Decisions

Use the below search options at the bottom of the page to find information regarding recent decisions that have been taken by the council’s decision making bodies.

Alternatively you can visit the officer decisions page for information on officer delegated decisions that have been taken by council officers.

Decisions published

12/10/2020 - OD/20/49 Lease Granted Raeburn Road ref: 732    Recommendations Approved

The Council look to enter a lease of plot D Raeburn Road.

Decision Maker: Officer Decision

Decision published: 27/11/2020

Effective from: 12/10/2020

Decision:

Decision made to enter into a lease at the above property. The Council owns the freehold of this property and has granted a ten-year lease to SA & ML Cars for the purpose of storage.

 

Reasons:

·       Opportunity to strategically manage the Council’s estate. The Council owns the freehold of the land. The area is designated as industrial land.

·       This is bare land with no services on the former Volvo Car site and was vacant for 11 months.

·       An independent valuation was obtained confirming the Market Rent. Incentives were agreed due to the investment required by the tenant including ground improvements and installation of palisade fencing.

·       There were no alternative sites to consider.

·       There are no Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, or ICT implications.

Wards affected: Gainsborough;


20/11/2020 - OD/20/48 Temporary Closure of part of the Gainsborough Sports Centre to allow for use as an NHS COVID-19 Vaccination Centre ref: 729    Recommendations Approved

This decision was made under delegation 10.1(c) of Section 5 of Part 3 of the Council’s Constitution.  That delegation gives the following authority to the Chief Executive:

“Exercise the Council's powers to prepare for and deal with any disaster or emergency affecting life or property in Ipswich.”

The Council has been asked to make Gainsborough Sports Centre available to the NHS to use as a COVID-19 Vaccination Centre for a period of up to six months on terms and conditions to be agreed.

 

Allowing the NHS to use the site will allow residents to easily access COVID-19 vaccinations potentially saving many lives. It is noted that the proposal would result in service users not being able to take part in some activities at the centre and will reduce the Council’s income from the centre.

 

Note: it is anticipated that the outdoor pitches will still be available for use (when such use is again permitted within Coronavirus restrictions).The Gymnastic Centre (Pipers Vale) and the FIND centre within the wider site are separate sites/facilities and therefore not affected by this decision.

Decision Maker: Officer Decision

Decision published: 20/11/2020

Effective from: 20/11/2020

Decision:

To temporarily close much of  the Gainsborough Sports Centre to allow for its use by the NHS for a period of up to 31st May 2021, subject to final terms being agreed between parties, and authorise the Chief Operating Officer to complete negotiations and agree the necessary terms and conditions with the NHS to enact this decision.

Reason for decision:

To enable the use of the Gainsborough Sports Centre site for essential public health purposes.

 

Note: This decision is exempt from call-in to enable the opening of the Vaccination Centre as soon as practicable. The exemption decision also had regard to the level of consultation undertaken prior to the decision being made.

 

Lead officer: Russell Williams


07/10/2020 - OD/20/47 Crown Car Park Call Off Contract Award ref: 728    Recommendations Approved

Crown car park is a multi-storey pay on foot short stay car park located in Ipswich’s town centre. The car park has a barrier system that controls the flow of vehicles in to and out of the car park, along with 3 payment terminals which allows customers to pay for their parking using coins, card or contactless payments upon their return to the car park at the end of their stay.

 

When the car park was constructed in 2018 the hardware and software to operate the car park was awarded to Metric under the ESPO Parking Management Solutions Framework 509.

 

Metric are a car park management provider hosting a cloud based operational system called Amano.

 

The current Metric maintenance contract for the hardware and software has expired and needs to be renewed.

 

A direct award has been reviewed by Parking Services and Procurement using ESPO Parking Management Framework 509 – new. The direct award contract covers 5 years with a break clause should service deliver not be which has been documented within the award. The total direct award value for 5 years is £61,750.00 (£12,350.00 per annum)

Decision Maker: Officer Decision

Decision published: 11/11/2020

Effective from: 07/10/2020

Decision:

A direct award has been given to Metric. The direct award contract covers 5 years with a break clause should service deliver not be which has been documented with in the award. The total direct award value for 5 years is £61,750.00 (£12,350.00 per annum)

 

Reason: The current Metric maintenance contract for the hardware and software has expired and needs to be renewed. The direct award has been reviewed by Parking Services and Procurement using ESPO Parking Management Framework 509 – new.

Wards affected: Westgate;


10/11/2020 - OD/20/46 Warden Call Contract ref: 727    Recommendations Approved

The warden call, door entry & fire alarm systems contract for the Council’s Housing stock was tendered but due to unforeseen issues arising from the response to the tender it has not been possible to complete this procurement exercise.

 

Consequently, it has been decided to award a short-term contract for a period of up to 12 months with the incumbent supplier, on the same terms, to a maximum value of £95,000. This decision has been exempted from the Council’s Contract Standing Orders on the basis of using a single supplier as the work covered by this contract is essential and any delay or failure to conduct it would cause a risk to the health and safety of residents and employees. There are limited alternative options available as the service provision needs to be maintained and any delay or gap in provision causes risks to health and safety.

 

The proposed short-term contract provides time for a new procurement exercise to be undertaken and a new contract to be awarded for an anticipated three-year period.

Decision Maker: Officer Decision

Decision published: 10/11/2020

Effective from: 10/11/2020

Decision:

To award a short-term contract for a period of up to 12 months with the incumbent supplier, on the same terms, to a maximum value of £95,000.

 

Reason: There are limited alternative options available as the service provision needs to be maintained and any delay or gap in provision causes risks to health and safety. The proposed short-term contract provides time for a new procurement exercise to be undertaken and a new contract to be awarded for an anticipated three-year period.

Wards affected: (All Wards);


03/11/2020 - OD/20/45 Myrtle Road Wall Repair ref: 726    Recommendations Approved

Ipswich Borough Council are proposing to carry out urgent repairs to the boundary wall of Myrtle road and Holywells Park.

 

Following a structural survey, it has been established that nearby trees are causing damage to the wall. These trees have now been removed but the wall requires rebuilding to make it safe.

 

An urgent quote has been obtained from RG Carters Ltd. for £16,972.20 to remove the wall, install a new foundation, rebuild the wall and the remove all safety shoring so that the footpath can be reopened.

 

The works will be funded from existing repair budgets and considered to be good value.

Decision Maker: Officer Decision

Decision published: 10/11/2020

Effective from: 03/11/2020

Decision:

To exempt this work from Contract Standing Orders (one quote obtained).

 

Reason: To enable an order to be placed to RG Carters Ltd. to enable the wall to be rebuilt.

Wards affected: Holywells;


15/10/2020 - OD/20/43 Asbestos Rainwater Goods Removal and Replacement ref: 724    Recommendations Approved

Ipswich Borough Council are proposing to carry out urgent Asbestos removal of the rainwater goods at the Raeburn warehouse site.

 

Following a full Asbestos management survey, it was highlighted that multiple areas of the ACM rainwater goods have been damaged or degraded the warehouse beyond repair and required removal.

 

It was decided to use the SEC framework and direct appoint the works to a specialist contractor due to its urgent nature and risk to tenants and low value of the contract.

 

Following a survey and a quote of £20,353.40 the contractor Cablesheer Ltd. has been chosen to undertake the ACM removal. The quotation is considered good value for money and will be financed through existing budgetary allocations.

Decision Maker: Officer Decision

Decision published: 21/10/2020

Effective from: 15/10/2020

Decision:

To agree the appointment of Cablesheer Ltd.

 

Reason: To remove damaged ACM’s rainwater goods.

Wards affected: Gainsborough;


16/10/2020 - OD/20/42 Planned Maintenance - High Level Gutter Cleaning ref: 723    Recommendations Approved

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to provide High Level Gutter Cleaning to 3/4 storey blocks of flats across the Borough. Thirteen tenders were returned and evaluated through this exercise.

 

The contract is for 3 years and the successful contractors (Aim High UK) bid was £71,748.00. The overall tender was evaluated on selection criteria of 60% price and 40% quality.

 

The successful contractor provided the most advantageous tender and was able to demonstrate they had the technical experience to provide the necessary works.

 

The tender requirement was advertised using Suffolk e-sourcing

Decision Maker: Officer Decision

Decision published: 21/10/2020

Effective from: 16/10/2020

Decision:

The contract for 3 years was awarded to Aim High UK Ltd who’s bid was £71,748.00. The overall tender was evaluated on selection criteria of 60% price and 40% quality.

 

Reason: The successful contractor provided the most advantageous tender and was able to demonstrate they had the technical experience to provide the necessary works.

Wards affected: (All Wards);


15/10/2020 - OD/20/44 Clearance and Making Safe Works Relating to the Burtons Warehouse Building. ref: 725    Recommendations Approved

Ipswich Borough Council are proposing to carry out Clearance and Making Safe works in relation to enabling works at the old Burtons Warehouse Building on the St Peters Dock Waterfront site in Ipswich.

 

Main Contractor Services are required in order to progress with the delivery of the Works.

 

Following a competitive tendering process, Erith Contractors Ltd have achieved the Most Economically Advantageous bid with a contract sum of £97,325.00 (excl. VAT) which will be funded from existing allocated capital budgets and represents good value for money.

Decision Maker: Officer Decision

Decision published: 21/10/2020

Effective from: 15/10/2020

Decision:

To award Main Contractor services to Erith Contractors Ltd.

 

Reason: To allow for the delivery of the Main Contractor services to now be progressed.

Wards affected: Alexandra;


15/10/2020 - OD/20/41 Closure of Waterfront Gym ref: 722    Recommendations Approved

 

The July 2020 Executive report E/20/08 – Revised MTFP – included savings proposals to close the Waterfront Gym subject to consultation.

 

Discussions with University Of Suffolk between July and October 2020 have considered how the Waterfront Gym could remain open and the savings target of £47,000 still be met. Principally this involved consideration of whether a viable alternative to a staffed gym could be found but it was concluded that there would be insufficient income from the gym – partly because of the impact of COVID-19 on the use of gyms as this, coupled with capital costs of works required to turn into a safe, staffless gym, meant that the Council’s costs would be higher not lower. As such it has not been possible to find a way to keep the gym open.

 

Staff and Students at the University of Suffolk will be able to access all IBC’s other sporting facilities for the same price as they were able to access the Waterfront Gym.

 

The Chief Operating Officer has considered the consultation responses, Equality Impact Assessment and financial information and reached the decision that the proposal should be implemented.

 

The University of Suffolk is progressing plans for alternative usage of the space occupied by the gym and the Council has agreed to vacate the premises on Tuesday 20th October to allow these to be implemented.

Decision Maker: Officer Decision

Decision published: 16/10/2020

Effective from: 15/10/2020

Decision:

The Waterfront Gym will close with the Council vacating the premises on Tuesday 20th October.

 

Reason: No viable alternative to a staffed gym could be found and the savings target of £47,000 be met. It was concluded that there would be insufficient income from the gym and with the cost of turning the gym into a safe, staffless gym would mean the Council’s costs would be higher not lower.

Wards affected: Holywells;


13/10/2020 - OD/20/40 Alexandra Play Park Equipment ref: 721    Recommendations Approved

A procurement process has been undertaken on the ESPO Portal to identify a preferred supplier for supply of play equipment and safety surfacing for Alexandra Park Play Area.

 

3 bids were submitted, a validation process was carried out and the preferred supplier Kompan Ltd. were shown to demonstrate the best value for money and quality.

 

The estimated value of this contract is £128,000 for purchase and supply of equipment and to install wet pour surfacing. The contract start date will be October 2020. The installation of equipment, associated groundworks including fencing will be carried out by IBC’s Landscape Team.

Decision Maker: Officer Decision

Decision published: 16/10/2020

Effective from: 13/10/2020

Decision:

To award a contract of an estimated value of £128,000 for purchase and supply of equipment and to install wet pour surfacing to Kompan Ltd.

 

Reason: 3 bids were submitted and Kompan Ltd. demonstrated best value for money and quality.

Wards affected: Alexandra;


02/10/2020 - OD/20/39 Appointment of Asbestos Contractor Raeburn Road ref: 720    Recommendations Approved

Ipswich Borough Council are proposing to carry out emergency HSE notifiable Asbestos removal and encapsulation works.

 

This is to allow safe access to the Electrical metering room at the rear of the Raeburn road warehouse units.

 

Due to the speed of delivery required, a local competent contractor was requested to quote for the project.

 

The quote provided by Ipswich Insulations is for £10,260 – which requires an exemption from contract standing orders as only one quote has been received.

 

The quotation from Ipswich Insulations is within budget and considered good value for money.

Decision Maker: Officer Decision

Decision published: 06/10/2020

Effective from: 02/10/2020

Decision:

To waive contract standing orders to allow the appointment of Ipswich Insulations.

 

Reason: To provide safe access to plant rooms.

Wards affected: Gainsborough;


25/09/2020 - OD/20/38 Bus Service 3E ref: 719    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council that, following the withdrawal by First Eastern Counties Buses Ltd of their Services 60, 60A and 60E earlier in the year, that they intend to change their Service 3 with effect from Monday 5th October 2020 so that on Monday to Saturday evenings it will operate to the Greenwich area of Ipswich (Holbrook Road) as Service 3E rather than to Futura Park (John Lewis/Waitrose) in order to ensure that the Greenwich area will be served at this time (it is separately served by Ipswich Buses Service 1 Monday to Saturday daytimes). However, the last departure of Service 3E from Tower Ramparts Bus Station will be at approximately 22:00.

 

The Council has decided to fund the provision of an extra return journey of Service 3E departing from Tower Ramparts Bus Station at approximately 23:00 Monday to Saturdays (excluding bank and public holidays) for a 2 year period. The cost for this is £6,009 per annum and will be arranged directly with the operator of the service, Ipswich Buses Ltd, via a service subsidy agreement made under the provisions of the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended).

 

The main alternative option would be not to subsidise the journey in question. Whilst there is a financial cost to the Council of subsidising bus services which has to be taken into account, in this case the Council’s policies on encouraging the use of sustainable transport are considered to justify the subsidy of the specific service, at least for a 2 year experimental period. The Council already subsidises the last return journeys of a number of other bus services, Monday to Saturday, that depart from Tower Ramparts Bus Station at approximately 23:00. The service subsidy agreement will include a 3 month break clause so that, if circumstances change, the Council is not obligated to provide the level of subsidy for the entire period.

Decision Maker: Officer Decision

Decision published: 06/10/2020

Effective from: 25/09/2020

Decision:

In accordance with the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended), to enter into a service subsidy agreement with Ipswich Buses Ltd to provide the bus service referred to in this form from 5th October 2020 to 24th September 2022 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

Wards affected: Gainsborough; Holywells; Priory Heath;


17/09/2020 - OD/20/37 Gecko Building, Shell and Core Works - Architect Appointment ref: 718    Recommendations Approved

Ipswich Borough Council are proposing to carry out Shell and Core works in relation to the refurbishment of the old Burtons Warehouse on the St Peters Dock Waterfront site. Once the building is refurbished it will be let to a 3rd party.

 

Architectural Design Services are required to be provided by an external consultancy in order to progress with the required design for the shell and core works.

 

In order to progress with this fast track project, the architect who undertook the initial feasibility development and submission of planning permission is best placed to progress with these works. The same architect is also carrying on works for the incoming tenant and their internal fit out works.

 

Following direct negotiations with Officers EDRM Ltd have bid a sum of £39,000.00 (excl. VAT) which will be funded from existing allocated capital budgets and represents good value for money.

Decision Maker: Officer Decision

Decision published: 29/09/2020

Effective from: 17/09/2020

Decision:

To waive contract standing orders to allow the appointment of EDRM.

 

Reason: To allow for the requisite pre and post (main contract) design services to be progressed.

Wards affected: Alexandra;


17/09/2020 - OD/20/36 New Electricity Supply for Portman Road MSCP ref: 717    Recommendations Approved

The proposed multi storey car park project at Portman Rd will have a requirement for a 900kVa electricity supply.

 

There is a minimal supply capacity within the distribution network for the area and UKPN have confirmed that they have received other requests for supply.

 

MCS have therefore received a quotation from UKPN for the sum of £60,857.39 for this provision.

 

It is the proposal of this decision to place the order with UKPN funded from existing budgets allocated for the project to enable a rapid order to be placed with UKPN.

Decision Maker: Officer Decision

Decision published: 29/09/2020

Effective from: 17/09/2020

Decision:

To waive contract standing orders as there is only one potential provider who can provide all the services required and to place the order with UKPN.

 

Reason: To supply the building with Electricity to enable the development.

Wards affected: Gipping;


22/09/2020 - OD/20/35 DBS Fees for Taxi and Private Hire Applications ref: 716    Recommendations Approved

Applicants for taxi and private hire driver’s licences are required to have a DBS check on initial application and every 3 years thereafter. Prior to Covid-19 an applicant would make an appointment with the licensing team to complete the application. A fee of £44 was charged.

 

The fee charged was £44.00, which was the fee for an enhanced DBS check charged by the DBS service at the time these arrangements were introduced. However, in 2019, the fee for a DBS was reduced to £40 by the DBS, but the Council did not review its charges at this time – the Council is able to recover its costs (but not to profit) from the administration of licences. The additional £4 covered some of the staff costs for supporting drivers through the process

 

As a consequence of Covid 19 new processes needed to be identified. The online DBS checking through Suffolk County Council has been identified as the most satisfactory method. This system which is simpler application incurs a fee of £12.50 per check for using this system.

Decision Maker: Officer Decision

Decision published: 23/09/2020

Effective from: 22/09/2020

Decision:

To increase the fee for a DBS application fee to £52.50.

 

Reason: to enable the Council to cover its costs of administering taxi licensing.

Wards affected: (All Wards);


16/09/2020 - OD/20/34 Closure of Tourist information Centre ref: 715    Recommendations Approved

On 14 July 2020, Executive will consider an updated Medium Term Financial Plan which includes a £160,000 saving from closing the Tourist Information Centre.  The Executive report delegates the final decision to the Chief Operating Officer so that relevant consultations can be taken into consideration.

Decision Maker: Officer Decision

Decision published: 16/09/2020

Effective from: 24/09/2020

Decision:

To close the Tourist Information Centre with effect from 1st October 2020.

Reasons:

i)        The Tourist Information Centre (TIC) is not essential to the Ipswich Visitor Economy

ii)       The TIC is costly to operate

iii)      The alternative proposals presented by consultees do not remove the Council’s subsidy to the service and make the necessary Medium-Term Financial Plan saving.

iv)     Neither the consultation process nor research substantiates the assertion that a TIC generates visits to a place; this position is supported by the Ipswich Destination Management Organisation (DMO)

v)       The functions of the TIC can be provided elsewhere in the Council

Lead officer: Helen Pluck


09/09/2020 - OD/20/31 Crown Opening Hours ref: 712    Recommendations Approved

At its meeting on 14th July Executive considered a revised Medium-Term Financial Plan to address a projected £10m budget shortfall as a result of the Coronavirus Pandemic. This Plan included a proposal to save £13,000 through a reduction in the opening times at Crown Car Park. The final decision regarding this was delegated to the Chief Operating Officer.

Decision Maker: Officer Decision

Decision published: 15/09/2020

Effective from: 09/09/2020

Decision:

The Chief Operating Officer has considered the proposal and determined that the proposal should be implemented and that the saving can be achieved by disestablishing a vacant post. This means that:-

 

1)    Crown Car Park opening hours will with effect from Friday 11th September change to:-

 

·         08:00 to 18:30 Monday to Thursday

·         08:00 to 23:30 Friday and Saturday

·         08:30 to 18:00 Sunday

 

2)     A full year saving of £13,000 can be made.

Wards affected: (All Wards);


10/09/2020 - OD/20/33 Upper Orwell Street (S) Temporary Closure ref: 714    Recommendations Approved

The Council owns and operates an off-street public car park known as ‘Upper Orwell Street (South)’ situated on land accessed off Upper Barclay Street in Ipswich. The surface of this car park has become worn out and in need of substantial re-surfacing.

 

On 21st September 2020, the Council will be opening a new public car park opposite this site, to be known as ‘Upper Orwell Street (North)’.

 

As such, it has been decided to temporarily close the Upper Orwell Street (South) car park from the same date in order to allow re-surfacing works to take place. It is expected that the works will take approximately 4 weeks to complete, and once complete the car park will re-open to the public.

 

The main alternative would be to not carry out the re-surfacing works at this time or not to close the car park to do so, but the car park is in need of substantial re-surfacing in order to provide a better quality facility to the public and avoid the risk of injury caused by a poor quality surface, and closing the car park allows the work to be undertaken more efficiently and safely. The new Upper Orwell Street (North) car park has a greater capacity than the Upper Orwell Street (South) car park, and so there will be no reduction in the current level of public parking supply in this area.

Decision Maker: Officer Decision

Decision published: 15/09/2020

Effective from: 10/09/2020

Decision:

To close the Upper Orwell Street (South) car park for a temporary period (expected to be no longer than 4 weeks) from 21st September 2020 to allow for the car park to be re-surfaced.

Wards affected: Alexandra;


10/09/2020 - OD/20/32 Museum Loans ref: 713    Recommendations Approved

This decision relates to the agreement of two loan requests related to the Ipswich Museum collections:

 

Consultation:

The CIMS Museums Manager and CIMS Collections Working Team have been consulted in making these decisions. The Portfolio Holder for Development & Museums has been consulted in making these decisions.

 

1.    The Lightbox, Woking (IPSMG: LO. 2020.06)

 

Broom Copse (1945) by Michael Ayrton (1921-1975), oil on board (IPMSG: R.1968.64)

 

Further information can be found in the attached Officer Decision.

 

2.    University of Nottingham, PhD student. (IPSMG: LO.2019.04)

 

Elements of 37 human skeletal remains from excavations IPSMG: R.2009.65 (St Stephan’s Lane) and IPSMG: R.2009.66 (32 - 38 Buttermarket)

 

Further information can be found in the attached Officer Decision.

Decision Maker: Officer Decision

Decision published: 15/09/2020

Effective from: 10/09/2020

Decision:

1.    The Lightbox, Woking:

Exhibition dates 29 May 2021 – 8 August 2021

 

Loan to commence: 10 May 2021

Loan ends: 22 August 2021

 

2.    University of Nottingham, PhD student:

 

Loan to commence: Autumn 2020 (specific dates not provided due to COVID)

Loan ends: Spring 2021 (specific dates not provided due to COVID)

Wards affected: (All Wards);


08/09/2020 - OD/20/30 Use of a Drone within Christchurch Park ref: 711    Recommendations Approved

Ipswich Borough Council are hosting the filming of an episode of the BBC Antiques Roadshow at Christchurch Park over the period of 14th September to Thursday 20th September 2020.

As part of the filming of this episode the BBC would like to film using a drone to show the park from the air. The Production team have submitted a Risk Assessment/ Flight Plan and copies of the permissions granted by the Civil Aviation Authority, in exercise of its powers under articles 94(5) and 95(2)(a) of the Air Navigation Order 2016 (‘the Order’), as amended to the operator of the drone.

Decision Maker: Officer Decision

Decision published: 14/09/2020

Effective from: 08/09/2020

Decision:

To allow the flight of a drone by Jack Coathupe Media on behalf of the BBC Antiques Roadshow, within Christchurch Park and for it to be filming footage for the use of the BBC as part of an episode or episodes of the BBC Antiques Roadshow. This permission is valid for the period of 14th September to Thursday 20th September 2020.

Reason: To allow overhead filming of the park.

Wards affected: St Margaret's;


16/07/2020 - OD/20/29 Bus Service 14 ref: 710    Recommendations Approved

The Council currently subsidises the operation of bus service 14, which operates to the Gippeswyk Park area of the town. The service is operated by Ipswich Buses and the current service subsidy agreement with them dates from February 2018.

 

The service operates from Monday to Saturday and provides an hourly off-peak service, with an additional journey in the AM peak period and an additional journey in the PM peak period.

 

Covid-19 has resulted in a dramatic drop in the number of passengers across all bus services, which has had a significant impact on the finances of all bus operators.

Decision Maker: Officer Decision

Decision published: 02/09/2020

Effective from: 16/07/2020

Decision:

The Council does not usually provide any inflationary increase in the rate paid for subsidised bus services during the period of any given service subsidy agreement, and does not intend to do so now. However, in lieu of an inflationary increase and in order to ensure that it remains viable for the current bus operator to continue operating Service 14 during the off-peak period, it has been decided to allow them to cease the operation of the AM and PM peak journeys whilst maintaining the same level of service subsidy. This change takes effect from 30th August 2020.

 

An alternative option would have been to offer an inflationary increase in the rate paid for the current service, but the budget used to pay for this is fully utilised or allocated.

Wards affected: Gipping; Sprites;


19/08/2020 - OD/20/28 Bus Service 4 ref: 709    Recommendations Approved

Since 31st March 2019, the Council has subsidised the operation of Service 4 on Sunday and Bank Holiday daytimes on an 18 month experimental basis. The service serves the Felixstowe Road corridor and the Broke Hall area and the officer decision form of 25th January 2019 provides further background on the reasons for this.

 

A service subsidy agreement was signed with First Eastern Counties Buses Ltd for the provision of the service, which operates with an hourly frequency, and followed a competitive tendering exercise carried out on the Council’s behalf by Suffolk County Council (SCC). The experimental period runs up to and including 27th September 2020 and as such a decision now needs to be made as to whether to continue with the provision of the service.

 

Excepting the unprecedented impact of the Covid-19 (coronavirus) pandemic on the usage of all bus services, the service is considered to have been sufficiently well used to justify continued funding by the Council for a further 2 year period. In order to obtain ‘best value’, the Council asked SCC to carry out another tendering exercise for the provision of this service.

 

The results of the tendering exercise have now been received and the Council has decided to enter into a service subsidy agreement with Ipswich Buses Ltd to operate the service on Sunday and Bank Holiday daytimes at a cost of £11,962 per annum on the grounds that their bid was the lowest of those received. The new service subsidy agreement is due to take effect from Sunday 4th October 2020 in order to avoid any break in service provision, but this will depend on the outcome of an application to the Traffic Commissioner for a Short Notice Dispensation, and if is this not granted then it may be necessary to extend the existing service subsidy agreement for a short period of no longer than 2 months.

 

The main alternative option would be not to subsidise the service in question. Whilst there is a financial cost to the Council of subsidising bus services which has to be taken into account, in this case the Council’s policies on encouraging the use of sustainable transport are considered to justify the subsidy for a further 2 year period. The service subsidy agreement will include a 3 month break clause so that, if circumstances change, the Council is not obligated to provide the level of subsidy for the entire period.

Decision Maker: Officer Decision

Decision published: 02/09/2020

Effective from: 19/08/2020

Decision:

(1)  In accordance with the Transport Act 1985, to enter into a Service Subsidy Agreement with Ipswich Buses Ltd to operate bus Service 4 on an hourly timetable on Sunday and Bank Holiday daytimes, from 4th October 2020 to 25th September 2022 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

 

(2)  In the event that a Short Notice Dispensation cannot be obtained from the Traffic Commissioner to allow the start date referred to above for the new Service Subsidy Agreement with Ipswich Buses Ltd then to seek and enter into a short extension (of no more than 2 months) of the existing Service Subsidy Agreement with First Eastern Counties Buses.

Wards affected: Bixley; Holywells; Priory Heath;


05/08/2020 - OD/20/26 Purchase of 19 Connaught Road ref: 707    Recommendations Approved

The council was offered the opportunity to purchase back 19 Connaught Road, Ipswich, IP1 5LG an ex-local authority property as it was still within the 10- year Option period post Right To Buy sale.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed. £110,000 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

Decision Maker: Officer Decision

Decision published: 21/08/2020

Effective from: 05/08/2020

Decision:

To purchase 19 Connaught Road, Ipswich, IP1 5LG for £110,000.

 

Reason:

To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Whitehouse;


18/08/2020 - OD/20/27 Appointment of Cornhill Fountain Contractor ref: 708    Recommendations Approved

Ipswich Borough Council requires to maintain the mechanical plant and water systems associated with the Cornhill Fountain; the tender was published on the Councils online procurement system.

 

Following an open procurement process for a three-year contract, bids were received from a total of one contractor, (after three contractors expressed interest and attended a compulsory site meeting). The tender was submitted by Marem Engineering Ltd. for the sum of £85,838.00 (excl. VAT) which will be funded from existing allocated revenue maintenance budgets.

Decision Maker: Officer Decision

Decision published: 21/08/2020

Effective from: 18/08/2020

Decision:

To award the Contract to Marem Engineering Ltd.

 

Reason: To enable the fountain to be maintained and ensure safe operation.

Wards affected: Alexandra;


14/08/2020 - OD/20/25 Changes to Operation of Parks Receptions ref: 706    Recommendations Approved

At its meeting on 14th July Executive considered a revised Medium-Term Financial Plan to address a projected £10m budget shortfall as a result of the Coronavirus Pandemic. This Plan included a proposal to save £25,000 through changing the operation and staffing arrangements of Parks Receptions. The final decision regarding this was delegated to the Chief Operating Officer so that consultation results (including from affected employees) could be considered in the decision making.

 

The Chief Operating Officer has considered the consultation responses, Equality Impact Assessments and financial information and reached the decision that the proposal should be implemented. This means that:

 

·         Holywells Park reception will open 7 days a week during school holidays between noon and 4pm; with tasks that had been carried out by receptionists being reallocated within the Parks Service or wider Council

·         Christchurch Park reception will be monitored by Parks Staff with a dedicated receptionist at weekends reducing the number of receptionist hours required

·         A full year saving of £25,000 can be made

Decision Maker: Officer Decision

Decision published: 17/08/2020

Effective from: 14/08/2020

Decision:

 

·         Holywells Park reception will open 7 days a week during school holidays between noon and 4pm; with tasks that had been carried out by receptionists being reallocated within the Parks Service or wider Council

·         Christchurch Park reception will be monitored by Parks Staff with a dedicated receptionist at weekends reducing the number of receptionist hours required

·         A full year saving of £25,000 can be made.

 

Wards affected: Holywells;


27/07/2020 - OD/20/24 Appointment of Pinsent Masons - Ipswich Garden Suburb ref: 704    Recommendations Approved

On the 1st February 2020, IBC successfully bid for £9,868,351 of Housing Infrastructure Funding (HIF) for essential strategic infrastructure at the proposed Ipswich Garden Suburb (IGS). IBC entered into a bespoke Grant Determination Agreement (GDA) with Homes England on 02.10.19. The developer, Crest Nicholson, is to deliver the three infrastructure items as part of their development on the Henley Gate neighbourhood at IGS. This has been secured by a further Back to Back (B2B) legal agreement and Parent Company Guarantee (30.01.20).

 

As a result of Covid-19 and associated delays to supply chains, there is a requirement to vary the original contractual milestones set out within the GDA and the B2B to accommodate anticipated delays. Homes England has confirmed agreement to the proposed revised GDA milestones. These revised milestones need to be formally agreed through a Deed of Variation to the GDA and the B2B agreements and PCG. There are also obligations related to the HIF within S106 Agreements within Planning Applications 14/00638/OUTFL and 16/00608/OUT that will need to be reviewed and amended if necessary, to reflect the amendments to the GDA and B2B.

 

External legal advice is required to cover the above matters. Pinsent Masons have been significantly involved with the Ipswich Garden Suburb, advising the Council on a number of detailed legal matters and therefore are best placed to represent IBC on this matter.

 

It is recognised that there may continue to be impacts upon the IGS as a result of Covid-19 and therefore it is necessary that a Contract Framework Agreement with Pinsent Masons will cover a period of six months, with a cap of £75,000 to allow any Legal Advice or amendments to the agreements to be completed promptly.

 

The cost of the work (where not recoverable from the relevant developers) will be covered by the Ipswich Garden Capacity Funding budget. Going out to competitive tender is unlikely to result in any better outcomes/cost savings, as any new firm would need extensive briefing on the background and level of services that are being offered by Pinsent Masons, and inevitably would delay decision-making.

Decision Maker: Officer Decision

Decision published: 14/08/2020

Effective from: 27/07/2020

Decision:

To enter into a Contract Framework Agreement with Pinsent Masons to a value not exceeding £75,000 for a period of 6 months.

 

Reason: In order that the Housing Infrastructure Fund legal agreements involving Homes England and Ipswich Borough Council, and the legal agreements with developers Crest Nicholson and CBRE Ltd can be amended, in order to support the essential delivery of infrastructure and housing at the Ipswich Garden Suburb.

Wards affected: Rushmere; St Margaret's; Whitton;


07/08/2020 - OD/20/23 Northgate Sports Centre Athletics Track Mark Maintenance ref: 703    Recommendations Approved

Ipswich Borough Council has a need to upgrade certain parts of the Northgate Sports Centre athletics track for the facility to be compliant with the England Athletics Track Mark scheme. This will enable us to continue to host local and regional athletics competitions. Without the scheme, Ipswich Borough Council and the clubs would not be able to run sanctioned competitions.

Decision Maker: Officer Decision

Decision published: 14/08/2020

Effective from: 07/08/2020

Decision:

Following a competitive procurement process the successful tenderer was identified as RJ Hill at a cost of £18,058. The decision is to award the contract to RJ Hill with effect 06/08/2020 and for the works to take place during 2020 to ensure compliance for the 2021 athletics season.

 

Reason

To provide maintenance and upgrade works to the athletics track and field area at Northgate Sports Centre in line with the Track Mark requirements.

Wards affected: (All Wards);


14/08/2020 - PH/20/02 Discretionary Grants Scheme - Phase 4 ref: 705    Recommendations Approved

‘Phase 1’ of the Discretionary Grants Scheme was introduced via officer delegations and followed the Government advice/guidance for each scheme. ‘Phase 2’ was introduced following Executive on 14th July 2020 and at that meeting Councillor Ellesmere informed councillors that a Phase 3 report would be tabled for the next meeting in August.

A letter from Government was received on 23rd July 2020 meaning that that timetable needed to be shortened to enable the funding to be paid out locally by 28 August 2020 and a Portfolio Holder decision was taken on 30th July 2020 to establish Phase 3 of the Grants.

However, by an email dated 31st July 2020, following queries being raised about the programme closure process, the Government confirmed that the 28th August 2020 would be the deadline for applications with the 30th September 2020 being the date by which the final payments had to be made. This decision will enable Phase 4 to be launched to meet the Government deadline of 28th August 2020 for applications to be received.

Decision Maker: Leader of the Council: Property & Development

Decision published: 14/08/2020

Effective from: 14/08/2020

Decision:

To authorise the Chief Operating Officer to amend the Discretionary Grant Scheme policy as set out in Appendix 1 to enable a Phase 4 application process to start, in accordance with Section 2 of the report, and to authorise the Chief Executive to administer and determine the grants to the categories of business set out in paragraph 2.5 (i) - (iv) of the report.

 

Reasons for decision: To set an appropriate policy framework for Phase 4 of the Discretionary Grant scheme and to administer / determine the grants;

To enable arrangements to be made for the administration of Phase 4 applications within the Government’s new timetable.

 

Note: This decision has been certified as being exempt from call-in to enable the process to start and grants to be issued prior to the Government’s revised deadline for the use of the money.

Lead officer: Helen Pluck


13/07/2020 - OD/20/22 Building Surveying Consultancy ref: 702    Recommendations Approved

Ipswich Borough Council requires the services of a Building Surveying consultancy to cover current and expected peaks in building surveying requirements on an as needed basis over the next year.

Decision Maker: Officer Decision

Decision published: 11/08/2020

Effective from: 13/07/2020

Decision:

Following a competitive open tendering process, Richard Vest Architectural Design Ltd has been appointed at a cost of up to £51,685.

 

Reason: Richard Vest Architectural Design Ltd submitted the most economically advantageous tender to the Council. To allow surveying works to be covered without delays

Wards affected: (All Wards);


03/08/2020 - OD/20/21 Purchase of 9 Redwing Close ref: 701    Recommendations Approved

The council was voluntarily offered the opportunity to purchase 9 Redwing Close Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £182,500 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 06/08/2020

Effective from: 03/08/2020

Decision:

To purchase 9 Redwing Close Ipswich for £182,500.

 

Reason:

To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Sprites;


29/07/2020 - PH/20/01 Discretionary Grants - Phase 3 ref: 700    Recommendations Approved

‘Phase 1’ of the scheme was introduced via officer delegations and followed the Government advice / guidance for each scheme. ‘Phase 2’ was introduced following Executive on 14th July 2020 and at that meeting Councillor Ellesmere reported that a Phase 3 report would be tabled at the August Executive.

However, a letter from Government was received on 23rd July 2020 meaning that that timetable needs to be shortened to enable the funding to be paid out locally by 28th August 2020 rather than paid back to Government. As a consequence, the decisions in this report are recommended to be made under Portfolio Holder decision making powers and exempt from call-in.

 

Decision Maker: Leader of the Council: Property & Development

Decision published: 30/07/2020

Effective from: 29/07/2020

Decision:

To authorise the Chief Executive to amend the Discretionary Grant Scheme policy as set out in Appendix 1 to enable a Phase 3 application process to start, in accordance with Section 2 of the report, and to authorise the Chief Executive to administer and determine the grants to the four categories of business set out in paragraph 2.4(v) of the report;

 

To authorise the Chief Executive to retrospectively amend the Phase 2 Policy to remove the right of appeal against any refusal of a grant application.

 

Reasons for decisions: To set an appropriate policy framework for Phase 2 of the Discretionary Grant scheme and to administer / determine the grants;

To enable arrangements to be made for the administration of Phase 2 applications within the Government’s new timetable.

 

Note: This decision has been certified as being exempt from call in to enable the process to start and grants to be issued prior to the Government’s new deadline for the use of the money.

Lead officer: Russell Williams


24/07/2020 - OD/20/20 Demolition Contractor for Prince Street ref: 699    Recommendations Approved

Ipswich Borough Council is proposing to demolish the existing building at 86-98 Princes and has therefore tendered the demolition works on the Councils online procurement system.

 

The scope of works for the project include demolishing the existing structure and removal of the foundations and drainage. The site will be levelled using reclaimed crushed concrete from the demolition and fenced off with waist high timber railings.

 

Following an open procurement process, bids were received from a total of five demolition contractors. The most economically advantageous tender was submitted by Clarke Demolition Company Limited for the sum of £95,218.00 (excl. VAT) which will be funded from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 27/07/2020

Effective from: 24/07/2020

Decision:

To award the Contract to Clarke Demolition Company Limited.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


23/07/2020 - OD/20/19 Hand Sanitiser Units ref: 698    Recommendations Approved

Ipswich Borough Council is currently undertaking coronavirus recovery works across it’s built estate.

 

Part of the work is to install multiple hand sanitiser units across the estate. Following a brief supplier engagement where cost and quality considerations have been undertaken, it is proposed to purchase 250 units from Heat Outdoors Ltd. to provide Automatic hand sanitiser units.

 

Due to the need to take advantage of existing stock levels, a reduced unit rate of £76.50 and to enable safe working in the Councils buildings an exemption from contract standing order is required for 250 Units at a total price of £19,125.

Decision Maker: Officer Decision

Decision published: 24/07/2020

Effective from: 23/07/2020

Decision:

To exempt this purchase from Contract standing orders due to the H & S implications and to place the order with Heat Outdoors Ltd.

 

Reason: To enable the rapid installation of hand sanitisers across the Council’s estate.

Wards affected: (All Wards);


08/07/2020 - OD/20/18 Eastern Gateway Sewer Clearance ref: 697    Recommendations Approved

Ipswich Borough Council are currently undertaking the sewer clearance works on a weekly basis at the Eastern Gateway site until the foul rising main is completed.

 

The original works were estimated to be under £10,000 and an order has been placed, however, due to occupant operations being escalated during the COVID-19 pandemic, the foul sewer has seen more usage than expected.

 

It is estimated that a further £6,000 worth of clearance work will be required to ensure the foul storage is kept clear and the rising main can be commissioned upon completion.

Decision Maker: Officer Decision

Decision published: 20/07/2020

Effective from: 08/07/2020

Decision:

To waive contract standing orders to allow the contract variation work to go ahead and to increase the purchase order from £9,000 to £15,000.

 

Reason: To continue the clearance of the sewer to prevent any issues for the operation occupants and facilitate the commission of the pumping station for the operation of the rising main.


09/07/2020 - OD/20/17 New Electric Supply Pond Hall Farm ref: 696    Recommendations Approved

The existing 3 phase power supply to Pond Hall Farm was vandalised some 2 years ago and as a result this supply was disconnected by UKPN as a network safety requirement.

 

IBC now desires to reinstate this supply conforming to all the requirements of BS 7671, as it is a conditional requirement of the sale of the site as approved by Executive.

 

A quotation has been provided by UKPN for the electrical distribution for £20,000, they will complete all electrical works to the transformer, cable runs and waterproof enclosure. It is the proposal of this decision to place the order with UKPN funded from existing budgets allocated for the project.

Decision Maker: Officer Decision

Decision published: 20/07/2020

Effective from: 09/07/2020

Decision:

To waive contract standing orders as there is only one potential provider who can provide all the services required and to place the order with UKPN.

 

Reason: To re supply the building with an Electrical supply to enable the sale of the site.

Wards affected: Gainsborough;


18/07/2020 - OD/20/16 Northgate Housing Management Software ref: 695    Recommendations Approved

In 2011 the Council acquired an integrated housing management system software solution that replaced a number of separate systems that were in use and to deliver service improvements, financial savings and promote efficiency.

 

The support term of the contact ended on 30 June 2020 and there are now a number of ‘out of contract’ modules and some ‘run on’ modules that have been purchased over the life of the contract but without us varying our original contract.

 

The pandemic has introduced delays and there is not enough time to undertake full market testing so the best option to enable business continuity is to direct award a 2-year contract against CCS framework RM3812 to give us time to go through a full tender process. This would also allow us to bring all the modules we have under a single support contract that ends on the same date otherwise it will be problematic to re-tender the whole system if we are required to give notice to terminate each individual module.

Decision Maker: Officer Decision

Decision published: 20/07/2020

Effective from: 18/07/2020

Decision:

A decision has been taken to exempt this contract from market testing under para 3.2 of Contract Standing Orders, as it is necessary as a matter of urgency and is economically in the best interest of the Council

 

The decision to award a 2-year contract under CCS framework RM3812 is £80,996.83.

 

Alternative options considered and why rejected

To go through a tender process but this would mean that a number of modules would remain unsupported until a new contract award is made. This option has been rejected as it is important to protect this core system and its support.

Wards affected: (All Wards);


14/07/2020 - OD/20/15 Eastern Gateway - Contract Variation ref: 694    Recommendations Approved

Ipswich Borough Council are currently undertaking the Phase 2A infrastructure works at Eastern Gateway which involves construction of a road, utilities and drainage, predominantly to service the developing of Development Area 16.

 

The occupier of Development Area 16 wishes to commence operations from 28th July 2020.

 

To assist the occupier in achieving this goal, Ipswich Borough Council’s contractor will undertake the following works, which will be reimbursed by the occupier under a variation deed.

 

·         Bringing forward the surfacing of the Phase 2A carriageway and entrances 1 and 2 into Development Area 16.

·         Surfacing of the Phase 2A pavements after Anglian Water have commissioned their new connection whilst the road is in use, providing appropriate traffic management to ensure works can be undertaken safely (traffic management to be provided by the occupier)

 

The existing contractor has provided the fee of £15,025 to complete the works listed above, which will be reimbursed in full by the occupier of Development Area 16. The occupier will also reimburse any fees incurred by IBC.

 

The Sale Agreement, signed on 19th February 2020, will be varied to include the items listed above. All costs (£112,207.51) will be reimbursed to IBC by Amazon in full as per the agreed variation contract (18691).

Decision Maker: Officer Decision

Decision published: 17/07/2020

Effective from: 14/07/2020

Decision:

In accordance with contract standing orders to allow the contract variation to proceed as set out above.

 

Reason: To vary the contract to enable the installation of the resurfacing works to Development Area 16 and the reimbursement of the cost of this work to IBC


03/07/2020 - OD/20/14 Appointment of a Quality Surveyor for the Ipswich Museum NLHF Project ref: 693    Recommendations Approved

Ipswich Borough Council seeks to appoint a Quantity Surveyor to support the development of Ipswich Museum’s NLHF project.

