Cabinet, at its meeting on 22 January 2020, resolved to:

Delegate authority to the Director of Housing, in consultation with the Cabinet Member for Affordable Housing; the Head of Financial Services/Section 151 Officer; and the Council’s Monitoring Officer, to enter into agreement for the award of grant, contractual arrangement and/or spend, for the provision of additional affordable housing in perpetuity, using Retained Right to Buy Receipts or Recycled Capital Grant funding.

This delegation is now within the remit of the Executive Director (Communities and People).

Purchase of 3 x one-bedroomed flats (18 A, B and C) at Trafford Road, Headington for a total sum of £600,000, to be let as affordable housing properties.

OCC will acquire the freehold upon completion of the purchase of all three flats.

Cabinet, on 10 November 2021, resolved to:

1.     Delegate authority to the Executive Director for Communities, in consultation with the Cabinet Member for Citizen Focused Services, the Head of Financial Services and Head of Law & Governance, to conduct the procurement and award of new Telephony contracts for five years (3+2) using the [Crown Commercial Services Network Services 2 framework (RM3808 Lot 10] (fixed line and mobile), and all other necessary or ancillary agreements with the successful bidder(s) in accordance with the strategy set out in the report.

Part 19.27 of the Council’s Constitution provides that:

Contracts can only be varied when the contract allows and by a written instruction from the Head of Service or an officer they have appointed to manage the contract. Where such a variation would have a material impact on the nature of the contract or would materially alter its risk profile, advice must be sought and received from both Law and Governance and the Procurement team before such variation is put into effect.

[…]

Variations must not break any of the contract rules, the UK Public Contract Regulations 2015, or any terms of the contract.

[…]

A contract or framework may change without re-advertisement in the Find a Tender Service (FTS) where:

·         minor changes that do not affect its nature and not exceed the relevant FTS threshold and not exceed 10% for goods/services or 15% for works of the initial contract value;

·         additional goods, services or works that have become necessary where a change of supplier would not be practicable (for economic, technical or interoperability reasons) or involve substantial inconvenience/duplication of costs up to 50% of the initial contract value; and

·         the change was unforeseeable and does not affect the nature of the contract or exceed 50% of the initial contract value.

·         In the case of the second and third bullet points, the Council must publish a notice of modification of a contract during its term in the Find a Tender Service.

Variation of Contract Award for Fixed Telephony Provision to Class Affinity following a procurement mini competition on framework RM3803 Lot 5.

The contract is for 3 years + 1 + 1 and has a total value of £764,942 over five years. This is a variation from the originally stated value of £686,000 over five years (original decision taken 15 February 2023).

Cabinet, on 16 November 2022 resolved to:

Delegate authority to the Executive Director (Development), in consultation with the Head of Financial Services/Section 151 Officer, the Head of Law and Governance and the Cabinet Member for Planning and Housing Delivery, to enter into contractual terms with a contractor for the pre-contract stages of the Oxpens River Bridge […by entering into a PCSA agreement as specifically detailed in the Cabinet Report dated 16 November 2022 and detailed in paragraphs 10 & 11 for providing detailed design, programme, and 100% market tested estimate for the bridge subject to the Council’s normal procurement procedures]. A link to the Cabinet report is here.

The decision made is to enter into a PCSA with Balfour Beatty under the terms of the SCAPE Framework to undertake works to enable necessary to enable a Value Engineering exercise to be undertaken to bring the cost estimate to within the current budget and to develop a construction programme that complies with the Growth Deal requirements. The works include progressing the design, providing the information for planning submissions, programme and cost information. The PCSA has a value of £1,067,123.32 and work is to be completed by 15th November 2023.

Cabinet, at its meeting on 22 January 2020, resolved to:

Delegate authority to the Director of Housing, in consultation with the Cabinet Member for Affordable Housing; the Head of Financial Services/Section 151 Officer; and the Council’s Monitoring Officer, to enter into agreement for the award of grant, contractual arrangement and/or spend, for the provision of additional affordable housing in perpetuity, using Retained Right to Buy Receipts or Recycled Capital Grant funding.

