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Agenda Pack (information) for Town Council meeting 7.9.20

Agenda Item 8a) Request from Sarum West Primary Care Network for temporary (portacabin) Hot Clinic to be locatd in Salisbury Street Car Park until end May 2021

 

MERE TOWN COUNCIL – PROPOSAL FOR A COLLABORATIVE HEALTH FACILITY

 

INTRODUCTION

 

Sarum West Primary Care Network (PCN) consists of General Practices to the West of Salisbury.  It includes:

  • Courtyard Surgery
  • Mere Surgery
  • Tisbury Surgery
  • Hindon Surgery
  • The Orchard Partnership (Wilton, Fovant, Cherry Orchard Surgery Codford, Shrewton)
  • Silton Surgery
  • Sixpenny Handley Practice (Sixpenny Handley, Broadchalke)

 

During to COVID pandemic, groups of practices have been encouraged to work together to minimise the risk of COVID patients passing on the virus within their own surgeries.

Up until now, Mere Surgery has used rooms within its building to provide a secure place away from the rest of the surgery, to see patients with possible infection.  They have shared this facility with 3 other practices in the group: Tisbury, Hindon and Silton.  However, now that we know that the pandemic is not going to be over soon, it is not possible for them to sustain losing clinical space on an ongoing basis.

There is widely expected to be a second wave of infection during the autumn/winter of 2020/21.  This is likely to be the peak influenza season and also when the usual coughs, colds and chest infection incidence is also at its peak.  It is likely to be very difficult to differentiate these patients in order to prevent cross infection, if they attend their usual surgery premises.  The Government, our Clinical Commissioning Group and the Wessex Local Medical Committee all agree that this scenario is very likely.

 

PROPOSAL

The PCN would like to use external facilities, separate from any of the member practices for the period September 2020 to May 2021. This could be sited alongside Mere Surgery building, where the Breast Screening Clinic is hosted.

The practices that will use the facility are those who currently use the Hot Clinic – that is Mere Surgery, Tisbury, Silton and Hindon.  It is expected that patients from Courtyard Surgery, Sixpenny Handley Practice and the Orchard Partnership, will continue to see their own patients, or join with other practices more locally, to share facilities.

 

The process is still under consideration by the group, but is likely to be:

  1. Those patients who are suspected as having COVID will be sent for testing immediately and told to self-isolate.
  2. Patients who can be managed at home, without the need to be seen by a GP, will be given equipment to monitor themselves at home with daily follow-up by telephone from a GP.
  3. Any positive COVID patients, will be monitored at home and visited there if necessary. If, even with home monitoring and care at home, they deteriorate, GPs will consider sending them to hospital.
  4. Any patients who are not thought to have COVID, but who after having been triaged by a GP, need a face to face consultation, would be asked to come to the Hot Clinic facility. They would be booked into a face to face appointment with a GP at the hub. At the facility there will be a patient toilet and two consulting rooms. Patients will be given clear information about what to do and what not to do.  They will be told to stay in their cars, until called by the GP, to use the patients’ toilet on site and leave immediately after the consultation.
  5. The clinics would probably be held in the afternoons.
  6. Rough estimates, based on last year’s figures of consultations for the types of infection that might need to be seen, eg tonsillitis, upper respiratory tract infections, influenza with other complications etc, would mean that an afternoon clinic of 2 – 3 hours would be sufficient: this would equate to about 80 patients a month.

 

This will:

  • Allow all practices to direct patients with infective symptoms – influenza, colds, coughs or other respiratory infections to a place where the risk of infecting other patients is minimal
  • Allow practices to keep their usual surgery premises working at maximum capacity for non-infective patients, ensuring the smallest risk of cross infection
  • Allow patients to be seen in the safest place, as being smaller the facility will be easier to decontaminate in between patients
  • Release room capacity back to Mere surgery for routine work
  • Release room capacity back to other member practices, who have currently put ‘Hot’ rooms in place in their practices, to see possible infective patients

 

A survey of the site has shown that:

  • the 8 parking spaces immediately to the left-hand side of the building, abutting the side wall of the surgery, would allow for a facility as shown overleaf. This position is where the breast screening unit usually stays.
  • the facility would be able to use the Wi-fi connection at the surgery so that patient notes from whichever practice they belong to, would be available to the staff working at the hub
  • external power and drainage are easily available, reducing the cost of the project for the local health economy.
  • parking would be available immediately outside the hub, meaning that patients would be taken directly into the hub on arrival, limiting the amount of time they are in the vicinity
  • a patient toilet included in the design, means that the public toilets in the car park would not be used by patients.