 

The Quantity Surveyor will provide cost management services (inc. a Bill of Quantities) for the Development and Delivery phases of the Ipswich Museum NLHF project, working alongside the professional design team.

 

Following a procurement process, the tender that scored highest on the key evaluation criteria for experience, knowledge, management, programme and social value was submitted by Focus Consultants for the sum of £107,900 which will be funded from the existing NLHF development and delivery phase budget.

Decision Maker: Officer Decision

Decision published: 06/07/2020

Effective from: 03/07/2020

Decision:

To appoint Focus Consultants.

 

Reason: To progress the capital cost plan as an approved purpose of the NLHF project.

Wards affected: Westgate;


26/06/2020 - OD/20/13 Deed of Surrender of Property in IP3 ref: 692    Recommendations Approved

Decision Maker: Officer Decision

Decision published: 06/07/2020

Effective from: 26/06/2020

Decision:

Decision made to enter into a Deed of Surrender at the above property. The Council owns the freehold of this property and had granted long leases expiring in 2042 and 2046. The assignment/surrender premium paid was £137,500.

 

Reason:

The Decision was taken for the following reasons:

 

·         Opportunity to strategically manage the Council’s estate. The Council owns the freehold of the land.

·         Short to medium term aspiration for redevelopment of site to support regeneration for potential housing scheme in accordance with Draft Local Plan allocation.

·         An independent valuation was obtained confirming the assignment/surrender premium was Market Value.

 

There were no alternative sites to consider.

Wards affected: Gainsborough;


01/07/2020 - OD/20/12 Purchase of 151 Hawthorn Drive ref: 691    Recommendations Approved

The council was voluntarily offered the opportunity to purchase 151 Hawthorn Drive Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £192,500 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 06/07/2020

Effective from: 01/07/2020

Decision:

To purchase 151 Hawthorn Drive Ipswich for £192,500

 

Reason:

To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Gipping;


16/04/2020 - OD/20/11 Surrender the Long Leasehold interest at the Orwell Centre ref: 690    Recommendations Approved

Decision Maker: Officer Decision

Decision published: 25/06/2020

Effective from: 16/04/2020

Decision:

Decision made to enter into a Deed of Surrender at the above property. The Council owns the freehold of this property and had granted a long lease expiring in 2036. The assignment/surrender premium paid was £200,000.

 

Reason:

The Decision was taken for the following reasons:

·         Opportunity to strategically manage the Council’s estate. The Council owns the freehold of the land and the building. The availability of the lease was openly marketed by the long leaseholders.

·         Short to medium term aspiration for redevelopment of site to support regeneration for potential housing scheme in accordance with Draft Local Plan allocation.

·         An independent valuation was obtained confirming the assignment/surrender premium was Market Value.

 

There were no alternative sites to consider.

 

There are no Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, or ICT implications.

Wards affected: Holywells;


16/04/2020 - OD/20/10 Purchase Part of the Freehold at the Orwell Centre ref: 689    Recommendations Approved

Decision Maker: Officer Decision

Decision published: 25/06/2020

Effective from: 16/04/2020

Decision:

Decision made to purchase part of the freehold of the above property, which immediately adjoins the Council’s freehold. The price paid was £107,000.

 

Reason:

The Decision was taken for the following reasons:

·         Opportunity for strategic purchase. The Council owns the immediately adjoining land and building and by acquiring would have freehold ownership of the entire holding.

·         Short to medium term aspiration for redevelopment of site to support regeneration for potential housing scheme in accordance with Draft Local Plan allocation.

·         An independent valuation was obtained confirming the price paid was Market Value.

 

There were no alternative sites to consider.

 

There are no Crime & Disorder, Equality, Social Value in Contracts, HR, Legal, or ICT implications.

Wards affected: Holywells;


16/06/2020 - OD/20/09 Loan Objects from the Ipswich Borough Council Collection ref: 688    Recommendations Approved

This decision relates to the agreement of five loan requests and one loan extension related to the Ipswich Museum collections:

 

a. Museum of East Anglian Life, Stowmarket (IPMSG: LO. 2020.01)

 

The items requested from the Ipswich Museums’ collection are:

·         Portrait of Professor John S. Henslow (1796–1861), President of Ipswich Subscription Museum (1850) by an unknown artist, oil on canvas (IPSMG: R.1960.185)

·         Book of letters written by J. S. Henslow (IPSMG: R.2020.02)

·         A selection of Herbarium sheets (IPSMG: R.1935.313.4)

·         The Henslow cabinet and jars (IPSMG: R.2020.03 and IPSMG: R.2020.04)

·         Nine teaching aids used by Henslow (IPSMG: UR.1977.76)

·         Front page from the Hitcham School register (no accession number)

·         Elephant skull (IPSMG. HSM.2018.16)

·         A selection of coprolites and barnacles (various accession numbers)

·         A selection of seeds and plants in newspaper collected by Hitcham School (IPSMG: R.1935.313.5)

·         A selection of up to ten examples of lithographs (1937.20.1-65)

·         ‘Flora in Suffolk’ (1866) by Revd. J. S. Henslow and Edmund Skepper (IPSMG: R.1962.1.A)

 

Further information can be found in the attached officer decision.

 

b. Little Hall, Lavenham, Suffolk (IPSMG: LO.2017.08)

 

Bell Ringers, Lavenham (c. 1963) by Reginald Brill (1902-1974), oil on canvas (IPMSG: R.1994.30)

Sweet Bells Jangled, preparatory pencil sketch for Bell Ringers by Reginald Brill (IPSMG: R.1996.13)

 

Further information can be found in the attached officer decision.

 

c. Towner Art Gallery, Eastbourne and Compton Verney, Warwickshire (LO.2020.03)

 

Wartime Garden (1944) by Cedric Morris (1889-1982), oil on canvas (IPSMG: R.2010.17.4)

 

Further information can be found in the attached officer decision.

 

d. Suffolk County Council Archaeological Service (SCCAS), Bury St Edmunds (LO.2020.04).

 

This request relates to several fragments of Anglo-Saxon glassware found in archaeological excavations in Ipswich from the 1970s to 1990. The loan is to enable SCCAS to research the finds for publication in a book on Anglo-Saxon Ipswich.

e. Suffolk Record Office, The Hold, Ipswich (LO.2020.05)

 

John Henniker, 2nd Lord Henniker in the uniform of Worlingworth Volunteers (1802) by Mather Brown (1761-1831), oil on canvas (IPSMG: R.1937.236)

 

Further information can be found in the attached officer decision.

 

f. Sir John Soane’s Museum, London (LO.2019.01)

 

IPSMG:R.1997.5.1 Langlands & Bell, Millbank Penitentiary, 1994

 

Original exhibition dates: 26.02.2020 – 25.05.2020

New exhibition dates: 26.02.2020 - 27.09.2020

 

Due to COVID-19 and the national lockdown the Sir John Soane’s Museum have requested an extension to the loan until end of September 2020. Currently the Museum is closed, however they have made the exhibition available online for visitors. Ipswich’s loan of IPSMG:R.1997.5.1 Langlands & Bell, Millbank Penitentiary, 1994 can be seen on the ground floor in the Foyle Space as part of the exhibition Langlands & Bell: Degrees of Truth.

https://www.soane.org/langlands-bell-degrees-truth/ground-floor#foyle-space

 

Further information can be found in the attached officer decision.

Decision Maker: Officer Decision

Decision published: 24/06/2020

Effective from: 16/06/2020

Decision:

a. Museum of East Anglian Life, Stowmarket (IPMSG: LO. 2020.01)

 

Revised loan to commence: 27 July 2020 at the earliest

Loan ends: 26 February 2021

 

b. Little Hall, Lavenham, Suffolk (IPSMG: LO.2017.08)

 

Loan to commence: 15 March 2021

Loan ends: 12 November 2021

 

c. Towner Art Gallery, Eastbourne and Compton Verney, Warwickshire

(LO.2020.03)

 

Loan commences: 26 September 2020

Loan ends: 13 June 2021

 

d. Suffolk County Council Archaeological Service (SCCAS), Bury St Edmunds (LO.2020.04).

 

Loan commences: 1 September 2020

Loan ends: 1 March 2021

 

e. Suffolk Record Office, The Hold, Ipswich (LO.2020.05)

 

Loan commences: tbc 2020

Loan ends: tbc 2025

 

f. Sir John Soane’s Museum, London (LO.2019.01)

 

Loan commenced: 13 January 2020

Loan ends: 30 September 2020

 

Reason for decisions:

These loans will enable the IBC collections to contribute to three local exhibitions in the East of England region, continue the ongoing exhibition in London, as well as being used for a research project by Suffolk County Council Archaeological Service, and will continue the Museum Service’s partnership working with a network of cultural organisations

Wards affected: (All Wards);


11/06/2020 - OD/20/08 Appointment of a Collections Consultant for the Ipswich Museum NLHF Project ref: 687    Recommendations Approved

Ipswich Borough Council seeks to appoint a Collections Consultant to support the development of Ipswich Museum’s NLHF project.

 

The Consultant will prepare a 10-year Collections Conservation Management Plan in line NLHF guidance.

 

Following a procurement process, the tender that scored highest on the key evaluation criteria for experience, knowledge and programme was submitted by Spencer & Fry for the sum of £15,000 which will be funded from the existing NLHF development phase budget.

Decision Maker: Officer Decision

Decision published: 24/06/2020

Effective from: 11/06/2020

Decision:

To appoint Spencer & Fry.

 

Reason: To progress the Collections Conservation Management Plan as an approved purpose of the NLHF project.

Wards affected: Westgate;


24/06/2020 - OD/20/07 Parking Bay Suspension Fees ref: 686    Recommendations Approved

The Council acts as agent to Suffolk County Council (SCC) for the provision of Civil Parking Enforcement (CPE) functions on the highway in Ipswich.

 

Occasionally, the Council is asked to suspend a parking bay(s) on the highway in order to ensure that there are no vehicles parked in the bay for the duration of the suspension. There are a number of reasons why a bay might need to be suspended, but one of the most common is to allow utility companies to excavate the highway in or near the bay in question in order to install, repair or remove their pipes, cables or other apparatus.

 

There is a cost to the Council to suspend a parking bay including providing the necessary signage and enforcing the temporary suspension of parking. Where the organisation requesting the suspension of the bay needs to allow their own vehicles to be able to park in it then this will require a dispensation from the suspension and there is also a cost to the Council in issuing these. As such, the Council charges a fee for suspending a parking bay or providing a dispensation in order that these costs are met by whoever wishes the bay to be suspended rather than by the taxpayer. The fees are set solely to cover the costs involved and not to make a profit.

 

In Ipswich, the fees for suspending a parking bay and for providing a dispensation have already been set and are as follows:

Parking bay suspension fee (first day, per bay) = £55

Parking bay suspension fee (subsequent days, per bay) = £25

Dispensation to park in a suspended bay or other waiver certificate = £10 (maximum 7 days).

 

Since 6th April 2020, the Council also acts as agent to SCC for the provision of CPE functions on the highway in part of the area of Babergh and Mid Suffolk District Councils. The legal orders made by SCC that allow for parking bay suspensions and dispensations delegate the authority to set fees for these to the Council. As such, the Council has decided to set the same fees for parking bay suspensions and dispensations on the highway in that part of the area of Babergh and Mid Suffolk District Councils that the Council provides CPE functions for as apply in Ipswich, as shown above.

 

The main alternative option would be not to set any fees but this would mean that costs that might otherwise be charged to the organisation requiring the parking bay(s) suspension or dispensation would be met by the taxpayer.

Decision Maker: Officer Decision

Decision published: 24/06/2020

Effective from: 24/06/2020

Decision:

To set and impose the above fees on the highway in that part of the area of Babergh and Mid Suffolk District Councils as covered by the Council’s Civil Parking Enforcement agency agreement with Suffolk County Council for the same, to take effect from the date of this decision.


12/06/2020 - OD/20/05 Purchase of 7.5t Caged Tipper ref: 684    Recommendations Approved

Ipswich Borough Council requires a 7.5 t Caged Tipper to replace a current vehicle that has reached the end of its useful life.

Decision Maker: Officer Decision

Decision published: 22/06/2020

Effective from: 12/06/2020

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle for IBC use was identified as the DAF LF 180 FA 4X2 Rigid – 7.5 tonne caged tipper with tailift

 

The decision made was to purchase this vehicle from DAF at a total cost of £54,926.00 after discount.

 

Reason

Replace end of life vehicle

Wards affected: (All Wards);


12/06/2020 - OD/20/06 Purchase of Electric Vehicle ref: 685    Recommendations Approved

Ipswich Borough Council requires a 4 door electric car to replace a current vehicle. The Council’s Executive has resolved that in order to make the best use of available technology to reduce emissions from its fleet, in the most economically advantageous manner, the most appropriately fuel source for all new cars is electrically powered.

Decision Maker: Officer Decision

Decision published: 22/06/2020

Effective from: 12/06/2020

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle for IBC use was identified as the Hyundai Ioniq Hat 38.3 Kwh Electric

 

The decision made was to purchase this vehicle from Hyundai at a total cost of £24,020.19 after discount.

 

Reason: Replace end of life vehicle.

Wards affected: (All Wards);


04/06/2020 - OD/20/04 Ipswich Borough Council Discretionary Grants Scheme ref: 683    Recommendations Approved

The following decision was made under delegation 10.1(c) of Section 5 of Part 3 of the Council’s Constitution.  That delegation gives the following authority to the Chief Executive:

“Exercise the Council's powers to prepare for and deal with any disaster or emergency affecting life or property in Ipswich.”

Local Authority Discretionary Grant Fund

The Council has been allocated £1.24m by the Government to spend on discretionary grants.  The proposed Ipswich Borough Council Discretionary Grants Scheme is set out in Appendix A.

 

The Scheme follows the published Government guidance, i.e. it focuses on the businesses recommended for support by Government. It should be noted that the funding for this has been provided by Government and must only be used for this purpose (i.e. Discretionary Grants to third parties).

Decision Maker: Officer Decision

Decision published: 05/06/2020

Effective from: 04/06/2020

Decision:

To adopt the Ipswich Borough Council Discretionary Grants Scheme (attached as Appendix A) as the policy by which the Council will distribute the funding (£1.24m) allocated to the Council by the Government for this purpose.

Reason: To enable the application process to start and allow the Chief Executive to then make decisions to fund businesses to a value as set out within the policy, up to a maximum of £10,000 each.

 

Note: This decision is exempt from call-in to enable the Local Authority Discretionary Grant Fund scheme to be launched as soon as possible to enable direct support to reach businesses. The exemption decision also had regard to the level of consultation undertaken prior to the decision being made.


28/05/2020 - OD/20/03 Eastern Gateway - UKPN Contract ref: 682    Recommendations Approved

Ipswich Borough Council is required to provide a new dedicated power supply to serve the incoming occupier of Plot 11 at Eastern Gateway.

 

The original quote was sought from UKPN to deliver the supply totalling £212,595.00, paid in August 2019.

 

A revised quote from UKPN was requested for a LV Main for 6 proposed streetlights to the new road.

 

The quote received was £10,412.76

Decision Maker: Officer Decision

Decision published: 01/06/2020

Effective from: 28/05/2020

Decision:

In accordance with contract standing orders to allow the contract variation to proceed as set out above.

 

Reason: To vary the contract to enable power connections to the 6nr proposed streetlights on the Phase 2A spine road.


28/05/2020 - OD/20/02 Eastern Gateway – Contract Variation ref: 681    Recommendations Approved

Ipswich Borough Council is currently undertaking Phase 2A infrastructure works at Eastern Gateway which involves construction of a road, utilities and drainage, predominantly to service Development Area 16.

 

The occupier of Development Area 16 (Amazon) requires the following capital works to be completed in order to help future proof its site;

 

- High Voltage Switch (UK Power Networks) = £ 31,737.72

- Associated Design and Civil Work = £ 29,730.60

 

- Hydrant Main (Anglian Water) = £ 20,692.30

- Associated Design and Civil Work = £ 30,046.89

 

Total = £ 112,207.51

 

The Sale Agreement, signed on 19th February 2020, will be varied to include the items listed above. All costs (£112,207.51) will be reimbursed to IBC by Amazon in full as per the agreed variation contract (18691).

Decision Maker: Officer Decision

Decision published: 01/06/2020

Effective from: 28/05/2020

Decision:

In accordance with contract standing orders to allow the contract variation to proceed as set out above.

 

Reason: To vary the contract to enable the installation of the HV Switch, Hydrant Main and associated work to future proof Development Area 16 and the wider site and the reimbursement of the cost of this work to IBC


11/05/2020 - OD/20/01 Treasury Management Contract ref: 680    Recommendations Approved

The Council’s contract for Treasury Management advice ended on 31st March 2020. The Council continues to require advice and proposed to enter a new contract for a period of 3 years.

 

There are only 2 potential providers in the market and research demonstrated that currently only one provider has the ability to conduct the service required by the Council.

 

Quotations were sought from LINK Asset Services for a 3-year period and were as follows:

 

Year 1 - £13,350 (1/4/20 – 31/3/21)

Year 2 - £13,700 (1/4/21 – 31/3/22)

Year 3 - £14,050 (1/4/22 – 31/3/23)

 

It is proposed to waive contract standing orders based on only a single provider of the service being available and to award a 3-year contract to LINK Asset Services

Decision Maker: Officer Decision

Decision published: 22/05/2020

Effective from: 11/05/2020

Decision:

To waive contract standing orders and enter into a 3-year contract with LINK Asset Services.

 

Reason: To continue to receive treasury management advice and updates from the financial sector in accordance with the contract.

Wards affected: (All Wards);


16/05/2020 - OD/19/133 Installation of Scooter Stores ref: 679    Recommendations Approved

To award a contract for the supply and installation of purpose-built external scooter stores at Dundee House, Reydon House and Walton House sheltered housing schemes. : Seven bids were received and evaluated for both cost and quality and the bid Brock FMD Ltd at a cost of £79,088.54 was accepted.

Decision Maker: Officer Decision

Decision published: 19/05/2020

Effective from: 16/05/2020

Decision:

To award a contract for the supply and installation of scooter stores to three sheltered housing schemes.

 

Reason: To provide adequate and safe scooter storage facilities at Dundee House, Reydon House and Walton House

Wards affected: Gainsborough; Rushmere; Whitton;


30/04/2020 - OD/19/132 Appointment of Architect for 4 College St ref: 678    Recommendations Approved

Ipswich Borough Council are proposing to refurbish the dilapidated Grade II listed building at 4 College Street.

 

Conservation Architect services are required to be provided by an external consultancy to progress with the design.

 

Following an open procurement process, the most economically advantageous tender was submitted by Nicholas Jacob Architects for the sum of £17,300.00 (excl. VAT) which will be funded from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 01/05/2020

Effective from: 30/04/2020

Decision:

To appoint Nicholas Jacob Architects.

 

Reason: To progress with design works for the refurbishment of 4 College Street.

Wards affected: Alexandra;


16/04/2020 - OD/19/131 Sheltered Wellbeing Survey ref: 677    Recommendations Approved

Ipswich Borough Council requires the services of an organisation to conduct face to face surveys with residents in the Council’s sheltered schemes. This is to determine the physical and mental wellbeing of the residents and to obtain feedback on the current sheltered scheme offer as part of the older persons housing review.

Decision Maker: Officer Decision

Decision published: 27/04/2020

Effective from: 16/04/2020

Decision:

Following an open tendering process with the Council receiving two bids, Suffolk Mind has been appointed at a cost of up to £17,501 Start date to be mutually agreed due to the Covid19 pandemic.

 

Reason: Suffolk Mind submitted the most economically advantageous tender to the Council. It also allows surveys to be covered without delay once the Covid19 pandemic restrictions are lifted.

Wards affected: (All Wards);


21/04/2020 - OD/19/130 Purchase of 174 Vernon Street ref: 676    Recommendations Approved

The council was voluntarily offered the opportunity to purchase 174 Vernon Street Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £72,500 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 27/04/2020

Effective from: 21/04/2020

Decision:

To purchase 174 Vernon Street Ipswich for £72,500.

 

Reason: To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Bridge;


24/04/2020 - OD/19/129 Purchase of 115 Elmcroft Road ref: 675    Recommendations Approved

The council was voluntarily offered the opportunity to purchase 115 Elmcroft Road Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £200,000 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 27/04/2020

Effective from: 24/04/2020

Decision:

To purchase 115 Elmcroft Road Ipswich for £200,000

 

Reason: To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Whitton;


24/04/2020 - OD/19/128 Sheltered Housing Surveys And Options Tender ref: 674    Recommendations Approved

As part of the Older Persons Housing Strategy, the fifteen IBC sheltered housing schemes require to have full condition surveys and options assessed, to identify the works required and best future option for each of the schemes. To achieve this, the survey and options appraisal work has been tendered via an existing framework agreement Fusion 21 and four tenders were received and evaluated.

Decision Maker: Officer Decision

Decision published: 27/04/2020

Effective from: 24/04/2020

Decision:

To appoint Michael Dyson associates to complete the surveys and options appraisals at a cost of £53,758.90

 

Reason: Michael Dyson Associates submitted the most economically advantageous tender.

Wards affected: (All Wards);


14/04/2020 - OD/19/127 Direct Line Group Community Fund ref: 673    Recommendations Approved

The Council were invited to participate in the Direct Line Group Community Fund, whose priority was to support vulnerable people and provide assistance to people who need it immediately.

Decision Maker: Officer Decision

Decision published: 24/04/2020

Effective from: 14/04/2020

Decision:

That the Council accepts financial support of £100,000 from the Direct Line Group Community Fund to provide essential supplies for homeless people in Ipswich during the Coronavirus emergency. The Borough Council will use this funding to buy dozens of ‘starter packs’ for families and individuals moving into the Council’s temporary accommodation.

Reason: The Direct Line Group Community Fund can make donations to registered charities, local authorities dispensing funds or mutual organisations with charitable objectives, where the priority is to support vulnerable people and get support into the hands of people who need it immediately.

Note: This decision is exempt from call-in as the need is urgent and the Funder wished to conclude the matter, and any delay may jeopardise the Council’s chances of receiving the funding.


13/03/2020 - OD/19/126 Strategic Flood Risk Assessment Review ref: 672    Recommendations Approved

Aecom have been awarded the contract to review and update the Ipswich Strategic Flood Risk Assessment (SFRA) originally published in 2011. The contract award (OD/19/22) was undertaken in accordance with CSOs through an open tender, and subsequently extended by variation (OD/19/51).

 

The SFRA is needed to inform the sequential approach to choosing sites to allocate for development through the Ipswich Local Plan. As Ipswich has many potential development sites within flood risk zones, the SFRA has significant implications on the plan making process and the key Local Plan criteria of ‘Soundness’. In order to resolve comments made by the Environment Agency at the Regulation 19 stage further work is required to complete the amendments to the SFRA in order that the Local Plan can progress, namely review of modelling information and update site sheets, and update the sequential test statement. The combined total of the additional works is £7,805.75

Decision Maker: Officer Decision

Decision published: 20/04/2020

Effective from: 13/03/2020

Decision:

To waive contract standing orders and grant the contract extension of £7,805.75 for the Ipswich Strategic Flood Risk Assessment to Aecom.

 

Reason: In order that the additional work required is complete in order that the Local Plan can progress.

Wards affected: (All Wards);


11/03/2020 - OD/19/125 Rough Sleeper Initiative Contracts 2020/21 ref: 671    Recommendations Approved

The bid to the Ministry of Housing, Communities and Local Government (MHCLG) Rough Sleeping Initiative funding was successful, with a grant totalling £498,793. The existing remaining RRP fund of £51,074 has been included giving a total of £549,867 for the financial year 2020/21. This will be used to fund a range of interventions including those outlined in the decision below.

 

Certain interventions could only be provided by a single organisation and have been awarded in accordance with paragraph 3.2 of the Council’s Contract Standing Orders.

Decision Maker: Officer Decision

Decision published: 16/04/2020

Effective from: 11/03/2020

Decision:

That the following contracts be awarded:

 

Intervention

Contract Values

 

Procurement

1. Ipswich Winter Night Shelter-

Additional 7 weeks

£25,596

Contract awarded to Selig Trust - Specialist Provider

2. Senior mental health practitioner

£74,850

Contract awarded to NSFT - Specialist Provider

3. In-reach 40 hours per week

£35,810

Contract awarded to Ipswich Housing Action Group for one year, with the option to extend up to five years.

4. Rough Sleeper Outreach 56 hrs per week

£49,822

Contract awarded to Ipswich Housing Action Group for one year, with the option to extend up to five years.

5. STEP beds, 13 in all, in 3 lots as currently configured:

£169,188, allocated as below

 

-       Lot 1, 3 beds

£39,508

Contract awarded to Notting Hill Genesis for one year, with the option to extend to five years.

-       Lot 2, 5 beds

£60,240

Contract awarded to Anglian Care Trust for one year, with the option to extend to five years.

-       Lot 3, 5 beds

£69,440

Contract awarded to Anglian Care Trust for one year, with the option to extend to five years.

 

Note: Interventions 1 & 2 could have been tendered externally, but with no other organisations being available who could effectively deliver the interventions, an exemption was recommended; the remaining interventions were subject to a competitive tender exercise.

 

Reason: On 4 February 2020, the Executive agreed to award the rough sleeper service contracts for 2020/21, up to an aggregate contract award value for 2020/21 equal to the MHCLG grant received.  The proposed interventions will provide a vital role in addressing Rough Sleeping in the Borough.

 

Note: These contracts were exempted from call-in in order for the contracts to be implemented from 1 April 2020.

Lead officer: Bridie Green


07/04/2020 - OD/19/124 Immediate Suspension of Private Hire Vehicle Licences ref: 670    Recommendations Approved

 

1 Private Hire Vehicle licence has been suspended with immediate effect: failed the Half Year Mechanical Test.

 

No alternative options were considered.

 

Decision Maker: Officer Decision

Decision published: 09/04/2020

Effective from: 07/04/2020

Decision:

 

1 Private Hire Vehicle licence has been suspended with immediate effect: failed the Half Year Mechanical Test.

 

No alternative options were considered.

 

Wards affected: (All Wards);


01/04/2020 - OD/19/123 Provision of temporary accommodation during the COVID-19 Pandemic ref: 669    Recommendations Approved

The following decision was made under delegation 10.1(c) of Section 5 of Part 3 of the Council’s Constitution.  That delegation gives the following authority to the Chief Executive:

“Exercise the Council's powers to prepare for and deal with any disaster or emergency affecting life or property in Ipswich.”

Decision Maker: Officer Decision

Decision published: 02/04/2020

Effective from: 01/04/2020

Decision:

a) That the Head of Housing and Community Services, in consultation with the Legal and Democratic Services Operations Manager and the Head of Finance and Revenues, be authorised to enter into a contract with a hotel on the terms outlined in the Memorandum at Exempt Appendix 1.

b) That this decision is exempt for Contract Standing Orders under paragraph 3.2 on the basis that it is necessary as a matter of urgency and a delay would be likely to

lead to further financial cost or suffering to lives and at present there is only one supplier and no satisfactory alternative.

Reason for decision:

To ensure that Ipswich Borough Council is able to provide temporary accommodation to (i) the homeless, (ii) those who have nowhere to safely self-isolate and (iii) rough sleepers.

More background information is supplied within Exempt Appendix 1.

Note: This decision is exempt from call-in as the rooms are urgently needed as additional temporary accommodation.

Lead officer: Ian Blofield


01/04/2020 - OD/19/120 Pond Hall Farm Disposal ref: 666    Recommendations Approved

This decision recommends the disposal of farm buildings and 9 acres of land, with the remainder providing an extension to Orwell Country Park and for ecological enhancements, as set out in the Executive report published on 24 March 2020, reference E/19/68.

Decision Maker: Officer Decision

Decision published: 01/04/2020

Effective from: 09/04/2020

Decision:

That Ipswich Borough Council agrees to sell Pond Hall Farm to the Purchaser as detailed in Exempt Appendix 2 to report E/19/68 and that the Operations Manager – Property Services, in consultation with the Property Portfolio Holder, Head of Development, Head of Governance and Section 151 Officer, be authorised to progress and conclude the sale on suitable terms, providing they are in line with the plan and Heads of Terms appended to report E/19/68, subject to any necessary minor and reasonable adjustments.

Reason for decision:

The Chief Executive has exercised the delegated authority granted to him by the Leader on 24th March to take decisions on any and all Executive functions in consultation with the Leader (or in his absence or unavailability, with the Deputy Leader) to ensure that the Council does not lose or cause delay to the sale of Pond Hall Farm to enable it to generate a capital receipt  and   to bring forward the regeneration of a heritage asset, facilitate the extension of the Orwell Country Park and diversion of the Coastal Path and ecological enhancement provisions.

Wards affected: Gainsborough;

Lead officer: Stuart McDonald


01/04/2020 - OD/19/118 Asbestos Removal Contract (Housing Stock) ref: 664    Recommendations Approved

This decision recommends the appointment of a licensed asbestos removal contractor to provide Ipswich Borough Council (Maintenance & Contracts) with services to remove materials containing asbestos within its housing portfolio, as set out in the Executive report published for 24 March 2020, reference E/19/65.

Decision Maker: Officer Decision

Decision published: 01/04/2020

Effective from: 09/04/2020

Decision:

That the Head of Housing and Community Services, in consultation with the Legal and Democratic Services Operations Manager, be authorised to enter into a contract with the supplier identified as Contractor 9 in exempt Appendix 1 to report E/19/65 for the delivery of an asbestos removal contract for a three-year term from 1st June 2020, together with authority to exercise an option to extend the term by a further 12 months.

Reason for decision:

The Chief Executive has exercised the delegated authority granted to him by the Leader on 24th March to take decisions on any and all Executive functions in consultation with the Leader (or in his absence or unavailability, with the Deputy Leader) to ensure the Council complies with its statutory obligations  to maintain its housing stock and to carry out asbestos removal safely in accordance with relevant legislation by a licensed contractor. The preferred contractor’s tender was overall the most economically advantageous to the Council in accordance with the criteria set out in the tender documents.

Wards affected: (All Wards);

Lead officer: Lee Woods


01/04/2020 - OD/19/117 Woolverstone Marina Lease Renewal ref: 663    Recommendations Approved

This decision recommends granting a new 125-year lease to MDL Marinas Ltd as part of lease renewal negotiations as set out in the Executive report published for 24 March 2020, reference E/19/63.

Decision Maker: Officer Decision

Decision published: 01/04/2020

Effective from: 09/04/2020

Decision:

That the Property Services Operations Manager, in consultation with the Legal and Democratic Services Operations Manager, be authorised to enter into a new 125-year lease, in accordance with the Heads of Terms appended to report E/19/63, subject to reasonable and minor amendment.

Reason for decision:

The Chief Executive has exercised the delegated authority granted to him by the Leader on 24th March to take decisions on any and all Executive functions in consultation with the Leader (or in his absence or unavailability, with the Deputy Leader) to ensure that the Council does not lose or delay the benefit of the negotiated settlement of a new  for a 125 year term which produces  increased  income for the Council and ends costly court proceedings.

Lead officer: Stuart McDonald


01/04/2020 - OD/19/116 Private Sector Housing - Civil Penalties and Banning Orders ref: 662    Recommendations Approved

The Housing Act introduced tools to help local authorities improve the private rented sector. This decision recommends implementing two of those tools, civil penalties and banning orders, following the outcome of a public consultation regarding the introduction of both, and requests implementation of the policies and an amendment to the Public Protection Enforcement Policy to reflect these changes, as set out in the Executive report published for 24 March 2020, reference E/19/58.

Decision Maker: Officer Decision

Decision published: 01/04/2020

Effective from: 09/04/2020

Decision:

1. That the Civil Penalties Policy detailed in Appendix 1 to report E/19/58 be adopted;

 

2. That the Banning Order Policy detailed in Appendix 2 to report E/19/58 be adopted;

 

3. That the Public Protection Enforcement Policy detailed in Appendix 4 to report E/19/58 be adopted;

 

4. That the Operations Manager - Public Protection be authorised to make amendments to Annex A of the Enforcement Policy to reflect legislative changes as and when they occur where the amendments do not materially affect the Policy.

Reasons for decision:

a) The Chief Executive has exercised the delegated authority granted to him by the Leader on 24th March to take decisions on any and all Executive functions in consultation with the Leader (or in his absence or unavailability, with the Deputy Leader) to enable provisions to come into effect which the Council may require during the pandemic.

b) 1., 2. & 3. To enable Civil Penalties and Banning orders to be operated and ensure enforcement action taken is transparent and proportionate and 4. to ensure that the enforcement policy is up to date and that action taken under the policy is in line with legislation.

Wards affected: (All Wards);

Lead officer: Clare Lovell


01/04/2020 - OD/19/115 Planned Maintenance Programme - Council Housing Stock ref: 661    Recommendations Approved

This decision advises on the results of the Planned Maintenance Programme tender for Council Housing Stock and recommends the appointment of contractors, as set out in the Executive report published for 24 March 2020, reference E/19/66.

Decision Maker: Officer Decision

Decision published: 01/04/2020

Effective from: 09/04/2020

Decision:

That the Head of Housing and Community Services, in consultation with the Legal and Democratic Services Operations Manager, be authorised to enter into a contract with the suppliers highlighted in yellow in exempt Appendix 1 to report E/19/66 for the delivery of the planned maintenance programme for a 5-year term from a date mutually agreed with the successful bidder.

Reason for decision:

(i) The Chief Executive has exercised the delegated authority granted to him by the Leader on 24th March to take decisions on any and all Executive functions in consultation with the Leader (or in his absence or unavailability, with the Deputy Leader) to ensure that the Council is able to complete the procurement thereby ensuring there are no increases in pricing and maintenance of its housing stock can continue.

(ii) The award of the tender provides value for money. The recommended contractors are capable of meeting the Council’s requirements and their bids are the most advantageous to the Council.

Lead officer: Duncan Carragher


01/04/2020 - OD/19/121 Proposed Acquisition of Development Land in IP1 ref: 667    Recommendations Approved

This decision considers the proposal to acquire development land in the IP1 area, as set out in the exempt Executive report published on 24 March 2020, reference E/19/69. This is a strategic purchase to increase IBC’s holdings in the area to enable development of employment land.

Decision Maker: Officer Decision

Decision published: 01/04/2020

Effective from: 09/04/2020

Decision:

Details of the decision are exempt from publication.

Lead officer: Stuart McDonald


01/04/2020 - OD/19/119 Acquisition of Residential Property ref: 665    Recommendations Approved

This decision recommends the approval to acquire a residential property under the Council’s acquisition policy, as set out in the Executive report published for 24 March 2020, reference E/19/67.

Decision Maker: Officer Decision

Decision published: 01/04/2020

Effective from: 09/04/2020

Decision:

i) That the purchase of the property for £230,000 (plus £9,000 stamp duty), as detailed in report E/19/67, be approved;

ii) That the Property Services Operations Manager, in consultation with the Portfolio Holder for Property Services, Operations Manager for Legal Services and the Section 151 Officer, be authorised to progress and conclude the purchase of the property for £230,000 (plus £9,000 Stamp Duty).

Reason for decision:

The Chief Executive has exercised the delegated authority granted to him by the Leader on 24th March to take decisions on any and all Executive functions in consultation with the Leader (or in his absence or unavailability, with the Deputy Leader) to ensure that the Council does not lose or delay the purchase of the property because this type of property is urgently required and in short supply in the Borough and will:

i)  enable the Council to convert the property as an accessible bungalow and become part of the Housing stock and

ii)  enable the necessary due diligence to be conducted and the purchase to proceed

Wards affected: Bixley;

Lead officer: Stuart McDonald


01/04/2020 - OD/19/122 Proposal to Build a New Centre for Elective (Planned) Orthopaedic Surgery at Colchester Hospital ref: 668    Recommendations Approved

This decision summarises the Council’s response to be submitted to the East Suffolk and North Essex NHS Foundation Trust in respect of their public consultation on the proposal to build a new Centre for Elective (Planned) Orthopaedic Surgery at Colchester Hospital, as set out in the Executive report published for 24 March 2020, reference E/19/61.

Decision Maker: Officer Decision

Decision published: 01/04/2020

Effective from: 09/04/2020

Decision:

That the Consultation response (Appendix 1 to report E/19/61, as amended by the recommendations in the addendum report) be submitted to the appropriate address prior to the conclusion of the consultation period on 1st April 2020.

Reasons for decision:

The Chief Executive has exercised the delegated authority granted to him by the Leader on 24th March to take decisions on any and all Executive functions in consultation with the Leader (or in his absence or unavailability, with the Deputy Leader) to ensure that the Council’s views are submitted in due time as a response to the consultation.

Wards affected: (All Wards);

Lead officer: Russell Williams


30/03/2020 - OD/19/114 Fine Arts Insurance Contract Award ref: 660    Recommendations Approved

Ipswich Borough Council requires insurance for its collections of Fine Art and a procurement exercise has been undertaken to identify a supplier to support service needs and compliance with Contract Standing Orders.

Decision Maker: Officer Decision

Decision published: 31/03/2020

Effective from: 30/03/2020

Decision:

Three quotes have been evaluated and the preferred supplier AXA XL demonstrate the best value for money and quality.

 

The contract start date for this provision will be April 2020 the estimated value of this contract is £90,900 over the length of the two-year contract.

Wards affected: (All Wards);


30/03/2020 - OD/19/113 Ipswich Museum - Inspiring a New Generation - Design Team Appointment ref: 658    Recommendations Approved

This decision advises on the results of the tender for, and recommends the appointment of, a Lead Consultant and Gallery Designer for the Ipswich Museum Development, as set out in the Executive report published for 24 March 2020, reference E/19/64.

Decision Maker: Officer Decision

Decision published: 30/03/2020

Effective from: 30/03/2020

Decision:

That the Head of Culture and Environment be authorised, in consultation with the Legal and Democratic Services Operations Manager, to enter into contracts with the suppliers identified as Contractor 1 & Contractor 2 in exempt Appendix 1 of report E/19/64.

Reasons for decision: 
1. The Chief Executive has exercised the delegated authority, granted to him by the Leader on 24th March to take decisions on any and all Executive functions in consultation with the Leader (or in his absence or unavailability, with the Deputy Leader), because the decision to appoint contractors is urgent to ensure the continuation of Lottery Funding and to progress with the project.

2. The recommended contractors are capable of meeting the Council’s requirements and their bids are the most advantageous to the Council in terms of price, quality and in enabling the timely delivery of design works required prior to the submission of a Stage 2 bid to the National Lottery Heritage Fund.

Note: This decision is exempt from call-in in order to comply with the National Lottery Heritage Fund timetable.

Lead officer: Jack Ingham


24/03/2020 - PH/19/01 Delegation of Executive Functions to the Chief Executive ref: 659    Recommendations Approved

Under Section 9E (2) of the Local Government Act 2000 the Leader has authority to arrange for the discharge of Executive functions by an officer of the Authority. The Leader was advised by the Monitoring Officer that to meet the aims of Executive report E/19/70 he could delegate the discharge of all Executive functions to the Chief Executive.

Decision Maker: Leader of the Council: Property & Development

Decision published: 30/03/2020

Effective from: 24/03/2020

Decision:

That the Chief Executive be delegated the authority to take decisions on any and all Executive functions in consultation with the Leader (or in his absence or unavailability, with the Deputy Leader) until further notice.

 

Reason for decision: In order that Executive functions can be effectively discharged.

 

Note: This decision has been certified as being exempt from Call-In to enable urgent decisions to be made by the Chief Executive in the interests in the effective running and management of the Council in this emergency scenario.

Wards affected: (All Wards);


25/03/2020 - OD/19/112 CVS and Commercial Tenants Qualifying for Rent Free Period ref: 657    Recommendations Approved

Decision to Grant a Three Month Rent Holiday to Community and Voluntary Sector tenants of the Borough Council and specified commercial tenants of the Borough Council.

 

Context:

 

Coronavirus is placing extreme pressures on many sectors of society. The Government has announced various packages of support in terms of business rate reliefs, grants, loans and hardship funds.

 

Within the Councils statement issued on 20th March 2020, the following statement was made at point 3 of Community Impact and Volunteering:

 

“In the event that the authority is given to the Chief Executive and, having already consulted the Leader of the Council and got his full support, the Chief Executive has confirmed that he then intends on 25th March 2020 to decide that all Ipswich Borough Council’s voluntary and community sector tenants and all Ipswich Borough Council’s commercial tenants no longer able to operate due to the direct implications of the decision to close buildings they operate from (made at (1) above) - e.g. the Film Theatre and the coffee shop in the now closed Town Hall and Corn Exchange complex - will be given a three-month rent holiday by the Council covering the period April 1st to June 30th. The Council’s Property Team will make direct contact with all organisations that will benefit from the three month rent free period during next week (week commencing 23rd March 2020). This support is valued at around £100,000.”

Decision Maker: Officer Decision

Decision published: 27/03/2020

Effective from: 25/03/2020

Decision:

(1)    That all Ipswich Borough Council’s Voluntary and Community Sector tenants and all Ipswich Borough Council’s commercial tenants who are no longer able to operate due to the direct implications of the decision to close buildings they operate from, e.g. the coffee shop in the now closed Town Hall and Corn Exchange complex, will be given a three-month rent holiday by the Council covering the period 1 April to 30 June 2020.

Note: The list of affected premises / organisations is attached as exempt Appendix 1 and it should be noted that the total value of this is estimated at £80,766.77.

(2)    To authorise the Council’s Property Services Operations Manager to contact all the tenants for properties on the attached list and inform them of the three month rent ‘holiday’ and agree relevant arrangements with each to bring it into effect.

(3)    To exempt the above decisions from call in.

 

Reasons:

(a)    To provide support for the Council’s Voluntary and Community Sector Tenants

(b)    To acknowledge that separate Borough Council decisions on the use of some IBC buildings etc has meant that it became impossible for a small number of our commercial tenants to operate and the decision is an acknowledgement of those challenges

(c)    The call in exemption is justified in the circumstances of Coronavirus, providing urgent certainty for our tenants, and the fact that the likely decision has been known about by all Councillors for 5 days and not caused any concerns to be raised.

Wards affected: (All Wards);


24/03/2020 - OD/19/111 IBC Response to Coronavirus - 24 March 2020 ref: 656    Recommendations Approved

This decision was made under delegation 10.1(c) of Section 5 of Part 3 of the Council’s Constitution.  That delegation gives the following authority to the Chief Executive:

“Exercise the Council's powers to prepare for and deal with any disaster or emergency affecting life or property in Ipswich.”

Decision Maker: Officer Decision

Decision published: 25/03/2020

Effective from: 24/03/2020

Decision:

The following actions were implemented on 24 March 2020 and formally publicised on the Council’s website as follows:

 

Ipswich Borough Council’s current position is as follows:

 

Clearly the statement by the Prime Minister last night has significantly changed life in the UK. The Borough Council has already introduced extensive changes to what it does and how it operates in response to the challenges of Coronavirus. However following the announcement last night the following additional measures have been taken:

 

1.     Ipswich Market: Only four food stalls will be permitted to operate at Ipswich Market from today and until further notice. The Council has spread them across Princes Street to protect traders and shoppers. No other (non-food) traders are permitted to operate. Two-metre markings have been made on the ground to assist shoppers, who are advised that the market could cease to operate if social distancing instructions are not adhered to.

 

2.     Play Areas etc in Parks. The Council has closed all play areas, outdoor gyms, kiosks and courts in its parks and open spaces. This has been done where possible by locking gates but in some cases through signage.

 

3.     The Executive meeting scheduled to be held today (24th March 2020) has been cancelled.

In addition, during the course of the rest of the day the Council will:

 

4.     Further limit repairs to its Council Housing stock to absolutely essential items only until further notice.

 

5.     Further limit numbers at Grafton House Headquarters although numbers have already been reduced to about 50 people per day (all practising social distancing). This is approximately 10% of the numbers who normally work out of the Council’s space in Grafton House each day.

 

The above 5 measures are in addition to those announced by the Council on 20th March 2020.

 

The Borough Council intends to issue a full updated summary position every Friday while communicating more regularly about individual issues and services.

 

Reason for decision: The decision was taken having taken regard of national advice about doing everything appropriate to protect health and life of people in Ipswich.  In the opinion of the Chief Executive, the threat to life posed by Coronavirus (COVID-19) was clearly an emergency affecting life in Ipswich.

 

This decision is exempt from call-in in light of the threat to life posed by Coronavirus.