This delegation is now within the remit of the Executive Director (Communities and People).

Purchase of a 1 bed studio flat at 63 Riverside Court, Long Ford Close, Oxford OX1 4NQ for the sum of £185,000.

Oxford City Council is already the freeholder which allows for a buyback of the property to let as an Affordable Housing property.

Cabinet, on 14 December 2022, resolved to:

1.    Approve the funding strategy and recommend Full Council to approve a capital budget of £4.56m to deliver the next phase of the project made up of:

·           Up to £289,000 up front contribution from Oxford City Council from already-secured Community Infrastructure Levy (CIL) funds;

·           Up to £3.5m of the costs to be funded by local landowners and then be reimbursed from CIL paid for any future development by those landowners that gains planning consent after the date that contracts are entered into;

·           At least £771,000 from local landowners and Oxfordshire County Council as a non-repayable grant contribution;

·           In the event that the submitted Levelling Up Fund 2 application seeking £4.0m is found to be successful in total or in part, the local funding arrangement described above would be reduced commensurately from one or more of the funding pots outlined above; and

2.    Delegate authority to the Executive Director (Development), in consultation with the Council’s Section 151 Officer, the Head of Law and Governance, and the Cabinet Members for Health & Transport and for Finance & Asset Management to agree financial contributions and terms, and then enter into all relevant funding agreements and contracts.

Oxford City Council entering into a Development Services Agreement (DSA) with Network Rail Infrastructure Limited, in order to deliver the detailed design stage of work for the Cowley Branch Line, known as PACE Phase 2 in rail industry terminology.

The value of this contract is £3,260,000 and is funded according to the terms of a Collaboration Agreement, a separate decision.

The DSA sets out the terms by which Network Rail will progress the Cowley Branch Line rail and station infrastructure to detailed design stage, with Oxford City Council as customer and oversight provided from all local funders through a Programme Panel.

Oxford City Council entering into a Development Services Agreement (DSA) with Network Rail Infrastructure Limited, in order to deliver the detailed design stage of work for the Cowley Branch Line, known as PACE Phase 2 in rail industry terminology.

The estimated cost of this contract is £3,261,145 and is funded according to the terms of a Collaboration Agreement, a separate decision.

The DSA sets out the terms by which Network Rail will progress the Cowley Branch Line rail and station infrastructure to detailed design stage, with Oxford City Council as customer and oversight provided from all local funders through a Programme Panel.

Cabinet, on 16 November 2022, resolved to:

1.        Approve the re-tender of a contract for the operational management of Gloucester Green Outdoor Market;

2.        Authorise the Executive Director (Development) to finalise the tender documents; and

3.        Delegate authority to the Executive Director (Development) in consultation with the Deputy Leader (Statutory) – Finance and Asset Management, the Head of Financial Services/Section 151 Office and the Head of Law and Governance to finalise terms and enter into a new contract for the operational management of Gloucester Green Outdoor Market.

To finalise terms and enter into a new contract with LSD Promotions for the operational management of Gloucester Green outdoor market.

The new contract should run for a term of 5 years with the ability to be extended for a further 5 years.

Cabinet, on 14 December 2022, resolved to:

1.    Approve the funding strategy and recommend Full Council to approve a capital budget of £4.56m to deliver the next phase of the project made up of:

·           Up to £289,000 up front contribution from Oxford City Council from already-secured Community Infrastructure Levy (CIL) funds;

·           Up to £3.5m of the costs to be funded by local landowners and then be reimbursed from CIL paid for any future development by those landowners that gains planning consent after the date that contracts are entered into;

·           At least £771,000 from local landowners and Oxfordshire County Council as a non-repayable grant contribution;

·           In the event that the submitted Levelling Up Fund 2 application seeking £4.0m is found to be successful in total or in part, the local funding arrangement described above would be reduced commensurately from one or more of the funding pots outlined above; and

2.    Delegate authority to the Executive Director (Development), in consultation with the Council’s Section 151 Officer, the Head of Law and Governance, and the Cabinet Members for Health & Transport and for Finance & Asset Management to agree financial contributions and terms, and then enter into all relevant funding agreements and contracts.

