Procurement Board working arrangement document. Following discussion the Executive Director of Resources, GLA agreed to review those charges to ensure that they reflected the correct annual charge for each functional body, having had regard to the categories of procurement managed by the GLA Collaborative Procurement Team on behalf of each of the functional bodies, and to write to MOPAC following the meeting regarding possible revisions. It was noted that, subject to this taking place, MOPAC would then be in a position to sign the formal paperwork; Action Arising from Minute 6: It was noted that MOPAC would report back to the Board in due course regarding the outcome of consideration of potential future usage by the MPS of the new Customer Research and Insight Services Framework, once the tender had been issued and it was possible to benchmark the potential benefits of using the new contract; Action Arising from Minute 7: The Lead Commercial Manager confirmed, in the context of the Pan-GLA Records Storage, Retrieval, Disposal and Digitisation Services Procurement Strategy, that TfL had produced a strategy for increasing the volume of documents stored digitally within their organisation. He agreed to share that paper with members of the Board; Action Arising from Minute 10: In relation to the office equipment and supplies category, the Lead Commercial Manager explained that some initial benchmarking had taken place in relation to the benefits of the MPS utilising the LCSG framework versus waiting to analyse the potential benefits of utilising the new CCS framework - which was due to start in 2016. A further update would be provided in due course; In relation to the utilities category, the LLDC Board Member confirmed that she would contact the Lead Commercial Manager with some suggestions for potential improvements in online access and billing; The Lead Commercial Manager confirmed that possible changes to the Collaborative Team to ensure the Team focused its resources on those categories with the greatest potential for collaboration were still under consideration; The Lead Commercial Manager indicated that he would be contacting PwC to use the data analysis service to analyse the data provided by the MPS in relation to their usage of their current recruitment contract. The Category Director - Corporate & Professional Services, MPS explained that, under current arrangements, the MPS had an implanted team from the current contract provider which managed the recruitment contract on a day-to-day basis and noted that the value of this - versus any additional expense to employ a resource to undertake that function - also needed to be taken into account in terms of the cost-benefit analysis of moving to an alternative contract. The MOPAC Board Member noted that reference to this work being undertaken to analyse the possible benefits of moving to a different provider needed to be included in the paper going to the MOPAC Board in January 2016; 3
In relation the print category, it was noted that the potential barriers to the MPS moving across to the GLA/TfL contract with CDS were being discussed and a further update would be provided in due course. Again, the MPS s current print provider provided a fully managed service with a dedicated team managed the contract on a day-to-day basis and the MPS therefore did not currently employ staff to undertake that function. 4.3 DECISION: That the completed and outstanding actions arising from previous meetings of the Board, as set out in the report, and the additional updates provided, as set out above, be noted. 5 Transcription and General Note Taking Services - Procurement Strategy (Item 5) 5.1 The Board received the proposed Transcription & General Note Taking Services Procurement Strategy for consideration. 5.2 The Strategy set out the rationale for the retender of the TfL Transcription Services Contract and the GLA Transcription Services Contract. Going forward, it was envisaged that one agreement would be put in place covering all the Functional Bodies. 5.3 It was noted that paragraph 3.2 of the covering report should refer to a total spend over the four year framework of 1.25m not 125m. 5.4 The Executive Director of Resources, GLA requested that further discussions be had with the GLA regarding ensuring that the contract would deliver the GLA s requirements in full, noting that, unlike the Functional Bodies, the GLA used transcripts for formal meetings and published the transcripts and in addition currently received a Rolls Royce service which it was looking to replicate. 5.5 It was noted that OPDC and LLDC had indicated that they did not currently use or have a need for a transcription service and LFEPA usage was fairly small. However, the Collaborative Procurement Team would analyse, via the Management Information contract, whether all relevant usage had been captured. Some head room would be allowed in case MPS usage grew. The Lead Commercial Manager confirmed that the MPS s specific requirements in relation to data security had been taken on board. 5.6 DECISION: That the proposed Transcription and General Note Taking Services Procurement Strategy, as attached as Appendix A to the report, and implementation of the procurement programme as set out within the strategy be approved, subject to the comments recorded above. 4
6 Management Information Data Contract (Oral Update) (Item 6) 6.1 The Lead Commercial Manager, TfL proposed that a representative from PwC be invited to the Board s next meeting to give a presentation on the services available via the Management Information contract. 6.2 It was noted that the service provided through that contract included an automated savings tracker which was a powerful tool to track savings arising from the collaborative procurement arrangements, both in terms of process and arising directly from procurements. 6.3 DECISION: (1) That the oral update be noted; and (2) That it be agreed to invite a representative from PwC be invited to the Board s next meeting to give a presentation on the services available via the Management Information contract 7 Draft Implementation Plan (Item 7) 7.1 The Board received a paper which set out the draft implementation plan for in-scope categories. 7.2 The Lead Commercial Manager additionally provided the following updates In relation to the business travel/accommodation and conferencing category, it was noted that Capita - who were the Crown Commercial Services Provider - had submitted a full proposal. This was currently being reviewed and analysed, but initial evaluation highlighted possible savings in excess of 1m across the Group as a whole; The records storage and associated services category had been discussed at the Board s previous meeting. It was noted that deep storage contracts were being looked at separately as they did not fall within this category and that the MPS had some particular requirements in this regard, for example around the storage of criminal case exhibits; In relation to the consultancy categories, the Collaborative Procurement Team were looking to manage the pipeline more efficiently as there was a great deal of activity in this area; In relation to the event management category OPDC requested that they be involved in the current scoping work; In relation to the Legal Services category, it was noted that the MPS was due to award the contract in relation to the National Legal Services Framework in January/February 5
7.3 DECISION: 2016. The MPS agreed to share details of savings derived from that award with other Board members. That the report be noted and the procurement category updates provided, as set out above, be noted. 8 Work Programme for Future Board Meetings (Item 8) 8.1 The Board received a paper which set out the proposed date and business for the Board s next meeting. 8.2 As well as the additional item agreed at Item 6 (Management Information Data Contract - Oral Update), the Board also noted that the Insurance Category Strategy would potentially be submitted to the Board at its February 2016 meeting. 8.3 It was agreed that a Board meeting should also be scheduled for March and noted that the Financial Services Strategy would now be submitted to that meeting rather than the February meeting. The Print Strategy would also potentially be submitted to that meeting. 8.4 DECISION: That the date and proposed business for the next meeting of the Board, as set out in the report, be agreed, subject to the changes set out above. 9 Date of Next Meeting (Item 9) 9.1 It was noted that the Board s next meeting would take place at 2pm on Thursday 4 February 2016 in Committee Room 3, City Hall. 10 Close of Meeting 10.1 The meeting closed at 12.32pm. Contact Officer: Rebecca Arnold, Committee Services Manager; Telephone: 020 7983 4421; Email: rebecca.arnold@london.gov.uk. 6