 

Wards affected: (All Wards);


23/03/2020 - OD/19/110 Fundraising Consultant Ipswich Museum ref: 655    Recommendations Approved

Ipswich Borough Council seeks to appoint a Fundraising Consultant to support the development of Ipswich Museum’s NLHF project.

 

The Fundraising Consultant will review and update the Fundraising Plan, identifying new sources to supplement those already identified to ensure optimum success. Review the Gift Tables and Campaign Structure. With the support of the museum staff and IBC’s External Funding Officer, the Consultant will complete fundraising applications to identified trusts and foundations and any other appropriate grant giving organisations.

 

Following a procurement process, the tender that scored highest on the key evaluation criteria for experience, knowledge and programme was submitted by Apollo Fundraising for the sum of £15,000 which will be funded from the existing NLHF development phase budget.

Decision Maker: Officer Decision

Decision published: 25/03/2020

Effective from: 23/03/2020

Decision:

To appoint Apollo Fundraising.

 

Reason: To progress the Fundraising Plan as an approved purpose of the NLHF project.

Wards affected: Westgate;


23/03/2020 - OD/19/108 Activity Planner Ipswich Museum ref: 653    Recommendations Approved

Ipswich Borough Council seeks to appoint an Activity Plan Consultant to support the development of Ipswich Museum’s NLHF project.

 

The Activity Plan Consultant will extend and develop the current interpretation, learning and participation proposals and devise and test further plans and activities which will achieve the project’s engagement, learning and participation outcomes.

 

Following a procurement process, the tender that scored highest on the key evaluation criteria for experience, knowledge and programme was submitted by Julia Holberry Associates for the sum of £25,000 which will be funded from the existing NLHF development phase budget.

Decision Maker: Officer Decision

Decision published: 25/03/2020

Effective from: 23/03/2020

Decision:

To appoint Julia Holberry Associates.

 

Reason: To progress the Activity Plan as an approved purpose of the NLHF project.

Wards affected: Westgate;


23/03/2020 - OD/19/109 Business Planner Ipswich Museum ref: 654    Recommendations Approved

Ipswich Borough Council seeks to appoint a Business Plan Consultant to support the development of Ipswich Museum’s NLHF project.

 

The Business Plan consultant will work with key partner organisations, stakeholders and the community to develop a viable 10-year Business Plan. This commission is to develop a plan to help assess the financial implications of the project and to demonstrate its long-term viability.

 

Following a procurement process, the tender that scored highest on the key evaluation criteria for experience, knowledge and programme was submitted by Bryn Jones Associates for the sum of £20,000 which will be funded from the existing NLHF development phase budget.

Decision Maker: Officer Decision

Decision published: 25/03/2020

Effective from: 23/03/2020

Decision:

To appoint Bryn Jones Associates

 

Reason: To progress the Business Plan as an approved purpose of the NLHF project.

Wards affected: Westgate;


19/03/2020 - OD/19/107 IBC Response to Coronavirus - 20 March 2020 ref: 652    Recommendations Approved

Decisions were made under delegation 10.1(c) of Section 5 of Part 3 of the Council’s Constitution.  That delegation gives the following authority to the Chief Executive:

“Exercise the Council's powers to prepare for and deal with any disaster or emergency affecting life or property in Ipswich.”

 

Decision Maker: Officer Decision

Decision published: 20/03/2020

Effective from: 19/03/2020

Decision:

The Chief Executive has taken the decisions, as set out in the statement attached at Appendix 1, in relation to various issues the Council is dealing with as part of its response to the Coronavirus. The decisions were implemented from 8am on 20 March 2020 and formally publicised on the Council’s website.

 

Reason for Decisions:  The decisions were taken having taken regard of national advice about doing everything appropriate to protect health and life of people in Ipswich.  In the opinion of the Chief Executive, the threat to life posed by Coronavirus (COVID-19) was clearly an emergency affecting life in Ipswich.

 

Note: These decisions are exempt from call-in in light of the threat to life posed by Coronavirus.

 

 

Wards affected: (All Wards);


19/03/2020 - OD/19/106 Crown Multi-storey car park EA fees uplift. ref: 651    Recommendations Approved

Ipswich Borough Council needs to extend the Employers Agent services that Allman Woodcock has been providing in respect of the Crown MSCP project, to enable the construction final account to be concluded and to provide additional professional advice with regards the contract.

 

Services are now needed for a longer period than that which was originally included in Allman Woodcocks original quote.

 

Allman Woodcock’s original purchase order for related services amounted to £11,000 (ex. VAT). This needs to be increased to a revised purchase order value of £21,000 (ex. VAT) to cover the additional period of services, now needed.

 

Appointment was made to Allman Woodcock in 2017. The extended services will be paid for from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 20/03/2020

Effective from: 19/03/2020

Decision:

To extend existing Employers Agent services as currently provided by Allman Woodcock.

 

Reason: To allow for additional Employers Agent services to be provided by Allman Woodcock.

Wards affected: St Margaret's;


12/03/2020 - OD/19/105 Appointment of Landscape Architect for the redevelopment of Arras Square ref: 650    Recommendations Approved

Ipswich Borough Council are proposing to redevelop Arras Square.

Landscape Architect services are required to be provided by an external consultancy to progress with the design.

 

Following an open procurement process, the most economically advantageous tender was submitted by Erect Architecture for the sum of £69,990.00 which will be funded from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 20/03/2020

Effective from: 12/03/2020

Decision:

To appoint Erect Architecture.

 

Reason: To progress with design works for the redevelopment of Arras Square.

Wards affected: Alexandra;


09/03/2020 - OD/19/104 Sustainability Appraisal ref: 649    Recommendations Approved

The Council published a Sustainability Appraisal (SA) (including Strategic Environmental Assessment) as part of its Final Draft (Regulation 19) Local Plan Review consultation in January 2020. The SA is a legal requirement under planning law. The law states that the SA must also comply with requirements of the European SEA Directive. The completed SA is required for submission with the Ipswich Local Plan to the Secretary of State for examination.

 

Arcadis have been the consultant responsible for producing the SA since August 2017. The overall cost for the SA work agreed in the latest contract is £18,946 exc VAT.

 

Further work is required for the SA not specified in the original Arcadis contract:

 

·         Changes to policy wording and site allocations (Regulation 19 stage)

·         Additional evidence from the Environment Agency

·         Air Quality updates from consultants WSP.

 

The additional costs for the consultant to update the SA report are £4,300.

 

For the reasons stated above, the contract with Arcadis needs to be varied to include the additional work streams identified and the additional fee of £4,300 awarded, taking the total cost to £23,246.

Decision Maker: Officer Decision

Decision published: 20/03/2020

Effective from: 09/03/2020

Decision:

To vary the contract with Arcadis to allow the additional SA work to be undertaken.

 

Reason: To enable the completion of the Sustainability Appraisal work so that the Ipswich Local Plan can be submitted to the SoS for examination.

Wards affected: (All Wards);


16/03/2020 - OD/19/103 IBC Response to Coronavirus ref: 648    Recommendations Approved

This decision was made under delegation 10.1(c) of Section 5 of Part 3 of the Council’s Constitution.  That delegation gives the following authority to the Chief Executive:

“Exercise the Council's powers to prepare for and deal with any disaster or emergency affecting life or property in Ipswich.”

Decision Maker: Officer Decision

Decision published: 19/03/2020

Effective from: 16/03/2020

Decision:

The following actions were implemented from 8am on 17 March 2020 and formally publicised on the Council’s website as follows:

 

Closure of Council Buildings

 

Following advice issued by the Prime Minister yesterday (Monday) evening in relation to the recommended response to Coronavirus, Ipswich Borough Council will be closing its public buildings with immediate effect.

 

These facilities include the Regent Theatre, Town Hall & Corn Exchange, Swimming Pools & Sports Centres, the Tourist Information Centre, the visitor centres in Christchurch and Holywells parks and the Museum, Art Gallery and Christchurch Mansion.

 

Car parks, the Cemeteries and Crematoria and our parks will remain open as will Grafton House (although the public should contact the Customer Services Team via www.ipswich.gov.uk or 01473 432000 rather than visit Grafton House or the Customer Service Centre).

 

Core services such as refuse collection and the HEARS service will be maintained.

 

The position will be reviewed before the end of the week and a decision about next week (i.e. 23rd March onwards) will be made on or by 20th March 2020.

 

Reason for decision:The decision was taken having taken regard of national advice about doing everything appropriate to protect health and life of people in Ipswich.  In the opinion of the Chief Executive, the threat to life posed by Coronavirus (COVID-19) was clearly an emergency affecting life in Ipswich.

 

Note: This decision is exempt from call-in in light of the threat to life posed by Coronavirus.

Wards affected: (All Wards);


04/03/2020 - OD/19/102 Ground Investigation Company ref: 647    Recommendations Approved

Ipswich Borough Council is proposing to build a new multi-storey car park on the site of the New Portman Road surface car park.

 

Additional site investigations are now needed to be provided in order to progress the development of the pile foundation design.

 

Following receipt of quotations, an appointment is to be made to EPS Ltd to the sum of £13,900.00 (excl. VAT) from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 06/03/2020

Effective from: 04/03/2020

Decision:

To appoint EPS Ltd.

 

Reason: To obtain ground investigation information to allow a piling design to be progressed.

Wards affected: Gipping;


03/03/2020 - OD/19/101 Provision of Use for an External Principal Designer ref: 646    Recommendations Approved

There is a need to enter into a new contract for the appointment of a Principal Designer who will embrace the role of Principal Designer under the Construction (Design and Management) Regulations 2015 for all Ipswich Borough Council (Maintenance and Contracts) projects. It was decided to enter into a call-off contract against a framework agreement with South Eastern Consortium. The intended new contract will commence March 2020.

Decision Maker: Officer Decision

Decision published: 04/03/2020

Effective from: 03/03/2020

Decision:

To enter into a framework call-off contract for up to 12 months commencing March 2020 through this consortium with Faithhorn Farrell Timms (FFT) to the sum of £30,000.

 

Reason: Under the Construction (Design & Management) Regulations 2015, the Council (as client) is required to appoint a Principal Designer for any project involving construction work if there will be more than one contractor (e.g. a contractor and sub-contractor) working on the project at any time. The appointment must be made as soon as is practicable as under the regulations a Principal Designer must be involved in the design phase of construction.

Wards affected: (All Wards);


02/03/2020 - OD/19/100 Immediate Suspension of Private Hire Vehicle Licences ref: 645    Recommendations Approved

2 Private Hire Vehicle licences have been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 04/03/2020

Effective from: 02/03/2020

Decision:

2 Private Hire Vehicle licences have been suspended with immediate effect: failure to provide Half Year Mechanical Test pass certificate.

 

No alternative options were considered.

Wards affected: (All Wards);


03/03/2020 - OD/19/99 Award of Corporate Insurance Contract ref: 644    Recommendations Approved

The corporate insurance contract is out for tender and Executive is requested to award this contract in March 2020.

 

This key decision will be taken by the Chief Executive.

Decision Maker: Officer Decision

Decision published: 03/03/2020

Effective from: 11/03/2020

Decision:

(1) To award the Corporate Insurance Contract to Bidder 1 in the exempt Appendices 1 and 2 attached, with effect from 1st April 2020 for an initial period of 3 years, with options for the Section 151 Officer to extend it for a further year, and a final year thereafter (3 plus 1 plus 1). The decision is made on the basis that the Bid 1 represents, overall, the most economically advantageous tender resulting from the procurement process to procure the new corporate insurance policy.

 

(2) To authorise the Section 151 Officer to complete matters and contract in accordance with Decision (1).

 

Reasons:

 

On 4th February 2020 the Executive of the Council agreed to the appointment of new insurance providers for the Council and delegated the decision to award the contract to the Chief Executive Officer subject to relevant consultation and to the contract award being within the current budget of £485,000 less the fine arts cover of approximately £40,000. This was to enable the Council to enter into a contract to commence on 01/04/2020 with the winning bidder.   

 

A robust procurement process has taken place, with Bidder 1 having been evaluated as the winning bidder, the proposed value of the contract is within the prescribed budget and consultation has occurred as required.

 

Lead officer: Tom Minnican


21/02/2020 - OD/19/98 Mosaic Annual Licence Fee ref: 643    Recommendations Approved

IBC has used Mosaic for the past five years through a rolling one-year licence fee. Mosaic is a cross channel classification system to help organisations understand their communities and customers and how to communicate with them in the most effective ways.

 

·         Many IBC services use Mosaic as a marketing tool to support decision making and operational service design. The software gives provision to:

o   Understand your customers with one consistent classification system

o   Ensure that you are only targeting customers that will find your services relevant

o   Retain and engage existing customers

o   Accurately communicate with consistent messages across all channels

o   Reach the right target audience, with the right message, at the right time

o   Personalise your customer communications to enhance their experience and drive retention

o   Allocate your online and offline media spend to best effect

Decision Maker: Officer Decision

Decision published: 24/02/2020

Effective from: 21/02/2020

Decision:

The annual fee has increased this year to £10,000 payable to Experian Limited.

 

In order to ensure service continuity it is proposed to use Mosaic in 2020 but in 2020/21 a formal competitive tender process will take place (by Corporate Support) to procure a longer term contract to provide geodemographics consumer segmentation / classification system to understand resident / customer behaviour and aid with decisions and marketing of services from 2021.

Wards affected: (All Wards);


02/02/2020 - OD/19/97 Award of Contract for Repair and Maintenance of Gym Equipment ref: 642    Recommendations Approved

Ipswich Borough Council has a need to repair and maintain gym equipment at Crown Pools, Northgate Sports Centre, Whitton Sports Centre and Gainsborough Sports Centre. This equipment requires repair and maintenance on an ongoing basis. The existing contract expired on 31st January 2020.

Decision Maker: Officer Decision

Decision published: 21/02/2020

Effective from: 02/02/2020

Decision:

Following a competitive procurement process the successful tenderer was identified as TechnoGym at a cost of £55,908 for the two year contract period. The decision is to award the contract to Technogym with effect 2nd February 2020 for a 1 year initial period with a possible extension of maximum of one year.

 

Reason: To provide maintenance and repair to gym equipment installed at Ipswich Borough Council’s gyms.

Wards affected: (All Wards);


13/02/2020 - OD/19/96 Provision of Ice Cream ref: 641    Recommendations Approved

Ipswich Borough Council and its venues, require ice cream for shows and events. Procurement and Commercial Development have undertaken a procurement exercise and to identify a supplier to support service needs and compliance with Contract Standing Orders.

 

A procurement process was undertaken on 4 December 2019 to identify a preferred supplier for delivery of these services.

Decision Maker: Officer Decision

Decision published: 21/02/2020

Effective from: 13/02/2020

Decision:

On 3 January 2020 4 bids were submitted, a validation process was carried out and the preferred supplier Criterion Ices were shown to demonstrate the best value for money and quality.

 

The contract start date for this provision will be February 2020 the estimated value of this contract is £80,000 over the length of the 4 year contract, this contract is for a term for 3 years with an option to extend for 1 year.

Wards affected: (All Wards);


10/02/2020 - OD/19/95 Eastern Gateway - New Water Supply ref: 640    Recommendations Approved

Ipswich Borough Council are about to commence Phase 2A infrastructure works at Eastern Gateway which will involve construction of a road, utilities and drainage.

 

As part of the works, a new water supply is required to service Development Area 16

 

Anglian Water has provided a quotation for the delivery of the works of £25,194.26.

Decision Maker: Officer Decision

Decision published: 18/02/2020

Effective from: 10/02/2020

Decision:

To waive contract standing orders as there is only one potential provider and place the order for Anglian Water.

 

Reason: To allow the provision of a new water supply for the Project Rio site.


06/02/2020 - OD/19/94 Purchase of 7 Wicklow Road ref: 639    Recommendations Approved

The council was voluntarily offered the opportunity to purchase 7 Wicklow Road Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £106,250 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 10/02/2020

Effective from: 06/02/2020

Decision:

To purchase 7 Wicklow Road for £106,250.

 

Reason:

To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Whitehouse;


14/02/2020 - OD/19/93 Repairs and Maintenance of Communal TV Aerial Systems ref: 638    Recommendations Approved

The communal TV aerial systems contract for the Council’s communal buildings was tendered and awarded on 29th November 2016. It was let on a 4-year contract starting 1st April 2016 with an option to extend by up to a maximum of 2 years on a year by year basis.

Decision Maker: Officer Decision

Decision published: 10/02/2020

Effective from: 14/02/2020

Decision:

It has been decided to extend the contract by one year, the value of the contract between 2017 and 2019 has been less than £7,000 per year and hence the anticipated contract value for one additional year will not exceed £10,000.

 

The existing contractor has confirmed that they will accept the same terms and conditions and rates in compliance with the contract agreement, which complies with Public Contracts Regulations.

 

Alternative options considered and why rejected:

The existing contract is due to expire on 31st March 2020 and whilst it is intended to re-tender the contract at some point; the existing contractor has performed above the expected standards and demonstrated that they capable of continuing to provide the level of service required, the option to extend the contract by a further year was considered the most economically advantageous option.

Wards affected: (All Wards);


04/02/2020 - OD/19/92 Immediate Suspension of 2 Combined Drivers Licence ref: 637    Recommendations Approved

Two Combined Hackney Carriage and Private Hire Vehicle Driver’s Licence were suspended immediately on the grounds of public safety.

Decision Maker: Officer Decision

Decision published: 05/02/2020

Effective from: 04/02/2020

Decision:

Two Combined Hackney Carriage and Private Hire Vehicle Driver’s Licence were suspended immediately on the grounds of public safety due to them not providing proof that they meet the medical standard of fitness to drive a Private Hire Vehicle or Hackney Carriage.

 

No alternative options were considered.

Wards affected: (All Wards);


03/02/2020 - OD/19/91 Appointment of Pinsent Masons ref: 636    Recommendations Approved

On the 1st February 2018 it was announced that IBC had been successful in its bid for Housing Infrastructure Funding (HIF). As a result, a £9,868,351 allocation has been made to the Council. This fund will contribute towards the capital cost of a Country Park and two railway bridges (1x vehicular and 1x pedestrian/cycle), which are strategic pieces of infrastructure, necessary to support the proposed development of Ipswich Garden Suburb.

 

IBC have engaged Pinsent Masons who have been working on the finalisation of the Grant Determination Agreement, the necessary back to Back Agreement between one of the developers (Crest Nicholson) and IBC, a Parent Company Guarantee, the necessary S106 drafting, and associated legal advice. The legal work that Pinsent Masons have been undertaking on behalf of IBC has been ongoing and been significantly more involved that first anticipated, with numerous drafts of the requisite agreements being compiled over the preceding 12 months. Their detailed involvement in the project mean they were realistically the best and only legal firm who could have concluded the works for this significant project.

 

Officers have negotiated a reduction in fees and an overall cap on fees from Pinsent Masons during the period of additional legal work. The additional legal fees total £71,762. Furthermore, officers have negotiated with the developers involved in the IGS project, who have committed to contribute to the final legal costs.

 

Capacity funding was awarded from the Homes and Communities Agency specifically to progress development at the IGS and to overcome any funding barriers to the development starting, such as legal support. Therefore, monies are available to cover the outstanding costs.

Decision Maker: Officer Decision

Decision published: 04/02/2020

Effective from: 03/02/2020

Decision:

To waive contract standing orders and finalise the fees of £71,762 with Pinsent Masons.

 

Reason: To enable the completion of the necessary legal agreements for the Grant Determination Agreement between IBC and Homes England and the drafting and completion of the Back to Back legal agreement between IBC and Crest Nicholson, Parent Company Guarantee all required as part of the Housing Infrastructure Funding, and in order that there is no further delay to housing delivery at the Ipswich Garden Suburb.

Wards affected: Rushmere; St Margaret's; Whitton;


29/01/2020 - OD/19/90 Immediate Revocation of Hackney Carriage and Private Hire Licence ref: 635    Recommendations Approved

A combined hackney carriage and private hire vehicle Driver’s Licence was revoked immediately.

Decision Maker: Officer Decision

Decision published: 31/01/2020

Effective from: 29/01/2020

Decision:

A combined hackney carriage and private hire vehicle Driver’s Licence was revoked immediately on the grounds of public safety due to them permitting an unlicensed driver to drive their private hire vehicle.

 

No alternative options were considered.

Wards affected: (All Wards);


29/01/2020 - OD/19/89 Appointment of Mechanical & Electrical Consultant ref: 634    Recommendations Approved

Ipswich Borough Council is proposing to build a new multi-storey car park on the site of the New Portman Road surface car park.

 

Mechanical & Electrical Engineering Services are required to be provided by an external consultancy in order to progress with the requisite pre and post (main contract) design services.

 

Following an open tender process, one bid was received from MLM Group Ltd to the sum of £24,440.00 (excl. VAT), the project team consider this to be within budget which will be funded from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 30/01/2020

Effective from: 29/01/2020

Decision:

To appoint MLM Group Ltd.

 

Reason: To allow for the requisite pre and post (main contract) design services to be progressed.

Wards affected: Gipping;


23/01/2020 - OD/19/88 Appointment of Structural Engineer ref: 633    Recommendations Approved

Ipswich Borough Council is proposing to demolish the existing building at 86-98 Princes Street and create a temporary car park.

 

Structural Engineering Services are required to be provided by an external consultancy in order to progress with the requisite pre and post (main contract) design services.

 

Following an open procurement process, the most economically advantageous tender was submitted by Richard Jackson Building Consultants for the sum of £11,775.00 (excl. VAT) which will be funded from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 28/01/2020

Effective from: 23/01/2020

Decision:

To appoint Richard Jackson Building Consultants

 

Reason: To allow for the requisite pre and post (main contract) design services to be progressed.

Wards affected: Gipping;


23/01/2020 - OD/19/87 Appointment of Archaeological Consultant for proposed development at Portman Road ref: 632    Recommendations Approved

Ipswich Borough Council has a number of proposed developments on the existing Portman Road surface car park.

 

Archaeology services are required across the development to be provided by an external consultancy in order to progress with Archaeological investigations across the development.

 

Following an open tendering process, the most economically advantageous tender was submitted by Archaeological Solutions Ltd. for the sum of £13,832.00 (excl. VAT) which will be funded from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 28/01/2020

Effective from: 23/01/2020

Decision:

To appoint Archaeological Solutions Ltd.

 

Reason: To allow for the Archaeological Investigations to be progressed.

Wards affected: Gipping;


13/09/2019 - OD/19/86 Purchase of Refuse Collection Vehicles ref: 631    Recommendations Approved

Ipswich Borough Council requires 4 x 32t Domestic Refuse Collection vehicles to replace current vehicles that have reached the end of their useful life.

Decision Maker: Officer Decision

Decision published: 28/01/2020

Effective from: 13/09/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £194,191 including the additional options specified.

The decision made was to purchase these vehicles from Mercedes Benz at a total cost of £776,764.00

 

Reason:

Replace aged and expensive to maintain vehicle

Wards affected: (All Wards);


13/09/2019 - OD/19/85 Purchase of 26t Trade Refuse Collection Vehicle ref: 630    Recommendations Approved

Ipswich Borough Council requires a 26t Trade Refuse Collection vehicles to replace a current vehicle that has reached the end of its useful life.

Decision Maker: Officer Decision

Decision published: 28/01/2020

Effective from: 13/09/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £163,801 for the vehicle including the additional options specified.

 

The decision made was to purchase this vehicle from Mercedes Benz.

 

Reason:

Replace aged and expensive to maintain vehicles

Wards affected: (All Wards);


13/09/2019 - OD/19/84 Purchase of Renault Vans ref: 629    Recommendations Approved

Ipswich Borough Council requires 17 x vans to replace current vehicles that have reached the end of their useful life. The Council has resolved to procure electrically powered vehicles where possible to reduce the impact on the local environment from the operation of its fleet.

Decision Maker: Officer Decision

Decision published: 28/01/2020

Effective from: 13/09/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value electric vehicle for IBC use was identified as the Renault Kangoo.

 

The decision made was to purchase these vehicles from Renault at a total cost of £259,971.40 after discounts and government grant

 

Reason:

Replace end of life vehicles

Wards affected: (All Wards);


13/09/2019 - OD/19/83 Skip Loader ref: 628    Recommendations Approved

 

Ipswich Borough Council requires a Skip Loader to replace a current vehicle that has reached the end of its useful life.

Decision Maker: Officer Decision

Decision published: 28/01/2020

Effective from: 13/09/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle for IBC use was identified as the Mercedes-Benz Econic 1827 L 4x2 mounted with Hyva loading equipment.

 

The decision made was to purchase these vehicles from Mercedes Benz at a total cost of £108,501.60 after discount.

 

Reason:

Replace end of life vehicle

Wards affected: (All Wards);


20/09/2019 - OD/19/82 Purchase of 3 Vans ref: 627    Recommendations Approved

Ipswich Borough Council requires 3 x vans. The Council has resolved to procure electrically powered vehicles where possible to reduce the impact on the local environment from the operation of its fleet.

Decision Maker: Officer Decision

Decision published: 24/01/2020

Effective from: 20/09/2019

Decision:

 

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value electric vehicle for IBC use was identified as the Renault Kangoo.

 

The decision made was to purchase these vehicles from Renault at a total cost of £48,142.20 after discounts and government grant

 

Wards affected: (All Wards);


17/01/2020 - OD/19/81 Suspension of Licences ref: 626    Recommendations Approved

2 Hackney Carriage Vehicle Licences and 1 Private Hire Vehicle Licence have been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 20/01/2020

Effective from: 17/01/2020

Decision:

2 Hackney Carriage Vehicle Licences and 1 Private Hire Vehicle Licence have been suspended with immediate effect: failure to provide Half Year Mechanical Test pass certificate.

Wards affected: (All Wards);


08/01/2020 - OD/19/80 Suspension of Private Hire Vehicle Licence ref: 625    Recommendations Approved

One Private Hire Vehicle licence has been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 15/01/2020

Effective from: 08/01/2020

Decision:

One Private Hire Vehicle licence has been suspended with immediate effect: Limited leave to remain has expired (05.01.2020).

 

No alternative options were considered.

Wards affected: (All Wards);


05/11/2019 - OD/19/79 Staff Alarm East Villa ref: 624    Recommendations Approved

The Council bought a former Care Home at Sidegate Lane, Ipswich and and reconfigured the accommodation specifically for use as temporary accommodation for homeless households. The building work has now been completed and the facility is partially occupied. Before the facility can be fully occupied, there is a requirement to procure a staff alarm system, that can locate and provide assistance to an officer anywhere in the building or grounds, if activated. It is expected that the contract value is up to £35,000.

Decision Maker: Officer Decision

Decision published: 15/01/2020

Effective from: 05/11/2019

Decision:

An exemption has been approved under section 3.2 of Contract Standing Orders to allow two expressions of interest to be sought rather than requiring a full tender process to be undertaken as it is “necessary as a matter of urgency and a delay would be likely to lead to financial loss”.

 

There is a need to get the remaining wing occupied as soon as possible as the cost of accommodating the 12 people, who would be accommodated in East Villa, in B&B properties is costing the Council £2,100 per week.

Wards affected: (All Wards);


18/12/2019 - OD/19/78 Immediate Suspension of a Private Hire Vehicle Licence ref: 623    Recommendations Approved

Private Hire Vehicle licence has been suspended with immediate effect in the interest of Public safety.

Decision Maker: Officer Decision

Decision published: 24/12/2019

Effective from: 18/12/2019

Decision:

Private Hire Vehicle licence has been suspended with immediate effect in the interest of Public safety following a road traffic collision.

 

No alternative options were considered.

Wards affected: (All Wards);


10/12/2019 - OD/19/77 Leaseholder Electrical Sub-Main Replacement ref: 622    Recommendations Approved

DPL already have an Executive approved contract to replace old and potentially dangerous sub-mains to IBC blocks of flats and are progressing well delivering this.

 

This is in the economic interest of the Council because DPL already have a previously tendered contract to complete this type of work and are progressing well delivering it. They have agreed to complete leasehold flats at a substantially discounted rate to get these sub-mains completed at the same time as the tenanted flats.

 

The Council will oversee the work of DPL to ensure full compliance with IBC procedures and ensure that the Council and its leaseholders receives value for money.

 

Alternative options considered and why rejected:

Tender the works which was rejected because it was evident this could cost the Council and its leaseholders more and would have delayed replacement of these potentially dangerous sub-mains.

 

Adding the work to the current contract which was rejected because the leaseholders would not have been fully consulted.

Decision Maker: Officer Decision

Decision published: 24/12/2019

Effective from: 10/12/2019

Decision:

An exemption has been approved under section 3.2 of Contract Standing Orders to award a further contract to DPL for the replacement of sub-mains to leasehold flats, as it is “in the economic interest of the Council”, as well as, its leaseholders.

 

The contract has a value of £37,500 to complete the sub-main replacements to all the leasehold flats.

Wards affected: (All Wards);


16/12/2019 - OD/19/76 Appointment Of Second Agent ref: 621    Recommendations Approved

In 2018 Ipswich Borough Council successfully secured an outline planning consent for over 1m sq. ft of commercial development on the old sugar beet factory off Sproughton Road in accordance with the master plan for the site agreed by the Executive in 2016. The site is now known as the Eastern Gateway.

 

In order to select property and marketing agent for the site, a procurement exercise was undertaken through the Suffolk Portal. Parties were invited to bid for the role based upon a project brief entitled “Commercial Sales & Leasing Agency for the former Sugar Beet Factory, Sproughton, Ipswich”. This invited fees on a number of basis including: freehold land sales and lettings of completed developments.

 

Following interviews and assessment, Lambert Smith Hampton was selected based upon market knowledge and exposure, and fees. The fees are based on a commission basis (i.e. only payable when a lease or sale is contractually secured).

 

The fees payable will be dependent on the method of disposal:

- Land Sales – between 0.4 & 0.7% of price

- Design & Build Sales – 0.55% of price

- Lettings – 5.75% of rent

 

Having regard to current level of activity the maximum fee payable to Lambert Smith Hampton is likely to be less than £60,000.

 

The contract will be for a period of 12 months.

Decision Maker: Officer Decision

Decision published: 17/12/2019

Effective from: 16/12/2019

Decision:

Appointment of Lambert Smith Hampton as one of the joint sole agents on appropriate terms (e.g. as set out above).

 

Reason: To ensure that appropriate property agents are secured on market terms to promote and secure interest in development in the best interests of the Council.


16/12/2019 - OD/19/75 Eastern Gateway Agent Appointment ref: 620    Recommendations Approved

In 2018 Ipswich Borough Council successfully secured an outline planning consent for over 1m sq. ft of commercial development on the old sugar beet factory off Sproughton Road in accordance with the master plan for the site agreed by the Executive in 2016. The site is now known as the Eastern Gateway.

 

In order to select property and marketing agent for the site, a procurement exercise was undertaken through the Suffolk Portal. Parties were invited to bid for the role based upon a project brief entitled “Commercial Sales & Leasing Agency for the former Sugar Beet Factory, Sproughton, Ipswich”. This invited fees on a number of basis including: freehold land sales and lettings of completed developments.

 

Following interviews and assessment, Savills was selected based upon market knowledge and exposure, and fees. The fees are based on a commission basis (i.e. only payable when a lease or sale is contractually secured).

 

The fees payable will be dependent on the method of disposal:

- Land Sales – between 0.4 & 0.7% of price

- Design & Build Sales – 0.55% of price

- Lettings – 5.75% of rent

 

Having regard to current level of activity the maximum fee payable to Savills is likely to be less than £60,000.

 

The contract will be for a period of 12 months.

Decision Maker: Officer Decision

Decision published: 17/12/2019

Effective from: 16/12/2019

Decision:

Appointment of Savills as one of the joint sole agents on appropriate terms (e.g. as set out above).

 

Reason: To ensure that appropriate property agents are secured on market terms to promote and secure interest in development in the best interests of the Council.


16/12/2019 - OD/19/74 Communal Entrance Doors ref: 619    Recommendations Approved

IBC’s contract for planned maintenance was mutually brought to an end in September 2019. As part of this agreement, and whilst it was still operative, communal entrance doors were manufactured aimed at dealing with security and anti-social behaviour issues for Council blocks of flats in the Westgate area. Security and anti-social behaviour issues have continued and IBC was offered the opportunity to purchase the doors and installation direct from the subcontractor at a discounted rate of £46,454.34 compared to the original cost of £56,314.88.

Decision Maker: Officer Decision

Decision published: 17/12/2019

Effective from: 16/12/2019

Decision:

It was decided to purchase these bespoke doors as they are still required by the Council and represent value for money. Contract standing orders have been waived on the basis that there is only a single provider who can supply the doors in the time scale and at the price quoted due to the unique circumstances of the original contract with the main supplier coming to an end.

 

Alternative options considered and why rejected.

 

There were two options considered:

1. Add them to the new long term planned maintenance procurement for 2020/25.

2. Carry out a one-off procurement.

 

These were both rejected due to the continuing current security issues and anti-social behaviour and, given the discounted rate agreed. These options were likely to cost more and installation would be delayed.

Wards affected: Westgate;


16/12/2019 - OD/19/73 Immediate Suspension of Hackney Carriage Vehicle Licence ref: 618    Recommendations Approved

Hackney Carriage Vehicle licence has been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 17/12/2019

Effective from: 16/12/2019

Decision:

Hackney Carriage Vehicle licence has been suspended with immediate effect as vehicle was not taxed or insured.

 

No alternative options were considered.

Wards affected: (All Wards);


13/12/2019 - OD/19/72 Award of Contract for 1 Cornhill External Works ref: 617    Recommendations Approved

To consider the approval of a works contract for the repair to the external envelope of 1 Cornhill, including stonework, windows and roofing elements.

Decision Maker: Officer Decision

Decision published: 13/12/2019

Effective from: 21/12/2019

Decision:

To authorise the Head of Development, in consultation with the Legal and Democratic Services Operations Manager, to award the works contract for the external repairs and roofing works at 1 Cornhill (The Old Post Office) to Supplier A (as identified in exempt Appendix A1);

 

To increase the capital budget allocated for the project (by the amount identified in exempt Appendix A1).

 

Note: Details of Supplier A and the budgetary amounts are exempt information and are therefore set out in exempt Appendix A1.

 

Reasons:

 

The 1 Cornhill works contract will run for at least 36 weeks, and there is a clear risk that the works scaffold would still be erected in December 2020 in the event that the decision was to be made in 2020. This would then clash with Christmas shopping period, light installations and market activities during the festive period. In addition, it could also disincentivise prospective tenants entering into an agreement with the Council for the building letting.

 

The decision – made under the Chief Executive’s pre-election period delegations (Constitution, Part 3, Section 5, 10.1(k)) – is considered to be not politically contentious as all parties on the Borough Council have historically indicated support for doing works to bring the former Post Office back into beneficial use.

 

In addition, all Executive Councillors have been consulted prior to the decision being made and none have objected to the proposed decision.  Finally, the decision would still be subject to ‘call-in’ in the normal way.

 

The original plan was to report the matter to the November Executive meeting (i.e. the meeting that was cancelled following the calling of the 12th December 2019 Parliamentary election).

 

Lead officer: Mark Hunter


11/12/2019 - OD/19/70 Appointment of Clerk of Works for Proposed Multi Storey Car Park ref: 615    Recommendations Approved

Ipswich Borough Council is proposing to build a new multi-storey car park on the site of the New Portman Road surface car park.

 

Clerk of Work services are required to be provided by an external consultancy in order to progress with construction monitoring during the build contract.

 

Following an open tendering process, the most economically advantageous tender was submitted by John Burke Associates for the sum of £36,288.00 (excl. VAT) which will be funded from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 12/12/2019

Effective from: 11/12/2019

Decision:

To appoint John Burke Associates.

 

Reason: To allow for the post (main contract) Clerk of Works services to be progressed.

Wards affected: Gipping;


29/11/2019 - OD/19/69 Immediate Suspension of a Private Hire Vehicle Licence. ref: 614    Recommendations Approved

Private Hire Vehicle licence has been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 12/12/2019

Effective from: 29/11/2019

Decision:

Private Hire Vehicle licence has been suspended with immediate effect: does not have correct insurance.

 

No alternative options were considered.

Wards affected: (All Wards);


13/11/2019 - OD/19/71 Appointment of Gas Main Contractor for Phase 2a of Eastern Gateway ref: 616    Recommendations Approved

Ipswich Borough Council require to appoint a contractor to carry out the installation of the new gas mains supply, gas service and new gas meters for phase 2a of the Eastern Gateway.

These works are to be carried out by Fulcrum and comprise the laying, testing and commissioning of the new gas mains and service and the termination of the gas mains in a Kiosk. The trenching and reinstatement works are to be carried out by the phase 2a main contractor.

A quotation has been received from Fulcrum dated 5th November 2019 in the sum of £99,859.88 excluding VAT.

Decision Maker: Officer Decision

Decision published: 12/12/2019

Effective from: 13/11/2019

Decision:

To waive contract standing orders as there is only one potential provider and place the order with Fulcrum.

Reason: To deliver the gas services to phase 2a.


09/12/2019 - OD/19/68 Asbestos Removal ref: 613    Recommendations Approved

On occasions, there is a need to remove asbestos from the Council’s housing stock. This may be during repair or refurbishment works or when maintained/controlled asbestos within properties is in need of removal.

 

The Council has decided to enter into a new contract for asbestos removal utilising an established and compliant framework agreement with South Eastern Consortium. The intended new contract will commence in December 2019

Decision Maker: Officer Decision

Decision published: 11/12/2019

Effective from: 09/12/2019

Decision:

To enter into a framework contract for up to 8 months commencing December 2019 through this framework consortium with Cablesheer Ltd up to £70,000.

 

Reason: The Control of Asbestos Regulations 2012 (CAR) imposes a statutory obligation requiring the Council to dispose of Asbestos Containing Material (ACM) within its housing stock in the correct manner and this is achieved using a specialist licenced contractor.

Wards affected: (All Wards);


10/12/2019 - OD/19/67 Windows And Doors Contract ref: 612    Recommendations Approved

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to provide windows and doors to council properties that were not completed as part of the 2018/19 planned maintenance programme. Three tenders were received and evaluated.

Decision Maker: Officer Decision

Decision published: 11/12/2019

Effective from: 10/12/2019

Decision:

The contract is for 6 months and the successful contractors (Mitie Property Services) bid was £53,894.29. The overall tender was evaluated on a selection criteria of 80% price and 20% quality.

Wards affected: Rushmere; Sprites; Whitton;


10/12/2019 - OD/19/66 Planned Maintenance - Painting ref: 611    Recommendations Approved

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to provide external painting to council properties that were not completed as part of the 2018/19 planned maintenance programme. Four tenders were received and evaluated.

Decision Maker: Officer Decision

Decision published: 11/12/2019

Effective from: 10/12/2019

Decision:

The contract is for 6 months and the successful contractors (Bell Decorating Group Ltd) bid was £11,822.30. The overall tender was evaluated on a selection criteria of 80% price and 20% quality.

Wards affected: Rushmere; Sprites; Whitton;


10/12/2019 - OD/19/65 Planned Maintenance Contract ref: 610    Recommendations Approved

An open procurement process using Suffolk e-sourcing was completed for the services of a contractor to provide general building services to council properties that were not completed as part of the 2018/19 planned maintenance programme. Three tenders were received and evaluated.

Decision Maker: Officer Decision

Decision published: 11/12/2019

Effective from: 10/12/2019

Decision:

The contract is for 6 months and the successful contractors (Columbus Building Contractors Ltd) bid was £69,426.38. The overall tender was evaluated on a selection criteria of 80% price and 20% quality.

Wards affected: Rushmere; Sprites; Whitton;


31/10/2019 - OD/19/64 IP City Warehouse Letting ref: 609    Recommendations Approved

The rental value is in excess of £10,000 but the authority to grant this lease is Delegated to the Operations Manager – Property Services. The lease terms are confidential between the parties.

 

The property was marketed openly, and the tenant was selected as a result of this process.

Decision Maker: Officer Decision

Decision published: 11/12/2019

Effective from: 31/10/2019

Decision:

A new lease has been granted of the warehouse at IP City.

 

The new tenant in occupation is Global International Trading Ltd who have taken a new 7 year lease.

Wards affected: Bridge;


10/12/2019 - OD/19/63 Waterfront Clearance Consultant Appointment ref: 607    Recommendations Approved

Ipswich Borough Council are currently looking to appoint a lead consultant covering multi-disciplinary consultancy services required for the clearance and making safe works being progressed on the Pauls Silo, Burtons Silo and Burtons Warehouse buildings on the Waterfront in Ipswich.

 

Following an open tender process, six bids were returned, and the most economically viable bid was provided by C&D Demolition Consultants Ltd to the sum of £28,100.00 (excl. VAT).

Decision Maker: Officer Decision

Decision published: 11/12/2019

Effective from: 10/12/2019

Decision:

To appoint C&D Demolition Consultants Ltd as lead consultant for the clearance and making safe works.

 

Reason: To allow for the making safe and clearance works of the associated buildings to progress.

Wards affected: Alexandra;


03/12/2019 - OD-19-62 Purchase of 11 Kenyon Street ref: 606    Recommendations Approved

The Council was voluntarily offered the opportunity to purchase 11 Kenyon Street Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £90,000 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 11/12/2019

Effective from: 03/12/2019

Decision:

To purchase 11 Kenyon Street, Ipswich for £90,000.

 

Reason:

To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Bridge;


26/11/2019 - OD/19/61 Access Control Proximity Readers ref: 605    Recommendations Approved

The current swipe access control system has been in operation for 13 years at Grafton House. The system also extends to Gipping House and the Town Hall complex. The system is now incompatible with the DDA Regulations. Additionally, repair costs for the existing system are increasing across the sites and the card readers are generally becoming worn and ineffective.

 

The Facilities Team, in partnership with IBC Procurement, received 3 quotations for this system upgrade and a successful contractor was found to demonstrate best value, at a total cost of £13,200, from the existing allocated budget.

Decision Maker: Officer Decision

Decision published: 29/11/2019

Effective from: 26/11/2019

Decision:

To appoint INIGA Life Safety Systems Ltd to install an upgrade to the existing access control system within Grafton House, Gipping House and the Town Hall complex.

 

Reason: To provide a DDA compliant and more effective access control system.

Wards affected: Alexandra; Gipping;


25/11/2019 - OD/19/60 Request for Exemption from CSO - Sheltered Housing Surveys Procurement ref: 604    Recommendations Approved

Dynamic Solutions were successfully commissioned to complete an initial project to develop a target standard for sheltered schemes and a draft specification for surveying them that cost £7,000.

Decision Maker: Officer Decision

Decision published: 25/11/2019

Effective from: 25/11/2019

Decision:

An exemption has been approved under section 3.2 of Contract Standing Orders to award a further contract to Dynamic Solutions for the evaluation of tender results, as it is “in the economic interest of the Council”.

 

The contract has a value of £9,790 to complete the next stages of procuring the sheltered surveys, developing options for improvements and evaluating the survey results for each sheltered scheme.

 

This is in the economic interest of the Council because Dynamic Solutions are already familiar with the local sheltered schemes, data and processes at Ipswich. As the survey procurement is imminent, the lead in time for another company to familiarise, get up to speed and develop would risk delay to this and other dependent elements of the Older Person Housing Review Project. The Council will oversee the work of Dynamic Solutions to ensure full compliance with IBC procedures and Procurement Regulations and ensure that the Council receives value for money.

Wards affected: (All Wards);


21/11/2019 - OD/19/59 Appointment of Employee Agents Portman Multi-storey Carpark ref: 603    Recommendations Approved

Ipswich Borough Council is proposing to build a new multi-storey car park on the site of the New Portman Road surface car park.

 

Employers Agent and Quantity Surveying Services are required to be provided by an external consultancy to progress with the requisite pre and post (main contract) services.

 

Following an open procurement process Allman Woodcock provided the most economical tender for the sum of £34,000.00 (excl. VAT) which will be funded from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 21/11/2019

Effective from: 21/11/2019

Decision:

To appoint Allman Woodcock Ltd.

 

Reason: To allow for the requisite pre and post (main contract) design services to be progressed.

Wards affected: Gipping;


18/11/2019 - OD/19/58 Proposed Portman Road Multi-storey car park Architects Appointment ref: 602    Recommendations Approved

Ipswich Borough Council is planning to build a new multi-storey car park on the site of the New Portman Road surface car park.

