Meetings

ARAC (22-06) Paper 7 – Departure Summary

9.1 The Committee noted the departures from normal procurement procedure. 

9.2 In response to questions from Committee members around the renewal of the Broadcasting Service contract, Arwyn described how the Commission would continue to seek improvements to the service during regular discussions with the contractor. This would include discussions around upgrading Senedd TV.

ARAC (22-03) Paper 7 – Departure Summary

8.1 The Committee noted one departure from normal procurement procedure.

ARAC (22-02) Paper 13 – Departure Summary

16.1 The Committee noted four departures from normal procurement procedures. 

ARAC (22-01) Paper 9 – Departure Summary

11.1 The Committee noted five departures from normal procurement procedures.

ARAC (22-01) Paper 8 - Welsh Spend

10.1 The Chair welcomed Jan Koziel and thanked him for his paper which was an updated version of a paper he shared with the Committee in July 2021.

10.2 Jan described how the majority of spend on contracts remained with ICT and Estates and Facilities Management.  He highlighted that the 38% of spend with Welsh based suppliers reported in July 2021 had increased to 44% in the year to date, with a target of 50% by the end of this Senedd term.

10.3 In order to achieve the proposed target, his team would continue to undertake market analysis to source Welsh suppliers and embark on targeted discussions with potential suppliers.  They would look at re-structuring contracts into smaller lots (where feasible) and send contract notices to Chambers Wales to share with their members.  This activity could generate more tender applications from potential Welsh suppliers but Jan reminded the Committee that all suppliers would be treated fairly during the tendering process and within the legal requirements. 

10.4 Jan referred to the Social Partnership and Public Procurement (Wales) Bill and other UK legislation which promote an emphasis on local suppliers and social value.  He advised that the Commission’s terms and conditions already included a fair terms of employment clause, which made it a requirement for suppliers to ensure their employees are treated fairly and paid above the living wage.

10.5 The Committee welcomed this update and praised Jan and his team for their work in this area.  They noted that consideration would be given to breaking up contracts but advised caution as this could limit scale and value for money opportunities.  They also suggested measuring the numbers employed in Wales as a result of awarding a contract rather than measuring the locality of suppliers’ offices.  It was also suggested that Jan considers working with the Federation of Small Businesses (FSB) and to seek comparisons with local authorities and other public organisations. 

10.6 Jan welcomed suggestions from the Committee relating to the broadcasting contract and there was a discussion on how holding an open day to demonstrate the facilities could benefit potential suppliers.  He agreed to provide an update on progress with the broadcasting procurement exercise in due course, possibly out of committee depending on timing.  Ann Beynon suggested that Business Wales could also be approached to help organise any open day events.

ARAC (03-21) Paper 6 – Departure Summary

7.1 The Committee noted three departures from normal procurement procedures.

ARAC (02-21) Paper 13 – Departure Summary

15.1      The Committee raised concern that the Commission had not tested the market for a service to deliver coaching and learning and development resources. Ann Beynon also wanted on record that similar concerns had been raised by members of the Commission’s Remuneration, Engagement and Workforce Advisory Committee (REWAC).In response, Dave noted the concerns and explained that the decision had been based on an understanding of the market, quality and value for money of the product, its online offering and potential for it to deliver savings. He added that, as the product was also used by other parliaments, it provided a good opportunity for collaboration.

17.1    There were no comments or questions on the departures.

Next meeting is scheduled for 23 April 2021.

ARAC (05-20) Paper 9 – Departures Summary

15.1 This item would be discussed out of committee.

ACARAC (01-20) Paper 12 – Departure Summary

15.1 The Committee noted the departures from normal procurement procedures outlined in the paper.

ACARAC (05-19) Paper 10 – Departure Summary

17.1 The Committee noted the departures from normal procurement procedures outlined in the paper.

ACARAC (03-19) Paper 14 – Departure Summary

13.1     The Committee noted the departures listed in the report.

ACARAC (02-19) Paper 16 – Departure Summary

13.1     The Committee noted that there had been five departures from normal procurement procedures.

ACARA ACARAC (01-19) Paper 14 – Departure Summary

12.1    The Committee noted that there had been three departures from normal procurement procedures.

ACARAC (05-18) Paper 12 – Departure Summary

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13.1     There had been four departures from normal procurement procedure to report to the Committee: an HR and Employment Law advice portal; CIPD HR partner training; Media Access Licence; and the 20-year anniversary campaign.  The Committee noted all four departures as appropriate but were disappointed that the 20-year anniversary campaign had attracted only one bid.

ACARAC (04-18) Paper 6 – Departure Summary

6.1     The Committee confirmed two departures from normal procurement procedure presented in the paper, which were for IT hardware support and Dignity and respect training.

6.2     During the discussion, the Committee noted the controls and planning around use of the Commission’s learning and development budget.

ACARAC (03-18) Paper 12 – Departure Summary

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11.1     There had been no departures from normal procurement procedure to report to the Committee.

ACARAC (02-18) Paper 18 – Departure Summary

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18.1     The Committee noted three departures from normal procurement procedure. Dave informed the Committee that the Corporate Suiting contract had been extended due to the absence of alternative suppliers on the National Procurement Service (NPS) Framework.

18.2     In response to a question about the gender equality benchmarking, Manon stated that it was important for the Commission to be focused on equality and to be leading by example. She confirmed that the Commission had not yet committed to taking part in future years.

ACARAC (01-18) Paper 12 – Departure Summary

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10.1     The Committee noted one departure from normal procurement procedure.   

ACARAC (05-17) Paper 18 – Departure Summary

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14.1     The Committee noted four departures from normal procurement procedure.   

ACARAC (03-17) Paper 19 – Departures Summary

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18.1     The Committee noted five departures from normal procurement procedure.  Dave confirmed that the host country for the Commonwealth Women’s Parliamentary Conference always funded accommodation.  They also noted that, due to the improved controls put in place by new finance system, the number of departures being reported had increased. They welcomed Manon’s suggestion of monitoring these closely. 

ACARAC (31) Paper 19 - Departures summary

ACARAC (31) Paper 20 - Forward Work Programme

15.1     The Committee noted the four departures from normal procurement procedure.

15.2     Further to points raised in the effectiveness survey, all future meetings would be extended by 30 minutes and a date for the July meeting would be confirmed. 

15.3    The Chair concluded the meeting by thanking everyone for their papers and contributions.  He gave special thanks to David Melding for his commitment and input to the work of the Committee over the past year.

15.4    He also welcomed Rheon’s observations and encouraged others to be observers at audit committees.

Actions

-        Clerking team to add KPI report to the FWP – at the first meeting after the publication of the report.

-        Extend all future meetings by 30 minutes.

-        Agree date of July meeting and send meeting invite.

-        Gather feedback from Rheon Tomos on combined learning from attendance at Audit Committees in other organisations.

Private session

A private session with Committee members was attended by Gareth Watts. No minutes were taken.

Next meeting is scheduled for 25 April 2016.