Decision Maker: Chief Executive
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: No
Reason(s) for the Decision:
A procurement process has been adopted which has resulted in only
one tender being submitted. There is insufficient time to attempt
another procurement exercise as the consultant needs to be starting
work on the bid as soon as possible. There is insufficient time for
the matter to be reported to Committee.
Information:
The Council has been successful in a bid for Stage 1 of Future High
Streets Fund, and has been awarded £100,000 of revenue to
work up the required Business Case for the Stage 2 bid. The bid for
Stage 2 includes required Value for Money (VFM) information,
Strategic Fit and Deliverability (the economic case), which forms
the assessment criteria. The Consultants we wish to appoint have
evidenced that they have the required skills in their bid.
A procurement exercise was undertaken with four companies
approached to bid for this work but only one responded; Inner
Circle. They have relevant experience from first round Stage 2 bids
that have to be completed by early January 2020 and have learnt
lessons from their meetings with MHCLG Delivery Managers who advise
on these.
Following negotiation they have agreed a fixed fee of £47,200
for Phase 1 to work up the Business Case to a draft submission in
March 2020. This draft bid will receive feedback from MHCLG
following submission and the work in Phase 2 will be dependent on
this. They have agreed to carry out this Phase 2 work based on
hourly rates with a cap of £25,200.
Inner Circle will produce a Strategic Outline Case and an Economic
Case that will show optimum VFM, a commercial case showing delivery
options, a financial case and a management case that will
demonstrate that the projects selected are deliverable. They will
also carry out a Community Impact Assessment to ensure that the
selected projects strengthen the town, and surrounding area, from
an economic and social perspective.
The delivery programme provided with their bid shows that they have
the resource and capacity to deliver the Outline Business Case
within the timescales set, and that they have the required
experience to ensure that the information will be that required by
central government.
Under the Council’s Contract procedure rules, it is a
requirement for contracts of this value to be the subject of three
tenders. As set out above, the Council has not attracted that level
of interest and so Contract Procedure Rules need to be waived to
enable the appointment to take place.
The Contract Procedure Rules state that certain officers can waive
the requirements of the CPR where the value is less than
£40,000. Where the value exceeds that level, it is necessary
to obtain approval from Strategy and Resources committee. Where the
decision is urgent however, the constitution provides that the CEX
can take the decision.
In this case, the appointment needs to be made as soon as possible
to enable the appointed consultant to take part in discussions with
the government next week. There is therefore insufficient time to
report this matter to committee.
This work will be funded through revenue granted to North Devon
Council by the Future High Street Fund.
To instruct Inner Circle as the consultants to
prepare our Business Case for the Stage 2 bid of Future High
Streets Fund.
A procurement exercise was carried out and the
tender document sent out to 4 companies. This resulted in a single
bid, above the threshold for a Request for Waiver.
Specialist advice, not available internally, is needed to prepare a
Business Case for submission under the Future High Streets Fund to
potentially secure up to £25m for the town centre of
Barnstaple.
The Business Case needs to be prepared in draft for submission in
March 2020, with the first meeting with the MHCLG Delivery Manager
scheduled for 21 November 2019. MHCLG have made clear that
appointed consultants should be present at that meeting. The
programme timetable does not allow for delay. The re-procurement of
this work would result in further delay that could prejudice the
quality of our submission.
Draft Barnstaple Vision Report:
https://northdevon.gov.uk/media/379530/barnstaple-baseline-document-rev_b_190617.pdf
Publication date: 20/11/2019
Date of decision: 15/11/2019