 

Architectural Design Services are required to be provided by an external consultancy in order to progress with the requisite pre and post (main contract) design services.

 

Following an open procurement process, KLH Architects provided the most economically bid to the sum of £29,750.00 (excl. VAT) which will be funded from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 19/11/2019

Effective from: 18/11/2019

Decision:

To appoint KLH Architects.

 

Reason: To allow for the requisite pre and post (main contract) design services to be progressed.

Wards affected: Gipping;


18/11/2019 - OD/19/57 Proposed Portman Road Multi-storey car park Structural Engineers Appointment ref: 601    Recommendations Approved

Ipswich Borough Council is planning to build a new multi-storey car park on the site of the New Portman Road surface car park.

 

Structural Engineering Services are required to be provided by an external consultancy in order to progress with the requisite pre and post (main contract) design services.

 

Following an open procurement process, JP Chick and Partners provided the most economically bid to the sum of £19,500.00 (excl. VAT) which will be funded from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 19/11/2019

Effective from: 18/11/2019

Decision:

To appoint JP Chick and Partners Ltd.

 

Reason: To allow for the requisite pre and post (main contract) design services to be progressed.

Wards affected: Gipping;


31/10/2019 - OD/19/56 Soft Drinks and Confectionery ref: 600    Recommendations Approved

Ipswich Borough Council has a need to purchase Soft Drinks and Confectionery for resale at its venues.

 

A procurement process has been undertaken to identify a preferred supplier for these services. Two tenders were submitted and evaluated. The tender received from Osgood Smith was found to demonstrate the best value.

 

The estimated value of this contract is £83,000 over the length of the 3 year contract, this contract is a fixed term for 3 years with no extension period.

Decision Maker: Officer Decision

Decision published: 14/11/2019

Effective from: 31/10/2019

Decision:

To award the contract to Osgood Smith.

 

Reason

To provide soft drinks and confectionery for resale to patrons at the Council’s venues

Wards affected: (All Wards);


12/11/2019 - OD/19/55 Ipswich Retail Grant Applications ref: 599    Recommendations Approved

Using funding from a S106 Agreement and funding from the existing Economic Development budget a £25,000 small grant scheme fund has been set up to provide help for independent retailers and facilitate investment in the town centre.

 

Grants of up to £1000 are available to new and existing small independent businesses to fit out or improve the visual look and appearance of the shop in order to encourage more visitors to the area and improve spend. This can include changes to layout, redecoration (internal and external), new fixtures and fittings, and signage.

 

The grant will need to be matched with an equal sum of money (if the grant requested is £500, businesses will need to find £500 of match).

 

The scheme is designed:

·         To bring empty units back into use enabling the creation of new employment opportunities

·         To encourage new business opportunities in the town centre

·         To promote and assist in providing a vibrant and mixed retail offer

·         To enhance the aesthetic appeal of retail areas/centres in the town

 

The scheme was open to any eligible business to apply for and featured in the local media.

 

A first batch of applications has been received and assessed and the following applications have met the criteria and are recommended for approval:

 

Business Name

Value of Grant

Purpose

Image Beauty Salon

£1000

External decoration

Berridges Jeweller

£1000

Refurbishment of jewellery showroom

Woodward Markwell Insurance Brokers

£1000

Extension of business incorporating new shopfront, new door and signwriting

Swan and Hedgehog Public House

£1000

Repainting and replacement signage

Arlingtons Restaurant

£1000

Refurbishment of shopfront including new window vinyls

 

Investment

There are sufficient funds in the economic development budget for this commitment.

Decision Maker: Officer Decision

Decision published: 13/11/2019

Effective from: 12/11/2019

Decision:

To agree payment of the grants set out above to the relevant businesses for the listed purposes.

 

Reason for Recommendation

Support for businesses in the town centre is a key focus for the Council and “improving the quality of the town centre” is one of the top projects in the Corporate Plan, so this programme of support for independent businesses delivers on corporate priorities.

 

This recommendation has been discussed with the PH (i.e. the Leader of the Council) who supports it.

Wards affected: Alexandra; St Margaret's; Westgate;


05/11/2019 - OD/19/54 Staff Alarm at East Villa ref: 598    Recommendations Approved

The Council bought a former Care Home at Sidegate Lane, Ipswich and and reconfigured the accommodation specifically for use as temporary accommodation for homeless households. The building work has now been completed and the facility is partially occupied. Before the facility can be fully occupied, there is a requirement to procure a staff alarm system, that can locate and provide assistance to an officer anywhere in the building or grounds, if activated. It is expected that the contract value is up to £35,000.

Decision Maker: Officer Decision

Decision published: 12/11/2019

Effective from: 05/11/2019

Decision:

An exemption has been approved under section 3.2 of Contract Standing Orders to allow two expressions of interest to be sought rather than requiring a full tender process to be undertaken as it is “necessary as a matter of urgency and a delay would be likely to lead to financial loss”.

 

There is a need to get the remaining wing occupied as soon as possible as the cost of accommodating the 12 people, who would be accommodated in East Villa, in B&B properties is costing the Council £2,100 per week.

Wards affected: (All Wards);


07/11/2019 - OD/19/53 Remembrance Day Parade 2019 - Closure of Christchurch Mansion ref: 597    Recommendations Approved

Background

 

Christchurch Mansion annually hosts the Council’s Remembrance Day Parade. This year the date falls on Sunday 10th November 2019.

 

Decision

 

The Mansion will remain closed to the public until 1pm on Sunday 10th November 2019 to allow all invited guests to have refreshments in the Great Hall.

 

The Museum Service will place signs on the external doors alerting members of the public to the closure and the opening from 1.00pm. They also work closely with the Marketing Department in both CBC and IBC to make sure this is communicated via Social Media and the website.

 

This event is run in partnership with IBC Mayoral Department.

Decision Maker: Officer Decision

Decision published: 08/11/2019

Effective from: 07/11/2019

Decision:

The Mansion will remain closed to the public until 1pm on Sunday 10th November 2019 to allow all invited guests to have refreshments in the Great Hall.

 

The Museum Service will place signs on the external doors alerting members of the public to the closure and the opening from 1.00pm.

Wards affected: (All Wards);


01/11/2019 - OD-19-52 Suspension of one Private Hire Vehicle Licence ref: 596    Recommendations Approved

One Private Hire Vehicle licence has been suspended with immediate effect for failure to provide Half Year Mechanical Test pass certificate.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 04/11/2019

Effective from: 01/11/2019

Decision:

That one Private Hire Vehicle Licence be suspended with immediate effect for failure to provide a Half Year Mechanical Test pass certificate.

Wards affected: (All Wards);


24/10/2019 - OD-19-51 Contract Variation to the Strategic Flood Risk Assessment Review to include an additional six detailed site assessment sheets over the 20 budgeted for ref: 595    Recommendations Approved

Aecom have been awarded the contract to review and update the Ipswich Strategic Flood Risk Assessment (SFRA) originally published in 2011. The contract award (OD/19/22) was undertaken in accordance with CSOs through an open tender.

 

The SFRA is needed to inform the sequential approach to choosing sites to allocate for development through the Ipswich Local Plan. As part of the original contract Aecom have included 20 detailed site assessments to identify specific mitigation measures that would be needed to support site delivery, for example minimum floor levels.

 

As Ipswich has many potential development sites within flood risk zones, a further six sites have been identified by officers as benefitting from a more detailed approach which sits outside of the terms of the original contact award. The additional cost for assessing the 6 new sites is £1,200 (+VAT).

 

Extending the contract to include the additional six sites will provide a more detailed assessment of development sites and will assist the Council in assessing whether development would be safe in flood risk terms.

Decision Maker: Officer Decision

Decision published: 04/11/2019

Effective from: 24/10/2019

Decision:

Decision: To grant the contract extension for the Ipswich Strategic Flood Risk Assessment to Aecom

 

Reason: In order that the additional sites identified have been assessed in the right manner for the purposes of allocating land for the Ipswich Local Plan.

Wards affected: (All Wards);


25/10/2019 - OD/19/50 Immediate Revocation of a Private Hire Drivers Licence ref: 594    Recommendations Approved

A Private Hire Vehicle Driver’s Licence were revoked immediately.

Decision Maker: Officer Decision

Decision published: 31/10/2019

Effective from: 25/10/2019

Decision:

A Private Hire Vehicle Driver’s Licence were revoked immediately on the grounds of public safety due to them not meeting the required medical standard of fitness to drive a Private Hire Vehicle.

 

No alternative options were considered.

Wards affected: (All Wards);


17/10/2019 - OD/19/49 Highways Agency Agreement ref: 592    Recommendations Approved

The Council carries out certain highways functions on behalf of Suffolk County Council (SCC), principally cutting grass verges, treating weeds, arboricultural services, gritting certain footways during adverse winter weather and providing an out of hours call handling service. The Council receives a fee for the provision of these services, but also, at its own cost, undertakes certain other highways functions, principally the provision of bus stops, bus stop clearway restrictions, ‘sitting out’ licences and boundary signs.

 

The legal powers to exercise these functions are provided to the Council by virtue of a highways agency agreement with SCC made under the provisions of the Local Government Acts 1972 and 2000 and The Local Authorities (Arrangements for the Discharge of Functions) (England) Regulations 2000 (as amended). A separate but related Service Level Agreement sets the required standards and fees for the services for which SCC pays the Council.

Decision Maker: Officer Decision

Decision published: 24/10/2019

Effective from: 17/10/2019

Decision:

It has been decided to renew both the highways agency agreement and the service level agreement until 31st March 2020.

Wards affected: (All Wards);


16/10/2019 - OD/19/48 Award of contract to Lichfield relating to Jobs Forecasting ref: 591    Recommendations Approved

Ipswich works strategically with the other Ipswich Strategic Planning Area (ISPA) authorities to ensure combined housing and employment growth figures are achieved to meet the ISPA area total identified needs. The Economic Sector Needs Assessment was based on the 2016 East of England Forecasting Model (EEFM). This calculated that for Ipswich 15,577 new jobs were required. However, the 2017 EEFM figures showed that Ipswich’s needs have radically reduced, in contrast to those for our neighbouring authorities, which showed only a small reduction meaning little change. The 2017 EEFM forecast for Ipswich is the need for a minimum of 9,318 new jobs.

 

In order to provide the most up to date evidence it is important to understand why this figure has changed, and a high-level strategic report is therefore required to address this.

 

Lichfields were previously involved in the ISPA Employment Land Supply Assessment (ELSA) which is based on predicted minimum job requirements and therefore has prior knowledge of the context and will be able to undertake the contract quickly.

 

The cost of the contract is £3,000 (plus VAT).

Decision Maker: Officer Decision

Decision published: 21/10/2019

Effective from: 16/10/2019

Decision:

To award contract for the updated employment study to Lichfields.

 

Reason: In order that the reduction in jobs forecast by the East of England Forecasting Model (EEFM) be assessed for the continued production of the Ipswich Local Plan.

Wards affected: (All Wards);


01/10/2019 - OD/19/47 Suspension of one Private Hire Vehicle Licence ref: 590    Recommendations Approved

One Private Hire Vehicle licence has been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 21/10/2019

Effective from: 01/10/2019

Decision:

One Private Hire Vehicle licence has been suspended with immediate effect: failure to provide Half Year Test pass slip.

 

No alternative options were considered.

Wards affected: (All Wards);


02/10/2019 - OD/19/46 Tuddenham Avenue Bus Stop Clearway Restrictions ref: 589    Recommendations Approved

The Council has a responsibility to provide bus stops in Ipswich and discretionary powers to provide bus stop clearways, in both cases via an agency agreement with Suffolk County Council that allows the Council to exercise certain powers under the Road Traffic Regulation Act 1984 and the Traffic Signs Regulations and General Directions 2016. Bus stop clearways make it an offence to stop or park a vehicle (except buses and certain other vehicles allowed in law) at a bus stop at the times at which the clearway is in force and are shown by means of a thick yellow line on the carriageway and the installation of a small sign.

 

The provision of bus stop clearway restrictions is important as without them bus stops can often be blocked by parked vehicles, meaning that buses cannot pull up flush with the kerbs. In some cases, passengers are forced to board or alight from the bus in the middle of the carriageway which is not safe, and for passengers who are elderly or who have physical disabilities could be impossible.

 

In June 2019, the Council received a complaint that vehicles were being parked blocking a bus stop on Tuddenham Avenue near Tuddenham Road. This complaint was investigated and it was confirmed that the problem is a regular occurrence. As such, following a consultation with affected residents, ward councillors and the bus operator, to which there were no objections received, an officer decision has now been made to install two bus stop clearway restrictions in force from 9.30am to 3.30pm, Monday to Saturday at the bus stops listed below (IBC ward shown in brackets) at an estimated cost of £350. These will be 19 metres in length as only midi-buses use these bus stops. The times of operation of the bus stop clearways are to ensure that the restrictions do not apply any longer than is necessary to cover the times of operation of the bus service that serves these bus stops. As part of these works the existing outbound bus stop opposite 118 Tuddenham Avenue will be relocated to a position opposite 122 Tuddenham Avenue.

 

·         Tuddenham Avenue (outbound) opposite 118 (relocated to be opposite 122) (ST.MARGARET’S)

·         Tuddenham Avenue (inbound) outside 122 (ST.MARGARET’S).

Decision Maker: Officer Decision

Decision published: 21/10/2019

Effective from: 02/10/2019

Decision:

To exercise the Council’s powers provided via an agency agreement with Suffolk County Council under the Road Traffic Regulation Act 1984 and the Traffic Signs Regulations and General Directions 2016 to relocate the outbound bus stop opposite 118 Tuddenham Avenue to a new position opposite 122 Tuddenham Avenue and to install a 19 metre bus stop clearway restriction in force from 9.30am to 3.30pm Monday to Saturday at both this bus stop and the inbound bus stop outside 122 Tuddenham Avenue.

Wards affected: St Margaret's;


02/10/2019 - OD/19/45 Street Lighting Upgrades ref: 588    Recommendations Approved

The Council owns and provides a small number of streetlights in various locations in Ipswich using its powers under Section 161 of the Public Health Act 1875 and, where appropriate, Section 45 of the Public Health Act 1961. The Council’s streetlights are inspected, tested for electrical and structural safety, and maintained on the Council’s behalf by Suffolk County Council (SCC) who also arrange for the payment of electricity at the Council’s expense and provide an administrative service.

 

In accordance with the sound management of its assets, the Council usually replaces some of its street lighting stock each year. The decision as to which specific street lights to replace is made solely on the

grounds of the condition of the units, as advised by SCC’s street lighting engineers.

 

An officer decision has now been made to upgrade street lights in the following locations at an estimated cost of £19,789. This will have the benefit of providing better quality lighting and reduced running costs as modern street lights are more energy efficient. The provision of street lighting has an important effect in preventing crime and disorder. Ward councillors will be informed of the upgrades that are taking place in their area. The upgrades will be at the following locations with the IBC ward shown in brackets, but in some locations it may be the case that only some of the existing street lights will be upgraded:

 

* Footpath to east and north side of St.Mary-at-the-Elms Church, Elm Street (ALEXANDRA)

* Footpath 203 between Samuel Court and Woodbridge Road (ST.MARGARET’S)

* Pearl Road (WHITEHOUSE)

* Fraser Road (WESTGATE)

* Dial Lane (ALEXANDRA).

Decision Maker: Officer Decision

Decision published: 21/10/2019

Effective from: 02/10/2019

Decision:

To exercise the Council’s powers under the Public Health Acts 1875 and 1961 to replace and upgrade some or all of the Council’s street lighting stock at the locations listed in this form.

Wards affected: Alexandra; St Margaret's; Westgate; Whitehouse;


12/09/2019 - OD/19/44 Extension of current electrical rewires contract ref: 587    Recommendations Approved

The current Electrical Rewires contract covers the rewiring of council houses and expires on 30th September 2019. A new Rewire contract is currently being procured and will be market tested, per the Council’s Contract Standing Orders. It is likely to be let in early 2020.

 

It is important that the Council makes an interim arrangement to ensure the safe provision of electrical rewires that become necessary.

Decision Maker: Officer Decision

Decision published: 21/10/2019

Effective from: 12/09/2019

Decision:

A new 7 month contract has been awarded to DPL Electrical Services Ltd. The spend against this contract is capped at £180,000.

 

Contract Standing Orders have been waived on the grounds that it is expedient to the efficient management of the service and enables the council to protect its tenants

Wards affected: (All Wards);


23/09/2019 - OD/19/42 East Villa Replacement Boiler System ref: 585    Recommendations Approved

The existing hot and cold-water services at East Villa have been found to be unfit for purpose due to the volume of water stored. To ensure heating and water quality is maintained the present boilers and cold-water storage tanks are to be removed and replaced with a modern closed (no tanks) system.

 

A number of quotations were sought, but due to the risk to onsite service delivery the supplier which can provide the new system the quickest was chosen, being Columbus Plumbing and Heating Services Ltd.at a cost of £102,938. This will be funded from the East Villa refurbishment budget.

 

This decision is exempted from contract standing orders as the work is required urgently.

Decision Maker: Officer Decision

Decision published: 02/10/2019

Effective from: 23/09/2019

Decision:

To award the contract to Columbus Heating and Plumbing Services Ltd.

 

Reason: To progress works on site in a timely manner.

Wards affected: Rushmere;


26/09/2019 - OD/19/43 Waterfront Building securing of the site ref: 586    Recommendations Approved

Ipswich Borough Council has an urgent requirement to secure all window, door and other external openings that exist at the Pauls Silo building on the Waterfront to prevent bird nesting.

 

Appointment is to be made to Bluebell Contractors Ltd for the sum of £40,254.50 (excl. VAT) from existing allocated capital budgets.

Decision Maker: Officer Decision

Decision published: 02/10/2019

Effective from: 26/09/2019

Decision:

To waive contract standing orders as there is an urgent need to secure the Pauls Silo building before the bird nesting season.

 

Reason: To allow for the subsequent development works on the Pauls Silo building to progress.

Wards affected: Alexandra;


12/09/2019 - OD/19/41 Immediate Suspension of a Private Hire Vehicle Licence. ref: 584    Recommendations Approved

A Private Hire Vehicle licence has been suspended with immediate effect in the interest of Public safety.

Decision Maker: Officer Decision

Decision published: 18/09/2019

Effective from: 12/09/2019

Decision:

A Private Hire Vehicle licence has been suspended with immediate effect in the interest of Public safety following a failed mechanical test.

 

No alternative options were considered.

Wards affected: (All Wards);


03/09/2019 - OD/19/40 Youth Employment Programme 2019-20 Lofty Heights ref: 583    Recommendations Approved

As part of a county wide scheme, £100,000 has been allocated to Ipswich Borough Council (IBC) by Suffolk County Council (SCC) for the IBC to use to commission fund innovative projects to tackle youth unemployment.

 

The Borough Council has run a procurement exercise seeking to procure work in 4 different areas:

• LOT 1: Mentoring

• LOT 2: Work experience

• LOT 3: Pre-employment training

• LOT 4: “Drop in” and counselling

 

Bids have been assessed against the published criteria and it is intended to contract with 4 organisations.

This form documents the first of four separate decisions.

 

This is to award £9,500.00 to Lofty Heights to provide pre- employment training for 20 young people 16 to 24 year olds that are not in employment, education and training.

 

The portfolio holder for economic development has been consulted and is supportive of the process / project.

Decision Maker: Officer Decision

Decision published: 10/09/2019

Effective from: 03/09/2019

Decision:

To contract with Lofty Heights for £9,500.00 to provide Pre- employment training for 20 young people 16 to 24 year olds that are not in employment, education and training.

 

Reason: To ensure that the Council appropriately spends the funding it has received for this purpose.

Wards affected: (All Wards);


03/09/2019 - OD/19/39 Youth Employment Programme 2019-20 - Pre-employment ref: 582    Recommendations Approved

As part of a county wide scheme, £100,000 has been allocated to Ipswich Borough Council (IBC) by Suffolk County Council (SCC) for the IBC to use to commission fund innovative projects to tackle youth unemployment.

 

The Borough Council has run a procurement exercise seeking to procure work in 4 different areas:

• LOT 1: Mentoring

• LOT 2: Work experience

• LOT 3: Pre-employment training

• LOT 4: “Drop in” and counselling

 

Bids have been assessed against the published criteria and it is intended to contract with 4 organisations.

This form documents the first of four separate decisions.

 

This is to award £24,550.00 to Inspire Suffolk to provide Pre- employment training for 40 young people 16 to 24 year olds that are not in employment, education and training.

 

The portfolio holder for economic development has been consulted and is supportive of the process / project.

Decision Maker: Officer Decision

Decision published: 10/09/2019

Effective from: 03/09/2019

Decision:

To contract with Inspire Suffolk for £24,550.00 to provide Pre- employment training for 40 young people 16 to 24 year olds that are not in employment, education and training.

 

Reason: To ensure that the Council appropriately spends the funding it has received for this purpose.

Wards affected: (All Wards);


03/09/2019 - OD/19/38 Youth Employment programme 2019/ 2020 Work Experience ref: 581    Recommendations Approved

As part of a county wide scheme, £100,000 has been allocated to Ipswich Borough Council (IBC) by Suffolk County Council (SCC) for the IBC to use to commission fund innovative projects to tackle youth unemployment.

 

The Borough Council has run a procurement exercise seeking to procure work in 4 different areas:

• LOT 1: Mentoring

• LOT 2: Work experience

• LOT 3: Pre-employment training

• LOT 4: “Drop in” and counselling

 

Bids have been assessed against the published criteria and it is intended to contract with 4 organisations.

This form documents the first of four separate decisions.

 

This is to award £24,999.00 to The Consultancy Home Counties to provide work experience for 40 young people 16 to 24 year olds that are not in employment, education and training.

 

The portfolio holder for economic development has been consulted and is supportive of the process / project.

Decision Maker: Officer Decision

Decision published: 10/09/2019

Effective from: 03/09/2019

Decision:

To contract with The Consultancy Home Counties for £24,999.00 to provide work experience for 40 young people 16 to 24 year olds that are not in employment, education and training.

 

Reason: To ensure that the Council appropriately spends the funding it has received for this purpose.

Wards affected: (All Wards);


30/08/2019 - OD/19/36 Youth Employment Programme Ipswich ref: 579    Recommendations Approved

Suffolk County Council have made £100,000 available to Ipswich Borough Council to commission a number of pieces of work under a Youth Employment Programme Ipswich.

 

A funding agreement is proposed that will enable the Borough Council to accept – and then spend this money – within the parameters of the agreement.

 

It is proposed that the Chief Executive signs the agreement on behalf of the Council. Separate decisions will be made by the Chief Executive related to the use of this funding.

 

This proposal has been discussed with the PH (i.e. the Leader of the Council) who supports it.

 

Consultation has also taken place – as required by the Constitution – with the Resources Portfolio Holder and the Section 151 Officer (Head of Finance and Revenues). Both support this proposal.

Decision Maker: Officer Decision

Decision published: 10/09/2019

Effective from: 30/08/2019

Decision:

That the Chief Executive will complete the funding agreement using his delegated powers and in doing so ensure the Borough Council receives £100,000 of funding for a Youth Employment Programme.

 

Reason: To enable the Borough Council to run a Youth Employment Programme using funds provided by a third party (Suffolk County Council).

Wards affected: (All Wards);


03/09/2019 - OD/19/37 Youth Employment programme 2019/ 2020: Mentoring ref: 580    Recommendations Approved

As part of a county wide scheme, £100,000 has been allocated to Ipswich Borough Council (IBC) by Suffolk County Council (SCC) for the IBC to use to commission fund innovative projects to tackle youth unemployment.

 

The Borough Council has run a procurement exercise seeking to procure work in 4 different areas:

• LOT 1: Mentoring

• LOT 2: Work experience

• LOT 3: Pre-employment training

• LOT 4: “Drop in” and counselling

 

Bids have been assessed against the published criteria and it is intended to contract with 4 organisations.

This form documents the first of four separate decisions.

 

This is to award £22,445.00 to Volunteering Matters to provide recruitment and training for 20 mentors and mentoring 25 young people 16 to 24 year olds that are not in employment, education and training.

 

The portfolio holder for economic development has been consulted and is supportive of the process / project.

Decision Maker: Officer Decision

Decision published: 10/09/2019

Effective from: 03/09/2019

Decision:

To contract with Volunteering Matters for £22,445.00 to provide recruitment and training for 20 mentors and mentoring 25 young people 16 to 24 year olds that are not in employment, education and training.

 

Reason: To ensure that the Council appropriately spends the funding it has received for this purpose.

Wards affected: (All Wards);


28/08/2019 - OD/19/35 investment in a new Creative Computing Club Programme ref: 578    Recommendations Approved

The Creative Computing Club (CCC) deliver training on computer programming, video game design, hardware programming, web development, electronics, robotics and more. Founded in 2012 the CCC has helped hundreds of young people take their first steps into the world of technology.

 

The newly opened Creative Computing Centre is a dedicated two-story computing centre designed to provide young people in Ipswich with access to cutting edge technology and activities incomparable to those provided in mainstream education.

 

The Council has supported CCC in recent years (e.g. through Area Committee funding) but following discussions with its founder Matthew C. Applegate (founder) it is proposed to support a one year programme from the core economic development budget. This programme will cost £9,907 and deliver training / lessons within at least 6 schools within the Borough that the CCC has not worked with before.

 

This proposal has been discussed with – and is supported by – the economic development portfolio holder (Cllr David Ellesmere). It will be funded from within existing budgets.

Decision Maker: Officer Decision

Decision published: 10/09/2019

Effective from: 28/08/2019

Decision:

Allocate £9,907 to a programme to be delivered by the Creative Computing Club (CCC) and for the Chief Executive to agree terms and conditions and contract with the CCC for the delivery of the programme.

 

Reason for Recommendation

This is a significant growth sector for Ipswich, digital businesses in and around Ipswich are worth almost £200m to the local economy, sustaining almost 10,000 jobs. This project will help stimulate / train the future workforce in this sector.

Wards affected: (All Wards);


01/09/2019 - OD/19/34 Suspension of two Private Hire Vehicle Licences ref: 577    Recommendations Approved

Two Private Hire Vehicle licences have been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 03/09/2019

Effective from: 01/09/2019

Decision:

Two Private Hire Vehicle licences have been suspended with immediate effect: failure to provide Half Year Test pass slips.

 

No alternative options were considered.

Wards affected: (All Wards);


21/08/2019 - OD/19/32 28-50 Grimwade Street – Rear site clearance ref: 575    Recommendations Approved

Ipswich Borough Council currently owns 28 – 50 Grimwade Street which is a mixture of commercial and residential units. The decision has been made to develop this site.

 

To complete the surveys required for development, a rear site clearance is required.

 

A schedule of works has been agreed with our internal client and this has been competitively tendered to three local contractors and the best value bid was received from Mixbrow Construction at £12,604.62.

 

This is to be funded from the existing allocated capital budget.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 21/08/2019

Decision:

To award the works contract to Mixbrow Construction.

 

Reason: To enable surveys to be completed.

Wards affected: Alexandra;


01/08/2019 - OD/19/28 Purchase of 38b Pickwick Road ref: 571    Recommendations Approved

The Council was voluntarily offered the opportunity to purchase 38b Pickwick Road, Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £95,000 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 01/08/2019

Decision:

To purchase 38b Pickwick Road for £95,000.

 

Reason: To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Gipping;


01/08/2019 - OD/19/23 Purchase of 428 Birkfield Drive ref: 566    Recommendations Approved

The Council was voluntarily offered the opportunity to purchase 428 Birkfield Drive, Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and the Property team considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £105,000 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 01/08/2019

Decision:

To purchase 428 Birkfield Drive, Ipswich for £105,000.

 

Reason: To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Stoke Park;


19/08/2019 - OD/19/24 Purchase of 14 Bishopgarth Rose Hill Crescent ref: 567    Recommendations Approved

The Council was voluntarily offered the opportunity to purchase 14 Bishopgarth, Rose Hill Crescent, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £125,000 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 19/08/2019

Decision:

To purchase 14 Bishopsgarth for £125,000.

 

Reason: To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Holywells;


01/07/2019 - OD/19/30 Decision to Purchase 55 Hawke Road ref: 573    Recommendations Approved

The Council took up its right under statutory buyback to purchase 55 Hawke Road Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £125,000 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 01/07/2019

Decision:

To purchase 55 Hawke Road for £125,000.

 

Reason: To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Gainsborough;


01/07/2019 - OD/19/27 Purchase of 31 Redwing Close ref: 570    Recommendations Approved

The Council took up its right under statutory buyback to purchase 31 Redwing Close, Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £185,000 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 01/07/2019

Decision:

To purchase 31 Redwing Close, Ipswich for £185,000.

 

Reason: To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Sprites;


21/08/2019 - OD/19/31 South Ipswich Small Sites award of Architects ref: 574    Recommendations Approved

Ipswich Borough Council is proposing to develop five small sites across the south of Ipswich. To complete the required development, the council needs to appoint an architect to provide suitable planning application & tender design drawings.

 

A schedule of works has been agreed with our internal client and this has been competitively tendered to five local architects. The best value bid was received from Rees Pryer at £19,440.00.

 

This is to be funded from the existing allocated capital budget.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 21/08/2019

Decision:

To award the architect contract to Rees Pryer.

 

Reason: To progress the design proposals for the proposed development and allow a submission for planning approval, plus tendering of the project on five small sites across south Ipswich.

Wards affected: Gipping; Priory Heath; Sprites; Stoke Park;


29/07/2019 - OD/19/26 Purchase of 24 Swinburne Road ref: 569    Recommendations Approved

The Council took up its right under statutory buyback to purchase 24 Swinburne Road, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £165,000 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 29/07/2019

Decision:

To purchase 24 Swinburne Road for £165,000.

 

Reason: To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Whitton;


17/07/2019 - OD/19/29 Transfer of 42 Ulster Avenue, ref: 572    Recommendations Approved

The Council, under the proceeds of Crime Act, had 42 Ulster Avenue an ex local authority property transferred back to its ownership.

 

There was a nil value for this property due to the circumstances upon which it was obtained.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 17/07/2019

Decision:

To complete transfer of 42 Ulster Avenue for Nil Value and return to housing stock.

 

Reason: In order to return the property to Council ownership.

Wards affected: Whitehouse;


19/08/2019 - OD/19/25 Purchase of 14 Emmanuel Close ref: 568    Recommendations Approved

The Council was voluntarily offered the opportunity to purchase 14 Emmanuel Close Ipswich, an ex-local authority property.

 

A full inspection of the property was carried out and Officers considered comparable evidence to form an opinion of Market Value. A viability assessment was subsequently completed, which was considered satisfactory by Officers.

 

The purchase price negotiated and agreed of £115,000 is considered to be the Market Value for the property.

 

The Corporate Plan sets out objectives for the Council to increase its Social Housing stock. Priority 5 – Quality Homes for All sets out that the officers will seek out new Council homes by identifying sites and opportunities, such as this.

 

IBC Finance team were consulted and funds for the purchase were available in the Property Acquisitions Fund.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 19/08/2019

Decision:

To purchase 14 Emmanual Close for £115,000.

 

Reason: To acquire property for social housing, in accordance with Priority 5 of the Ipswich Corporate Plan.

Wards affected: Stoke Park;


21/08/2019 - OD/19/33 28-50 Grimwade Street appointment of Architect ref: 576    Recommendations Approved

Ipswich Borough Council currently owns 28 – 50 Grimwade Street which is a mixture of commercial and residential units. The decision has been made to develop this site.

 

To complete the required development, the council needs to appoint an architect to provide suitable planning application & tender design drawings.

 

A schedule of works has been agreed with our internal client and this has been competitively tendered to five local architects. The best value bid was received from Hoopers at £9,000.

 

This is to be funded from the existing allocated capital budget.

Decision Maker: Officer Decision

Decision published: 21/08/2019

Effective from: 21/08/2019

Decision:

To award the architect contract to Hoopers.

 

Reason: To progress the design proposals for the proposed development and allow a submission for planning approval, plus tendering of the project on the site which currently holds 28-50 Grimwade Street.

Wards affected: Alexandra;


09/08/2019 - OD/19/22 Contract to review and update the Ipswich Strategic Flood Risk Assessment ref: 565    Recommendations Approved

Ipswich Borough is reviewing the Ipswich Local Plan to look ahead to development needed in the Borough up to 2036. As parts of the Borough fall within a flood risk zone defined by the Environment Agency, it is necessary to prepare a Strategic Flood Risk Assessment (SFRA) to inform and support the Local Plan process.

 

The Council published an SFRA in 2011 and this needs to be reviewed and updated as appropriate, for example to reflect the completion of the Ipswich tidal defence barrier across the New Cut, and any revised sea level rise forecasts. It is a technical area of work and therefore a specialised consultant is needed.

 

An open tender process has been undertaken in accordance with Contract Standing Orders.

 

One bid was received from Aecom and the value is £15,100 which has been assessed and concluded to be satisfactory.

Decision Maker: Officer Decision

Decision published: 16/08/2019

Effective from: 09/08/2019

Decision:

To appoint Aecom to undertake the SFRA for the Ipswich Local Plan.

 

Reason: In order that the Local Plan complies with legislation, and that relevant planning policies and land allocations are considered in light of the most up to date flood risk information.

Wards affected: (All Wards);


09/08/2019 - OD/19/21 Immediate Suspension of a Private Hire Vehicle Licence ref: 564    Recommendations Approved

Private Hire Vehicle licence has been suspended with immediate effect in the interest of Public safety following a road traffic collision.

 

Decision Maker: Officer Decision

Decision published: 09/08/2019

Effective from: 09/08/2019

Decision:

Private Hire Vehicle licence has been suspended with immediate effect in the interest of Public safety following a road traffic collision.

 

No alternative options were considered.

 

Background papers

Wards affected: (All Wards);


30/07/2019 - OD/19/20 Immediate Revocation of a Combined Hackney Carriage/Private hire Driver’s Licence ref: 563    Recommendations Approved

A licensed hackney carriage/private hire driver is the subject of a Police investigation for a serious offence.

Decision Maker: Officer Decision

Decision published: 02/08/2019

Effective from: 30/07/2019

Decision:

A licensed hackney carriage/private hire driver is the subject of a Police investigation for a serious offence.

 

The Licence was revoked immediately.

 

No alternative options were considered.

 

The Chair of Licensing and Regulatory Committee was consulted in the decision making process.

Wards affected: (All Wards);


01/08/2019 - OD/19/19 Immediate Suspension of two Private Hire Vehicle Licences ref: 562    Recommendations Approved

Two Private Hire Vehicle licences have been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 02/08/2019

Effective from: 01/08/2019

Decision:

Two Private Hire Vehicle licences have been suspended with immediate effect. Failure to provide Half year test pass slips.

 

No alternative options were considered.

Wards affected: (All Wards);


25/07/2019 - OD/19/18 Temporary Closure of Galleries at Christchurch Mansion ref: 560    Recommendations Approved

Temporary Closure of the Wolsey Art Gallery & The China Room

 

Background: The ‘Wonder Walls’ exhibition closes to the public on Sunday 28th July 2019. Following which this exhibition needs to be de-installed and the Made in Suffolk Exhibition needs to be installed into the Wolsey Art Gallery. This exhibition will also feature a shop which will be created within the China Room.

Decision Maker: Officer Decision

Decision published: 25/07/2019

Effective from: 25/07/2019

Decision:

To close the Wolsey Art Gallery and the China Room to the public for period 29th July – 19th August 2019

 

Reason: To allow works to be undertaken in the Wolsey Art Gallery that include the de-installation of this exhibition and the installation of the Made in Suffolk Exhibition, eliminating risk to the public or collections.

Wards affected: (All Wards);


04/07/2019 - OD/19/17 St Peters Dock Architects Fee ref: 559    Recommendations Approved

Ipswich Borough Council have acquired, though piecemeal acquisition, a large site at St Peters Dock site; a key land holding at the entrance to the Waterfront area and the gateway to the town centre from the south.

 

Recently, IBC made an application to the LEP for funding to help redevelop the eastern end of the St Peters Dock site fronting Foundry Lane. This envisaged the refurbishment of an old Victorian warehouse for D2 use and redevelopment of the adjacent Burtons silo into a mixed use scheme comprising: commercial on the ground floor, offices on first and second floors, and residential on the two upper floors.

 

The scheme was promoted in conjunction with Gecko, the internationally renowned dance group (and an Arts Council National Portfolio Organisation), for a new rehearsal and performance space. The bid wasn’t successful but it is possible that alternative funds may be available later this year. The chances of success in future bids will be greater if the scheme is more shovel ready (e.g. if it has planning permission). In additional Gecko have made a bid to the Arts Council for grant funding to help meet the cost of their fit out. A decision from the Arts Council is expected in the autumn.

 

Due to the speed needed for the original bid referred to above, Ipswich based architects EDRM prepared a concept scheme including detailed visuals, to support the initial LEP bid which was well received. It is now proposed to develop these drawings to the planning application stage. It is intended to contract with EDRM and officers consider this option to provide good value for money – as well as utilising a local firm to undertake the work. A fee level of £20,000 as detailed on the attached proposal is proposed.

 

There is an existing budget available for this work – where the decision making authority lies with the Head of Development. The decision to waive contract standing orders in this instance is within the delegations of the Chief Executive.

Decision Maker: Officer Decision

Decision published: 24/07/2019

Effective from: 04/07/2019

Decision:

To waive contract standing orders to allow the appointment of EDRM Architects to prepare and submit a hybrid planning consent for redevelopment of the eastern end of the St Peters Dock site to facilitate the redevelopment of the warehouse building for Gecko and establish the use of the Pauls Silo.

 

Reason: To further develop the scheme prepared by EDRM to the planning stage to be ready to move forward with the project if grant funding is made available.

Wards affected: Alexandra;


12/07/2019 - OD/19/16 Ecology Habitat Survey ref: 558    Recommendations Approved

The Council conducted a Habitat survey in 2012 as part of the adopted Local Plan (2011-2031). This was thought dated and also did not reflect new sites which had come forward in the preparation of the emerging Local Plan. This was confirmed by the independent views of two ecologists. In addition it does not reflect the amendments that have been made to the Habitat Regulations following an EUJ ruling and subsequent updates to the Habitat Regulations.

 

The previous Habitat survey also had a focus which is not in train with current thinking which requires sites to enhance existing habitat (as referred to in the 2019 NPPF) across all land uses.

 

It is therefore considered that this work requires revision to the sites previously included in the earlier study and assessment of new sites. In total this equates to 79 sites (23 of which were subject to Phase 1 habitat survey through the 2012 Wildlife Audit and these assessments have been cross referenced in the lis of sites to be surveyed.)

 

New sites will require a desktop assessment and a site visit and preparation of a site report in the format adopted in the previous Wildlife Audit. Sites previously subject to the wildlife audit will require a site visit and a refresh of the Wildlife Audit report sheet for the site. All sites will require an assessment of the options for delivering the most beneficial net gain on site in order to conform with the 2019 NPPF.

 

The Council can also give the consultant access to the photographic survey of the Borough (on signing the appropriate agreement with IBC’s GIS officer) which can be used for the desktop assessment as well as access to the original Wildlife Audit and maps to support the shortlisted sites where these sites are new and outside the 2012 Wildlife Audit.

 

On consultation with procurement they have advised the contract is suitable for a closed quote process. The following organisations have been approached:

1. Suffolk Wildlife Trust

2. The Landscape Partnership

3. Adonis Ecology Ltd.

Decision Maker: Officer Decision

Decision published: 24/07/2019

Effective from: 12/07/2019

Decision:

Both the Landscape Partnership and Adonis Ecology Ltd cannot complete the work within the expected timescale. Therefore Suffolk Wildlife Trust have been awarded the contract at a cost of £16,450 +VAT

Wards affected: (All Wards);


09/07/2019 - OD/19/15 Immediate Suspension of a Private Hire Vehicle Licence ref: 557    Recommendations Approved

1 x Private Hire Vehicle has been suspended.

Decision Maker: Officer Decision

Decision published: 24/07/2019

Effective from: 09/07/2019

Decision:

1 x Private Hire Vehicle has been suspended due to 2 allegations of inappropriate conversations with females.

 

No alternative options were considered.

Wards affected: (All Wards);


01/07/2019 - OD/19/14 Immediate Suspension of a Private Hire Vehicle Licence ref: 556    Recommendations Approved

3 x Private Hire Vehicle licences have been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 24/07/2019

Effective from: 01/07/2019

Decision:

3 x Private Hire Vehicle licences have been suspended with immediate effect due to not providing a mechanical vehicle test.

 

No alternative options were considered.

 

Wards affected: (All Wards);


28/06/2019 - OD/19/13 Policy In Practice Contract ref: 555    Recommendations Approved

The SRP service is looking to procure a service from a contractor called Policy-in-Practice for a data analysis report on the current range of benefit receiving clients across the partnership organisations. This work will help steer the future direction of the partnerships respective council tax reduction schemes in light of the recent changes brought about by universal credit and welfare reform.

 

Over the last year, Local Authorities have worked with PiP to model new CTR schemes. PiP have been able to not only advise on the modelling of those schemes but to demonstrate the level of impact of proposed changes including the financial impacts to help inform decision making. PiP are currently working with 90 LA’s. PiP are the only provider of such services across the UK and as such have quickly developed the expertise to support local authorities who are considering changes to their CTR schemes and looking to modernise their systems as welfare reform takes hold.

Decision Maker: Officer Decision

Decision published: 04/07/2019

Effective from: 28/06/2019

Decision:

The cost of the service is £25k which covers the analysis for all 3 partner authorities (£9,395 for the IBC element).

 

Reason: The service cannot be procured from another supplier.

 

Alternative options considered and why rejected: No other options are available, the service cannot be procured from another supplier.

Wards affected: (All Wards);


04/06/2019 - OD/19/12 Civica Paris extension contract ref: 554    Recommendations Approved

The General Ledger software provided by ‘Unit 4’, the main supplier of ‘Agresso’ system products, is being upgraded. A contract was procured through an OJEU tender in the summer of 2018. At the point of tender, replacement of the current Cash and Income Management Software ‘PARIS’, which was provided by the supplier ‘Northgate’, was not mandatory. Instead, the decision was taken to implement improvements in stages, with ‘PARIS’ as a business critical system being reviewed and potentially replaced by an alternative system at a later date to mitigate risk.

 

The situation changed after the tender for the General Ledger implementation had been completed. ‘Civica’ purchased the ‘PARIS’ system from ‘Northgate’ and notified system users that support would cease on 19 August 2019; but were not in a position to offer a like for like alternative. This makes the need to review the use of ‘PARIS’ significantly more urgent than had previously been the case.

 

Therefore, the intention is to identify and implement a suitable replacement. With time running out on the ‘PARIS’ support contract an extension is needed to allow its replacement to be chosen and implemented. This officer decision secures a 2 year extension to the existing support package and is only available via ‘Civica’.

Decision Maker: Officer Decision

Decision published: 04/07/2019

Effective from: 04/06/2019

Decision:

To gain exemption from contract standing orders and enter into the necessary contract with Civica to extend the support for the Paris income system, for a further 2 years, beyond the current contract termination date of 18th August 2019 at a cost of £49,724.

 

Reason: The service cannot be procured from another supplier.

 

Alternative options considered and why rejected: No other options are available, the service cannot be procured from another supplier

Wards affected: (All Wards);


01/07/2019 - OD/19/11 Immediate Suspension of a Private Hire Vehicle Licence ref: 552    Recommendations Approved

3 x Private Hire Vehicle licences have been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 02/07/2019

Effective from: 01/07/2019

Decision:

3 x Private Hire Vehicle licences have been suspended with immediate effect due to not providing a mechanical vehicle test.

 

No alternative options were considered.

Wards affected: (All Wards);


26/06/2019 - OD/19/10 Upper Orwell Street (North) Car Park ref: 551    Recommendations Approved

Ipswich Borough Council purchased the Former Co-Op Department Store site, Carr Street to create a new school (by others) and develop a new short stay car park, to be accessed from Upper Barclay Street, to be named Upper Orwell Street (North) Car Park.

 

Under the planning approval, which has been secured for the new car park (IP/18/00042/FPI3), a Traffic Regulation Order (TRO) from Suffolk County Council is required for the reduction of the disabled parking bays on Upper Barclay Street to allow the creation of the new access.