 

We are confident as we can be with the current knowledge about COVID, that we can ensure the least possible risk of infection to other car park users by using this site.  Indeed, it will improve the safety of patients using Mere Surgery considerably, by having this external hub for consulting with patients already deemed to be needing a face to face consultation.

 

REQUEST

We hope that the Town Council feel able to support this beneficial new facility, given the information above.

 

We are happy to answer any questions before your next meeting on September 7th, should that be helpful.

 

 

Hilary Jenkins                                                  Dr Fiona Dawe

(Project Manager, Sarum West PCN)              (Clinical Director, Sarum West PCN)

 

Agenda Item 7b) – To consider draft Procurement Policy

 

DRAFT PROCUREMENT POLICY

 

Legal context

 

In the context of local councils, “procurement” is the process by which they award contracts to third parties (frequently individuals or companies) to provide goods, services or to undertake works.  A procurement process is designed to source the most suitable contractors based on factors such as cost and their knowledge, experience, quality, capability, and financial standing.

 

A procurement exercise by a local council is subject to the requirement in s.135 of the Local Government Act 1972 (“the 1972 Act”) and the Public Contracts Regulations 2015 (“the 2015 regulations”).  These legal requirements are summarised in the table below.

 

Contract value (net of VAT) Legal requirements Legal requirements Legal requirements
The Council’s standing orders required by s.135 of the 1972 Act (and financial regulations) The Contract Finder website and other light touch rules in the 2015 Regulations Complex requirements in the 2015 Regulations
Low value contracts (in England only, this means up to £25,000) ü X X
All contracts over £25,000 but below the threshold below (England only) ü ü X
Public service or supply contract over £189,330 or public works contract over £4,733,252

(current EU procurement thresholds)

ü

Use of the Contract Finder website (see paragraph 12 to 17 below)

ü

Follow most complex procedure (see paragraphs 18 to 22)

 

This policy aims to give effect to and comply with Section 135 of the Local Government Act 1972 and the Public Contracts Regulations 2015. The Council is guided by the National Association of Local Councils Legal Topic Note 87 (January 2016)

 

The purpose of this policy The purpose of this policy is to provide guidance on the factors that will be taken into account when purchasing goods and services. The Council follows the NALC’s Procurement Toolkit published in April 2015 and its own internal financial regulations and standing orders.

 

  1. Introduction

 

1.1. Every Contract by the Council or person acting on its behalf shall comply with this Procurement Policy, the Town Council’s Standing Orders and Financial Regulations. These regulations cover, amongst other things: the number of quotations to be sought and the tendering procedures

 

1.2. The purpose of this policy is to provide guidance on the factors that will be taken into account when purchasing goods and services.

 

1.3. A Contract is an agreement between the Council and an individual or organisation for the individual or organisation to provide works, goods or services (including the engagement of consultants) for which the Council will provide consideration. The following contracts are exempt from the requirements of these rules: contracts relating solely to disposal or acquisition of land; employment contracts and individual agency contracts for the provision of temporary staff.

 

1.4. Persons involved in the awarding of a Contract on behalf of the Council must ensure that the best value for money is obtained. Before commencing a procurement, it is essential that the authorised person leading the procurement has identified the need and fully assessed the options for meeting those needs. The best use of purchasing power shall be sought by aggregating purchases wherever possible.

 

1.5. Exceptions from any of the following provisions of these Contract Procurement Rules may be made under the direction of the Council where they are satisfied that the exception is justified in special circumstances. Every exception and reason therefore shall be recorded.

 

  1. Local contractors preferred

 

2.1. The Council recognises the benefits to the economy of using local businesses and will seek out local contractors and suppliers wherever possible, subject to Para 12 below.

