Meeting documents

The appointment of the Chairman and the Vice-Chairman of the Joint Committee at each meeting shall follow the principles of the rotation of chairing of meetings agreed as part of the Pathfinder arrangements.

The Joint Committee noted that the appointment of the Chairman and Vice-Chairman of the Joint Committee at each meeting shall follow the principles of the rotation of chairing of meetings agreed as part of the Pathfinder arrangements.

RESOLVED

That Mr M Edmonds be elected Chairman of the Bucks Shared Support Services Joint Committee until the next meeting.

The Joint Committee noted that the Vice-Chairman of this meeting would be Chairman of the following meeting.

RESOLVED

That Mr D A C Shakespeare be elected Vice-Chairman of the Bucks Shared Support Services Joint Committee until the next meeting.

To note the terms of reference of the Joint Committee as agreed by the Participating Authorities.

Joint Committee noted the terms of reference as agreed by the participating Authorities.

Joint Committee is asked to consider the overview of issues in relation to the Project which introduces specific issues for decision covered elsewhere on the agenda.

Joint Committee noted the overview of issues in relation to the Project.

An additional recommendation was agreed under procurement costs as follows:-

"In particular, to note that the Aylesbury Vale District Council decision to agree the various recommendations listed in paragraph 3 of the report was taken on the basis of additional information provided in relation to (a) reducing the set-up costs and (b) taking a two-pronged approach in the competitive dialogue phase around the issue of where service centre jobs might be located."

The Joint Committee considered the representations from Unison on the OJEU Notice.

RESOLVED

That the Bucks Shared Support Services Joint Committee consider this overview report and take it into account when the Committee considers the following issues on the agenda of the meeting:-

• Procurement issues

·                                 Inter Authority Agreement

·                                 Procurement costs

"In particular, to note that the Aylesbury Vale District Council decision to agree the various recommendations list in paragraph 3 of the report was taken on the basis of additional information provided in relation to (a) reducing the set-up costs and (b) taking a two-pronged approach in the competitive dialogue phase around the issue of where service centre jobs might be located."

To resolve to exclude the press and public as the following item is exempt by virtue of Paragraph 3 of Part 1 of Schedule 12a of the Local Government Act 1972 because it contains information relating to the financial or business affairs of any particular person (including the authority holding that information)

RESOLVED

That the press and public be excluded for the following item which is exempt by virtue of Paragraph 3 of Part 1 of Schedule 12a of the Local Government Act 1972 because it contains information relating to the financial or business affairs of any particular person (including the authority holding that information)

This will include the appointment of the Programme Manager.

The Interim Director Pathfinder Shared Services gave a verbal update as the Lead Project Officer.

Joint Committee is asked to consider and agree the two outstanding issues in relation to the Procurement Strategy, the OJEU notice and the Pre Qualification Questionnaire.

An updated report was tabled at the meeting.

Joint Committee noted the final changes to the procurement documents.

In relation to Page 9 of the Procurement Strategy an amendment was agreed to the second paragraph (headed Evaluation Panel Roles and Responsibilities):-

The role of the Evaluation Panel will be to ensure that the Councils select the most …

RESOLVED

That the Bucks Shared Support Services Joint Committee:-

1        Agree the terms of the Procurement Documents as presented to the Joint Committee and as updated in the tabled report

·         Procurement Strategy

·         Official Journal of the European Union (OJEU) Notice

·         Pre Qualification Questionnaire (PQQ)

·         Evaluation criteria (incorporated into the PQQ)

2        Instruct the Lead Project Officer to deal with any final minor drafting amendments/wording clarifications and then urgently to issue the OJEU notice to commence the procurement process.

Joint Committee is asked to agree the draft Inter-Authority Agreement which includes the Memorandum of Understanding and the constitution of the Joint Committee.

An updated report was tabled at the meeting.

The Joint Committee noted:-

• that the Buckinghamshire and Milton Keynes Fire Authority’s agreement to enter the agreement was based on the final terms being approved by its own representative (and they were so approved) and

• that Wycombe District Council had reserved the approval of the document to its own Cabinet which had referred the document to the Improvement and Review Commission of the Council. This had met on 1^st June 2009 and agreed the document subject to two specified amendments to the definitions of the first and second procurement milestones.

RESOLVED

1          That the Bucks Shared Support Services Joint Committee agree the terms of the Inter Authority Agreement as attached to the reports for the Committee with the following amendments:-

That the definition of the first and second procurement cost milestones be amended as follows

"First Procurement Cost Milestone" means the anticipated date of the report to the Joint Committee on the outline solutions received from the competitive dialogue and an indicative date for this event is 31^st December 2009.

"Second Procurement Cost Milestone" means the completion of the Project after the award of the contract(s) and an indicative date for this event is 30^th June 2010.

2          That the Lead Project Officer be instructed urgently to finalise the arrangements for the sealing of the Inter Authority Agreement by the Authorities.

Joint Committee is asked to consider the report from the Lead Finance Officer notifying all partner authorities of all Procurement Costs properly incurred by the Authorities from January 2009 to the date of the report, together with an estimate of the Procurement Costs likely to be expended from the date of that report to the First Procurement Cost milestone (which milestone date shall be the anticipated date of the report to the Joint Committee on the outline solutions received from the competitive dialogue process).

An updated report was tabled at the meeting.

Joint Committee noted the procurement costs expended by the core team between January and May 2009 together with projected expenditure required to reach the first procurement milestone and the Authorities’ respective contribution to those costs.

RESOLVED

That the Joint Committee agree partner Authorities’ contributions to the first tranche of procurement costs as set out in Table 2 of the tabled report and instruct the Lead Finance Officer to issue invoices for the same.