 

The fee for the TRO is £11,500 made payable to Suffolk County Council

Decision Maker: Officer Decision

Decision published: 28/06/2019

Effective from: 26/06/2019

Decision:

To proceed with the Traffic Regulation Order for the reduction of the disabled parking bays on Upper Barclay Street.

 

Reason: To progress the development of Upper Orwell Street (North) Car Park.

 


25/06/2019 - OD/19/09 Chantry park temporary works ref: 550    Recommendations Approved

Ipswich Borough Council needs to undertake temporary improvement works to Chantry park for an upcoming event, the work includes new kerbs, temporary hardstandings and temporary crossing points.

 

To enable works to progress to the required timescales IBC will appoint Kier Infrastructure Services Ltd., under the Suffolk County Council Highways contract which IBC is able to access as a local procuring authority.

 

Kier have provided a quotation for the delivery of the works of £55,185.17

Decision Maker: Officer Decision

Decision published: 26/06/2019

Effective from: 25/06/2019

Decision:

To appoint Kier Infrastructure Services Ltd., to deliver the works.

 

Reason: To allow the installation of temporary access works at Chantry park.


11/06/2019 - OD/19/08 Asbestos Removal ref: 549    Recommendations Approved

On occasions, there is a need to remove asbestos from the Council’s housing stock. This may be during repair or refurbishment works or when maintained/controlled asbestos within properties is in need of removal.

 

The Council has decided to enter into a new contract for asbestos removal utilising an established and compliant framework agreement with South Eastern Consortium. The intended new contract will commence in June 2019

Decision Maker: Officer Decision

Decision published: 12/06/2019

Effective from: 11/06/2019

Decision:

To enter into a framework contract for up to 8 months commencing June 2019 through this framework consortium with Cablesheer Ltd up to £70,000.

 

Reason: The Control of Asbestos Regulations 2012 (CAR) imposes a statutory obligation requiring the Council to dispose of Asbestos Containing Material (ACM) within its housing stock in the correct manner and this is achieved using a specialist licenced contractor.

Wards affected: (All Wards);


03/06/2019 - OD-19-05 Contract Variation to the Sustainability Appraisal Contract to include an Additional Stream column to provide a Health Impact Assessment of the emerging Local Plan ref: 546    Recommendations Approved

 

SCC in their response to the Preferred Options Version of the draft local plan asked the Borough to consider undertaking a Health Impact Assessment of the Local Plan. It was decided that this should be done after checking with neighbouring ISPA authorities to see if they had done so and this was the case. A meeting was held with the Director of Health Improvement and other health related professionals as well as our county liaison officer to discuss the questions that should be applied. This was also taken as an Item to the Policy Team Meeting so wider staff could input.

 

This could be conducted through any of the following options:

 

a) A member of the policy team could conduct it. – However, only the team leader has experience of conducting health impact assessments and it is time consuming and would not provide value for money.

b) A health specialist consultant could conduct it – but it would take time to move this forward.

c) It could be added as an additional stream to the sustainability appraisal which was already out to consultants and could be dealt with as a Contract Variation and the additional cost would be £2,500 to do this. The consultant was already committed to being available to give evidence at the Public Inquiry into the Local Plan next year and therefore this process was cost effective and provided the best value for money.

 

Option c) was therefore decided on.

Consultation taken with procurement, Director of Health Improvement, East Suffolk Council, and the Planning Operations Manager and SCC LP Liaison Officer.

 

Decision Maker: Officer Decision

Decision published: 04/06/2019

Effective from: 03/06/2019

Decision:

 

That the Health Impact Assessment be added as an additional stream to the sustainability appraisal which was already out to consultants and could be dealt with as a Contract Variation and the additional cost would be £2,500 to do this. The consultant was already committed to being available to give evidence at the Public Inquiry into the Local Plan next year and therefore this process was cost effective and provided the best value for money.

 

 


24/05/2019 - OD-19-06 Award of Tender for Alderman Road Insurance Remedial Costs ref: 547    Recommendations Approved

 

As a result of an unreported water leak over a significant period, three flats require remedial works.

 

Following a competitive open tendering process via the Suffolk Sourcing e-procurement system and in compliance with IBC Contract Standing Orders, Columbus Building Contractors Ltd have been appointed to complete the works at a tendered cost of £60,091.

 

Reason: Columbus Building Contractors Ltd submitted the most economically advantageous tender to the Council. To allow the remedial works to be completed without delays

 

 

Decision Maker: Officer Decision

Decision published: 04/06/2019

Effective from: 24/05/2019

Decision:

 

Following a competitive open tendering process via the Suffolk Sourcing e-procurement system and in compliance with IBC Contract Standing Orders, Columbus Building Contractors Ltd have been appointed to complete the works at a tendered cost of £60,091.

 

Wards affected: (All Wards);


31/05/2019 - OD-19-07 Immediate Suspension of a Private Hire Vehicle Licence ref: 548    Recommendations Approved

 

A Private Hire vehicle licence was suspended immediately because a half year vehicle test was not submitted – vehicle not roadworthy.

 

No alternative options were considered.

 

Decision Maker: Officer Decision

Decision published: 04/06/2019

Effective from: 31/05/2019

Decision:

 

 A Private Hire vehicle licence was suspended immediately because a half year vehicle test was not submitted – vehicle not roadworthy.

 

Wards affected: (All Wards);


30/05/2019 - OD/19/04 Sheldrake Drive - Entrance Widening ref: 545    Recommendations Approved

Sheldrake Drive requires the existing site entrance widened, to provide a safer pedestrian entrance and allow separation of vehicular and pedestrian access into the shops & housing around Sheldrake Drive.

 

The adjacent IBC housing Tenant has agreed to return some of their garden back to IBC, to allow the widening to be achieved.

 

A schedule of works has been agreed with our internal client and the works have been competitively tendered to three local contractors and the best value bid was received from Mixbrow Constructions at £14,403.39.

 

This is to be funded from the existing allocated capital budget.

Decision Maker: Officer Decision

Decision published: 31/05/2019

Effective from: 30/05/2019

Decision:

To award the contract to Mixbrow Construction.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Sprites;


28/05/2019 - OD/19/03 Immediate Revocation of two private hire drivers Licence ref: 544    Recommendations Approved

Two Private Hire Vehicle Driver’s Licence were revoked immediately on the grounds of public safety.

Decision Maker: Officer Decision

Decision published: 31/05/2019

Effective from: 28/05/2019

Decision:

Two Private Hire Vehicle Driver’s Licence were revoked immediately on the grounds of public safety due to them not meeting the required medical standard of fitness to drive a Private Hire Vehicle.

 

No alternative options were considered.

Wards affected: (All Wards);


14/05/2019 - OD/19/02 Flatbed Tippers ref: 543    Recommendations Approved

Ipswich Borough Council requires 10 x Flatbed Tippers to replace current vehicles that have reached the end of their useful life.

Decision Maker: Officer Decision

Decision published: 29/05/2019

Effective from: 14/05/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a cost of £25,813.97 per vehicle including all required equipment. Total Cost of £258,139.70.

 

The decision made was to purchase these vehicles from Ford.

 

Reason:

Replace end of life vehicles.

Wards affected: (All Wards);


14/05/2019 - OD/19/01 Cleansing Tippers ref: 542    Recommendations Approved

Ipswich Borough Council requires 6 x Caged Tippers to replace current vehicles that have reached the end of their useful life.

Decision Maker: Officer Decision

Decision published: 21/05/2019

Effective from: 14/05/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a cost of £27,463.97 per vehicle including all required equipment. Total Cost of £164,783.82

 

The decision made was to purchase these vehicles from Ford.

 

Reason: Replace end of life vehicles

Wards affected: (All Wards);


01/05/2019 - OD/18/101 Immediate Suspension of a Private Hire Special Events Vehicle Licence ref: 541    Recommendations Approved

 

 Private Hire Special Events Vehicle licence has been suspended with immediate effect.

 

 

Decision Maker: Officer Decision

Decision published: 13/05/2019

Effective from: 01/05/2019

Decision:

Private Hire Special Events Vehicle licence has been suspended with immediate effect for failure to provide half year test pass slip.

 

No alternative options were considered.

Wards affected: (All Wards);


01/05/2019 - OD/18/100 Immediate Suspension of a Private Hire Vehicle Licence ref: 540    Recommendations Approved

Two Private Hire Vehicle licences have been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 13/05/2019

Effective from: 01/05/2019

Decision:

Two Private Hire Vehicle licences have been suspended with immediate effect. Failure to provide Half year test pass slips.

 

No alternative options were considered.

Wards affected: (All Wards);


09/05/2019 - OD/18/99 Bus Shelters (Advertising Style) ref: 539    Recommendations Approved

As part of its wider objectives to encourage the usage of public transport, the Council provides a number of bus shelters in various locations across Ipswich. The Council has a legal agreement with Clear Channel UK Ltd (who trade as Adshel) for the provision by them of advertising style bus shelters and this was the subject of a previous competitive tendering exercise.

 

The Council holds funds provided in accordance with a legal agreement made under Section 106 of the Town and Country Planning Act 1990 from the developers of the Shed 7 site at Orwell Quay and this allows for the expenditure of these funds to be used for the provision of a new bus shelter to serve the site.

 

The Council decided on 1st March 2018 (within officer decision form ref: OD/17/76) to use some of this Section 106 fund for the provision of a new advertising style bus shelter at the outbound bus stop on Duke Street outside the Travelodge Hotel. This was part of a wider decision to also use some other Section 106 funds for the provision of advertising style bus shelters in other locations. The decision capped the total expenditure across all of the relevant Section 106 funds at £69,670. A further officer decision form (ref: OD/17/85) of 21st March 2018 is associated with this.

 

The purpose of this officer decision form is to authorise up to a further £3,000 of expenditure from this Section 106 fund for the provision of this bus shelter, to reflect the increase in the cost of the works since the original officer decision was made.

Decision Maker: Officer Decision

Decision published: 13/05/2019

Effective from: 09/05/2019

Decision:

To authorise up to an additional £3,000 from the Shed 7 (Orwell Quay) Section 106 fund to implement the decision in officer decision form ref: OD/17/76 to, in accordance with the Local Government (Miscellaneous Provisions) Act 1953 and subject to advertising consent, fund a new advertising style bus shelter provided by Clear Channel UK Ltd at the bus stop listed above.

 

The main alternative option would be not to provide the bus shelter. However, this would be contrary to the Council’s public transport objectives.

Wards affected: Holywells;


30/04/2019 - OD/18/98 Health and Safety Consultant ref: 538    Recommendations Approved

As required by Regulation 7 of the Management of Health and Safety at Work Act 1999, an open procurement process was completed for the services of a contractor to provide independent Health and Safety advice to all service areas across the Council. Three tenders were returned and evaluated.

Decision Maker: Officer Decision

Decision published: 01/05/2019

Effective from: 30/04/2019

Decision:

Following a competitive open tendering process with the Council receiving three bids, CCAS Ltd has been appointed at an indicative cost of £30,975.00 over a three year period. The contract period is one year with an option for a further one year extension twice, making a total of three years, subject to satisfactory performance.

 

Reason: CCAS Ltd submitted the most economically advantageous tender to the Council. To support and provide consultancy works throughout the Council.

Wards affected: (All Wards);


17/04/2019 - OD/18/96 Building Surveying Consultancy ref: 536    Recommendations Approved

Ipswich Borough Council requires the services of a Building Surveying consultancy to cover current and expected peaks in building surveying requirements on an “as needed” basis over the next year.

Decision Maker: Officer Decision

Decision published: 01/05/2019

Effective from: 17/04/2019

Decision:

Following a competitive open tendering process with the Council receiving eight bids, Richard Vest Architectural Design Ltd has been appointed at a cost of up to £33,790.00

 

Reason: Richard Vest Architectural Design Ltd submitted the most economically advantageous tender to the Council. To allow surveying works to be covered without delays


25/04/2019 - OD/18/97 Immediate Revocation of a Hackney Carriage Driver’s Licence ref: 537    Recommendations Approved

A licensed hackney carriage driver developed a medical condition which led to them not meeting the medical standards of fitness to drive.

Decision Maker: Officer Decision

Decision published: 01/05/2019

Effective from: 25/04/2019

Decision:

The Licence was revoked immediately.

 

No alternative options were considered.

Wards affected: (All Wards);


17/04/2019 - OD/18/95 Suspension of vehicle licences ref: 535    Recommendations Approved

1 (one) Hackney Carriage Vehicle Licence and 12 (Twelve) Private Hire Vehicle Licences were immediately suspended.

Decision Maker: Officer Decision

Decision published: 25/04/2019

Effective from: 17/04/2019

Decision:

1 (one) Hackney Carriage Vehicle Licence and 12 (Twelve) Private Hire Vehicle Licences were immediately suspended because half year vehicle tests were not submitted.

 

No alternative options were considered.

Wards affected: (All Wards);


16/04/2019 - OD/18/93 Temporary Closure of Play Area at Jubilee Park ref: 533    Recommendations Approved

The Play Area in Jubilee Park is being regenerated as part of the Capital Play Programme and will need to be closed for public access to enable this to take place.

 

These works consist of tree removal, removal of current equipment, installation of new equipment and resurfacing.

Decision Maker: Officer Decision

Decision published: 24/04/2019

Effective from: 16/04/2019

Decision:

Decision:

To close the Play Area known as Jubilee Park from 29th April to 18th July 2019.

 

Reason:

To enable the works to be undertaken in the most safe, efficient and cost effective manner it will be necessary to close the Play Area for the duration of the works.

 

 

Wards affected: Westgate;


18/04/2019 - OD/18/94 Award of Tender for Alderman Road Insurance Remedial Works ref: 534    Recommendations Approved

Background:

 

As a result of an unreported water leak over a significant period, three flats require remedial works.

 

Following a competitive open tendering process via the Suffolk Sourcing e-procurement system and in compliance with IBC Contract Standing Orders, Columbus Building Contractors Ltd have been appointed to complete the works at a tendered cost of £55,591.

Decision Maker: Officer Decision

Decision published: 24/04/2019

Effective from: 18/04/2019

Decision:

Columbus Building Contracts Ltd have been appointed to complete the works at a tendered cost of £55,591.

 

Reason: Columbus Building Contractors Ltd submitted the most economically advantageous tenders to the Council. To allow the remedial works to be completed without delays.

 

 

Wards affected: Gipping;


10/04/2019 - OD/18/92 Mallard Way - entrance widening ref: 532    Recommendations Approved

Mallard Way requires the existing site entrance widened, to provide a safer pedestrian entrance and allow separation of vehicular and pedestrian accessing into the Garages.

 

The adjacent private housing owners have agreed to the reinstatement of the physical rear paving demarcation for the land shown on the land registry as being within IBC ownership, to allow the footpath reinstatement to be achieved.

 

A schedule of works has been agreed with our internal client. This has been competitively tendered to three local contractors and the best value bid was received from Gipping Construction at £11,894.74.

 

This is to be funded from the existing allocated capital budget.

Decision Maker: Officer Decision

Decision published: 15/04/2019

Effective from: 10/04/2019

Decision:

To award the works contract to Gipping Construction.

 

Reason: To enable road widening works to progress on site.

Wards affected: Sprites;


05/04/2019 - OD/18/91 Loan of objects from the Ipswich Borough Council collection ref: 531    Recommendations Approved

The decisions relate to one extension and five current loan requests of objects from the Ipswich Borough Council collections.

 

a.    Colchester Castle (CIMS) (LO.2014.09)

 

These objects have been on loan since 2014 and were originally loaned with the possibility of renewal thereafter for a further period. This request is for an extension of three years to April 2022.

 

The nine IBC items were identified as positive additions to the new displays at Colchester Castle. In general, all the items have been selected because they tell stories which cannot be illustrated from the objects available in the Colchester Borough Council museum collection.

 

This loan will be continued subject to confirmation of the insurance arrangements.

 

For the full list of objects being loaned please see attached document.

 

b.    Colchester Castle (CIMS) (LO.2018.15)

 

Exhibition dates 27 July 2019 – 16 February 2020

 

This loan is for a temporary exhibition, Adorn – Jewellery: the human story, the first major exhibition at Colchester Castle since its redevelopment in 2014. The exhibition will celebrate personal adornment, especially jewellery, and explore the expression of identity through objects worn in and around Essex from the Bronze Age to the 21st century. The exhibition will feature several loans, including material from Braintree, Epping Forest, Norfolk Museum Service and the British Museum.

 

For the full list of objects being loaned please see attached document.

 

c.    Palmer Family at Haughley Festival (LO.2018.18)

 

IPSMG: R.1971.146. Haughley Post Office Mile Wheel.

On display: 28-29 June 2019.

 

The Palmer Family is celebrating ‘150 Years of the Bakery in Haughley’, near Stowmarket, in 2019 and are holding a display over the weekend of the 28-29 June 2019. This loan is for this a temporary celebration.

 

The Haughley Post Office Mile wheel was originally owned by the Palmer family. Initially loaned to Ipswich Museum in 1967, the Museum eventually purchased it at auction in 1971.

 

The object is in store and has not been on public display for some time.

 

The object will be transported and displayed in a purpose-made box in the local church. It will be collected from Ipswich Museum by a representative of the Palmer family who will be responsible for the safety and security of the loan whilst it is away. The object will be invigilated during the entire time that it is on display in the church and CCTV will also be in operation. The loan will be subject to satisfactory evidence of insurance having been arranged by the borrower.

 

d.     Sir John Soane Museum, London (LO.2019.01)

 

IPSMG:R.1997.5.1 Langlands & Bell, Millbank Penitentiary, 1994

Exhibition dates: 26.02.2020 – 25.05.2020

 

This loan request is for a temporary exhibition, Langlands & Bell at Sir John Soane’s Museum (title tbc). New artworks made by Ben Langlands and Nikki Bell especially for this exhibition, along with loans from private and museum collections, will be installed in dialogue with Sir John Soane’s collection of art, architecture and antiquities. Sir John Soane (1753-1837) was an architect and collector of art and antiquities in the 18th century.

 

Langlands & Bell, Millbank Penitentiary, 1994 is central to the curatorial vision of the exhibition and will be displayed in a prominent and pivotal location within the museum, in the centre of the Foyle Space. The work is currently in store. It was last on loan in 2009-2010 when it was shown at Norwich and Nottingham. Ipswich has not previously lent to the Sir John Soane Museum, so this is an opportunity to work with a new museum partner.

 

e.     Colchester Art Society at the Minories Gallery Colchester (LO.2019.02)

 

Exhibition dates 12.10.2019 – 8.11.2019

 

Peter Coker (1926 – 2004) IPSMG: R. 1969.49. Epping Forest III by Peter Coker

 

This is a temporary exhibition of around forty works drawn from the collection of the Victor Batte-Lay Foundation and private lenders as well as some of the permanent Colchester Art

 

Society collection. This work compliments a second work by Peter Coke in the Art Society’s collection. As far as is known this work has not been lent out before and is not currently on exhibition in Ipswich.

 

This loan would be on the understanding that the work would be glazed at the expense of the borrower. The Colchester Art Society is a very long-established local arts body with whom the Museum has had links for some time.

 

f.     McDonald Institute for Archaeological Research. University of Cambridge. (LO.2019.03)

 

IPSMG:R.2009.46 – Human skeletal remains from School Street, Ipswich (Blackfriars and the Late Saxon cemetery)

 

Dr Sarah Inskip of the McDonald Institute for Archaeological Research, University of Cambridge wishes to carry out destructive sampling on four human skeletons that show evidence of leprosy from the School Street excavations. This research project involving the Universities of Cambridge and Zurich aims to explore in detail the evolution of leprosy in the UK and place it in the wider context of Europe. In particular, they wish to learn more about the strains that were circulating at various periods, and how this relates to social factors, including mobility and the fur trade in East Anglia. The Ipswich skeletons are therefore important in terms of creating a picture of leprosy in the East Anglia region.

 

Analysis of the remains will require some destructive sampling, but the amount of material required is now very low (0.5g) due to improvements in sampling techniques. On publication of the results, genetic data will be made public and open access so that other researchers will not need to sample the material again.

Decision Maker: Officer Decision

Decision published: 15/04/2019

Effective from: 05/04/2019

Decision:

These loans will enable the IBC collections to contribute to four exhibitions in the East of England region and London as well as being used for a research project led by the University of Cambridge, and will continue the Museum Service’s partnership working with a network of cultural organisations

 

a. Colchester Castle (CIMS) (LO.2014.09)

Loan commences: 8 April 2019

Loan ends: 8 April 2022

 

b. Colchester Castle (CIMS) (LO.2018.15)

Loan commences: 15 July 2019

Loan ends: 13 March 2020

Exhibition dates 27 July 2019 – 16 February 2020

 

c. Palmer Family at Haughley Festival (LO.2018.18)

Loan commences: 27 June 2019

Loan ends: 1 July 2019

 

d. Sir John Soane Museum, London (LO.2019.01)

Loan commences: 13 January 2020

Loan ends: 30 May 2020

IPSMG:R.1997.5.1 Langlands & Bell, Millbank Penitentiary, 1994

Exhibition dates: 26.02.2020 – 25.05.2020

 

e. Colchester Art Society at the Minories Gallery Colchester (LO.2019.02)

Loan commences: 7 October 2019

Loan ends: 15 November 2019

Exhibition dates 12.10.2019 – 8.11.2019

 

f. McDonald Institute for Archaeological Research. University of Cambridge. (LO.2019.03)

Loan commences: September 2019 (tbc)

Loan ends: September 2020 tbc

 

Wards affected: (All Wards);


12/04/2019 - OD/18/90 Purchase of two vans for HEARS ref: 530    Recommendations Approved

Ipswich Borough Council requires 2 x vans to replace current vehicles. Previous decisions have been made and published – OD/18/67 and OD/18/68 regarding the procurement of replacement vans.

Decision Maker: Officer Decision

Decision published: 15/04/2019

Effective from: 12/04/2019

Decision:

 

1.    Due to unacceptable delays with vehicle manufacture and delivery of the vehicles previously ordered that are detailed in OD/18/67 and OD/18/68, the orders placed referred to in OD/18/67 and OD/18/68 have been cancelled.

 

2.    The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £10,672 per vehicle including the additional options specified.

 

The decision made was to purchase these vehicles from Renault with delivery expected within 8 weeks.

 

Reason: Replace aged and expensive to maintain vehicle

Wards affected: (All Wards);


28/03/2019 - OD-18-89 Garden Waste Mail Shot ref: 529    Recommendations Approved

We are on a time limited project, I have been instructed by my head of service (HOS) to proceed with a mail short to all of our garden waste customers, the letter informs our customers of the changes in service that will commence on the 1st May 2019. The content of the mail shot has been agreed by the HOS and portfolio holder.

 

Failure to deliver this mailshot will result in a massive contamination of the garden waste being collected, and will result in the rejection of the material collected. Hefty fines could be applied to IBC due to non-compliance of contract. (E.g contamination levels not to exceed 5%)

 

Due to the time scales involved I have no other option available.

 

Three written quotes have already been obtained via IBC’s print room, I have decided to go with the quote that provided best value for money and the print room’s reccomendation.

 

The mailshot will be sent out week commencing 8 April 2019.

 

The price of this mailshot will be £17,000.

Decision Maker: Officer Decision

Decision published: 09/04/2019

Effective from: 28/03/2019

Decision:

 

We are on a time limited project, I have been instructed by my head of service (HOS) to proceed with a mail shot to all of our garden waste customers, the letter informs our customers of the changes in service that will commence on the 1st May 2019. The content of the mail shot has been agreed by the HOS and portfolio holder.

 

Failure to deliver this mailshot will result in a massive contamination of the garden waste being collected, and will result in the rejection of the materials collected. Hefty fines could be applied to IBC due to non-compliance of contract. (E.g. contamination levels not to exceed 5%)

 

Due to the time scales involved I have no other option available.

 

Three written quotes have already been obtained via IBC’s print room, I have decided to go with the quote that provided best value for money and the print room’s recommendation.

 

The mailshot will be sent out week commencing 8th April 2019.

 

The price of this mailshot will be £17,000.

 

Wards affected: (All Wards);


04/04/2019 - OD/18/88 Surveying Consultant ref: 528    Recommendations Approved

Ipswich Borough Council requires the services of a Building Surveying consultancy to cover current and expected peaks in building surveying requirements on an “as needed” basis over the next year.

Decision Maker: Officer Decision

Decision published: 05/04/2019

Effective from: 04/04/2019

Decision:

Following a competitive open tendering process with the Council receiving eight bids, Richard Vest Architectural Design Ltd has been appointed at a cost of up to £33,790.00.

 

Reason: Richard Vest Architectural Design Ltd submitted the most economically advantageous tender to the Council. To allow surveying works to be covered without delays

Wards affected: (All Wards);


18/03/2019 - OD/18/87 Sproughton Enterprise Park Planning Discharge Fees ref: 527    Recommendations Approved

Ipswich Borough Council have recently been successful in securing an outline planning consent for over 1m sqft of commercial development on the old sugar beet factory off Sproughton Road. The consent contains 36 conditions, of which 11 are site-wide and must be discharged before any development and occupation can take place.

 

IBC officers will discharge a number of conditions using in-house resource, but it is considered appropriate to re-engage 4 consultants initially employed to secure the consent to discharge conditions which require external professional input. These include: MLM (engineers who have designed the infrastructure), BSG (ecology consultants to prepare and agree management polices), David Lock Associates (to negotiate and agree planning policies on bridge (x2) access and cycleway (x2) strategies) and ITP (to negotiate and agree a detailed travel plan for the overall park and regime for all future occupiers with the LPA and SCC).

 

Fees for 4 consultants total £46,483 as detailed on the attached sheet.

Decision Maker: Officer Decision

Decision published: 03/04/2019

Effective from: 18/03/2019

Decision:

To waive contract standing orders to allow the appointment of 4 consultants who were actively engaged in securing the outline planning consent to prepare supplemental reports and agree the discharge of site wide planning conditions before development can proceed.

 

Reason: To utilise each consultant’s specific professional expertise, detailed project history & knowledge and relationships with the LPA and SCC, to ensure the efficient delivery of planning discharges at the earliest opportunity to enable development to proceed without delay by either IBC or third parties (eg Project Rio)


01/04/2019 - OD/18/86 East Villa Furniture Fit out contract ref: 526    Recommendations Approved

East Villa requires furnishing (beds, tables, fridges etc.) before occupation can commence.

 

A schedule has been agreed with our internal client. This has been tendered using the ESPO framework.

Decision Maker: Officer Decision

Decision published: 03/04/2019

Effective from: 01/04/2019

Decision:

The best value bid was received from the Furniture Resource Centre at £53,979.

 

This is to be funded from the existing East Villa capital budget.

Wards affected: Rushmere;


01/04/2019 - OD/18/85 East Villa laundry equipment rental ref: 525    Recommendations Approved

East Villa has three laundry rooms which require washers and dryers.

Decision Maker: Officer Decision

Decision published: 03/04/2019

Effective from: 01/04/2019

Decision:

This was competitively tendered via the ESPO framework. The best value bid was received from Hughes Pro Ltd. at a value of £600 per calendar month over a 60 month rental period including parts and warranty. This equates to a contact value of £36,000 over 5 years (60 month).

 

This is to be funded from existing operational budgets.

Wards affected: Rushmere;


01/04/2019 - OD/18/84 Revocation of Hackney Carriage Hire Driver’s Licence ref: 524    Recommendations Approved

A hackney carriage driver was unable to provide an up to date medical form endorsed by a Doctor who had access to his/her medical records to confirm he/she meets the DVLA Group 2 medical standards of fitness to drive.

Decision Maker: Officer Decision

Decision published: 03/04/2019

Effective from: 01/04/2019

Decision:

The licence was revoked in the interest of public safety.

Wards affected: (All Wards);


01/04/2019 - OD/18/83 Revocation of Combined Hackney Carriage and Private Hire Driver's Licence ref: 523    Recommendations Approved

A combined hackney carriage and private hire driver was unable to provide an up to date medical form endorsed by a Doctor who had access to his/her medical records to confirm he/she meets the DVLA Group 2 medical standards of fitness to drive.

Decision Maker: Officer Decision

Decision published: 03/04/2019

Effective from: 01/04/2019

Decision:

The licence was revoked in the interest of public safety.

Wards affected: (All Wards);


29/03/2019 - OD/18/82 Retail study update ref: 522    Recommendations Approved

The Planning Policy department has a need to update its evidence base as part of the Local Plan review which is currently underway. In 2017 a joint Retail and Leisure Study was undertaken by WYG on behalf of Suffolk Coastal District Council (SCDC) and Ipswich Borough Council. SCDC procured the study and IBC agreed to pay 50% of the invoice total. The IBC part of the bill was £16,278, and IBC were invoiced on 27.06.17 for the works which have now been paid.

 

In order to update the evidence base for Ipswich Local Plan Regulation 19 consultation it is necessary to procure further evidence regarding the Ipswich retail market. It is considered that WYG, having undertaken the previous retail study work, would be best placed for undertaking the review given all of the evidence supplied in the initial report, and their understanding of the Ipswich retail context.

 

To go to a different external company would most likely require a fresh start for the gathering of evidence, which would result in a higher cost, and extended timeframe for completing the works.

 

WYG quote for the Retail and Leisure Study update is £9,000 inc VAT.

Decision Maker: Officer Decision

Decision published: 03/04/2019

Effective from: 29/03/2019

Decision:

To waive contract standing orders and appoint WYG.

 

Reason: To enable completion of the Retail and Leisure Study update to inform the Local Plan delivery.

Wards affected: (All Wards);


06/03/2019 - OD/18/81 Concert Management Project ref: 521    Recommendations Approved

Ipswich Borough Council has agreed to hire Chantry Park for the purpose of holding 4 music concerts by the artist Ed Sheeran.

Decision Maker: Officer Decision

Decision published: 27/03/2019

Effective from: 06/03/2019

Decision:

As part of this agreement IBC are required to manage all aspects of the concert outside the confines of the event arena and park boundary.

 

A procurement process has been undertaken to identify a suitable project management team to undertake the task of fulfilling IBC’s obligations under the agreement with the promoter. Four proposals were received from with Dock Street submitting the best proposal overall on price and quality combined at a cost of £58,895. The contract will run for a period of six months starting in March 2019.

Wards affected: (All Wards);


18/03/2019 - OD/18/80 Dell Server Purchase ref: 520    Recommendations Approved

We need to purchase a new physical server to host several of the council’s virtual servers. The decision is time limited in order to include the purchase within the 2018 budget.

Decision Maker: Officer Decision

Decision published: 27/03/2019

Effective from: 18/03/2019

Decision:

We have designed the specification to meet our requirements and we have received three quotes from a Dell reseller, Dell online and with Dell themselves via our account manager. Dell maintain strict controls over who can sell their products and they have discounted our preferred reseller over our other options. We had considered purchasing alternative manufacturer’s equipment, but this would complicate the integration with our existing servers and would require us to use different methods in order to update component drivers.


25/03/2019 - OD/18/79 Refusal to renew a combined licence ref: 519    Recommendations Approved

A combined hackney carriage and private hire driver’s licence was refused renewal.

Decision Maker: Officer Decision

Decision published: 27/03/2019

Effective from: 25/03/2019

Decision:

A combined hackney carriage and private hire driver’s licence was refused renewal due to the driver failing to meet the required medical standards of fitness to drive.

 

No alternative options were considered.

Wards affected: (All Wards);


20/03/2019 - OD/18/78 Immediate Suspension of a Private Hire Vehicle Licence ref: 518    Recommendations Approved

One Private Hire Vehicle licence has been suspended with immediate effect.

Decision Maker: Officer Decision

Decision published: 27/03/2019

Effective from: 20/03/2019

Decision:

One Private Hire Vehicle licence has been suspended with immediate effect for having failed the half year vehicle test.

Wards affected: (All Wards);


26/03/2019 - OD/18/77 Temporary Closure of Wolsey Art Gallery ref: 517    Recommendations Approved

Auguste Rodin’s iconic life size marble sculpture, The Kiss, on loan from the Tate collection, has been the centre-piece of a public exhibition from 24th November 2018 to 28th April 2019.

Decision Maker: Officer Decision

Decision published: 27/03/2019

Effective from: 26/03/2019

Decision:

To close the Wolsey Art Gallery to the public for period 30th April – 31st May 2019

 

Reason: To allow works to be undertaken in the Wolsey Art Gallery that include the de-installation of this exhibition and the installation of the Wonder Walls Exhibition, eliminating risk to the public or collections.

Wards affected: (All Wards);


15/03/2019 - OD/18/76 Purchase of cars ref: 516    Recommendations Approved

Ipswich Borough Council requires 11 x passenger cars to replace current vehicles that have reached the end of their useful life. The Council has resolved to procure electrically powered vehicles where possible to reduce the impact on the local environment from the operation of its fleet.

Decision Maker: Officer Decision

Decision published: 26/03/2019

Effective from: 15/03/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value electric vehicle was identified at a cost of £19,734.20 including VAT per vehicle. Total Cost of £217,076.20 including VAT

 

The decision made was to purchase these vehicles from Renault.

 

Reason

Replace end of life vehicles

Wards affected: (All Wards);


12/03/2019 - OD/18/75 Purchase of 32t Domestic Refuse Collection Vehicle ref: 515    Recommendations Approved

Ipswich Borough Council requires a 32t Domestic Refuse Collection vehicles to replace a current vehicle that has reached the end of its useful life.

Decision Maker: Officer Decision

Decision published: 15/03/2019

Effective from: 12/03/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £192,891 including the additional options specified.

 

The decision made was to purchase this vehicle from Mercedes Benz.

 

Reason: Replace aged and expensive to maintain vehicle

Wards affected: (All Wards);


12/03/2019 - OD/18/74 Purchase of two 26t trade refuse collection vehicles ref: 514    Recommendations Approved

Ipswich Borough Council requires 2 x 26t Trade Refuse Collection vehicles to replace 2 x current vehicles that have reached the end of their useful life.

Decision Maker: Officer Decision

Decision published: 15/03/2019

Effective from: 12/03/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £326,002 for the two vehicles including the additional options specified.

 

The decision made was to purchase these vehicles from Mercedes Benz.

 

Reason: Replace aged and expensive to maintain vehicles

Wards affected: (All Wards);


12/03/2019 - OD/18/73 Purchase of two 26t Domestic Refuse Collection Vehicles ref: 513    Recommendations Approved

Ipswich Borough Council requires 2 x 26t Domestic Refuse Collection vehicles to replace 2 x current vehicles that have reached the end of their useful life.

Decision Maker: Officer Decision

Decision published: 15/03/2019

Effective from: 12/03/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £353,242 including the additional options specified.

 

The decision made was to purchase these vehicles from Mercedes Benz.

 

Reason:

Replace aged and expensive to maintain vehicles

Wards affected: (All Wards);


11/03/2019 - OD/18/72 Continued provision of security at Eastern Gateway ref: 512    Recommendations Approved

Ipswich Borough Council require the continued provision of gate security at the Eastern Gateway site between the hours 0600-1800 on a daily basis to protect assets on site and prevent trespassing and illegal occupation.

 

Stage Security supplied a quote for the period up to and including 31 July 2019.

 

The quote received was £29,970.

Decision Maker: Officer Decision

Decision published: 15/03/2019

Effective from: 11/03/2019

Decision:

Chief Operating Officer has exempted from Contract Standing Orders on the basis that there is a risk to property if the decision is delayed and to appoint Stage Security.

 

Reason: To provide gate security between 0600 & 1800 up to and including 31 July 2019 to protect assets on site and prevent trespassing and illegal occupation.


12/03/2019 - OD/18/70 Purchase of pickup vehicle ref: 510    Recommendations Approved

Ipswich Borough Council requires a 4wd pickup vehicle to replace a current vehicle that has reached the end of its useful life.

Decision Maker: Officer Decision

Decision published: 15/03/2019

Effective from: 12/03/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £19,041 including the additional options specified.

 

The decision made was to purchase this vehicle from Toyota.

 

Reason: Replace aged and expensive to maintain vehicle

Wards affected: (All Wards);


15/03/2019 - OD/18/69 Rough Sleeping Initiative ref: 509    Recommendations Approved

The Council submitted a successful bid to the Ministry of Housing, Communities and Local Government (MHCLG) for Cold Weather Funding and were awarded up to £28,000. The funds are ring fenced and have to be spent by end March 2019. Once spent the funds can be claimed back from the Ministry by 4th April 2019.

Decision Maker: Officer Decision

Decision published: 15/03/2019

Effective from: 15/03/2019

Decision:

These funds will be used for 2 projects. We have allocated £15,903 to extend the Ipswich Winter Night Shelter by a month. The remainder has been used to part fund 4 high/complex needs beds in a house provided by Anglia Care Trust from March 2019. There is ongoing demand for this facility. Due to the lease and staffing arrangements the house can only be provided for a full year at a cost of £72,000. We have used the Rough Sleeping Initiative Grant to cover the rest of the funding requirements.

 

The contract for this complex needs house has been excluded from market testing because there is an urgency to address rough sleeping in the Town, a delay could exacerbate personal harm and be likely to lead to financial loss of the Rough Sleeping Initiative Grant that funds it. The only practical way forward, due to the short timescale, is to award the contract to the current supplier, Anglia Care Trust. A decision to exempt this contract from market testing has been made under section 3.2 of the Contract Standing Orders.

 

Additional ACT STEP beds funding

Cold Weather Funding

£12,097.00

2018/19 Rough Sleeping Initiative Grant

£14,123.50

2019/20 Rough Sleeping Initiative Grant

£45,779.50

Total

£72,000.00

 

These measures will continue to build on the success of the Project in significantly removing the need to sleep rough in the Borough.

 

Alternative options considered and why rejected:

The Cold Weather Grant has to be used this winter to provide services for those hard to reach or entrenched rough sleepers that the existing provision is not able to help. Due to the very short mobilisation timescale the only way forward is to use existing suppliers.

 

IWNS are the only provider of the winter night shelter.

Wards affected: (All Wards);


12/03/2019 - OD/18/68 Purchase of second HEARS Van ref: 508    Recommendations Approved

Ipswich Borough Council requires a small van to replace a current vehicle that has reached the end of its useful life.

Decision Maker: Officer Decision

Decision published: 15/03/2019

Effective from: 12/03/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £11,370.84, including the additional options specified.

 

The decision made was to purchase this vehicle from Ford.

 

Reason: Replace aged and expensive to maintain vehicle.

Wards affected: (All Wards);


08/03/2019 - OD/18/67 Purchase of a HEARS Van ref: 507    Recommendations Approved

Ipswich Borough Council requires a small van to replace a current vehicle that has reached the end of its useful life.

Decision Maker: Officer Decision

Decision published: 15/03/2019

Effective from: 08/03/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £11,370.84, including the additional options specified.

 

The decision made was to purchase this vehicle from Ford.

 

Reason: Replace aged and expensive to maintain vehicle.

 

Wards affected: (All Wards);


12/03/2019 - OD/18/71 Purchase of 12t Refuse Collection Vehicle ref: 511    Recommendations Approved

Ipswich Borough Council requires a 12t Refuse Collection vehicle to replace a current vehicle that has reached the end of its useful life.

Decision Maker: Officer Decision

Decision published: 15/03/2019

Effective from: 12/03/2019

Decision:

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £94,680 including the additional options specified.

 

The decision made was to purchase this vehicle from Daf.

 

Reason: Replace aged and expensive to maintain vehicle.

Wards affected: (All Wards);


28/02/2019 - OD/18/66 Immediate Suspension of a Private Hire Vehicle Licence ref: 505    Recommendations Approved

A Private Hire vehicle was suspended immediately.

 

Decision Maker: Officer Decision

Decision published: 01/03/2019

Effective from: 28/02/2019

Decision:

A Private Hire vehicle was suspended immediately because the vehicle was involved in a Road Traffic Collision; the vehicle has been taken off the road by insurers for assessment and initial report suggests it will not be repairable.

 

No alternative options were considered.

Wards affected: (All Wards);


26/02/2019 - OD/18/65 Immediate Suspension of a Private Hire Vehicle Licence ref: 504    Recommendations Approved

A Private Hire vehicle, was suspended immediately.

Decision Maker: Officer Decision

Decision published: 01/03/2019

Effective from: 26/02/2019

Decision:

A Private Hire vehicle, was suspended immediately because the vehicle was involved in a Road Traffic Collision, vehicle taken off the road by insurers for assessment.

 

No alternative options were considered.

Wards affected: (All Wards);


26/02/2019 - OD/18/64 Immediate Suspension of a Private Hire Vehicle Licence ref: 503    Recommendations Approved

A Private Hire vehicle, was suspended immediately.

Decision Maker: Officer Decision

Decision published: 01/03/2019

Effective from: 26/02/2019

Decision:

A Private Hire vehicle, was suspended immediately because of a bulging off side front tyre.

 

No alternative options were considered.

Wards affected: (All Wards);


20/02/2019 - OD/18/63 Appointment of Land Surveyors, Surveys and Site Investigations ref: 502    Recommendations Approved

In accordance with (exempt) Executive report E/18/41 the Council requires surveys of the site prior to completing the acquisition. The surveys are:

 

·         topographical survey;

·         on site ground condition and soil resources tests, investigations and surveys;

·         desktop environmental, ecological, sustainability and protected species surveys;

·         drainage, services and utilities surveys;

·         desktop arboriculture impact assessment;

·         desktop flood risk assessment.

 

Following a competitive process, Delta-Simons has been appointed at a cost of £19,060. All surveys will be completed by the end of June

Decision Maker: Officer Decision

Decision published: 22/02/2019

Effective from: 20/02/2019

Decision:

To appoint Delta-Simons to carry out surveys prior to completion of the land acquisition outlined in E/18/41

Wards affected: Whitton;


21/02/2019 - OD/18/62 Immediate Suspension of a Private Hire Vehicle Licence ref: 501    Recommendations Approved

A Private Hire vehicle licence number PV039 was suspended immediately because the vehicle was involved in a Road Traffic Collision, vehicle left unsafe to drive and subsequently taken off the road for repairs.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 21/02/2019

Effective from: 21/02/2019

Wards affected: (All Wards);


11/02/2019 - OD/18/61 Appointment of Pinsent Manons ref: 500    Recommendations Approved

On the 1st February 2018 it was announced that IBC had been successful in its bid for Housing Infrastructure Funding (HIF). A £9,868,351 allocation has been made to the Council for this scheme. This fund will contribute towards the capital cost of a Country Park and two railway bridges (one vehicular and one pedestrian/cycle) which are strategic pieces of infrastructure required to support the development of Ipswich Garden Suburb.

 

IBC have since received the formal grant letter for HIF from Homes England. This has set out that IBC will need to enter into a bespoke Grant Determination Agreement (GDA). It is intended that Crest Nicholson will deliver the three infrastructure items as part of their development on the Henley Gate neighbourhood of Ipswich Garden Suburb. As such, it is expected that a further legal agreement will need to be produced to cover the funding being passed from IBC to Crest Nicholson.

 

In addition to the GDA, there are certain pre-contract conditions from Homes England, which need to be met prior to the GDA being completed. One of the pre-contract conditions requires evidence that the Council has sought independent legal advice to ensure that the HIF transaction complies with State Aid requirements.

 

To that end, external legal advice is required to work on behalf of IBC to cover the above matters. The following quotes for the work have been received from Pinsent Masons:-

 

·         State Aid advice - £8,000

·         GDA & subsequent agreement with Crest – Amount of work with both elements will vary depending on negotiations so fixed quote cannot be provided. Costs for the GDA have been estimated at £3,000 - £5,000. The Crest agreement will likely be at least the same again.

 

Total could be up to £25,000

 

Pinsent Masons are already involved with the Ipswich Garden Suburb, advising the council on the Infrastructure Delivery Plan and the S106 agreements associated with the Ipswich Garden Suburb planning applications currently lodged with IBC for determination. Given the extensive background Pinsent Masons have on the IGS project and the limited timescales involved with completing the GDA and associated conditions and other agreements, it is considered in the best interests of the Council for Pinsent Masons to continue to represent IBC on this matter. The costs of the work will be covered by the Ipswich Garden Suburb Capacity Funding budget (where not recoverable from the relevant developers). To go out to competitive tender is unlikely to result in any better outcomes or level of service than that offered by Pinsent Masons, and inevitable would delay decision-making, thereby jeopardising the council’s ability to meet the set deadlines required as part of the HIF. Additionally, such a process may also result in the council incurring higher costs.