 

  1. Competence of contractors and due diligence

 

3.1. The Council shall only enter into a contract with a supplier if it is satisfied as to the supplier’s suitability, eligibility, financial standing and technical capacity to undertake the contract by carrying out appropriate due diligence.

 

3.2. All contractors and suppliers working on Council sites will be required to comply with the Council’s Health & Safety policy and any rules specific to the site of operation, for example Cemetery Regulations. Provision of suitable risk assessments and method statements will be a condition of all such contractors.

 

3.3. The Council requires all contractors working on Council sites and projects to maintain adequate insurance, including but not limited to Public Liability insurance for £10 million.

 

  1. Equality and sustainability

4.1. The Council recognises the importance of sustainability and will take into account the environmental, social and economic impacts of its purchasing decisions.

 

4.2. The Council recognises its duty to protect biodiversity under Section 40 of the Natural Environment and Rural Communities (NERC) Act 2006. To meet this duty the Council will wherever possible purchase products that protect biodiversity, for example peat-free compost.

 

4.3. The Council will, wherever possible, purchase goods that meet international Fairtrade standards (or similar).

 

  1. Prompt payment of invoices

 

5.1. The Council understands the importance of paying suppliers promptly and will wherever possible settle accounts within a maximum of 30 days, or earlier, by agreement. In order to comply with current legislation all payments (apart from petty cash payments) are made by BACS transfer or cheque.

 

  1. Pre-approval of contractors

 

6.1. In respect of contracts that may be exempt from the Public Contracts Regulations 2015[1] , the Council needs to have access to pre-approved contractors to supply routine services or who can be called on to provide emergency services, including but not limited to:

  1. a) Electricians
  2. b) Plumbers
  3. c) General builders
  4. d) Glaziers
  5. e) Grass and hedge cutting contractors
  6. f) Grave diggers
  7. g) Groundworkers
  8. h) Locksmiths
  9. i) Plant hirers
  10. j) Play equipment repairers
  11. k) Plumbing and heating engineers
  12. l) Tree surgeons
  13. m) vehicle and machinery service engineers
  14. n) sign makers
  15. o) fuel and oil suppliers

 

6.2. Contractors wishing to be included on the Council’s register of approved contractors will be required to complete a registration form (See Appendix A).

 

6.3. The register of approved contractors will be reviewed periodically.

 

  1. Best value & Local Rules

 

7.1. Normally the Council will accept the quotation, estimate or tender that provides best value for money, however, the Council is not obliged to accept the lowest of any tender, quotation or estimate, but must give valid reasons for not doing so.   “Best Value” will be defined as a balance of price, quality of product and supplier services.

 

7.2 The Council will operate a transparent procurement process in accordance with its Financial Regulations and Standing Orders for Contracts.

 

7.3  The Council will purchase locally wherever possible and where best value can be satisfied.

 

7.4  In evaluating “best value”, the past record of the supplier will be taken into account.

 

  1. Purchases on account

 

8.1. The Council maintains monthly accounts with suppliers of regular purchases. All purchases on Council accounts may only be made by authorised Council officers who must be provided with a receipt.

 

  1. Specifications

 

9.1. Enquiries and invitations to Tender shall be based on a written specification. The specification shall adequately describe the requirement procedure in sufficient detail to enable effective procurement in accordance with these rules.

 

  1. Contracts below £5,000

 

10.1. While not obliged to seek competitive tenders for works below £5,000, where there are opportunities for competitive savings, 2 quotations shall be sought (subject to Para 7 above).

 

  1. Contracts between £5,000 and £25,000

 

11.1. Written quotations must be sought by not less than three individuals or organisations that could undertake the contract.

 

  1. Contracts above £25,000

 

12.1 A public notice must be made setting out particulars of the contract and inviting persons interested to apply, within a period of not less than 10 days, for opportunity to tender.