Oxford City Council entering into a multi-party Collaboration Agreement with Advanced Research Clusters GP Limited, The Oxford Science Park (Properties) Limited, and Ellison Oxford Limited (the Landowners), in order to bring together the local funding and project oversight required to deliver the Design Phase for the Cowley Branch Line.

The Design Phase of the project comprises two parts:

1.    detailed design work to be undertaken by Network Rail for the rail infrastructure (known as PACE Phase 2 in rail industry terminology); and

2.    design-led studies to be procured which will relate to improving the connections to and the from the proposed two new stations, (termed the Infrastructure Place Study for this project.

The funding comprises £565,000 of non-reimbursable “Risk Capital” as well as a further £3,500,000 capable of reimbursement by Strategic Community Infrastructure Levy (CIL) contributions from the Landowners.

The Collaboration Agreement sets a number of terms, to include the process by which contributions towards project costs incurred will be made to Oxford City Council by these parties on an agreed schedule, subject to review and alteration at a joint Programme Panel. It also sets out the scenarios in which and process by which CIL payments would be reimbursed to these parties and how the parties will work together to successfully deliver the project.

Cabinet on 10 November 2021 resolved to:

1.     Give project approval to the proposals to purchase and develop accommodation, as set out in the report, and within the allocated capital budgets, for the purpose of delivering more affordable housing in Oxford; and

5.  Delegate authority to the Executive Director for Communities and People, in consultation with the Cabinet Member for Affordable Housing, Housing Security and Housing the Homeless; the Head of Financial Services; and the Head of Law and Governance, to enter into agreement for the award of grant, contractual arrangement and/or spend, for the provision of additional affordable housing, using Retained Right to Buy Receipts, within this project approval.

Council on 29 November 2021 resolved to:

Approve a capital budget in the General Fund for £1,650,000 of expenditure in 2021/22, subsidised using £660,000 of Retained Right to Buy Receipts, to enable the acquisition and refurbishment of Roken House.

Delegated Decision - 17^th March 2023:Increase to the Roken House Project Budget

To increase the Roken House approved project budget by £200,000 in order to complete additional fire safety works and replace an existing traditional gas boiler system with a low carbon sustainable Air-Source Heat Pumps (ASHP) system.  The increased expenditure is to be funded by virements from underspends in the capital programme.

To award a works contract to ODS - via the Council entering into a minor works JCT contract - for the completion of works at Roken House for a total value of £424,534.48.

The decision relates to the award of a contract for the provision of Microsoft licences.

This is a decision reserved to Cabinet under Constitution Part 4.5(10) relating to project approval.

However, in the circumstances, an urgent decision is made by the Chief Executive under her authority delegated by Part 9.3(b) of the Constitution which provides that the Chief Executive is authorised to take any urgent action necessary to protect the Council’s interests and assets where time is of the essence and it is impracticable to secure authority to act where such authority would otherwise be required.

In exercising such authority, the Chief Executive, will be guided by budget and policy framework, will consult the other Statutory Officers before acting and will report, in writing, as soon as practicable to the body which would otherwise have been required to give the necessary authority to act.

Key decision procedures and call in procedures will apply to any key decisions taken under this authorisation.

To award a three-year contract to the supplier Phoenix for the provision of all Microsoft software licences used across the Council and associated companies.

The value of the contract amounts to £1,107,123.21 over a three-year period.

Cabinet, on 15 June 2022 resolved to:

1.      Approve the disposal of the freeholds of 39 Long Close, 163 Walton Street, 8 Cowley Road and 46 Stubbs Avenue;

2.      Approve the use of the resulting capital receipt into the General Fund for regeneration purposes; and

3.      Delegate authority to the Executive Director (Communities and People), in consultation with the Cabinet Member for Housing, to approve the terms of sale for each property.

To approve the sale of 163 Walton Street at a price of £1,250,000.