 

The Ipswich Garden Suburb Capacity Funding was awarded to IBC in recognition of the demands on resources when dealing with such large, complex schemes. The bid securing this funding sought up to £54,000 to cover matters relating to infrastructure delivery. On that basis there is adequate provision available within the Capacity Funding budget to cover the legal advice needed to secure this vital strategic infrastructure, which is able to be delivered as a result of the Housing Infrastructure Funding.

Decision Maker: Officer Decision

Decision published: 20/02/2019

Effective from: 11/02/2019

Decision:

To waive contract standing orders and appoint Pinsent Masons.

 

Reason: To enable completion of the legal state aid advice, the Grant Determination Agreement between IBC and Homes England and the drafting and completion of the legal agreement between IBC and Crest Nicholson, all required as part of the Housing Infrastructure Funding.

Wards affected: Rushmere; St Margaret's; Whitton;


12/02/2019 - OD-18-60 Immediate revocation of a private hire drivers licence ref: 499    Recommendations Approved

A Private Hire Vehicle Driver’s Licence was revoked immediately.

Decision Maker: Officer Decision

Decision published: 19/02/2019

Effective from: 12/02/2019

Decision:

A Private Hire Vehicle Driver’s Licence was revoked immediately on the grounds of public safety following a conviction which rendered him not fit and proper to hold a licence.

 

No alternative options were considered.

Wards affected: (All Wards);


11/02/2019 - OD/18/59 Immediate revocation of a private hire drivers licence ref: 498    Recommendations Approved

A Private Hire Vehicle Driver’s Licence was revoked immediately.

Decision Maker: Officer Decision

Decision published: 19/02/2019

Effective from: 11/02/2019

Decision:

A Private Hire Vehicle Driver’s Licence was revoked immediately on the grounds of public safety following a roadside stop and drugs swab.

 

No alternative options were considered.

Wards affected: (All Wards);


14/02/2019 - OD/18/58 Sport and Leisure Consultancy Services ref: 497    Recommendations Approved

Ipswich Borough Council has carried out a procurement exercise for Sport and Leisure consultants to assist in a review of the Council’s sport and leisure services and facilities.

 

Following assessment of the five tenders received, the highest scoring tender was from Sport, Leisure and Culture Consultancy Ltd.

Decision Maker: Officer Decision

Decision published: 18/02/2019

Effective from: 14/02/2019

Decision:

The decision is therefore to appoint Sport, Leisure and Culture Consultancy Ltd at a cost of £74,787.

 

The contract will run for a period of seven months starting in March 2019.

Wards affected: (All Wards);


10/01/2019 - OD/18/57 MOGO exemption request ref: 496    Recommendations Approved

Under the Town Police Clauses Act 1847 and the Local Government (Miscellaneous Provisions) Act 1976 it is a requirement that hackney carriages and private hire vehicles display an internal and external identification plate.

 

The necessary components for constructing identification plates on demand and at short notice are supplied by MOGO Total Licensing Solutions. Specialised brackets and fixings for the attaching of identification plates are also supplied by MOGO. An exemption to contract standing orders has been agreed to enable an order to be placed for the coming year for the supply of components for identification plates, brackets and fixings with MOGO.

 

The reason for requesting exemption are as follows:

·         The Licensing computer software Lalpac has templates set up to print labels that are compatible with various coloured plates supplied by MOGO that are produced with IBC’s corporate image. The changing of these templates would require a significant amount of time to change.

·         Proprietors of currently licensed vehicles will have to purchase new brackets and plate holders at their own expense. Existing proprietors purchase MOGO plate holders that are specifically designed for attaching MOGO plates.

·         Approximately 1000 applications were made between 01/04/17 and 31/03/18 requiring identification plates to be made for licensed hackney and private hire vehicles. There are approximately 560 licensed vehicles. It is difficult to predict the number of replacement plates required year on year

·         It is a requirement that licensed vehicles display identification plates at all times. Plates need to be made quickly and at short notice for grants, renewals and change of vehicle applications. As well as for the replacing of lost, damaged or stolen plates.

 

Alternative options considered and reason for rejection:

·         Procuring a supplier has been considered however this has been rejected as the investment to amend the Licensing software Lalpac system is considerable.

·         Changing to a different supplier would place an additional cost will be placed on the taxi and private hire trade.

·         The investment to purchase stocks of plates etc in the quantities required to switch to another supplier would require the same exemption

Decision Maker: Officer Decision

Decision published: 07/02/2019

Effective from: 10/01/2019

Decision:

To exempt the purchase of identification plates from Contract Standing Orders.

Wards affected: (All Wards);


04/02/2019 - OD/18/56 Immediate Suspension of a Private Hire Vehicle Licence ref: 495    Recommendations Approved

A Private Hire vehicle licence was suspended immediately.

Decision Maker: Officer Decision

Decision published: 05/02/2019

Effective from: 04/02/2019

Decision:

A Private Hire vehicle licence was suspended immediately because half year vehicle tests were not submitted.

 

No alternative options were considered.

 

Wards affected: (All Wards);


29/01/2019 - OD/18/55 Unified Communications ref: 494    Recommendations Approved

At Executive committee on the 27th November 2018, approval was given for report: E/18/36 Procurement of Unified Communications Solution.

 

The decision made was:

“That the Chief Operating Officer, in consultation with the ICT Operations Manager and the Portfolio Holder for Resources, be authorised to enter into a contract with the chosen preferred supplier, as identified in exempt Appendix 2 to the report, for the purchase of a Unified Communications and cloud-hosted Office solution to replace existing telephony, contact centre and desktop Office systems”

 

This is deemed not to be a key decision as at a total contract value of £165,000 it falls below the approved threshold of £250,000 for capital expenditure. (Ipswich Borough Council’s key-decision guidance was approved by full Council on 16 January 2002)

Decision Maker: Officer Decision

Decision published: 04/02/2019

Effective from: 29/01/2019

Decision:

Following further contractual consultation and procurement advice, it has become necessary to procure some of the initial installation/migration services directly from the “preferred supplier’s” sub-contractor rather than the “preferred supplier” themselves.

 

Procuring these services via the original route would introduce a two-month delay whilst the sub-contractor was included in the original procurement framework. Changing the procurement method (for this sub-contractor) will allow the project to commence on its original timeline. The procurement change will still be in accordance with the Council’s standing orders and subject to competition via the G-cloud framework. Note that the funding remains as specified in the original report and that this is not additional spend.

Wards affected: (All Wards);


29/01/2019 - OD/18/54 Commuted sums for s278 Agreement - Eastern Gateway ref: 493    Recommendations Approved

Ipswich Borough Council are currently undertaking the first phase of infrastructure works at Sproughton Enterprise Park which involves construction of the spine road, utilities ducting and drainage.

 

Due to part of the project involving works to the public highway, Ipswich Borough Council must sign a Section 278 Agreement with the Local Highway Authority, Suffolk County Council, to guarantee works are undertaken to an agreed standard.

 

The commuted sum for the Section 278 is £34,668.

Decision Maker: Officer Decision

Decision published: 31/01/2019

Effective from: 29/01/2019

Decision:

To waive contract standing orders as SCC is the only supplier of the service, and pay Suffolk County Council the commuted sum for the Section 278 Agreement.

 

The commuted sum for the Section 278 is £34,668.

 

Reason: To allow completion of all Phase 1 Infrastructure works.


25/01/2019 - OD/18/53 Bus Service 4 (Sundays and Bank Holidays) ref: 492    Recommendations Approved

Following changes made by First Eastern Counties Buses Ltd to the routing of their Services 76 and 77 in November 2018, the section of Felixstowe Road between Bishop’s Hill and Bixley Road lost its bus service on Sundays and Bank Holidays (the area is served by Ipswich Buses Service 4 Monday to Saturday daytimes).

 

The Council decided to request Suffolk County Council (SCC) to carry out a competitive tendering process on the Council’s behalf for the operation of Service 4 on an hourly basis on Sunday and Bank Holiday daytimes for an 18 month experimental period in order to ascertain whether there is sufficient demand for bus services in this area at these times on these days. Using the same route and service number as is used commercially during the rest of the week helps to avoid any potential confusion to passengers and also has the added benefit of also providing a service on these days to the Broke Hall estate which does not currently have a bus service on Sundays and Bank Holidays. Tendering for the service helps to ensure that the Council obtains ‘best value’.

 

The results of the tendering exercise have now been received and the Council has decided to enter into a Service Subsidy Agreement with First Eastern Counties Buses Ltd to operate Service 4 on Sunday and Bank Holiday daytimes at a cost of £12,455 per annum on the grounds that their bid was the lowest of those received. The service is due to start no later than Sunday 7th April 2019 but the Council will request that the service starts earlier than this if possible, but this will depend on the outcome of an application to the Traffic Commissioner for a Short Notice Dispensation.

 

The main alternative option would be not to subsidise the service in question. Whilst there is a financial cost to the Council of subsidising bus services which has to be taken into account, in this case the Council’s policies on encouraging the use of sustainable transport including ensuring the provision of a service to this area on the days in question are considered to justify the subsidy for an experimental period. The service subsidy agreement will include a 3 month break clause so that, if circumstances change, the Council is not obligated to provide the level of subsidy for the entire period.

Decision Maker: Officer Decision

Decision published: 25/01/2019

Effective from: 25/01/2019

Decision:

In accordance with the Transport Act 1985, to enter into a Service Subsidy Agreement with First Eastern Counties Buses Ltd to operate bus Service 4 on an hourly timetable on Sunday and Bank Holiday daytimes, from no later than 7th April 2019 to 27th September 2020 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

Wards affected: Bixley; Holywells; Priory Heath;


23/01/2019 - OD/18/52 Temporary Closure of the Reg Driver Centre Christchurch Park ref: 491    Recommendations Approved

The Reg Driver Centre Reception situated in Christchurch Park is going to be improved as part of a cyclical maintenance programme and to facilitate this needs to be closed from 30th January – 4th February 2019. The works will involve the reception area being redecorated painted and dementia friendly signage installed.

Decision Maker: Officer Decision

Decision published: 25/01/2019

Effective from: 23/01/2019

Decision:

Decision:

To close the Reg Driver Centre at Christchurch Park from 30th January 2019 to 4th February 2019 for redecoration.

 

Reason:

To enable the redecoration works to be undertaken in the most safe, efficient and cost effective manner it will be necessary to close the Reg Driver Centre for the duration of the works.

 

Wards affected: St Margaret's; Westgate;


07/01/2019 - OD/18/51 Immediate Suspension of a Hackney Carriage Vehicle Licence ref: 490    Recommendations Approved

A Hackney Carriage vehicle licence was suspended immediately.

Decision Maker: Officer Decision

Decision published: 18/01/2019

Effective from: 07/01/2019

Decision:

A Hackney Carriage vehicle licence was suspended immediately due to the vehicle being un-roadworthy.

 

No alternative options were considered.

Wards affected: (All Wards);


14/01/2019 - OD/18/50 Colchester Museum Loan ref: 489    Recommendations Approved

A Loan Request was received from Colchester Borough Council (CIMS) (LO.2018.19)

 

Loan Request Details

 

·         Ostrich feathers (3), part of a collection of clothing belonging to the William family of Winston Hall Farm, near Debenham in Suffolk, c. 1900 (IPSMG:R.2009.84.12, 14, 15).

 

·         Hair pin decorated with Kingfisher feathers, Chinese, 19th century (IPSMG:R.1836.433).

 

·         Silk and silk worms, 20 specimens arranged in a glass-fronted display case by Mr Flower in 1919 (IPSMG:R.1919.10).

 

·         Cotton plant Herbarium sheet (selection to be confirmed).

 

This loan request is for a new temporary exhibition in the Garden Room at Hollytrees Museum in Colchester entitled ‘Wild Wardrobe’ which is on for four months. The items chosen illustrate the use of natural materials in clothing; for example, the silk worms relate to the production of silk thread from cocoons. All the items requested are not represented in the Colchester collections. Two – the hair pin and the silk and silk worms – are on display in Ipswich Museum, but their temporary removal will have a minimal effect on the galleries and they will be temporarily replaced. The ostrich feathers and the herbarium specimen are in store.

Decision Maker: Officer Decision

Decision published: 16/01/2019

Effective from: 14/01/2019

Decision:

For the loan request to be approved for the items above to be loaned to Colchester Borough Council.

 

Loan commences: 14 January 2019 / Loan ends: 12 April 2019

 

Reason:

To enable the IBC collections to contribute to an exhibition in Colchester

Wards affected: (All Wards);


14/12/2018 - OD/18/49 Parks Pick Ups ref: 488    Recommendations Approved

 

Ipswich Borough Council require six 4wd Pick up vehicles to replace current vehicles that have reached the end of their useful life.

 

Decision Maker: Officer Decision

Decision published: 14/01/2019

Effective from: 14/12/2018

Decision:

 

The Crown Commercial Services Framework Agreement – RM6060 has been used to identify suitable vehicles. This framework allows a comparison of vehicle specifications, pricing and selection of the vehicle most appropriate. The best value vehicle was identified at a total cost of £96,338.99 for six vehicles, including the additional options specified.

The decision made was to purchase all six vehicles from Toyota.

 

Reason

Replace aged and expensive to maintain vehicles

 

Wards affected: (All Wards);


05/12/2018 - OD/18/48 New water supply for Eastern Gateway ref: 487    Recommendations Approved

Ipswich Borough Council are currently undertaking the first phase of infrastructure works at Sproughton Enterprise Park which involves construction of the spine road, utilities ducting and drainage.

 

As part of the works, a new water supply is required to service Plots 1 to 4 which is currently under development for LDH (La Doria).

 

Anglian Water has provided a quotation for the delivery of the works of £20,750.76.

 

The Chief Operating Officer has waived Contract Standing Orders as there is only one potential provider.

Decision Maker: Officer Decision

Decision published: 24/12/2018

Effective from: 05/12/2018

Decision:

To waive contract standing orders as there is only one potential provider and place the order for Anglian Water.

 

Reason: To allow the provision of a new water supply for the LDH (La Doria) site.


25/06/2018 - OD/18/47 ERS canvass printing ref: 486    Recommendations Approved

Ipswich Borough Council has a requirement to provide staff and services to the Electoral Registration officer for the purposes of carrying out Electoral Registration including annual canvass.

 

Following receipt of 3 quotes to carry out the works as required by legislation and the councils specification the contract was awarded to ERS.

Decision Maker: Officer Decision

Decision published: 18/12/2018

Effective from: 25/06/2018

Decision:

To award the Contract to ERS.

 

Reason: To meet the legislative requirements of electoral registration

Wards affected: (All Wards);


19/11/2018 - OD/18/45 Appoint Christmas Lights Installation Company ref: 484    Recommendations Approved

Ipswich Borough Council requires storage, maintenance and installation of its Christmas lights. The Contract is for three years.

 

Tenders were invited via the Council’s e tendering system and three bids were received from different suppliers, of which Target Animations and Lighting were the most economically advantageous at a value of £95,580.00 over the three year period.

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 19/11/2018

Decision:

To award the Contract to Target Animations and Lighting.

 

Reason: Target Animations and Lighting demonstrated the best value for money.


08/11/2018 - OD/18/44 Appointment of Interim reactive contractor ref: 483    Recommendations Approved

Ipswich Borough Council is required to Appoint a framework of Reactive Maintenance Contractors to aid with continuity of services throughout IBC’s corporate stock of buildings.

 

The contract will not commence until early January 2019, therefore, IBC needs to appoint a contractor to cover the works for a short period of time.

Using recently obtained competitive pricing documents, RG Carter Ltd. will be appointed to provide the reactive works for a period of 10 weeks (including during the Christmas season).

 

An estimated value for the works (based on previous data) is £25,000.00

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 08/11/2018

Decision:

To place the order to RG Carter Ltd.

 

Reason: To ensure continuity of services of all IBC’s corporate buildings.

Wards affected: (All Wards);


06/11/2018 - OD/18/41 New power supply for pumping station ref: 480    Recommendations Approved

Ipswich Borough Council is required to provide a new foul drainage system to serve the first phase of the development of the new enterprise park. This system requires a foul pumping station, which in turn requires a new power supply to operate.

 

MLM Consulting, IBC’s lead design consultant, sought a detailed quotation from UKPN for the supply, installation and commissioning of the required new electricity supply (450KVA).

 

The quote received was £91,208.44

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 06/11/2018

Decision:

To waive contract standing orders as there is only one potential provider and place the order for the new electricity supply.

 

Reason: To enable completion of the contracted works within given timescales.


06/11/2018 - OD/18/40 New power supply for Eastern Gateway ref: 479    Recommendations Approved

Ipswich Borough Council is required to provide a new dedicated power supply to serve the first incoming occupier of the new enterprise park.

 

MLM Consulting, IBC’s lead design consultant, sought a detailed quotation from UKPN for the supply, installation and commissioning of the required new electricity supply (1800KVA).

 

The quote received was £95,346.37

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 06/11/2018

Decision:

To waive contract standing orders as there is only one potential provider and place the order for the new electricity supply.

 

Reason: To enable completion of the contracted works within given timescales.


08/11/2018 - OD/18/46 Appoint B W for Portman repairs ref: 485    Recommendations Approved

Ipswich Borough Council requires to undertake surface repairs to three areas of Portman Road car park.

 

A quotation has been received from Brooks and Wood Ltd. to value of £20,676.00 and is considered good value when compared to other recent resurfacing works that have been undertaken locally.

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 08/11/2018

Decision:

To place the order with Brooks and Wood Ltd. and to exempt from Contract Standing Orders on the basis that there is a risk to Health and Safety if the decision is delayed.

 

Reason: To ensure continued operation of Portman Rd car park.

Wards affected: Gipping;


19/11/2018 - OD/18/39 BAPA for Eastern Gateway drainage works ref: 478    Recommendations Approved

Ipswich Borough Council are currently undertaking the first phase of infrastructure works at Sproughton Enterprise Park which involves construction of the spine road, utilities ducting and drainage.

 

The foul drainage pipework runs underneath a railway bridge over Sproughton Road. As a result the Council are required to enter into a Basic Asset Protection Agreement (BAPA) with Network Rail to ensure works are designed and undertaken in such a way to protect the foundations of the railway bridge from being undermined or damaged.

 

Network Rail will require payment for their services over the duration of the works, which include administration and management of their internal procedures, appointment of a Project Manager and Project Engineers and review of RAMS (Risk Assessments and Method Statements).

 

The maximum cost of the provision of their services is £24,000.00

 

Any fees left unspent will be returned by Network Rail to IBC upon completion of the drainage installation.

 

The Chief Operating Officer has waived Contract Standing Orders as there is only one potential provider.

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 19/11/2018

Decision:

To waive contract standing orders as there is only one potential provider and place the order for the Network Rail BAPA.

 

Reason: To allow drainage works to proceed.


18/10/2018 - OD/18/42 New gas supply for Eastern Gateway ref: 481    Recommendations Approved

Ipswich Borough Council is required to provide a new gas supply to service the first incoming occupier of the new enterprise park, La Doria (LDH).

 

MLM Consulting, IBC’s lead design consultant, sought a detailed quotation from Fulcrum for the supply, installation and commissioning of the required new gas supply.

 

The quote received was £43,876.14

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 18/10/2018

Decision:

Chief operating officer has agreed to waive contract standing orders as there is only one potential provider and place the order for the new gas supply.

 

Reason: To enable completion of the contracted works within given timescales.


08/11/2018 - OD/18/43 Appointment of security for SEP ref: 482    Recommendations Approved

Ipswich Borough Council requires a provision of gate security at the Sproughton Enterprise Park site between the hours 0600-1800 on a daily basis to protect assets on site and prevent trespassing and illegal occupation until the end of January.

 

Stage Security supplied a quote for the period from 1 November 2018 – 31 January 2019.

 

The quote received was £15,390.

Decision Maker: Officer Decision

Decision published: 20/11/2018

Effective from: 08/11/2018

Decision:

Chief operating officer has exempted from Contract Standing Orders on the basis that there is a risk to property if the decision is delayed and to appoint Stage Security.

 

Reason: To provide gate security between 0600 & 1800 from 1 November 2018 – 31 January 2019, inclusive, to protect assets on site and prevent trespassing and illegal occupation.


25/10/2018 - OD/18/38 Market Traffic Order ref: 477    Recommendations Approved

The Council has powers under the Ipswich Market Act 2004 to make a legal Order to regulate traffic on those highways that are ‘market highways’ within the meaning of the Act when the market is taking place on them and where, in the opinion of the Council, this is considered necessary or expedient.

 

With the imminent completion of the renovation of the Cornhill area, and with the location of market stalls on the section of Princes Street between the junction with Cornhill and the junction with King Street, it is considered necessary and expedient in the interests of road safety to make an Order to prevent motor vehicles from using this section of highway when the market is taking place.

Decision Maker: Officer Decision

Decision published: 14/11/2018

Effective from: 25/10/2018

Decision:

As such, an Order is being made to this effect and shall also apply to the section of highway on Cornhill between the junction with Tavern Street and the junction with Princes Street owing to the existence of one-way restrictions. The necessary traffic sign shall be placed by the Council’s Commercial Development team when the market is taking place.

 

Exemptions shall apply as stated in the Order, which include (but are not limited to) emergency service vehicles, statutory undertakers, local authority vehicles being used in pursuance of statutory powers or duties, market traders and permit holders.

 

An alternative option of requesting that Suffolk County Council, as the Traffic Authority, should make a Traffic Regulation Order to achieve the same effect was considered, but this option was rejected as it would be more expensive to implement and would result in the presence of additional permanent traffic signing in a conservation area.

Wards affected: Alexandra;


25/10/2018 - OD/18/37 Whitton Gas Heaters ref: 476    Recommendations Approved

Ipswich Borough Council are required to install new radiant gas heaters to the main hall of Whitton Sports Centre following the failure of the old gas heaters to pass a CP17 Gas Safety Test.

 

Quotations were invited from 4 different suppliers of which Columbus Heating & Plumbing were the most economically advantageous at a value of £43,413.00. (The three other contractors were: Marem Engineering Ltd., DPL Ltd. and JT Wilding Ltd.)

Decision Maker: Officer Decision

Decision published: 14/11/2018

Effective from: 25/10/2018

Decision:

To award the Contract to Columbus Plumbing & Heating.

 

Reason: Columbus Plumbing & Heating demonstrated the best value for money and a competitive lead in time for works to commence.

Wards affected: Whitton;


23/10/2018 - OD/18/36 Regent experience Architect ref: 475    Recommendations Approved

Ipswich Borough Council requires the services of an Architect for the Regent Customer Experience Project.

 

Following an open tender procurement process through the Suffolk e-sourcing system, 6 bids were received.

 

The most economically advantageous tender was received from KLH Architects for the value of £ 68,715

Decision Maker: Officer Decision

Decision published: 14/11/2018

Effective from: 23/10/2018

Decision:

To award the contract to KLH architects.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Alexandra;


09/11/2018 - OD/18/35 Contract with Wilks Head & Eve ref: 474    Recommendations Approved

The MHCLG require each local authority to provide an estimate of their Non-Domestic Rates income for the 2019/20 financial year. This forecast includes a section to record the potential losses from rateable value appeals.

The SRP partners (Ipswich, Babergh & Mid Suffolk) have appointed Wilks Head and Eve to undertake a forensic analysis of the current 2018/19 rating list to provide a forecast on the potential losses from appeal.

 

Contract Standing Orders have been waived in line with the constitution because the cost for Ipswich would be less than the £10k limit. It also ensures a continued consistent approach to providing an appeal provision that can be compared the Suffolk wide Pixel project and avoids the added costs of undertaking a procurement exercise for the 3 authorities.

Decision Maker: Officer Decision

Decision published: 14/11/2018

Effective from: 09/11/2018

Decision:

To approve the appointment of Wilks Head & Eve.

 

Reason: To provide an analysis of the potential losses on Non-Domestic rateable value appeals for Ipswich Borough Council, Babergh District Council and Mid Suffolk District Council

Wards affected: (All Wards);


01/11/2018 - OD/18/33 HRA Ipswich Local Plan - Footprint Ecology ref: 472    Recommendations Approved

The Council is currently in the process of progressing the Local Plan review, which will help to deliver growth within the borough including homes, employment land, and regeneration within the town centre within the plan period (2016 - 2036).

 

A Habitats Regulations Assessment (HRA) is needed for the Local Plan in its draft format and prior to formal submission to the Secretary of State for examination.

 

Work has been ongoing with Footprint Ecology on a Recreational Avoidance Mitigation Strategy (RAMS) across the Suffolk local authorities to look specifically at the respective areas of European protection in the county and establishing an appropriate mitigation strategy for dealing with planned growth.

 

The HRA is second part of consultant work required for the local plan and ties in directly to the RAMS work currently being undertaken. It is specific to the Ipswich Local Plan and the housing, employment, retail etc. growth that is to be planned within it.

 

Footprint have provided a quote of £8,262 to undertake the Ipswich specific work and it is considered appropriate to award them the contract on the basis of the previous work on RAMS that has been undertaken, and the short timescales which can be met by them.

Decision Maker: Officer Decision

Decision published: 06/11/2018

Effective from: 01/11/2018

Decision:

To award the contract to Footprint Ecology.

 

Reason: To enable HRA works to be undertaken within the given timescales.

Wards affected: (All Wards);


31/10/2018 - OD/18/34 Immediate revocation of private hire vehicle drivers licence ref: 473    Recommendations Approved

A Private Hire Vehicle Driver was disqualified from driving for 6 months.

Decision Maker: Officer Decision

Decision published: 06/11/2018

Effective from: 31/10/2018

Decision:

A Private Hire Vehicle Driver was disqualified from driving for 6 months therefore his private hire vehicle driver’s licence was revoked with immediate effect.

 

No alternative options were considered.

Wards affected: (All Wards);


05/09/2018 - SRP/18/04 Shared Revenues Partnership - Service Report ref: 459    Recommendations Approved

Decision Maker: Shared Revenues Partnership Joint Committee

Made at meeting: 05/09/2018 - Shared Revenues Partnership Joint Committee

Decision published: 30/10/2018

Effective from: 05/09/2018

Decision:

18.1      The Operations Manager - Benefits and Business Support, Amy Mayes, reported that performance in the processing of new claims had improved. The target for processing changes of circumstances was being met despite the target having been made more challenging and there being a significant increase in the volume of forms, many of which resulted from a central Government fraud reduction scheme involving larger employers.

 

18.2      Councillor Osborne asked which larger organisations provided information to the Department for Work and Pensions. Ms Mayes explained that she did not know which organisations were involved but said that they would be larger employers who were able to provide payroll information electronically.

 

18.3      Ms Mayes reported that overpayments continued to be kept well below the Local Authority Error subsidy threshold, which allowed the Councils to gain full subsidy for the overpayments made.

 

18.4      The age of the cases being dealt with by officers had reduced, meaning that cases were being closed earlier. The vast majority of those cases over 35 days old were related to Universal Credit claims where information was not supplied.

 

18.5      Ms Mayes highlighted that the level of discretionary Housing Payments made by Babergh District Council and Ipswich Borough Council had increased and that it was likely that the Government grant provided to make these payments would be exhausted prior to the end of the financial year. This issue had been raised with the relevant S.151 officers.

 

18.6      Universal Credit was now available to the majority of working age claimants; officers were closely monitoring the relationship between Universal Credit and Council Tax Reduction schemes.

 

18.7      Councillor Patrick asked why the proportion of Council Tax Reduction claimants who were also receiving Universal Credit was so much higher in Babergh. Ms Mayes explained that this was because Universal Credit had been rolled out in Babergh earlier than in Ipswich and Mid-Suffolk.

 

18.8      The Operations Manager – Revenues, Andrew Wilcock, explained that the proportion of Council Tax collected was slightly down on the same point in 2017 in Mid-Suffolk and Ipswich, whilst it was slightly up in Babergh. There were issues to do with the regular recalculation of Council Tax Reduction entitlement related to Universal Credit which had impacted on collection rates.

 

18.9      Mr Wilcock explained that procedures in the recovery process had changed slightly, with informal approaches such as text messages being used initially for debts of less than £20 which saved the need for the more costly formal process in many cases. The level of recovery had not reduced as a result of this cheaper approach.

 

18.10   The proportion of Business Rates collected was down in Babergh and Mid-Suffolk with the debt profile changing; Mr Wilcock explained that NNDR remained volatile. There were also still Valuation Office Agency appeals pending from the 2010 rating list, meaning that provision needed to continue to be made.

 

18.11   Councillor Patrick asked whether the £4.5 million NNDR Valuation Appeals contingency for Babergh was likely to be needed. Mr Wilcock explained that the level of risk was assessed by an external contractor; he highlighted that a small number of large sites could lead to much of the contingency being used.

 

18.12   Councillor Whitehead asked how any deficit in the Business Rate Collection Fund was shared. The Assistant Director - Corporate Resources, Babergh and Mid-Suffolk District Councils, Katherine Steel, explained that the proportions were: Central Government 50%, District Councils 40% and County Councils 10%. Each Council within the Shared Revenues Partnership retained its own Business Rate Collection Fund.

 

18.13   The Head of Finance and Revenues, Ipswich Borough Council, John Chance, reported that the Shared Revenues Partnership was currently predicted to end the year in a break even position against its budget.

 

18.14   Mr Chance explained that the Shared Revenues Partnership had achieved most of its Transitional Vacancies Target already, although this had placed additional pressure on staff and the use of Agency staff was being considered, especially as the ongoing restructure meant that there would be a freeze on recruitment to allow for redundant staff to be redeployed.

 

18.15   Councillor Meudec asked whether any of the additional £36,000 funding received for Universal Credit could be spent on additional staff. Ms Mayes explained that the use of this fund was still being considered, although some of it would need to be spent on revisions to forms and other changes related to the introduction of Universal Credit.

 

18.16   Councillor Patrick noted that the amount of Partner Contributions paid so far, as shown in the table at paragraph 8.2, was considerably more than one quarter of the annual budget. Ms Mayes explained that the proportion paid in the first quarter was higher to cover annual costs and that the authorities would pay a total of £4,752,860 across the year.

 

18.17   Councillor Patrick asked what the recharges listed in the table at paragraph 8.2 paid for. Mr Wilcock explained that these covered the occupation of the office space at Grafton House, Human Resources Support, ICT facilities and a number of other smaller services. Mr Chance said that he had asked that a review of recharges be carried out and that this would provide assurance that these services were good value.

 

18.18   Councillor Rudkin asked whether there was a lack of skilled staff to fill the vacancies in the partnership. Amy Mayes explained that it took around two years to fully train a benefits officer, as they needed knowledge of 10-15 years worth of benefits schemes. Work was currently streamed so that more experienced officers dealt with more complex cases, which helped to mitigate the inexperience of some staff.

 

18.19   Councillor Osborne explained that the Citizen’s Advice Bureau in Sudbury regularly received queries about Universal Credit and asked whether any funding had been given to organisations to provide this advice. Ms Mayes explained that each Council had been allocated funding to provide Assisted Digital Support and Personal Budgeting Advice. In Babergh and Mid-Suffolk Districts the Councils had decided to provide this support directly, whilst Ipswich Borough Council had decided to provide funding to Ipswich Housing Action Group to provide Personal Budgeting Advice. The take up of these services had been lower than anticipated by the Department for Work and Pensions.

 

18.20   Mr Chance explained that the consultation on alterations to the structure of the Shared Revenue Partnership had closed on 3 September. Ms Mayes reported that 70 questions had been received, although there did not appear to be many which had not already been considered, which was good. It was felt that holding discussions with staff at an early stage and including many of their suggestions in the proposal had helped to make the consultation easier.

 

18.21   Councillor Patrick asked whether many staff would experience a significant change of emphasis in their work. Mr Wilcock said that the intention was to increase the skill levels of staff and reduce the number of cases which were handed off to colleagues. Visiting officers would, for example, be able to complete the reports resulting from their visits. Ms Mayes added that a larger, combined, revenues team would allow greater flexibility.  This approach had been employed within benefits and had been seen to deliver performance improvements.

 

18.22   Councillor Osborne asked whether the streamlining of processes would lead to a requirement for less resources. Ms Mayes said that the need for staff to collect revenues would continue to grow. Universal Credit was likely to cause the number of staff required to administer benefits to reduce with time, however, this wasn’t likely to happen quickly. Mr Wilcock explained that the proposal which had been consulted on included a reduction of 3 FTE staff, although there were currently more vacancies than that.

 

18.23   Mr Wilcock reported that the launch of a new customer portal had begun, which would both allow customers to view information online and enable e-billing. A soft launch had taken place to test the system thoroughly, before a publicity campaign in the future.

 

18.24   Councillor Osborne asked whether training on the new system could be given to officers of Sudbury Town Council and the Sudbury Citizens Advice Bureau. Mr Wilcock explained that this would not be appropriate at this stage as the system was being refined through the soft launch process.

 

18.25   Councillor Meudec said that she was aware of delays in the current process for new bills being issued and asked whether e-billing would solve this. Mr Wilcock said that it would, with changes made by customers online being added to the database overnight and new bills issued either electronically or despatched by post the next working day.

 

RESOLVED:

 

that the Shared Revenues Partnership Data Protection Policy be approved.

 

Reason: The Policy will ensure that the Shared Revenues Partnership meets the requirements of the General Data Protection Regulation.


25/10/2018 - OD/18/32 Sustainability Appraisal Ipswich Local Plan - Arcadis ref: 471    Recommendations Approved

 

The Council is currently in the process of progressing the Local Plan review, which will help to deliver growth within the borough including homes, employment land, and regeneration within the town centre within the plan period (2016 - 2036).

 

A sustainability appraisal is needed for the Local Plan in its draft format and prior to formal submission to the Secretary of State for examination.

 

Quotes were received from Arcadis, Aecom and Essex Place Services. These firms were approached due to their experience in the field of Sustainability Appraisal.

 

Essex Place Services offered the best tender in terms of overall package and an officer decision was made to offer the works to them (OD/18/20), however they have since identified that they cannot meet the necessary timeframes in order to meet the consultation framework deadlines.

 

Arcadis offered the next best package (£16,466) and can meet the necessary deadlines for reporting, and are experienced in having undertaken SA works on behalf of Ipswich Borough Council in the past.

 

Decision Maker: Officer Decision

Decision published: 29/10/2018

Effective from: 25/10/2018

Decision:

 

To award the Contract to Arcadis.

 

Reason: To enable Sustainability Appraisal works to be undertaken within the given timescales.

 

Wards affected: (All Wards);


28/09/2018 - OD-18-31 Gas Service and Maintenance Contract ref: 470    Recommendations Approved

To agree a short term contract for housing gas servicing & maintenance.

Decision Maker: Officer Decision

Decision published: 12/10/2018

Effective from: 28/09/2018

Decision:

The following decision has been made:

(1) To agree a 2 month contract with Aaron Services to a maximum value of £180,000

(2) Exempt the decision from competitive tendering (re CSO) due to the urgency and the need to maintain a key service

(3) To authorise the Head of Housing and Community Services and the Head of People of Governance to conclude matters in relation to the above and to achieve a formal position (be that via exchange of letters or others means) with Aaron Services to bring this into effect.

 

Reasons for the decision:

(a) The existing contract ends at the weekend (ending 30/9/18);

(b) The significance of the topic (i.e. gas / safety / public service)

(c) Executive have decided they wish to issue a contract (for 4 plus 2 years) - having considered matter on 10th July 2018

(d) That decision was not called-in

(e) The contract from the above Executive decision was unable to be issued

(f) Aaron Services are the existing supplier with a good track record and came 2nd in the bid – i.e. we have tested the market

(g) The 2 months / £180,000 is within EU thresholds and allow an Executive decision for a longer term position to be made (with potential for call in)

(h) This all falls within the budget (within the Housing Revenue Account) for this service / topic.

 

Alternative options considered and why rejected:

(1) To not enter into any form of contract with any supplier: This was rejected as it would have had public safety risk and / or detrimental impact on customer services and / or led to cost increases in dealing with each gas related issue on an individual case by case basis.

(2) To enter into a contract with a different party: This was rejected – see point (f) above - and due to the fact that continuity of provision would not have been achievable with any other party.

(3) To award the contract for a longer or shorter term: This was rejected as the length chosen was the maximum possible within delegations whilst allowing time for a full report to be prepared for Executive (and allowing for time for a potential call-in of the report).

 

In reaching this decision consultation was carried out with the Head of People & Governance, the Head of Housing and Community Services and the Leader of the Council. All supported the decision.

Wards affected: (All Wards);


28/09/2018 - OD/18/30 Temporary Closure of Christchurch Mansion ref: 469    Recommendations Approved

Christchurch Mansion annually hosts the Council’s Remembrance Day Parade. This year the date falls on Sunday 11th November 2018.

Decision Maker: Officer Decision

Decision published: 01/10/2018

Effective from: 28/09/2018

Decision:

The Mansion will remain closed to the public until 1pm on Sunday 11th November 2018 to allow all invited guests to have refreshments in the Great Hall.

 

The Museum Service will place signs on the external doors alerting members of the public to the closure and the opening from 1.00pm. They also work closely with the Marketing Department in both CBC and IBC to make sure this is communicated via Social Media and the website.

 

This event is run in partnership with IBC Mayoral Department.

Wards affected: (All Wards);


28/09/2018 - OD/18/29 Museum Loans September 2018 - Suffolk Archaeology ref: 468    Recommendations Approved

Suffolk County Council Archaeology Service - Early Medieval pottery samples (LO.2018.10)

 

This loan request is for a selection of pottery sherds* excavated in Ipswich and elsewhere in Suffolk for a medieval and later pottery type series for the county. This is a project conducted by Suffolk County Council Archaeological Service on behalf of English Heritage with the objective of creating a single reference source for researchers studying the pottery made and used in Suffolk.

 

The sherds requested come from a range of excavations in Ipswich conducted since the 1960s as well as other sites in Suffolk, such as those excavated by Basil Brown. The initial request is currently for 56 samples, but is likely to rise slightly following further research. In all cases however only one or two sherds have been selected from each individual archaeological site.

 

* In archaeology, a sherd, or more precisely, potsherd, is commonly a historic or prehistoric fragment of pottery, although the term is occasionally used to refer to fragments of stone and glass vessels, as well.

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

Suffolk County Council Archaeology Service - Early Medieval pottery samples

(LO.2018.10)

 

Loan commences: 1 November 2018

Loan ends: 1 November 2021

 

Reason:

To enable the IBC collections to contribute to the project that is intended to create a single reference source for researchers studying the pottery made and used in Suffolk.

Wards affected: (All Wards);


28/09/2018 - OD/18/28 Employers agent and QS appointment for West End Road MSCP ref: 467    Recommendations Approved

Ipswich Borough Council requires the services of an employer’s agent and quantity surveyor for the West End Rd Multi-Storey Car Park project.

 

Following an open tender procurement process through the Suffolk e sourcing system, 24 bids were received.

 

The most economically advantageous tender was received from the Stripe Consulting for the value of £25,650

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

To award the Contract to Stripe Consulting.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


28/09/2018 - OD/18/27 West End Road MSCP M & E Engineer appointment ref: 466    Recommendations Approved

Ipswich Borough Council requires the services of a mechanical and electrical engineer for the West End Rd Multi-Storey Car Park project.

 

Following an open tender procurement process through the Suffolk e sourcing system, 16 bids were received.

 

The most economically advantageous tender was received from the BSD Consulting Engineers for the value of £ 14,500

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

To award the Contract to BSD Consulting Engineers.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


28/09/2018 - OD/18/26 WER MSCP Civil and Structural Engineer appointment ref: 465    Recommendations Approved

Ipswich Borough Council requires the services of a civil and structural engineer for the West End Rd Multi-Storey Car Park project.

 

Following an open tender procurement process through the Suffolk e sourcing system, 11 bids were received.

 

The most economically advantageous tender was received from AECOM for the value of £ 16,865

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

To award the Contract to AECOM.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


28/09/2018 - OD/18/25 Highways engineer appointment West End Rd MSCP ref: 464    Recommendations Approved

Ipswich Borough Council requires the services of a highways and transport engineer for the West End Rd Multi-Storey Car Park project.

 

Following an open tender procurement process through the Suffolk e sourcing system, 11 bids were received.

 

The most economically advantageous tender was received from the 2020 Consultancy for the value of £ 15,250

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

To award the Contract to 2020 Consultancy.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


28/09/2018 - OD/18/24 Appointment of WER MSCP Architect ref: 463    Recommendations Approved

Ipswich Borough Council requires the services of an Architect to undertake design work for the West End Rd Multi-Storey Car Park project.

 

Following an open tender procurement process through the Suffolk e sourcing system, 19 bids were received.

 

The most economically advantageous tender was received from the Concertus for the value of £ 30,000

Decision Maker: Officer Decision

Decision published: 28/09/2018

Effective from: 28/09/2018

Decision:

To award the Contract to Concertus.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


05/09/2018 - OD/18/23 Sproughton Enterprise Park Contractor ref: 462    Recommendations Approved

IBC has a requirement for Balfour Beatty to continue with design works for the Sproughton Enterprise Park Phase 1 project to continue with the construction programme before works contracts are signed.

 

Contracts will be signed following approval from Anglian Water (Section 104 Agreement to adopt foul sewer) and the Environment Agency approval for works on the river bank/consent to discharge. It is anticipated that the approvals will be granted on 16th September.

Decision Maker: Officer Decision

Decision published: 27/09/2018

Effective from: 05/09/2018

Decision:

To contract with Balfour Beatty for design works prior to main contract being signed.

 

Cost - £27,122.00

 

Reason: To enable works to proceed within given timescales.


19/09/2018 - OD/18/22 Museum Loan Wolverhampton Art Gallery ref: 461    Recommendations Approved

This loan request is for a temporary exhibition at Wolverhampton Art Gallery entitled ‘Radical Landscapes: Pre-Raphaelites and their French Contemporaries’. This is the first occasion on which we have been approached by Wolverhampton for a loan and the gallery is highly regarded both regionally and nationally, and acknowledged as having an innovative, high-quality programme of exhibitions.

 

The exhibition will look at the effects of increased leisure and tourism on landscape painting after the spread of the railways, the influence of photography, and changing relationships with the natural landscape and religious belief resulting from new scientific understanding.

 

This painting has not been out on loan since January 2014 and is currently in store. It is not required for display in Ipswich during the period in question. There are no conservation issues.

Decision Maker: Officer Decision

Decision published: 21/09/2018

Effective from: 19/09/2018

Decision:

Camille Pissarro ‘La maison du père Gallien à Pontoise, 1866 (IPSMG: R.1976-63) (LO.2018.12)

 

Loan commences: 16 March 2019

Loan ends: 9 June 2019

 

To enable the IBC collections to contribute to a temporary exhibition with a highly regarded gallery, building a relationship with a new partner where there will be opportunities for reciprocal loans.

Wards affected: (All Wards);


19/09/2018 - OD/18/21 Museum Loans ref: 460    Recommendations Approved

This loan request is part of the ongoing research programme into the Rendlesham Collection led by Prof Christopher Scull of UCL. The objective is to understand the metalworking skills of the Anglo-Saxon craftspeople by analysing the composition of a selection of the copper alloy, gold and silver objects in the collection. The research will therefore concentrate on metalworking debris although some completed objects will also be examined. Most of these objects are fragments.

 

The precise number of objects required will be established following a preliminary assessment at Ipswich Museum scheduled for the week commencing 11 June. It is, however, anticipated that the maximum number required for loan will be 200.

 

In some cases the research will involve the cleaning of the object to create a sound surface and in others a small sample will be removed. No action will be undertaken without the prior approval of the Heritage Manager who will seek advice from the Conservation Officer.

 

The research project is externally funded by the Leverhulme Trust and will significantly increase our knowledge of this internationally important archaeological site. The results will directly feed into the new Anglo-Saxon gallery planned for Ipswich Museum.

Decision Maker: Officer Decision

Decision published: 21/09/2018

Effective from: 19/09/2018

Decision:

Institute of Archaeology, University College London (UCL) (LO.2018.9)

 

Loan commences: September 2019

Loan ends: 15 January 2019

 

To enable the IBC collections to contribute to a national research project undertaken by a leading UK university

Wards affected: (All Wards);


10/09/2018 - OD/18/20 Sustainability Appraisal Ipswich Local Plan ref: 458    Recommendations Approved

The Council is currently in the process of progressing the Local Plan review, which will help to deliver growth within the borough including homes, employment land, and regeneration within the town centre within the plan period (2016 - 2036).