 

12.2. After the expiration of the period specified in the public notice, invitations to Tender shall be sent to not less than four individuals or organisations that could undertake the contract (or, if fewer than four apply, to those that are suitable)

 

12.3. Tenders to be submitted and opened in accordance with Para 14 below.

 

12.4. Contract Procedure Rules 8 and 9 shall not apply to the following but wherever possible, alternative quotations shall be obtained:

  1. a) Purchase by auction or at public fairs
  2. b) Contracts involving special technical, scientific or artistic knowledge
  3. c) Contracts comprising spare or replacement parts of existing machinery or plant or repairs to such machinery or plant
  4. d) Urgent situations as agreed with the Chairman of the Council where the Council is put at significant risk or significant costs could be incurred by not taking urgent remedial action.

 

12.5. Every written contract shall specify:

  1. a) The work, materials, matters or things to be furnished, had or done:
  2. b) The price to be paid, with a statement of discounts or other deductions (if any); and
  3. c) The time or times within which the contract is to be performed.

 

12.6. Every contract which exceeds £25,000 and is either for the execution of work or the supply of goods or materials shall provide for payment of liquidated damages by the contractor in case the terms of the contract are not performed.

 

12.7. Contracts over the value of £25,000 shall comply with Articles 109 to 114 of the Public Contracts Regulations 2015 as explained in NALC Legal Topic Note 87 regarding the advertising of contracts and the use of the ‘contract finder’ website.

 

  1. Submissions of Tenders: submission procedures for contracts above £25,000.

 

13.1. Where an invitation to tender is made, such invitation to tender shall state the general nature of the intended contract and the Responsible Financial Officer shall obtain the necessary technical assistance to prepare a specification in appropriate cases. The invitations shall in addition state that tenders must be addressed to the Responsible Financial Officer in the ordinary course of post. Each tendering firm shall be supplied with a specifically marked envelope in which the tender is to be sealed and remain sealed until the prescribed dates for opening tenders for the contract.

 

13.2. The tenders shall be kept in the custody of the appropriate nominated person until the time and date specified for their opening.

 

13.3. Tenders shall be opened by the Responsible Financial Officer in the presence of at least one councillor. Tenders shall be date stamped and signed on all pages containing price information.

 

13.4. Quotations and tenders may be received electronically provided they are kept in a separate secure folder under the control of the Responsible Financial Officer which is not to be opened until the deadline has passed for receipt of tenders.

 

  1. Acceptance of Quotations and Tenders

 

14.1. The tender that offers best value to the Council shall be accepted. Each tender shall be evaluated for the price and quality to ascertain the most economically advantageous tender. Local companies should be encouraged to apply.

 

14.2. For procurements over £25,000 the questions and scoring systems used shall be written before tenders are received. The basis of this exercise shall be explained in any invitation to tender documentation.

 

14.3. Where the authorised person considers it in the best interest of the Council he/she may negotiate with the tenderers whose tenders are being considered for acceptance. No negotiation on contracts whose value is in excess of £25,000 can take place without reference to the Chairman of the Council. Any negotiations which would distort competition is expressly forbidden.

 

14.4. Arithmetical errors found in any tender when checking shall be dealt with as follows: the tenderer shall have the error pointed out to them and be offered the opportunity to stand by their original tender, or their corrected tender, or withdraw it.

 

  1. Signing and Sealing of Contracts

 

15.1. Every successful quotation/tender shall be accepted in writing, provided that contracts as the Solicitors to the Council shall determine shall be set out in a formal contract document.

 

  1. Nominated Sub-Contractors and Suppliers

 

16.1. Where a sub-contractor or supplier is to be nominated to a main contractor, the procurement of the services of the sub-contractor or supplier shall be subject to these Contract Procedure Rules.

 

  1. Contracts Record

 

17.1. A record of all contracts in excess of £25,000 in value placed by the Council shall be kept by the Clerk. This record shall specify for each contract the name of the contractor, the works to be executed or the goods or services to be supplied, the contract value and the contract period. This is the responsibility of the appointed person authorising the contract to ensure that an accurate record is maintained.

 

  1. Contract Management

 

18.1. For contracts exceeding £25,000, project management shall be practised management, using industry agreed project management framework and standards as appropriate to the work being undertaken (for example, but not limited to, PRINCE2, PMI, RIBA, RICA). Suppliers will be expected to demonstrate their Project Management competency and qualifications.

