Hillingdon Council Cabinet Member and Officer Decisions
Contract award for film location services
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Executive Decision Notice – 11 November 2024
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
OFFICIAL EXECUTIVE DECISION NOTICE
PUBLISHED BY DEMOCRATIC SERVICES
Notice is hereby given that the following decision(s) have been made today by
Cabinet Members at the London Borough of Hillingdon:
Title of decision CONTRACT AWARD FOR FILM LOCATION SERVICES
Reference No. 1244
Date of decision Monday 11 November 2024
Call-in expiry date Monday 18 November 2024
Relevant Select
Committee
Corporate Resources and Infrastructure Select Committee
Relevant Wards All
Decision made
Cabinet Members
making the decision
Councillor Ian Edwards – Leader of the Council
Decision Approved
That the Leader of the Council:
1) Agreed to outsource the Council’s film office service;
2) Accepted the direct award to FilmFixer Ltd for the
provision of a film location services concession
contract to the London Borough of Hillingdon for a
five-year period from November 2024 to November
2029;
3) Furthermore, authorised the Corporate Director of
Central Services, in consultation with the Corporate
Director of Finance and the Leader of the Council, to
make all further decisions in implementing and
managing this contract in accordance with the
agreed contract terms, including the provision to
extend the contract for a two-year period; and
4) Noted the proposed fees in the Appendix which will
be considered by Cabinet.
Reason for decision The Council currently runs its own film office, which attracts and
processes filming requests to maximise benefits to the Council
and the wider borough.
The film office manages relationships with external partners and
film crews on the use of borough assets for filming, as well as
Executive Decision Notice – 11 November 2024
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
local residents, to ensure that filming is conducted safely and
sensitively.
The film office has been managed by the Council’s Corporate
Communications service since April 2023.
While the service has made some operational improvements, by
introducing more competitive fees and charges and digitalising
the Council’s film licensing process through the procurement of
a cloud- based management system to handle applications,
invoices and payments, in recent years, the service has been
impacted by the COVID-19 pandemic and the disruption caused
by last year’s actor and writer strikes in Hollywood, and hasn’t
been able to capitalise on the borough’s filming potential and
meet income targets . The post of film officer is also currently
vacant, and this presents an opportunity to reconsider the way
in which we deliver the service.
By contracting with the specialist film location service provider,
FilmFixer Ltd, through a Concession Contract, it will provide the
Council with an opportunity to maximise opportunities and
income, as well as benefitting residents, businesses, students
and aspiring filmmakers, and the wider film industry.
Alternative options
considered and
rejected
To seek a competitive review of options would result in lost time
and resource. FilmFixer are considered market leaders in the
London area, have outstanding knowledge and understanding
of all stakeholder needs, including Councils, residents and film
crews, and have demonstrated
their experience and provided
evidence of delivery.
Do nothing. Continue with the insourced film office which will
result in very low revenue streams and therefore be unable to
deliver the MTFF income target for this year and beyond.
Classification Part II – Members Only and Not for Publication
Link to associated
report
That this report be declared as exempt from publication as
it involves the disclosure of information in accordance with
Section 100(A) and paragraphs 3 and 4 of Part 1 of Schedule
12 (A) to the Local Government Act 1972 (as amended), in
that the report contains information relating to the financial
or business affairs of any particular person (including the
authority holding that information) and information relating
to any consultations or negotiations, or contemplated
consultations or negotiations, in connection with any
labour relations matter arising between the authority or a
Minister of the Crown and employees of, or office holders
under, the authority and that the public interest in
withholding the information outweighs the public interest
in disclosing it.
Executive Decision Notice – 11 November 2024
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
Relevant Officer
contact & Directorate
Emma Gilbertson, Head of Corporate Communications, Central
Services
Any interest declared
by the Cabinet
Member(s) /
dispensation granted
N/A
Implementation of decision & scrutiny call-in
[Internal Use only]
When can this
decision be
implemented by
officers?
Officers can implement Cabinet Member decision in this notice only
from the expiry of the scrutiny call-in period which is:
5pm on Monday 18 November 2024
However, this is subject to the decision not being called in by
Councillors on the relevant Select Committee. Upon receipt of a
valid call-in request, Democratic Services will immediately advise
the relevant officer(s) and the decision must then be put on hold.
Councillor scrutiny
call-in of this
decision
Councillors on the relevant Select Committee shown in this notice
may request to call-in this decision. The request must be before the
expiry of the scrutiny call-in period above.
Councillors should use the Scrutiny Call-in App (link below) on their
devices to initiate any call-in request. Further advice can be sought
from Democratic Services if required:
Scrutiny Call-In - Power Apps (secure)
Further information These decisions, where applicable, have been taken under The
Local Authorities (Executive Arrangements) (Meetings and Access
to Information) (England) Regulations 2012.
This is the formal notice by the Council of the above executive
decision, including links to the reports where applicable.
If you would like more information on this decision, please contact
Democratic Services on 01895 250636 or email:
democratic@hillingdon.gov.uk.
Circulation of this decision notice is to a variety of people including
Members of the Council, Corporate Directors, Officers, Group
Secretariats and the Public. Copies are also placed on the
Council’s website.
Democratic Services
London Borough of Hillingdon
Civic Centre
High Street
Uxbridge
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