 

A sustainability appraisal is needed for the Local Plan in its draft format and prior to formal submission to the Secretary of State for examination.

Quotes were received from Arcadis, Aecom and Essex Place Services. These firms were approached due to their experience in the field of Sustainability Appraisal.

 

Essex Place Services offered the best tender in terms of overall package for a total fee of £20,100.

Decision Maker: Officer Decision

Decision published: 11/09/2018

Effective from: 10/09/2018

Decision:

To award the Contract to Essex Place Services

 

Reason: To enable Sustainability Appraisal works to be undertaken within the given timescales.

Wards affected: (All Wards);


31/08/2018 - OD/18/19 Suspension of vehicle licence ref: 457    Recommendations Approved

1 (one) private hire vehicle licence has been immediately suspended.

Decision Maker: Officer Decision

Decision published: 03/09/2018

Effective from: 31/08/2018

Decision:

1 (one) private hire vehicle licence has been immediately suspended because a half year vehicle test was not submitted.

 

No alternative options were considered.

Wards affected: (All Wards);


21/08/2018 - OD-18-18 Temporary Closure of Dining Room in Christchurch Mansion ref: 456    Recommendations Approved

Background

There has been a request to use the Dining Room at Christchurch Mansion for the purposes of filming on 11th & 12th September 2018. The Mansion is closed to the public on Monday 11th September therefore this would only affect visitors on Tuesday 12th September. Restricted access on this day would only relate to the Dining Room and full access to the remainder of the Mansion will otherwise be unaffected.

 

Decision

To close the Dining Room at Christchurch Mansion for the purposes of filming on 12th September 2018.

Decision Maker: Officer Decision

Decision published: 21/08/2018

Effective from: 21/08/2018

Decision:

Decision

To close the Dining Room at Christchurch Mansion for the purposes of filming on 12th September 2018.

Wards affected: (All Wards);


14/08/2018 - OD/18/17 Northgate Sports Centre Agreement Extension ref: 455    Recommendations Approved

To extend the management agreement between Ipswich Borough Council, Suffolk County Council and Northgate High School that relates to Northgate Sports Centre.

 

Background

At the meeting of the Council’s Executive on 10th January 2017 it was resolved that the management agreement for Northgate Sports Centre would be extended up until 30th September 2018, with an option to extend further if necessary, following consultation with the Leader of the Council and Portfolio Holder. Ref E/16/45

Decision Maker: Officer Decision

Decision published: 15/08/2018

Effective from: 14/08/2018

Decision:

To extend the management agreement between Ipswich Borough Council, Suffolk County Council and Northgate High School that relates to Northgate Sports Centre from 30th September 2018 until 31st March 2019.

 

Reason:

To ensure continuation of provision of services to both the school and the community whilst discussions are ongoing about the structure of a new agreement.

Wards affected: (All Wards);


10/08/2018 - OD/18/16 Immediate suspension of a Hackney Carriage Private Hire Vehicle Drivers licence ref: 454    Recommendations Approved

A licensed hackney carriage/private hire vehicle driver failed to submit a DBS certificate as required.

Decision Maker: Officer Decision

Decision published: 14/08/2018

Effective from: 10/08/2018

Decision:

A licensed hackney carriage/private hire vehicle driver failed to submit a DBS certificate as required. The licence was suspended immediately.

 

No alternative options were considered.

 

 

Wards affected: (All Wards);


31/07/2018 - OD/18/15 Legal CMS Contract ref: 453    Recommendations Approved

Consideration was given to the time implication of going to full procurement particularly in view that East Suffolk and West Suffolk will be completing their separate mergers in April 2019 which is when the G Cloud contract is due to expire and the risk of being without a legal case management system. Time and resource constraints. The cost element was also considered with considerable reduced costs to direct award under RM1059.

 

Background document existing framework was G-Cloud 7 and new framework proposed by IBC procurement is Lasa RM1059

 

The contract standing orders have been complied with.

Decision Maker: Officer Decision

Decision published: 01/08/2018

Effective from: 31/07/2018

Decision:

IBC procurement recommendation to call off and direct award against Lasa Framework RM1059.


01/08/2018 - OD/18/14 Temporary Closure of Wolsey Art Gallery ref: 452    Recommendations Approved

Auguste Rodin’s iconic life size marble sculpture, The Kiss, will be coming to Ipswich on loan from the Tate collection. The 19th century artwork is a significant piece in the history of sculpture and will be the centre-piece of a public exhibition from 24th November 2018 to 28th April 2019.

Decision Maker: Officer Decision

Decision published: 01/08/2018

Effective from: 01/08/2018

Decision:

To close the Wolsey Art Gallery between 1st October 2018 and 22nd November 2018

 

Reason: To allow works to be undertaken in the Wolsey Art Gallery and the installation of the exhibition, eliminating risk to the public or collections.

Wards affected: (All Wards);


26/07/2018 - OD/18/13 Street Lighting Upgrades ref: 451    Recommendations Approved

The Council owns and provides a small number of streetlights in various locations in Ipswich using its powers under Section 161 of the Public Health Act 1875 and, where appropriate, Section 45 of the Public Health Act 1961. The Council’s streetlights are inspected, tested for electrical and structural safety, and maintained on the Council’s behalf by Suffolk County Council (SCC) who also arrange for the payment of electricity at the Council’s expense and provide an administrative service.

 

In accordance with the sound management of its assets, the Council usually replaces some of its street lighting stock each year. The decision as to which specific street lights to replace is made solely on the grounds of the condition of the units, as advised by SCC’s street lighting engineers.

 

An officer decision has now been made to upgrade street lights in the following locations at an estimated cost of £31,335. This will have the benefit of providing better quality lighting and reduced running costs as modern street lights are more energy efficient. The provision of street lighting has an important effect in preventing crime and disorder.

Decision Maker: Officer Decision

Decision published: 30/07/2018

Effective from: 26/07/2018

Decision:

To exercise the Council’s powers under the Public Health Acts 1875 and 1961 to replace and upgrade some or all of the Council’s street lighting stock at the locations listed:

 

·         Gymnasium Street (WESTGATE)

·         Footpath 215 between Murray Road and King Edward Road (PRIORY HEATH).

Wards affected: Priory Heath; Westgate;


23/07/2018 - OD/18/12 William House Boiler replacements ref: 450    Recommendations Approved

The existing heating boilers at William House sheltered scheme are estimated to be 30 years old and have exceeded their anticipated replacement date. Whilst the heating plant at this William House is still operational, the existing boilers are not fuel efficient and an upgrade to condensing A rated boilers will help to reduce fuel consumption and emissions.

Decision Maker: Officer Decision

Decision published: 30/07/2018

Effective from: 23/07/2018

Decision:

Three competitive quotations were requested from three local commercial heating replacement contractors. It has been decided to accept the most competitive quotation received, which was for the value of £33,817.00 from DPL Mechanical & Electrical contractors. The two other quotations rejected on cost were for the values of £37,955.00 & £48,937.23. All three quoted works are for the same heating plant i.e. three 100kW Worcester Bosch boilers and associated plant.

 

The option to overhaul the existing boilers was considered but given that replacing components of the existing boiler plant would not be economical, the above replacement option is seen as the only viable solution.

Wards affected: Rushmere;


16/07/2018 - OD/18/10 Appointment of Demolition Contractor ref: 448    Recommendations Approved

An open procurement process using Suffolk e-sourcing was undertaken seeking a contractor for the demolition of garages at Cobham Road, Marigold Avenue and Birkfield Drive, Ipswich which are owned by the Council’s Housing Revenue Account (HRA).

 

Six contractors submitted compliant bids.

Decision Maker: Officer Decision

Decision published: 30/07/2018

Effective from: 16/07/2018

Decision:

The successful contractor’s bid was £73,023.00 and was the most advantageous bid to the Council.

 

The contractor was able to demonstrate they had the technical expertise to undertake the works.

Wards affected: Sprites; Stoke Park;


25/07/2018 - OD/18/11 Suspension of vehicle licence ref: 449    Recommendations Approved

1 (one) private hire vehicle licence was immediately suspended.

Decision Maker: Officer Decision

Decision published: 30/07/2018

Effective from: 25/07/2018

Decision:

1 (one) private hire vehicle licence was immediately suspended because it had both front tyres worn below the legal limit.

 

No alternative options were considered.

Wards affected: (All Wards);


06/07/2018 - OD/18/09 Sproughton Enterprise Park ref: 447    Recommendations Approved

Sproughton Enterprise Park is one of ten sites throughout Norfolk and Suffolk that comprise New Anglia, Space to Innovate Enterprise Zone.

 

Ipswich Borough Council owns the Sproughton site but it is located within the Babergh District Council (BDC) area.

 

The policy of UK Government states that all growth in business rates generated from Enterprise Zones (EZ) should be retained by the Local Enterprise Partnerships (New Anglia) to support economic priorities. In New Anglia, BDC as the collecting authority retains the rates that are then shared between New Anglia, BDC and Suffolk County Council. A proportion of this – known as ‘Fund B’ - is ring-fenced to accelerate the development of the EZ.

IBC & BDC have agreed that Fund B shall be transferred to IBC to be used (by IBC) for appropriate activities on the site (in accordance with relevant EZ Agreements). The ‘rules’ around this Pot B funding will be as set out within the attached draft Memorandum of Understanding (Appendix 1).

 

Prior to making this decision – and in accordance with the constitution - the Finance Portfolio Holder and the Head of Finance and Revenues have been consulted. Bothe have confirmed their support – as has the Leader of the Council.

 

Decision Maker: Officer Decision

Decision published: 12/07/2018

Effective from: 06/07/2018

Decision:

To enter into a Memorandum of Understanding (MOU) (see Appendix 1 for a draft of the MOU) between Ipswich Borough Council and Babergh District Council for the transfer of Fund B monies (from Babergh District Council to Ipswich Borough Council) for the development of the Sproughton Enterprise Park.

 

Reason: To enable qualifying investment by IBC in the development of the Enterprise Park to be funded (or reimbursed if already spent) using Fund B monies.


26/06/2018 - OD/18/08 Parks Vehicles ref: 446    Recommendations Approved

Ipswich Borough Council require two 3.5 tonne tipper vehicles and one 4wd Pick up vehicle to replace the current vehicles that have reached the end of their useful life.

Decision Maker: Officer Decision

Decision published: 12/07/2018

Effective from: 26/06/2018

Decision:

Three separate quotes were obtained with the best value quote being provided by Northgate Vehicle sales ltd at a total cost of £46,550.00p

 

The selected vehicles are all 1-2 years old, low mileage and with the balance of manufacturer warranty remaining. New vehicles were also considered and reviewed but these vehicles offer the most cost effective solution for replacement.

 

Purchase all three vehicles form Northgate Vehicle Sales Ltd

 

Reason

Replace aged and expensive to maintain vehicles

Wards affected: (All Wards);


06/07/2018 - OD/18/07 suspension of vehicle licence ref: 445    Recommendations Approved

1 (one) private hire vehicle licences was immediately suspended.

Decision Maker: Officer Decision

Decision published: 09/07/2018

Effective from: 06/07/2018

Decision:

1 (one) private hire vehicle licences was immediately suspended because half year vehicle test failed.

 

No alternative options were considered.

Wards affected: (All Wards);


02/07/2018 - OD/18/06 Rough Sleeping Grant Fund ref: 444    Recommendations Approved

The Council in conjunction with Suffolk Coastal District Council submitted a bid to the DCLG for funding via their Rough Sleeping Grant. The bid was successful and a grant totalling £331,719 over two years was awarded.

 

The bid consisted of four elements;

Street Outreach

Short Term Emergency Provision

Mental Health Link Worker

Financial Capability Training

 

IBC have now made a successful bid for further funding until the end of this financial year and have been awarded £267,234

Decision Maker: Officer Decision

Decision published: 03/07/2018

Effective from: 02/07/2018

Decision:

The new award includes an extension to the Street Outreach Project undertaken by the Ipswich Housing Action Group.

 

Two Drug and Alcohol Outreach workers to be commissioned by Public Health.

 

Accommodation provided by the Anglia Care Trust.

 

The extension of the Ipswich Winter Night Shelter by two months.

 

Extended opening of the Chapman Centre to include weekends

 

Two workers to provide support to individuals resident in hostels this service can be let by getting expressions of interest.

 

Alternative options considered and why rejected

The services could have been put out to tender but this was not feasible considering the tight timescale the Ministry of Housing Communities and Local Government have put on spending their grant.

Wards affected: (All Wards);


15/06/2018 - OD/18/05 Appointment of security company for SEP ref: 443    Recommendations Approved

Ipswich Borough Council requires the services of a security company to provide static daytime guarding at the Sproughton enterprise park to prevent unauthorised access and maintain security levels.

 

Following a quotation exercise from three companies, via the Council’s e tendering system, Stage Security Ltd. provided the most economically advantageous bid for the value of £ 17,982. This figure is within budget.

Decision Maker: Officer Decision

Decision published: 03/07/2018

Effective from: 15/06/2018

Decision:

To award the Contract to Stage Security.

 

Reason: To enable works to proceed within given timescales.


29/06/2018 - OD/18/04 Suspension of vehicle licence ref: 442    Recommendations Approved

1 (one) private hire vehicle licences was immediately suspended.

Decision Maker: Officer Decision

Decision published: 03/07/2018

Effective from: 29/06/2018

Decision:

1 (one) private hire vehicle licences was immediately suspended because half year vehicle test failed.

 

No alternative options were considered.

Wards affected: (All Wards);


08/06/2018 - OD/18/03 Housing First ref: 441    Recommendations Approved

The Council is piloting a ‘Housing First’ scheme which provides an entrenched rough sleeper with a tenancy and intensive support. The intention is for IBC to provide the properties for the pilot scheme. Ipswich and East Suffolk Clinical Commissioning Group (IESCCG) has made £70,000 available to fund the support required for the one year pilot project.

 

The IESCCG made the money available to the Ipswich Locality Homelessness Partnership (ILHP) but because it is not a legal entity IBC is currently holding the money. The ILHP is the Council’s key partner in delivering the current rough sleeper project. The IESCCG is keen to see the scheme start as soon as possible so that the savings to the NHS can be monitored and the scheme possibly extended.

 

IBC and Suffolk Coastal currently have funding from the Ministry of Housing Communities and Local Government to reduce rough sleeping and this pilot scheme would help reduce the number of people rough sleeping. This scheme would ‘dovetail’ into the work already underway so there is a need to launch this scheme as soon as practicable and a formal tendering process would inevitably build in a delay.

 

Expressions of Interest will be sought from the constituent members of the ILHP to provide the support element of the project. An exemption from section 3.2 of Contract Standing Orders has been granted by the Chief Operating Officer granted on the grounds that “it is necessary as a matter of urgency and a delay would be likely to lead to financial loss or personal injury”.

 

Alternative options considered and why rejected

A formal tender process could be undertaken but this would delay the commencement of this project which the IESCCG is keen to pilot and have provided the money for. There is also an urgency to assist rough sleepers.

Decision Maker: Officer Decision

Decision published: 19/06/2018

Effective from: 08/06/2018

Decision:

An exemption from section 3.2 of Contract Standing Orders has been granted by the Chief Operating Officer granted on the grounds that “it is necessary as a matter of urgency and a delay would be likely to lead to financial loss or personal injury”.

Wards affected: (All Wards);


01/06/2018 - OD/18/02 Museum Loans May 2018 ref: 440    Recommendations Approved

This decision relates to an extension of an existing loan and two new loan requests.

 

Uvedale Hall Residential Home

Robert Uvedale was a schoolmaster and horticulturalist. This painting has been on loan since 1989 and has been regularly renewed every three years. The request is for a further extension of three years to November 2020.

 

Uvedale Hall is a private residential care home in Needham Market owned by Healthcare Homes Group Ltd. It is a Georgian mansion and the painting of Robert Uvedale hangs in the dining room.

 

National Heritage Centre for Horseracing & Sporting Art, Newmarket

Cornelis Beelt (fl. 1651-64) ‘Skaters on a Frozen River’, c.1660, oil on panel (R.1992.8.2)

 

This loan is for a temporary exhibition entitled ‘Skating’, from 15 November 2018 to 28 April 2019, at the venue formerly known as The National Horseracing Museum in Newmarket.

 

The work is in store and has not been on public display for some time. It is framed only and the borrower will be approached to fund the glazing of the work.

 

Oxford University Museum of Natural History

Dr Darren Mann, Head of Life Collections at the Oxford University Museum of Natural History, recently visited Ipswich Museum with a colleague. They are currently working on a national recording scheme and their aim is to make a record of all beetle species recorded in the UK, including those from museum collections.

 

During their visit to Ipswich the researchers were unable to identify all of the specimens in the collection and as a result need to borrow some to undertake further research.

 

This request is for 97 beetle specimens from the Morley Collection of Coleoptera.

Decision Maker: Officer Decision

Decision published: 13/06/2018

Effective from: 01/06/2018

Decision:

Uvedale Hall Residential Home (LO.2010.10)

 

Loan commences: 20 November 2017

Loan ends: 20 November 2020

 

National Heritage Centre for Horseracing & Sporting Art, Newmarket (LO.2018.7)

 

Loan commences: 1 November 2018

Loan ends: 11 May 2019

 

Oxford University Museum of Natural History (LO.2018.8)

 

Loan commences: 1 June 2018

Loan ends: 1 December 2018

 

Reason:

To enable the IBC collections to contribute to an exhibition in the East of England region as well as contributing to a national research project undertaken by a leading UK university

Wards affected: (All Wards);


19/04/2018 - Apologies for Absence ref: 422    Recommendations Approved (subject to call-in)

Decision Maker: Licensing & Regulatory Committee

Made at meeting: 19/04/2018 - Licensing & Regulatory Committee

Decision published: 05/06/2018

Effective from: 19/04/2018

Decision:

Apologies for absence were received from Councillors Cenci, Goldsmith and Wright.


19/04/2018 - Unconfirmed Exempt Minutes of Previous Meeting held on 30 November 2017 ref: 425    Recommendations Approved

Decision Maker: Licensing & Regulatory Committee

Made at meeting: 19/04/2018 - Licensing & Regulatory Committee

Decision published: 05/06/2018

Effective from: 19/04/2018


22/05/2018 - OD-18-01 Appointment of 1 Cornhill Architect ref: 439    Recommendations Approved

Ipswich Borough Council requires the services of an Architect to undertake design work for a town centre building refurbishment.

 

Following a restrictive procurement process through the Suffolk e sourcing system, three bids were received.

 

The most economically advantageous tender was received from the consultants Concertus for the value of £ 13,275.00

Decision Maker: Officer Decision

Decision published: 29/05/2018

Effective from: 22/05/2018

Decision:

To award the Contract to Concertus.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Alexandra;


11/05/2018 - OD/17/109 Immediate revocation of private hire vehicle drivers licence ref: 437    Recommendations Approved

 

A serious allegation was received that a private hire driver had failed to act in a civil and orderly manner giving rise to public safety issues.

Decision Maker: Officer Decision

Decision published: 15/05/2018

Effective from: 11/05/2018

Decision:

The private hire vehicle driver’s licence was revoked with immediate effect.

 

No alternative options were considered.

Wards affected: (All Wards);


09/05/2018 - OD/17/108 Suspension of vehicle licences ref: 436    Recommendations Approved

1 (one) private hire vehicle licences were immediately suspended.

 

Decision Maker: Officer Decision

Decision published: 09/05/2018

Effective from: 09/05/2018

Decision:

1 (one) private hire vehicle licences were immediately suspended because it was involved in a road traffic collision.

 

No alternative options were considered.

Wards affected: (All Wards);


03/05/2018 - OD/17/107 suspension of vehicle licences ref: 433    Recommendations Approved

1 (one) private hire vehicle licences were immediately suspended.

Decision Maker: Officer Decision

Decision published: 08/05/2018

Effective from: 03/05/2018

Decision:

1 (one) private hire vehicle licences were immediately suspended because it was involved in a road traffic collision.

 

No alternative options were considered.

Wards affected: (All Wards);


01/05/2018 - OD/17/106 Suspension of vehicle licences ref: 432    Recommendations Approved

3 (Three) private hire vehicle licences were immediately suspended.

Decision Maker: Officer Decision

Decision published: 03/05/2018

Effective from: 01/05/2018

Decision:

3 (Three) private hire vehicle licences were immediately suspended because half year vehicle tests were not submitted.

 

No alternative options were considered.

Wards affected: (All Wards);


26/04/2018 - OD/17/105 Appointment of Car Parks contractor ref: 431    Recommendations Approved

Ipswich Borough Council require to appoint a main contractor to carry out various car park repairs and resurfacing works at three IBC surface car parks.

 

After an open invite to tender was issued through the Council's electronic procurement system and initial interest from several contractors, only one contractor submitted a tender return.

 

Following a review by an external Quantity Surveyor and the IBC procurement team, the bid offered by Brooks and Wood Ltd. at a value of £ 140,952.00 is considered value for money and in line with the costs of other recent tenders.

Decision Maker: Officer Decision

Decision published: 30/04/2018

Effective from: 26/04/2018

Decision:

To award the contract to Brooks and Wood Ltd.

 

Reason: To deliver the car parks repair contract.

Wards affected: Alexandra; Gipping;


27/04/2018 - OD/17/104 Asbestos removal contractor ref: 430    Recommendations Approved

There is friable asbestos waste in the basement of one of the Council’s buildings that needs clearing / encapsulating in line with the Control of Asbestos Regulations (2012).

 

Bids were received from three specialist contractors, following a quote review by the project manager the most economically advantageous quote was offered by PA Group for a total fee of £14,282.00

Decision Maker: Officer Decision

Decision published: 30/04/2018

Effective from: 27/04/2018

Decision:

To award the Contract to PA Group.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Alexandra;


27/04/2018 - OD/17/103 Appointment of Demolition Contractor ref: 429    Recommendations Approved

The Council requires the demolition of a dilapidated town centre former Public House and has therefore tendered the works on the Councils electronic procurement system.

 

Bids were received from a total of nine demolition contractors, following a tender review by an external Quantity Surveyor and the Council’s procurement team the most economically advantageous tender was offered by Clarke Demolition Co. Ltd. (CDC).

 

CDC offered the most economically advantageous tender for a total fee of £39,369.00

Decision Maker: Officer Decision

Decision published: 30/04/2018

Effective from: 27/04/2018

Decision:

To award the Contract to CDC.

 

Reason: To enable works to proceed within given timescales.

Wards affected: Gipping;


27/04/2018 - OD/17/102 Immediate revocation of private hire vehicle drivers licence ref: 428    Recommendations Approved

A Private Hire Vehicle Driver suffered a medical episode that renders him unable to drive for 12 months.

Decision Maker: Officer Decision

Decision published: 30/04/2018

Effective from: 27/04/2018

Decision:

The driver does not meet the DVLA Group 2 medical standards of fitness to drive and therefore his private hire vehicle driver’s licence was revoked with immediate effect.

 

No alternative options were considered.

Wards affected: (All Wards);


17/04/2018 - OD/17/101 suspension of vehicle licence ref: 427    Recommendations Approved

1 (One) private hire vehicle licence was immediately suspended.

Decision Maker: Officer Decision

Decision published: 26/04/2018

Effective from: 17/04/2018

Decision:

1 (One) private hire vehicle licence was immediately suspended because it was involved in a collision leaving the vehicle un roadworthy.

 

No alternative options were considered.

Wards affected: (All Wards);


16/04/2018 - OD/17/100 Appointment of training provider ref: 426    Recommendations Approved

The Council requires “Resilience” training for some of its employees, and does not have the capacity to deliver this inhouse.

Decision Maker: Officer Decision

Decision published: 23/04/2018

Effective from: 16/04/2018

Decision:

Following a procurement process where three bids were received and evaluate, Oakwood Training has been selected as the provider. The cost of the training will be £20,000.

Wards affected: (All Wards);


11/04/2018 - OD/17/99 Chesterton Wall ref: 423    Recommendations Approved

The retaining wall at Chesterton Close has partially collapsed and is at risk of further collapse.

Decision Maker: Officer Decision

Decision published: 18/04/2018

Effective from: 11/04/2018

Decision:

Two decisions have been made:

 

1)    Given the urgency of the remedial work required to reduce the risk of further collapse and the consequential risks to persons and property, it is considered appropriate to waive contract standing orders on grounds of this urgency.

 

2)    To appoint Brooks & Wood Ltd, the contractor recommended by the Structural Engineer, at agreed rates to complete all the necessary remedial and upgrading works to this retaining wall. This would ensure that the work is completed in the quickest possible time.

Wards affected: Sprites;


16/04/2018 - OD/17/98 Temporary Closure of Bourne Park Play Area ref: 421    Recommendations Approved

The Play Area and Paddling Pool at Bourne Park are to be improved as part of the ongoing capital play equipment programme. This will involve new surfacing and play equipment being installed.

Decision Maker: Officer Decision

Decision published: 18/04/2018

Effective from: 16/04/2018

Decision:

To close the Play Area and Paddling Pool at Bourne Park from 21st April 2018 to 25st May 2018.

 

Reason:

To enable the works to be undertaken in the most safe, efficient and cost effective manner it will be necessary to close the Play Area and Paddling Pool for the duration of the works.

Wards affected: Bridge; Stoke Park;


17/04/2018 - OD/17/97 Suspension of vehicle licences ref: 420    Recommendations Approved

10 (Ten) private hire vehicle licences were immediately suspended.

Decision Maker: Officer Decision

Decision published: 18/04/2018

Effective from: 17/04/2018

Decision:

10 (Ten) private hire vehicle licences were immediately suspended because half year vehicle tests were not submitted.

 

No alternative options were considered.

Wards affected: (All Wards);


17/04/2018 - OD/17/95 Dock Street Highway Improvements ref: 418    Recommendations Approved

The Council holds funds provided in accordance with a legal agreement made under Section 106 of the Town and Country Planning Act 1990 from the developers of the development at 7-11 Great Whip Street, which allows for the expenditure of these funds to be used for improvements to Dock Street. Suffolk County Council (SCC) is the Highway Authority and has applied to the Borough Council for the use of some of these funds to make highway improvements to Dock Street. The application is for funding of £102,411.87.

 

Following consultation with the Portfolio Holder for Environment & Transport on the application, including the proposed design, the Council has now decided to approve the application by SCC and transfer the above stated sum to SCC for them to carry out the improvements.

 

The design approach is acceptable and the use of funding is as specified. The alternative option would be to not to provide the funding.

 

The Council proposes to transfer the funding to SCC as they are the Highway Authority and the Borough Council does not have the power to implement the proposed scheme of highway improvements or contract with any other third party to do so. As such, it is considered that the Council can, in this case, only use this funding for this purpose with one ‘supplier’ and also that this is the most economically advantageous option.

Decision Maker: Officer Decision

Decision published: 18/04/2018

Effective from: 17/04/2018

Decision:

To authorise the transfer to Suffolk County Council of £102,411.87 from the 7-11 Great Whip Street Section 106 (highways contribution) fund for a scheme of highway improvements on Dock Street, Ipswich.

Wards affected: Bridge;


17/04/2018 - OD/17/96 Residents Parking Scheme (Stoke Quay) ref: 419    Recommendations Approved

The Council holds funds provided in accordance with a legal agreement made under Section 106 of the Town and Country Planning Act 1990 from the developers of the development at 7-11 Great Whip Street [Stoke Quay], which allows for the expenditure of these funds to be used for a residents’ parking scheme.

 

The Council is aware of complaints from residents in the area about parking problems and considers it appropriate that a residents’ parking scheme is considered, but only wishes to see such a scheme proceed if it enjoys the support of the residents who it would affect. In order to accurately determine this, it is necessary for a potential scheme to be designed and consulted upon.

 

The creation of a residents’ parking scheme on the highway is something that only Suffolk County Council (SCC) as the Highway Authority and Traffic Authority are able to undertake.

 

Following consultation with the Portfolio Holder for Environment & Transport, the Council has now decided to transfer a sum of £80,164.75 from the above Section 106 fund to SCC in order for them to design a possible residents’ parking scheme and carry out a full public consultation on it. The funding can also be used to implement the proposals but this would be subject to the outcome of the public consultation.

 

The main alternative option would be not to use the funding for this purpose, but as doing so would help to resolve an identified parking problem, and as this is one of the specified uses of the funding and the deadline for determining the use of the funding has been reached, the decision is considered to be the most appropriate action to take.

 

As such, it is considered that the Council can, in this case, only use this funding for this purpose with one ‘supplier’ and also that this is the most economically advantageous option. The transfer of the funding would be subject to a legal agreement.

Decision Maker: Officer Decision

Decision published: 18/04/2018

Effective from: 17/04/2018

Decision:

In respect of the Stoke Quay area in Ipswich, to authorise the transfer to Suffolk County Council of £80,164.75 from the 7-11 Great Whip Street Section 106 (highways contribution) fund for the costs of designing and consulting upon a possible residents’ parking scheme and, subject to a public consultation, implementing such a scheme including any necessary legal costs.

Wards affected: Bridge;


09/04/2018 - OD/17/94 Highways Agency Extension ref: 417    Recommendations Approved

The Council has a highways agency agreement with Suffolk County Council (SCC) in order to provide the legal powers for the Council to undertake certain highway functions on SCC’s behalf and at their expense. These functions include verge maintenance, weed treatment, non-illuminated sign cleaning, footway winter gritting, and out of hours telephone call handling.

 

The highways agency agreement also provides the Council with legal powers to undertake certain other highways and transport functions at the Council’s own cost, including the provision of bus stops, bus stop clearway restrictions, pedestrian fingerposts, boundary signs and ‘sitting out’ licences.

 

The agreement expired on 31st March 2018 and it has been decided to extend it for one year to 31st March 2019 during which time a review is intended to be carried out regarding future arrangements from April 2019. Extending the agreement in this way will ensure that important public services continue to be provided and provide time for a more detailed review.

The only change to the scope of the agreement is to allow the Council to provide raised bus stop kerbs.

 

The agreement is made in accordance with powers contained in the Local Government Act 1972, the Local Government Act 2000 and The Local Authorities (Arrangements for the Discharge of Functions) (England) Regulations 2000 (as amended).

Decision Maker: Officer Decision

Decision published: 16/04/2018

Effective from: 09/04/2018

Decision:

To extend the highways agency agreement with SCC for the functions referred to above from 1st April 2018 to 31st March 2019.

Wards affected: (All Wards);


13/03/2018 - OD/17/93 Appointment of a gallery designer ref: 416    Recommendations Approved

Ipswich Borough Council require the services of a Gallery design specialist for the Ipswich Museum HLF project to produce indicative layouts of the proposed galleries and how they will be developed.

 

A decision has been made to re-appoint the gallery design specialists engaged for the previous bid to produce revised proposals based on the re-scoped project. This appointment has been made on the grounds of costs, expediency and continuity.

 

The requirement for competition within Contract Standing Orders has been waived following consultation with the Head of Finance and Revenues and the Head of Culture and Environment on the basis that this is economically in the best interests of the Council.

 

The contract value is for the sum of £15,000 plus VAT.

Decision Maker: Officer Decision

Decision published: 16/04/2018

Effective from: 13/03/2018

Decision:

1.To waive the requirement in Contract Standing Orders for a competitive purchasing process on the basis that this is economically in the best interests of the Council

 

2. To award the contract to Redman Design.

 

Reason: To provide gallery design services for the stage 1 HLF bid for the Ipswich Museum project.

Wards affected: Westgate;


13/03/2018 - OD/17/92 Appointment of an Architect ref: 415    Recommendations Approved

Ipswich Borough Council require a project architect for the Ipswich Museum HLF project to produce a ‘bid ready’ set of architectural proposals for the physical works to be carried out on the Museum building.

 

A decision has been made to re-appoint the architects engaged for the previous bid to produce revised proposals based on the re-scoped project. This appointment has been made on the grounds of costs, expediency and continuity.

 

The requirement for competition within Contract Standing Orders has been waived following consultation with the Head of Finance and Revenues and the Head of Culture and Environment on the basis that this is economically in the best interests of the Council.

 

The contract value is for the sum of £35,000 plus VAT.

Decision Maker: Officer Decision

Decision published: 16/04/2018

Effective from: 13/03/2018

Decision:

1.To waive the requirement in Contract Standing Orders for a competitive purchasing process on the basis that this is economically in the best interests of the Council

 

2. To award the contract to MICA Architects.

 

Reason: To provide architectural services for the stage 1 HLF bid for the Ipswich Museum project.

Wards affected: Westgate;


26/03/2018 - OD/17/91 Town Centre Shuttle Bus Service ref: 414    Recommendations Approved

The Borough Council’s Green Travel Plan (funded by staff parking charges) currently pays the full cost for the provision of a free to use town centre shuttle bus service (Service 37) and has done so since 31st July 2017 following the withdrawal of the previous service (Service 38) by Suffolk County Council (SCC) which was primarily funded by their Green Travel Plan. Service 37 has been funded by IBC on a trial basis and the trial period expires on 30th March 2018. A previous officer decision form (ref: OD/17/15) provides further details.

 

The trial service is considered to have been successful as usage averaged 181 passengers per day in 2017 with an average subsidy per passenger of £0.53 which is below the maximum amount (£3.00) usually considered acceptable by the Council. The service is considered to be important to the town centre retail economy. As such, a full competitive tender has been undertaken by SCC on IBC’s behalf for the service to operate for a three year period (with a three month break clause), but as the Borough Council’s Green Travel Plan is funding the full cost of the service, bids were sought from bus operators on the basis of the service operating from 12.00pm to 2.00pm Monday to Friday (excluding bank holidays) rather than 11.30am to 2.30pm as is the case with the current trial service. The service will continue to be free to use for anyone, including the general public with no changes to the existing route or frequency.

 

The lowest bid submitted to the competitive tender exercise was from Ipswich Buses Ltd at a rate of £64.40 per day, which equals approximately £16,300 per annum or £48,900 over a three year period and a decision has been made to accept this.

 

The main alternative option would be not to fund the service and let it cease without any form of replacement.

Decision Maker: Officer Decision

Decision published: 16/04/2018

Effective from: 26/03/2018

Decision:

In accordance with the Transport Act 1985 (as amended) and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 and 2004, to enter into a Service Subsidy Agreement with Ipswich Buses Ltd for the provision of a free to use shuttle bus service (Service 37) between Russell Road and the town centre between 12.00pm and 2.00pm Monday to Friday from Tuesday 3rd April 2018 to Friday 26th March 2021 (subject to a 3 month break clause).

Wards affected: Alexandra; Gipping;


29/03/2018 - OD/17/88 Suspension of driver licenses - Mandatory Training ref: 411    Recommendations Approved

19 (Nineteen) Private Hire Driver Licences were immediately suspended

 

1 (One)Combined hackney carriage and private hire driver licence suspended

Decision Maker: Officer Decision

Decision published: 05/04/2018

Effective from: 29/03/2018

Decision:

19 (Nineteen) Private Hire Driver Licences were immediately suspended because mandatory training was not completed.

 

1 (One)Combined hackney carriage and private hire driver licence suspended because mandatory training was not completed.

Wards affected: (All Wards);


03/04/2018 - OD/17/89 suspension of vehicle licences ref: 412    Recommendations Approved

3 (three) Private Hire Vehicle Licences were immediately suspended.

Decision Maker: Officer Decision

Decision published: 05/04/2018

Effective from: 03/04/2018

Decision:

3 (three) Private Hire Vehicle Licences were immediately suspended because half year vehicle tests were not submitted.

Wards affected: (All Wards);


29/03/2018 - OD/17/90 Temporary Closure of Wolsey Art Gallery ref: 413    Recommendations Approved

Ipswich Borough Council will be closing the Wolsey Art Gallery from Monday 23rd April – Tuesday 8th May 2018.

 

The Wolsey Art Gallery will reopen on Wednesday 9th May 2018

Decision Maker: Officer Decision

Decision published: 05/04/2018

Effective from: 29/03/2018

Decision:

The temporary gallery closure is required for the following reasons:

 

1. The Wolsey’s Angels exhibition will have come to an end.

2. The closure of the gallery is required to safely remove the collections we have on loan.

3. A number of artworks in the Ipswich Borough Councils collections will need to be rehung elsewhere in the gallery. Closure of the gallery will ensure the security of the artworks and museum staff at this time.

4. The rehang of works will accommodate approximately 70% of the floor area of the Wolsey Art Gallery so will require the allocated time to complete.

5. Temporary structures will be removed from the gallery as part of the redisplay. Closure of the gallery enables the removal of the temporary structures to be delivered efficiently and safely.

Wards affected: St Margaret's;


06/03/2018 - Declarations of Interest ref: 393    Recommendations Approved

Decision Maker: Executive

Made at meeting: 06/03/2018 - Executive

Decision published: 03/04/2018

Effective from: 06/03/2018

Decision:

Councillors M Cook and MacDonald, being employees of BT, declared a disclosable pecuniary interest in Agenda Item 13 (E/17/15 - Procurement of Replacement Wide Area Computer Network) and left the room during the consideration of this item.

 

Councillor Rudkin, whose spouse was an employee of BT, declared a disclosable pecuniary interest in Agenda Item 13 (E/17/15 - Procurement of Replacement Wide Area Computer Network) and left the room during the consideration of this item.

 

The Chief Executive, Mr Williams, declared a prejudicial interest in Agenda Item 26 (E/17/84 – Orwell Quay Option and Car Park Opportunity in Central Ipswich) as a director of the University of Suffolk and left the room during the consideration of this item.

 


06/03/2018 - E/17/74 Suffolk's Framework for Inclusive Growth ref: 394    Recommendations Approved

Decision Maker: Executive

Made at meeting: 06/03/2018 - Executive

Decision published: 03/04/2018

Effective from: 06/03/2018

Decision:

155.1   Councillor Ellesmere explained that the Suffolk Framework for Inclusive Growth had been developed as part of the collaborative work on devolution and had been funded from a Central Government ‘Transformation Challenge Award’. The framework highlighted the A14 corridor and the area around Ipswich as the key areas for economic growth and so it was an important document for Ipswich Borough Council.

 

It was RESOLVED:

 

a)        that the contents of the document entitled: Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 to the report) be noted;

 

b)           that the Plan at page 3 of the document entitled: Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 to the report) be supported as the appropriate plan for the strategic distribution of growth across Suffolk;

 

c)           that the document entitled: Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 to the report)  should be used to: (a) inform County-wide work on the use of ‘Pooled Business Rates’; (b) support and inform responses to third party consultations on growth and infrastructure; and, (c) support and prioritise - on a local and county-wide basis -  funding bids for infrastructure to the LEP and other bodies (be they national or regional);

 

d)           that future versions of Local Plans for Ipswich Borough have due regard to the contents of the document entitled: Suffolk’s Framework for Inclusive Growth – a Summary (Appendix 1 to the report) and the full AECOM report referred to at paragraph 1.5 of the report; and

 

e)           that the Chief Executive write to the other 7 Council’s in Suffolk to inform them of the Borough Council’s position (i.e. Recommendations 13.1 to 13.4 above).

 

Reasons: To make it clear as to the status to be given to the Suffolk’s Framework for Inclusive Growth, what it will be used for in the future and that the Council’s position should be appropriately communicated to the other councils in Suffolk.


26/03/2018 - OD/17/87 Sub-Compact Sweepers ref: 410    Recommendations Approved

Ipswich Borough Council requires two sub-compact sweepers, to provide enhanced Town Centre and footway sweeping.

 

Following a competitive procurement process, four quotations were returned and evaluated. The highest scoring tender was from Nilfisk Ltd at a total cost of £78,000.00p

Decision Maker: Officer Decision

Decision published: 29/03/2018

Effective from: 26/03/2018

Decision:

To purchase two Nilfisk sub-compact sweepers.

 

Reason

To provide an enhanced level of street cleansing on footways and within the town centre in the most safe, efficient and cost effective manner.

Wards affected: (All Wards);


20/03/2018 - OD/17/86 Pedestrian Sweepers ref: 409    Recommendations Approved

Ipswich Borough Council requires two pedestrian sweepers, to provide enhanced Town Centre cleansing.

 

Following a competitive procurement process, three quotations were returned and evaluated. The highest scoring tender was from Trafalgar Cleaning Equipment Ltd at a total cost of £35,834.00

Decision Maker: Officer Decision

Decision published: 29/03/2018

Effective from: 20/03/2018

Decision:

Decision

To purchase two pedestrian sweepers including a service contract from Trafalgar Cleaning Equipment Ltd.

 

Reason

To provide an enhanced level of street cleansing in the town centre in the most safe, efficient and cost effective manner.

Wards affected: Alexandra; St Margaret's; Westgate;


21/03/2018 - OD/17/85 RTPI Units ref: 408    Recommendations Approved

The Council holds funds provided in accordance with legal agreements made under Section 106 of the Town and Country Planning Act 1990 from the developers of the development at 7-11 Great Whip Street and the development at Griffin Wharf, and the agreements allow for the expenditure of these funds to be used for the provision of RTPI units to serve each of the sites.

 

The Council decided on 1st March 2018 (within officer decision form ref: OD/17/76) to use some of each of these Section 106 funds for the provision of RTPI units at the locations listed below, and also included for the provision of some advertising style bus shelters at several locations, including two of those listed below, and to relocate a planter at a bus stop on Duke Street, and placed a total cap on expenditure of £69,670. The decision also waived the requirement for competition within the Council’s Contract Standing Orders.

 

1. Vernon Street (inbound), adjacent to former Old Bell PH.

2. Vernon Street (inbound), adjacent to bus gate at junction with Wherstead Road.

3. Wherstead Rd (inbound), on approach to roundabout with Hawes Street.

 

The £69,670 figure referred to above relates only to the provision of the advertising style bus shelters and the purpose of this officer decision form is to authorise the expenditure of a sum of £30,000 with SCC for the three RTPI units and up to a maximum of £2,000 to relocate the planter at the bus stop on Duke Street.

 

The main alternative option would be not to provide the RTPI units. However, this would not support to the Council’s public transport objectives.

Decision Maker: Officer Decision

Decision published: 29/03/2018

Effective from: 21/03/2018

Decision:

DECISION: Further to officer decision ref: OD/17/76, to authorise the use of some of each of the above Section 106 funds – to a maximum value of £32,000 in total – to provide RTPI units (with and via SCC) at the bus stops listed above, and to relocate the planter at the outbound bus stop on Duke Street outside Travelodge Hotel.

Wards affected: Bridge;


28/03/2018 - OD/17/84 Cornhill condition survey appointment ref: 407    Recommendations Approved

Prior to repair and refurbishment works for 1 Cornhill (The old Post Office), IBC require the services of a conservation Architect to survey the building.

 

Quotes were received from Purcell and Nicholas Jacob Architects (NJA). One other Architect declined due to work commitments. These firms were approached due to their conservation/ heritage experience.

 

NJA offered the most economically advantageous tender for a total fee of £16,975.

Decision Maker: Officer Decision

Decision published: 29/03/2018

Effective from: 28/03/2018

Decision:

Decision: To award the Contract to NJA

 

Reason: To enable works to proceed within given timescales.

Wards affected: Alexandra;


19/03/2018 - OD/17/83 Whitehouse Road Contract ref: 406    Recommendations Approved

An open procurement process using Suffolk e-sourcing was undertaken for the alteration and single storey extension at 17 Whitehouse Road IP1 5LS.

 

Five contractors expressed an interest and accepted the invitation to tender.

Decision Maker: Officer Decision

Decision published: 26/03/2018

Effective from: 19/03/2018

Decision:

All five submitted compliant bids, the successful contractor’s bid was £41,794.00. Bids were evaluated on cost and quality, the successfully bidder achieved a quality score of 23.25%, giving a combined cost and quality score of 83.25%.

 

The contractor has provided a complete tender submission and was able to demonstrate they had the technical expertise to undertake the works.

Wards affected: (All Wards);


22/03/2018 - OD/17/82 Suspension of private hire vehicle driver's licence ref: 405    Recommendations Approved

A driver informed the Council that he had been disqualified from driving by the Magistrates’ Court.

Decision Maker: Officer Decision

Decision published: 23/03/2018

Effective from: 22/03/2018

Decision:

A requisite of having a Private Hire Vehicle Driver’s licence is that the holder also has a DVLA Driving Licence therefore his Private Hire Vehicle Driver’s licence was immediately suspended.