 

  1. Contract Variations

 

19.1. Any necessary instructions to vary a contract shall be made in writing by the Clerk or persons responsible for supervising the contract. Where a variation occurs during the currency of the contract that is material and cannot be met from within the original contract sum an immediate report shall be made to the Council who shall decide what further action is necessary.

 

  1. Bonds, Guarantees and Insurances

 

20.1. For procurement projects where the spend is greater than £25,000 consideration must be given as part of the pre-qualification assessment and evaluation process as to whether a performance bond and/or parent company guarantee (if applicable) shall be required from the successful tenderer.

20.2. Consideration must be given as to the appropriate type (employee liability, public liability, professional indemnity, etc.) and level of insurance requirements for each contract.

 

  1. Termination of contracts

 

21.1. The Council reserves the right to terminate any contract immediately for any of the following reasons: Termination for Cause – where a supplier commits a material breach of the agreement to deliver services, or fails to deliver agreed services, in the agreed timeframe without a plan to address the failings.

 

  1. Compliance with other relevant legislation.

 

22.1. In cases where any law, statutory instrument of Government regulation is found to be at variance with any section of this policy, then that shall be applied and this document shall be amended accordingly.

 

  1. Status of this policy

 

23.1. This policy was approved in ?????????????? and will be monitored and reviewed by the Council or a  periodically, or in response to changes in legislation.

 

 

 

Adoption of Policy    – Date ………………………………………  Minute Reference……………..

 

Review before             Date ……………………………………..

 

 

Agenda Item 5a) Re-allocation of Road Space – letter from Cllr. Bridget Wayman to CATG Members

 

Dear CATG Member

Re-allocation of Road Space

I thought it would be helpful to write to you to update you on the current position regarding the Reallocation of road space project. An initial announcement was made by central government on 9th May in relation to the reallocation of road space with local authorities being asked to identify and deliver schemes that gave greater priority to pedestrian and cyclists. In response you will recall that the Council formed multidisciplinary teams of officers for each community area tasked with identifying potential locations where action would be helpful. In addition, members of the public, stakeholders, partners and other organisations were invited to put forward their own suggestions. All suggestions were subject to assessment in line with government guidance to identify a priority list for design and implementation. At that early stage there was an assumption that funding for the delivery of all the identified schemes would be provided by the Department for Transport through their Emergency Active Travel Fund Further information from the Department for Transport (DfT) was received on the 29th May and the 10th July indicating that the funding would be released in two tranches, the first for pop up cycling schemes on routes that offer an alternative to using public transport and the second for meaningful schemes that reallocate road space to cyclists and pedestrians with a clear level of segregation or closure to traffic. Indicative funding levels for Wiltshire were £227,000 for tranche 1 and £908,000 for tranche 2. A bid for the tranche 1 funding was successful and the identified schemes are in the process of being delivered. A bid for the tranche 2 funding is currently being put together and will be submitted in early August. In addition to the Emergency Active Travel Fund the government has also made funding available through its Reopening the High Streets Safely Fund, for which the Council has received £449,858. We have been able to use some of this for highway purposes but there are clear and strict requirements on the use of this funding which must relate directly to the need to support local business recovery. 11 August 2020 Cabinet Office County Hall Bythesea Road Trowbridge Wiltshire BA14 8JN Our Ref: BW/LY/E20077 What has become clear is that there is no readily available funding stream for the delivery of the smaller scale ‘pop up’ social distancing measures of which we have had many requests. I therefore propose to allow the Community Area Transport Group’s (CATG’s) to use the Discretionary Highways budgets allocated to them to fund social distancing schemes if they so wish. It will be for the groups to consider and prioritise social distancing schemes alongside other received requests. In order to facilitate this, I have asked the engineering staff that support the CATG’s to share the list of approved suggestions and restart the wider CATG activities. Whilst it is disappointing that a separate funding stream is not currently available for social distancing schemes the Council will continue to seek alternative funding for this, but in the meantime the CATG’s should consider whether any of the identified schemes are priorities to implement with their own funding.

 

Yours sincerely

Cllr Bridget Wayman Cabinet Member – Highways, Transport & Waste

 

[1] S135 (3) gives Councils the power to exempt contracts below £25,000 from a tendering exercise (see also NALC LTN 87 – Para 9)

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