Wards affected: (All Wards);


16/03/2018 - OD/17/81 Appoint B W for trenching ref: 404    Recommendations Approved

Ipswich Borough Council require to procure a contractor to undertake trench and cable ducting works along Princes St in preparation for a UKPN connection. This will facilitate the increased power demand for the Cornhill redevelopment.

 

Three companies were asked to quote for the works against the specification. Two companies declined to tender for the works. Brooks and Wood provided a quote to the value of £37,110.00. This price has been checked by an independent Quantity Surveyor and is deemed good value for money.

Decision Maker: Officer Decision

Decision published: 19/03/2018

Effective from: 16/03/2018

Decision:

Decision: To award the Contract to Brooks and Wood.

 

Reason: To deliver the construction works on site.

Wards affected: Alexandra;


15/03/2018 - OD/17/80 GI survey MSCP ref: 403    Recommendations Approved

Ipswich Borough Council are required to undertake a ground investigation in order to assess the ground conditions for the construction of a multi storey car park at Princes Street.

 

Four Geoenvironmental Consultancies have quoted for the service in accordance with the ground investigation brief. The most economically advantageous bid was provided by Harrison group Ltd. To the value of £11,995.20

Decision Maker: Officer Decision

Decision published: 19/03/2018

Effective from: 15/03/2018

Decision:

Decision: To award the Contract to Harrison Group.

 

Reason: Harrison Group demonstrated the best value for money and a competitive lead in time for works to commence.

Wards affected: Gipping;


06/03/2018 - OD/17/79 Appoint Castons for SEP ref: 402    Recommendations Approved

Ipswich Borough Council require to appoint a Lead Consultant for the development of infrastructure at Sproughton Enterprise Park.

 

After an invite to tender was issued under the NHS Shared Business Services Framework Agreement, Castons Chartered Surveyors submitted the most economically advantageous bid.

 

The contract value is for the sum of £90,450.

Decision Maker: Officer Decision

Decision published: 19/03/2018

Effective from: 06/03/2018

Decision:

Decision: To award the contract to Castons Chartered Surveyors.

 

Reason: To provide Infrastructure Consultancy Services


13/03/2018 - OD/17/78 Mini Excavator ref: 401    Recommendations Approved

Purpose:

Ipswich Borough Council requires a mini-excavator, along with a trailer and buckets (associated equipment) in order to deliver the capital play equipment programme.

 

Following a competitive procurement process, three quotations were returned and evaluated. The highest scoring tender was from Ben Burgess & Co at a total cost of £24,019.70.

Decision Maker: Officer Decision

Decision published: 15/03/2018

Effective from: 13/03/2018

Decision:

Decision:

To purchase a mini-excavator and associated equipment from Ben Burgess & Co

 

Reason:

To enable the digging element of capital play equipment programme to be delivered in the most safe, efficient and cost effective manner.

Wards affected: (All Wards);


14/02/2018 - OD/17/77 Cornhill Marketing Agency ref: 400    Recommendations Approved

As part of the Cornhill redevelopment project, Ipswich Borough Council (IBC) required a communications and marketing agency experienced in retail marketing to support us during the period of works to help attract and retain footfall, support growth in retail and leisure spend, and ensure a positive message is promoted that Ipswich is Open.

 

The work includes design of hoarding which is to be erected around the construction site and a PR campaign to attract new shoppers and visitors to Ipswich as part of an integrated marketing campaign.

 

This appointment has been out to tender for which there were 4 tender returns. The highest scoring tender was from Pier Marketing who will be able to provide an all-inclusive approach for marketing, PR and design work for £60,000 plus VAT.

 

Pier will subcontract the manufacture and installation of the hoarding panels to Hudson Signs at a value of £15,000 plus VAT.

Decision Maker: Officer Decision

Decision published: 15/03/2018

Effective from: 14/02/2018

Decision:

Decision: To award the Contract to Pier Marketing.

 

Reason: To be able to deliver the project in a timely and cost efficient manner.

Wards affected: Alexandra;


01/03/2018 - OD/17/76 Bus shelter (Advertising Style) ref: 399    Recommendations Approved

As part of its wider objectives to encourage the usage of public transport, the Council provides a number of bus shelters in various locations across Ipswich and supports the provision of Real Time Passenger Information (RTPI) units by Suffolk County Council (SCC).

 

The Council also has a legal agreement with Clear Channel UK Ltd (who trade as Adshel) for the provision, by them, of advertising style bus shelters and this was the subject of a previous competitive tendering exercise.

 

The Council has now decided to use some of each of these Section 106 funds for the provision of new bus shelters and/or RTPI units at the locations listed below.

 

1. Duke Street (outbound), outside Travelodge Hotel (includes the relocation of the existing planter to the opposite side of the hotel car park entrance at an estimated maximum cost of £500) – new bus shelter.

2. Vernon Street (inbound), adjacent to former Old Bell PH – new bus shelter and RTPI unit.

3. Vernon Street (inbound), adjacent to bus gate at junction with Wherstead Road – RTPI unit

4. Hawes Street (outbound), on approach to roundabout with Wherstead Road – new bus shelter.

5. Wherstead Rd (inbound), on approach to roundabout with Hawes Street – new bus shelter & RTPI unit.

The main alternative option would be not to provide the bus shelters and/or RTPI units. However, this would not support to the Council’s public transport objectives.

 

In respect of the proposed bus shelter on Duke Street, a consultation with the Travelodge Hotel was undertaken owing to the close proximity that the shelter would have to their building, but no objections were received. The permission of SCC as Highway Authority for the new bus shelters and the relocation of the planter on Duke Street has been sought and obtained. The RTPI units will be installed by SCC and so no permission has been sought from them for this.

 

On this occasion, the Council proposes to purchase advertising style bus shelters from Clear Channel UK Ltd at a cost of up to £69,670 (includes installation & electric connection) and for these to be incorporated within the legal agreement with them as, in the long-term, the income generated to the Council will be greater than the additional cost incurred (funded via s106 monies) to install the shelters.

Decision Maker: Officer Decision

Decision published: 15/03/2018

Effective from: 01/03/2018

Decision:

DECISIONS:

To authorise the use of some of each of the above Section 106 funds – to a maximum value of £69,670 in total – to provide RTPI units (with and via SCC), to relocate the planter at the bus stop on Duke Street, and, in accordance with the Local Government (Miscellaneous Provisions) Act 1953 and subject to advertising consent, to fund new advertising style bus shelters provided by Clear Channel UK Ltd in all cases at the bus stops listed above; and to, having regard to previous market testing, the restrictions on the use of the s106 funding and the level of cost per shelter, to waive the requirement for competition within the Council’s CSOs.

Wards affected: Bridge; Holywells;


14/03/2018 - OD/17/74 Creative Screen Sector Consultancy ref: 398    Recommendations Approved

Ipswich Borough Council requires consultancy services to undertake a sector development study for the screen industries in Ipswich.

 

An open tender was issued and there were three tender returns from regional and national companies to provide the specified services to IBC.

 

The highest scoring tender was from Nordicity who achieved the highest score on the quality element of the evaluation process and were also the most economically advantageous tender.

 

The contract value is for £14,575 plus VAT.

Decision Maker: Officer Decision

Decision published: 14/03/2018

Effective from: 14/03/2018

Decision:

Decision: To award the contract to Nordicity for the above value (£14,575 plus VAT).

 

Reason: To provide an evidence based approach to foster and develop the creative screen sector in Ipswich, establishing Ipswich as a creative screen industry cluster.

Wards affected: (All Wards);


07/02/2018 - OD/17/75 Consultant for Museum HLF ref: 397    Recommendations Approved

Ipswich Borough Council require an Interpretation and Activity consultant for the Museum HLF project to complete the HLF application form and to outline activity and business plan documents. Outcomes of this will include:-

 

·         Audience engagement and plans to increase visitors, that will include the learning and participation elements.

 

·         Interpretation plans for the protection of building, both the fabric and services, as well as the internal layout.

 

Following a quotation process, Julia Holberry Associates, achieved the highest score and were therefore the most economically advantageous tenderer.

 

The contract value is for the sum of £13,850 plus VAT.

Decision Maker: Officer Decision

Decision published: 14/03/2018

Effective from: 07/02/2018

Decision:

Decision: To award the contract to Julia Holberry Associates.

 

Reason: To provide interpretation and activity services for the stage 1 HLF bid for the Ipswich Museum project.

Wards affected: Westgate;


05/03/2018 - OD/17/73 AQ source apportionment study ref: 395    Recommendations Approved

Environmental Protection require a contractor to carry out a source apportionment and transport intervention study as part of producing the new Air Quality Action plan, to meet the legal duty on the Council under the Environment Act 1995.

 

A competitive tender process was held and evaluated. The tender demonstrating a high level of technical experience, appropriate methodology, economic viability and project timeframes was accepted.

The contract is for a one off study to be undertaken during Spring 2018 utilising available budget within Environmental Protection for 2017/18, this is for the sum of £14,150 (Ex VAT).

Decision Maker: Officer Decision

Decision published: 14/03/2018

Effective from: 05/03/2018

Decision:

Decision:

To appoint WSP UK Ltd

 

Alternative options conceded and why rejected:

The possibility of undertaking this work in-house was rejected as the team do not currently have the capacity or resources to carry out the work.

 

List of background papers:

Declaration of air quality management areas Executive report E/17/31

Wards affected: (All Wards);


01/03/2018 - OD/17/71 Immediate Suspension of a Private Hire Vehicle Licence ref: 392    Recommendations Approved

A Private Hire Vehicle was presented for a half year test at the Council’s approved garage and the garage identified 3 faults with the vehicle which rendered it un-roadworthy.

Decision Maker: Officer Decision

Decision published: 05/03/2018

Effective from: 01/03/2018

Decision:

The vehicle licence was suspended with immediate effect.

 

No alternative options were considered.

Wards affected: (All Wards);


05/03/2018 - OD/17/72 suspension of private hire vehicle licence ref: 391    Recommendations Approved

A Private Hire Vehicle licence was presented for a half year test at the Council’s approved garage and the garage identified a fault with the vehicle which rendered it un-roadworthy.

Decision Maker: Officer Decision

Decision published: 05/03/2018

Effective from: 05/03/2018

Decision:

The vehicle licence was suspended with immediate effect.

 

No alternative options were considered.

Wards affected: (All Wards);


21/02/2018 - OD/17/70 Tender for Tyre Fitment and Supply ref: 389    Recommendations Approved

The procurement of another three year contract for tyre fitment and supply needs to be approved.

 

The requirements will have been subject to a commercial tender, the results of which will be reported with recommendations.

Decision Maker: Officer Decision

Decision published: 21/02/2018

Effective from: 01/03/2018

Decision:

Following the tendering process, it is proposed to award the 3-year contract for 2018-2021 to Supplier A as identified in exempt Appendix 1.

 

Reason: Two bids were received and assessed. Supplier A (as identified in exempt Appendix 1) was considered the best bid when assessed against published criteria.

 

 

Lead officer: Ondraya Plowman


15/02/2018 - OD/17/69 Architect Appointment ref: 388    Recommendations Approved

 

Ipswich Borough Council is due to refurbish an existing redundant care home into a Homeless Family Unit during 2018.

To deliver the project, the Council needs to appoint a lead consultant (Architect) to deliver the scheme.

This appointment has been out to tender for which there were 6 tender returns.

The highest scoring tender was from Nick Jacob Architects who will be able to provide an all-inclusive lead consultancy and architectural services, inclusive of contract administration, planning and building control fees and M&E advisory services for £58,015.

 

Decision Maker: Officer Decision

Decision published: 15/02/2018

Effective from: 15/02/2018

Decision:

 

Decision: To award the Contract to Nick Jacobs Architects.

 

Reason: To be able to deliver the project in a timely and cost efficient manner.

 

Wards affected: Rushmere;


07/02/2018 - OD-17-68 contaminated land assessments ref: 387    Recommendations Approved

Environmental Protection require a contractor to carry out contaminated land assessments of sites identified to meet the legal duty on the Council as part of the Contaminated land strategy.

 

A competitive tender process was held and the most economically advantageous tender was accepted. The contract is for a period of 3 years utilising £15,000 p.a. from the existing budget.

 

Alternative options conceded and why rejected

The possibility of undertaking this work in-house was rejected as the team do not currently have the capacity or resources to carry out the work.

Decision Maker: Officer Decision

Decision published: 08/02/2018

Effective from: 07/02/2018

Decision:

To appoint Environmental Protection Strategies LTD

Wards affected: (All Wards);


01/02/2018 - OD-17-67 suspension of vehicle licences ref: 386    Recommendations Approved

2 (two) Private Hire Vehicle Licences were immediately suspended because half year vehicle tests were not submitted.

 

No alternative options were considered.

Decision Maker: Officer Decision

Decision published: 05/02/2018

Effective from: 01/02/2018

Decision:

2 (two) Private Hire Vehicle Licences were immediately suspended because half year vehicle tests were not submitted.

 

Wards affected: (All Wards);


09/01/2018 - E/17/61 Customer Access Strategy ref: 380    Recommendations Approved

Decision Maker: Executive

Made at meeting: 09/01/2018 - Executive

Decision published: 29/01/2018

Effective from: 09/01/2018

Decision:

130.1. Councillor Ross commented that the report did not sufficiently promote the excellent work which the Customer Services Team had done to improve customer access. By December 2017, 10,000 people had signed up to MyIpswich; that number had been the target for the whole financial year. Councillor Ross noted that face to face contact was expensive to provide, however, the Council was committed to keeping it available for those who needed to use it. More Phones, PCs and a Scanning Station for public use had been introduced into the Customer Services Centre which, as well as encouraging people to try out forms of contact which were cheaper for the Council and often better for residents, experience from other local authorities suggested would be vital for the roll out of Universal Credit. Councillor Ross highlighted that the support of other services in the Council had been essential in making the changes to Customer Services effective.

 

130.2. The Customer Services Operations Manager reported that the previous Customer Access Strategy had put in place good foundations for accessing services digitally, and had led to many processes being streamlined. The new Strategy built on these successes, with even deeper integration of services, and would also prepare the Council for the impacts of the Homelessness Reduction Act and Universal Credit.

 

130.3. Councillor Ellesmere commented that this new Customer Access Strategy was important for both the Council and for residents and added that the Council remained committed to allowing residents to contact the Council face to face and by phone.

 

It was RESOLVED:

 

That Executive notes the progress and current position of Customer Access across Ipswich Borough Council and adopts the Customer Access Strategy 2018 to 2021 as recommended in Option 2 of the report.

 

Reason:  To give a corporate direction to the future development of customer services across Ipswich Borough Council.

Wards affected: (All Wards);


25/01/2018 - OD-17-66 Installation of new or replacement bus shelters ref: 385    Recommendations Approved

As part of its wider objectives to encourage the usage of public transport, the Council provides, in its own right, a number of bus shelters in various locations across Ipswich and also provides, on behalf of Suffolk County Council, bus stops, bus stop clearway restrictions and associated infrastructure. The Council receives a number of requests for the provision of new bus shelters and holds a waiting list of such sites.

 

The Council has now decided to provide a number of new or replacement bus shelters at the locations listed below, including various associated infrastructure where relevant.

 

1. Hawthorn Drive, near junction with Bunting Road – replacement of existing bus shelter.

2. Hawthorn Drive, outside Chantry Clinic – provision of new bus shelter and area of hardstanding.

3. Prince of Wales Drive, outside Halifax School – replacement of existing bus shelter.

4. Maidenhall Approach, outside Gwent House (near junction with Pembroke Close) – replacement of existing bus shelter.

5. Maidenhall Approach, near junction with Belstead Avenue – replacement of existing bus shelter and provision of new area of hardstanding.

6. Lindbergh Road, outside no. 129 (opposite Malcolm Road) – provision of new bus shelter with bus stop clearway restriction.

7. Renfrew Road, outside no. 81, near junction with Aberdeen Way – provision of new bus shelter, area of hardstanding and bus stop clearway restriction.

8. Renfrew Road, outside no. 78 – provision of new bus shelter, area of hardstanding and bus stop clearway restriction.

 

The main alternative option would be not to provide the bus shelters (except at the bus stop listed on Lindbergh Road where the provision is a planning condition relating to the nearby housing development on Malcolm Road).

 

Where new bus shelters are being installed at bus stops that do not currently have a bus shelter, a consultation has been undertaken with affected residents and businesses and no written objections have been received. The permission of Suffolk County Council as Highway Authority has been sought and obtained. The procurement of the bus shelters and necessary civil engineering works have been the subject of a competitive tender exercise.

Decision Maker: Officer Decision

Decision published: 29/01/2018

Effective from: 25/01/2018

Decision:

In accordance with the Local Government (Miscellaneous Provisions) Act 1953, to install new or replacement bus shelters with associated infrastructure at the bus stops listed above.

Wards affected: Bridge; Priory Heath; Rushmere; Sprites;


17/01/2018 - OD-17-65 Immediate Suspension of Hackney Carriage Vehicle Licence ref: 384    Recommendations Approved

4 (four) hackney carriage vehicle licences were immediately suspended

Decision Maker: Officer Decision

Decision published: 22/01/2018

Effective from: 17/01/2018

Decision:

4 (four) hackney carriage vehicle licences were immediately suspended because half year vehicle tests were not submitted.

 

No alternative options were considered.

Wards affected: (All Wards);


10/01/2018 - OD-17-64 Professional University Fees ref: 383    Recommendations Approved

The Council supports professional training at Anglia Ruskin University for three Officers who were appointed to professional career grade posts to allow them to study for qualifications relevant to their job and career path.

Decision Maker: Officer Decision

Decision published: 17/01/2018

Effective from: 10/01/2018

Decision:

The total cost is £13,875 per annum for the three officers.

Wards affected: (All Wards);


09/01/2018 - OD-17-63 suspension of vehicle licence ref: 381    Recommendations Approved

Immediate Suspension of Private Hire Vehicle Licence

Decision Maker: Officer Decision

Decision published: 11/01/2018

Effective from: 09/01/2018

Decision:

1 (one) private hire vehicle licences were immediately suspended because the vehicle proprietors had failed to submit valid insurance details.

Wards affected: (All Wards);


05/01/2018 - OD-17-62 CCTV Wireless Survey ref: 379    Recommendations Approved

That Lever Technology Group to be appointed as the company to carry out a CCTV wireless survey of the Town, provide a specification of works needed and a post implementation audit. 3 competitive quotations were sought from wireless survey providers. Scoring on cost, quality and proven experience, Lever Technology Group scored highest.

 

In preparation of procuring a Service Provider or consortium of Service Providers for the delivery of a fit for purpose, and legally compliant Borough wide CCTV system upgrade, IBC needs to first complete a CCTV wireless survey to confirm feasibility of digital coverage and to determine what requirements and specifications are actually required.

 

The current CCTV maintenance contract has been extended till January 2019 ( see earlier decision notice). This provides a timeframe for procuring a new provider for an upgraded CCTV system. Before any of the works can be completed a Wireless survey is required to determine the current infrastructure in the Town. This will allow for IBC to understand what wireless connectivity we currently have and will inform the work and specification required for the procurement of an upgraded system.

 

Do nothing was rejected as an option because this would not deliver the anticipated operational savings and improved performance expected from this upgrade.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 05/01/2018

Decision:

The Lever Technology Group quote is the most competitively priced at £37,855 and have proven experience in delivery, which minimises this risk and is economically in the best interests of the Council. In addition this company gains no advantage as they would not be able to bid for the CCTV upgrading work.

Wards affected: (All Wards);


05/01/2018 - OD-17-61 Bus Service 13 Subsidy ref: 378    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council of a number of changes to their commercially operated bus services, which will take effect from 18th February 2018. This includes the withdrawal of the last journey of the day, Monday to Saturday, at 23:00 on Service 13, which serves the Chantry area of Ipswich via Hawthorn Drive.

 

The Council has decided to fund the continuation of this service for a 4 ½ year period. The cost for this is £4,041 per annum and will be arranged directly with the operator of the service, Ipswich Buses Ltd, via a service subsidy agreement made under the provisions of the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended).

 

The main alternative option would be not to subsidise the journey in question.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 05/01/2018

Decision:

In accordance with the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended), to enter into a service subsidy agreement with Ipswich Buses Ltd to provide the bus service referred to in this form from 18th February 2018 to 25th September 2022 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

Wards affected: Alexandra; Gipping; Sprites;


05/01/2018 - OD-17-60 Bus Service 9 – Subsidy ref: 377    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council of a number of changes to their commercially operated bus services, which will take effect from 18th February 2018. This includes the withdrawal of the last journey of the day, Monday to Saturday, at 23:10 on Service 9, which serves the Whitton and Castle Hill areas of Ipswich via Norwich Road and also includes the route of Service 10.

 

The Council has decided to fund the continuation of this service for a 4 ½ year period. The cost for this is £4,118 per annum and will be arranged directly with the operator of the service, Ipswich Buses Ltd, via a service subsidy agreement made under the provisions of the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended).

 

The main alternative option would be not to subsidise the journey in question.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 05/01/2018

Decision:

In accordance with the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended), to enter into a service subsidy agreement with Ipswich Buses Ltd to provide the bus service referred to in this form from 18th February 2018 to 25th September 2022 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

Wards affected: Castle Hill; St Margaret's; Westgate; Whitehouse; Whitton;


05/01/2018 - OD-17-59 Bus Service 8 Subsidy ref: 376    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council of a number of changes to their commercially operated bus services, which will take effect from 18th February 2018. This includes the withdrawal of the last journey of the day, Monday to Saturday, at 23:00 on Service 8, which serves the Whitehouse area of Ipswich via Bramford Road.

 

The Council has decided to fund the continuation of this service for a 4 ½ year period. The cost for this is £4,118 per annum and will be arranged directly with the operator of the service, Ipswich Buses Ltd, via a service subsidy agreement made under the provisions of the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended).

 

The main alternative option would be not to subsidise the journey in question.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 05/01/2018

Decision:

In accordance with the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended), to enter into a service subsidy agreement with Ipswich Buses Ltd to provide the bus service referred to in this form from 18th February 2018 to 25th September 2022 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

Wards affected: Westgate; Whitehouse;


05/01/2018 - OD-17-58 Bus Service 5E ref: 375    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council of a number of changes to their commercially operated bus services, which will take effect from 18th February 2018.

 

This includes a change to the Monday to Saturday evening services currently provided by Service X5 (Heath Road Hospital via Foxhall Road) and Service 6A (Heath Road Hospital via Sidegate Lane and Renfrew Road). These services will be replaced at these times by new service 5E but this will not operate at 22:55 so the current last journeys of the day are being withdrawn.

 

The Council has decided to fund the continuation of a bus service for these areas as Service 5E for a 4 ½ year period. The cost for this is £4,118 per annum and will be arranged directly with the operator of the service, Ipswich Buses Ltd, via a service subsidy agreement made under the provisions of the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended).

 

The main alternative option would be not to subsidise the journey in question.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 05/01/2018

Decision:

In accordance with the Transport Act 1985 and The Service Subsidy Agreements (Tendering) (England) Regulations 2002 (both as amended), to enter into a service subsidy agreement with Ipswich Buses Ltd to provide the bus service referred to in this form from 18th February 2018 to 25th September 2022 inclusive but subject to the Council being able to withdraw from the agreement with 3 months notice.

Wards affected: Alexandra; Bixley; Holywells; Rushmere; St John's;


04/01/2018 - OD-17-57 Bus Service Changes by Ipswich Buses Ltd ref: 374    Recommendations Approved

Ipswich Buses Ltd have recently informed the Council of a number of changes to their commercially operated bus services, which will take effect from 18th February 2018. This includes the withdrawal of:

 

* Service 14, which operates between the town centre and the Gippeswyk Park area.

* Service 12 after approximately 20:00. This service operates between the town centre and the Cambridge Drive part of the Chantry estate.

* All services on Sundays after approximately 20:00.

 

The Council has decided to request Suffolk County Council (SCC) to carry out a competitive tendering process on the Council’s behalf and, subject to the results of that process and assuming no changes by other bus operators to their commercially operated bus services, to enter into the necessary number of Service Subsidy Agreements with the relevant bus operator(s) to provide replacement services for the bus services above for a 4 ½ year period.

 

In respect of Sunday evenings, the following services will be replaced:

i) Service 2 – in order to serve Ravenswood

ii) Service 5E – Foxhall Road and then to also cover the Rushmere estate

iii) Service 8 – Whitehouse via Bramford Road

iv) Service 9 – Whitton/Castle Hill via Norwich Road. This also covers the route of Service 10

v) Service 12 – Chantry (Cambridge Drive)

vi) Service 13 – Chantry

vii) Service 15 – as far as Thorington Park via Maidenhall and Stoke Park

viii) Service 15A or 66 – Dickens Road and London Road corridor.

 

The main alternative option would be not to subsidise the services in question.

 

The Council has also decided to enter into Service Subsidy Agreements with Ipswich Buses Ltd to replace the last journeys at approximately 23:00, Monday to Saturday, on services 5E, 8, 9 and 13 but these are covered by separate officer decision forms.

 

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 04/01/2018

Decision:

To maintain bus services subject to appropriate procurement processes being followed.

 

To request SCC to carry out a competitive tendering exercise in accordance with the Transport Act 1985 and, subject to the results of that tender and any possible changes to other commercially operated bus services, to enter into the necessary number of Service Subsidy Agreements with the relevant bus operator(s) to provide the bus services referred to in this form, with such variations to the timetable, route, frequency and fare structure as are considered appropriate, from 18th February 2018 to 25th September 2022 inclusive but subject to the Council being able to withdraw from any one or more of the agreements with 3 months notice.

Wards affected: (All Wards);


08/01/2018 - OD-17-56 Loan of objects from the Ipswich Borough Council collections ref: 373    Recommendations Approved

This decision relates to two extensions of existing loans and three new loan requests.

 

Leighton House Museum, London (LO.2011.14)

 

Pompeian tripod table, late 19th century.

 

This loan commenced in October 2011 and was renewed in October 2014 for a further three-year period. The decision is for an extension of the loan for a further three years to October 2020.

 

Leighton House Museum is a prestigious central London venue. It was the home and studio of the Victorian artist Frederic Lord Leighton and has been a museum since 1929. The table is on display in the Arab Hall, one of the principal exhibition spaces at the venue. Leighton House Museum.

 

The National Horseracing Museum, Newmarket (LO.2015.2)

 

Jan Wyck ‘Hawking Party’, c.1700, oil on canvas (R.1935-304)

 

This loan commenced in April 2016 and is currently for a two-year period until April 2018. The decision is to extend the loan from 1st April 2018 for a further two year period.

 

British Museum (Dept. of Britain, Europe & Prehistory) (LO2018.04)

 

This request is for a group of approximately 470 artefacts which were found in the late 1940s and early 1950s in several gravel pits at Barnham Heath, south of Thetford. The excavations were undertaken by Basil Brown on behalf of Ipswich Museum.

 

the Brecklands Palaeolithic Project would like to borrow the Barnham Heath artefacts for a new technological and typological study.

 

The results of the research would be made available to Ipswich Museum and would enhance our current documentation of this site.

 

Time and Tide Museum of Great Yarmouth Life (LO2018.05)

John Constable (1776 – 1837)

 

·         ‘Brighton Beach, study’, 1825, ink and wash (R.1925-112)

·         ‘The Windmill’, undated, pencil drawing (R.1940-26.1)

 

This loan request is for a temporary exhibition, ‘Changing Tides: Visions of a Norfolk Coast’ at one of the ten sites operated by Norfolk Museums Service (NMS).

 

Both works are in good condition. Neither have previously been out on loan as far as is known.

 

The Munnings Art Museum, Dedham (LO2018.06)

Sir Alfred Munnings (1878 – 1959)

“H.M. King George V on his pony ‘Jock’ at Sandringham”, 1937, oil on canvas (R.1936-350)

 

This loan request is for a temporary exhibition which celebrates the 250th anniversary of the Royal Academy of which Munnings was president from 1944-49. One of the themes of the exhibition will be aspects of power and patronage.

Decision Maker: Officer Decision

Decision published: 08/01/2018

Effective from: 08/01/2018

Decision:

The following are to be loaned:

 

Leighton House Museum, London (LO.2011.14)

Pompeian tripod table, late 19th century.

Loan commences: 31 October 2017

Loan ends: 31 October 2020

 

 

The National Horseracing Museum, Newmarket (LO.2015.2)

Jan Wyck ‘Hawking Party’, c.1700, oil on canvas (R.1935-304)

Loan commences: 1 April 2018

Loan ends: 1 April 2021

 

 

British Museum (Dept. of Britain, Europe & Prehistory) (LO2018.04)

470 Prehistoric artefacts from Barnham Heath

Loan commences: 1 April 2018

Loan ends: 30 September 2018

 

 

Time and Tide Museum of Great Yarmouth Life (LO2018.05)

John Constable (1776 – 1837)

·         ‘Brighton Beach, study’, 1825, ink and wash (R.1925-112)

·         ‘The Windmill’, undated, pencil drawing (R.1940-26.1)

Loan commences: 26 May 2018

Loan ends: 9 September 2018

 

 

The Munnings Art Museum, Dedham (LO2018.06)

Sir Alfred Munnings (1878 – 1959)

“H.M. King George V on his pony ‘Jock’ at Sandringham”, 1937, oil on canvas (R.1936-350)

Loan commences: 1 March 2018

Loan ends: 5 November 2018

Wards affected: (All Wards);


03/01/2018 - OD-17-55 Appointment of a Clerk of Works for the Cornhill regeneration scheme ref: 372    Recommendations Approved

Ipswich Borough Council require a Clerk of Works for the Cornhill regeneration project to monitor the contractor and ensure the works on site meets the high standard of quality demanded for this prominent town centre public realm scheme.

 

After an open tender was issued to Clerk of Works consultancies, four quotations were returned.

 

The winning consultant, John Burke Associates, achieved the highest score on the quality element of the evaluation process and were also the most economically advantageous tenderer.

Decision Maker: Officer Decision

Decision published: 05/01/2018

Effective from: 03/01/2018

Decision:

Decision: To award the contract to John Burke Associates. The contract value is for the sum of £18,400 plus VAT.

 

Reason: To provide Clerk of Work services for the duration of the Cornhill regeneration scheme.

Wards affected: Alexandra;


28/12/2017 - OD-17-51 Bus Service 14 ref: 371    For Determination

Ipswich Buses Ltd operate a bus service (Service 14) between Ipswich town centre and the Gippeswyk Park area. Changes made in September 2016 meant that this service only operated 3 return journeys per day on Saturdays, which operated 2 hours apart. The Council became aware of complaints from members of the public that this level of service was insufficient and therefore in December 2016 the Council decided (via a previous officer decision form – 23.12.2016) to subsidise an additional 3 return journeys per day on Saturdays so as to result in an hourly service between approximately 10am and 3pm. This was to run on a trial basis for 6 months at a cost to the Council of £145 per day of operation. The Council further decided (via a previous officer decision form – 26.6.2017) to extend the trial of these additional 3 journeys for up to another 6 months.

 

The Council has now been informed by Ipswich Buses that it intends to cease the operation of Service 14 from 18th February 2018. As such, it has been decided to further extend the provision of these additional 3 journeys for another seven Saturdays so that the period of operation of the Council’s subsidy of these specific journeys will coincide with the operation of the rest of this service.

 

The main alternative option would be not to subsidise the additional journeys. Whilst there is a financial cost to the Council of subsidising bus services which has to be taken into account, in this case the Council’s policies on encouraging the use of sustainable transport are considered to justify the subsidy of the specific journeys for this bus service on the basis stated.

Decision Maker: Officer Decision

Decision published: 04/01/2018

Effective from: 28/12/2017

Decision:

To enter into a Service Subsidy Agreement with Ipswich Buses Ltd in respect of Service 14 for the provision of an additional 3 return journeys per day on Saturdays for a further period of seven Saturdays from 6th January 2018 to 17th February 2018 inclusive.

Wards affected: Gipping; Sprites;


12/12/2017 - OD-17-54 Gipping House roof repair ref: 370    Recommendations Approved

Part of the main roof at the Council’s operational depot, Gipping House, required substantial repair to ensure the building was watertight.

Decision Maker: Officer Decision

Decision published: 03/01/2018

Effective from: 12/12/2017

Decision:

An order was placed with the most economically advantageous tender that was received in the sum of £54,400.00. The cost to the Council is £44,400.00 due to a contribution by a third party.

 

Alternative options considered and why rejected

There was no alternative options considered as the roof needed repairing to ensure the building was weather proof and safe for ongoing use

Wards affected: Gipping;


22/11/2017 - OD-17-53 Appointment of Videcom to carry out one year’s maintenance work (CCTV) ref: 369    Recommendations Approved

A 12 month CCTV maintenance contract has been awarded to the existing supplier to enable Ipswich Borough Council the time needed to undertake a full review of the current system and a competitive procurement process.

 

The contract award has been made under section 3.2 as it is economically in the best interests of the Council.

 

Videcom has provided this service for the last 15 years but are nearing the end of the contract period allowed within their initial contract.

 

Current expenditure for provision of these services is circa £30k per annum.

Decision Maker: Officer Decision

Decision published: 03/01/2018

Effective from: 22/11/2017

Decision:

Decision: To approve the appointment of Videcom for the purposes of maintaining the current CCTV system run by Ipswich Borough Council.

 

Reason: To enable a full evaluation of options to upgrade from an analogue to a digital system.

Wards affected: (All Wards);


20/12/2017 - OD-17-52 Contract with Wilks Head & Eve ref: 368    Recommendations Approved

 

 The DCLG require each local authority to provide an estimate of their Non-Domestic Rates income for the 2018/19 financial year. This forecast includes a section to record the potential losses from rateable value appeals.

 

 

The SRP partners (Ipswich, Babergh & Mid Suffolk) have appointed Wilks Head and Eve to undertake a forensic analysis of the current 2017 rating list to provide a forecast on the potential losses from appeal.

 

Contract Standing Orders have been waived in line with the constitution because the cost for Ipswich would be less than the £10k limit. It also ensures a continued consistent approach to providing an appeal provision across SRP and avoids the added costs of undertaking a procurement exercise for the 3 authorities.

 

Decision Maker: Officer Decision

Decision published: 03/01/2018

Effective from: 20/12/2017

Decision:

Decision: To approve the appointment of Wilks Head & Eve.

 

Reason: To provide an analysis of the potential losses on Non-Domestic rateable value appeals for Ipswich Borough Council, Babergh District Council and Mid Suffolk District Council

Wards affected: (All Wards);


14/12/2017 - OD-17-50 Sproughton Enterprise Park – Demolition Works ref: 366    Recommendations Approved

Ipswich Borough Council Executive originally approved the appointment of GBM Demolition Ltd on 5th September 2017, to undertake the necessary demolition works at the site. The scheme was to be funded from the existing budget within the 2017/18 capital programme.

 

Following commencement of demolition works there is significantly more contaminated materials to be removed than anticipated. The additional costs is estimated to be £136,000.00.

 

The value is below the threshold for a Key Decision.

Decision Maker: Officer Decision

Decision published: 18/12/2017

Effective from: 14/12/2017

Decision:

Decision: To waive contract standing orders.

 

Reason: The utilisation of the existing contractor on site is the most expedient way to deal with an urgent health and safety issue.

 

Decision: To appoint GBM Demolition Ltd at an additional spend of up to £136,000.00.

 

Reason: It is necessary to remove the contaminated waste from the site as a matter of urgency. Failure to undertake the removal works will result in silo demolition works halting on site, contractor demobilisation, existing mechanical plant being removed from site and extension of the contract period and additional costs to the Council.


13/12/2017 - OD-17-49 Revocation of Hackney Carriage Driver’s Licence ref: 365    Recommendations Approved

A hackney carriage driver informed the Council of an illness. As a result of the illness he did not meet the DVLA Group 2 medical standards of fitness to drive.

Decision Maker: Officer Decision

Decision published: 13/12/2017

Effective from: 13/12/2017

Decision:

His hackney carriage driver’s licence was revoked in the interest of public saftey.

Wards affected: (All Wards);


29/11/2017 - OD-17-48 Ipswich Waterfront Innovation Centre - Revenue Grant ref: 364    Recommendations Approved

Ipswich Waterfront Innovation Centre (IWIC) supports the Ipswich Borough Council Economic Strategy and Implementation Plan’s focus on jobs and skills in Ipswich. In particular, to support innovation and business growth.

 

On 17th September 2013 the updated Implementation Plan to accompany the Ipswich Economic Strategy 2012 -2026 was adopted by Executive.

 

13.3 That Executive authorises the Head of Development and Public Protection, in consultation with the Portfolio Holder for Planning and Economic Development, to negotiate and approve all final project delivery plans associated with the adopted Implementation Plan where this can be done in accordance with his existing delegations, Contract Standing Orders and Procurement rules and providing the amounts for each project shown in Appendix 1 are not exceeded.

 

Appendix 1, the implementation plan, allocated £120K revenue for the Innovation Centre. IWIC completed refurbishment in October 2016 the IWIC manager and supporting staff were appointed in full in 2017.

Decision Maker: Officer Decision

Decision published: 04/12/2017

Effective from: 29/11/2017

Decision:

Decision

Ipswich Borough Council will invest £120,000 over three years to contribute to the revenue costs of IWIC (circa £150Kp.a)

 

Reason for Recommendation

There is an allocated budget of £120K in Economic Development to support the revenue costs of IWIC. The PH and Leader of the Council are supportive of the proposal.

Wards affected: (All Wards);


28/11/2017 - OD-17-47 Appointment of supplier for Electric charging points ref: 363    Recommendations Approved

Ipswich Borough Council requires a provider of electric vehicle charging points to enable delivery of car park projects.

 

Following a procurement exercise, an ESPO framework contract will be utilised (#ESPO 636) to provide the supply of the equipment.

 

The framework adheres to all public procurement regulations, the supplier being used is JoJu Solar.

Decision Maker: Officer Decision

Decision published: 04/12/2017

Effective from: 28/11/2017

Decision:

Decision: To approve the appointment of JoJu solar suing the ESPO framework.

 

Reason: To enable construction of the development.

 

The contract cost to IBC is £29,700.00p plus VAT.

Wards affected: St Margaret's;


03/11/2017 - OD-17-46 Falcon Street Traffic Queues – Enforcement Funding ref: 362    Recommendations Approved

 

 Officers are aware that on Saturdays in the run up to Christmas the demand for parking in the Buttermarket Shopping Centre car park exceeds the supply, approximately between about 10am and 3pm, and this results in people unlawfully causing an unnecessary obstruction of the road as they queue on Falcon Street waiting to get into the car park. This is causing a very significant delay to other traffic, especially buses, which frustrates the transport policies of both the Council and Suffolk County Council (SCC) in respect of wanting to encourage the use of public transport.

 

Decision Maker: Officer Decision

Decision published: 27/11/2017

Effective from: 03/11/2017

Decision:

 

Following discussions with representatives of the police, Ipswich Buses, First Eastern Counties Buses, SCC and the Buttermarket Shopping Centre, it has been agreed that, as a short-term measure, the Council and SCC will equally share the cost of funding the provision of two Police Community Support Officers (PCSOs) from 10am to 3pm on Saturdays in this location to address this issue up to and including 23rd December 2017.

 

The total cost will not exceed £3,200 (so £1,600 to the Borough Council). This is dependent on the availability of PCSOs at these times so the actual cost may be less than this.

 

An alternative option of using civilian enforcement was considered as this would cost less but was considered unsuitable as only the police can require drivers not to queue on the highway.

 

The Borough Council’s share of this funding can be met through the Public Transport Initiatives budget.

 

Wards affected: Alexandra;


16/11/2017 - OD-17-45 Revocation of Hackney Carriage Driver’s Licence ref: 361    Recommendations Approved

 

 A Hackney Carriage driver informed the Council of an illness. As a result of the illness he did not meet the DVLA Group 2 medical standards of fitness to drive.

 

Decision Maker: Officer Decision

Decision published: 27/11/2017

Effective from: 16/11/2017

Decision:

His hackney carriage driver’s licence was revoked in the interest of public safety.

Wards affected: (All Wards);


09/11/2017 - OD-17-44 Appt of Employers Agent for Cauldwell Hall Rd ref: 360    Recommendations Approved

Ipswich Borough Council requires a specialist Employers agent company to provide suitable project supervision, Quantity Surveyor and contractual administration services, for the proposed social housing development at the old No. 79 Cauldwell Gospel hall church site in Cauldwell Hall road in Ipswich.

 

Following an open tendering exercise and the return quotations from local and national companies, to provide the necessary services to IBC, eighteen quotes were returned and evaluated for the provision of the specified services.

 

The Second lowest supplier (Hyams QS Ltd.) achieved the Highest cumulative assessment mark (60% cost and 40% quality) and are an experienced & established local Employers Agent company with recent knowledge in the field of Social housing developments, including direct contracts for IBC.

Decision Maker: Officer Decision

Decision published: 27/11/2017

Effective from: 09/11/2017

Decision:

 

 Decision: To approve the appointment of Hyams QS Ltd.

 

 The contract cost to IBC is £17,150.00p plus VAT for the services required.

 

Wards affected: St John's;


02/11/2017 - OD-17-43 Periodic Test & Inspection of Electrical Installations (Fixed Wire) ref: 359    Recommendations Approved

Ipswich Borough Council requires an Electrical Contractor to undertake Periodic Test & Inspection of Electrical Installations (Fixed Wire) at various Ipswich Borough Council properties.

 

Following a competitive procurement process, two quotes were returned and evaluated for the provision of the Periodic Test & Inspection of Electrical Installations (Fixed Wire).

Decision Maker: Officer Decision

Decision published: 03/11/2017

Effective from: 02/11/2017

Decision:

Decision: To approve the appointment Electrical Contractor.

 

The winning Contractor was Optimum Controls Services Ltd who was the most economically advantageous tenderer.

 

The contract value is £19,201.50 plus VAT per year, one year with possibility of being extended for up to two years in increments of 12 months, subject to performance.

 

Wards affected: (All Wards);


01/11/2017 - OD-17-42 Gutter and Drain Clearance Contract for Ipswich Borough Council ref: 358    Recommendations Approved

Ipswich Borough Council requires a specialist Contractor to undertake routine gutter and drain clearance at various Ipswich Borough Council properties.

 

Following a competitive procurement process, four quotes were returned and evaluated for the provision of the routine gutter and drain clearance services.

Decision Maker: Officer Decision

Decision published: 02/11/2017

Effective from: 01/11/2017

Decision:

Decision: To approve the appointment specialist gutter and drain clearance Contractor.

 

The winning Contractor was Drain Doctor – East Anglia who was the most economically advantageous tenderer.

 

The contract value is £25,100.00 plus VAT per year, for one year with the possibility of being extended for up to two years in increments of 12 months, subject to performance and further officer decisions.

Wards affected: (All Wards);


01/11/2017 - OD-17-41 Condition survey of Ipswich Museum roof. ref: 357    Recommendations Approved

Ipswich Borough Council requires a condition survey of Ipswich Museum roof finishes and structure.

 

Following a competitive procurement process, two quotes were returned and evaluated for the provision of the condition survey.

Decision Maker: Officer Decision

Decision published: 02/11/2017

Effective from: 01/11/2017

Decision:

Decision: To approve the appointment Consultant.

 

The winning Consultant was Hilary Brightman Conservation Architect who was the most economically advantageous tenderer.

 

The contract value is £11,978.52 plus VAT for the undertaking of condition survey and production of survey documentation.

 

Wards affected: Westgate;


01/11/2017 - OD-17-40 Condition survey of Crown Pools. ref: 356    Recommendations Approved

Ipswich Borough Council requires a condition survey of Crown Pools fabric and structure (including mechanical and electrical items) together with costed planned maintenance schedule.

 

Following a competitive procurement process, three quotes were returned and evaluated for the provision of the condition survey.

Decision Maker: Officer Decision

Decision published: 02/11/2017

Effective from: 01/11/2017

Decision:

The winning Consultant was NPS Property Consultants Ltd who was the most economically advantageous tenderer.

 

The contract value is £40,710.00 plus VAT for the undertaking of condition survey and production of survey documentation.

 

Decision: To approve the appointment Consultant.

 

 

Wards affected: Westgate;