{meta} Decision - Approval to Award the Contract for Vehicle Restraint Systems Maintenance Programme

Decision details

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


Executive Decision Exemption from Call-in


Request to a Scrutiny Chair that an Executive Decision be exempt from Call-In for Scrutiny


Decision maker


Procurement Board

Nature of the decision


To award the Vehicle Restraint Systems Maintenance Contract

Non-confidential reports

Can be made available to the public


Confidential reports

Containing confidential or exempt information


Reason for confidentiality



Intended date of decision


15th March 2023

Officer contact details

For any further information




Paul Jackson

07812 781 562


Is exemption from call-in for scrutiny needed?

The contract is to be awarded to a contractor that sits on the current Technical Services Framework for a 12-month period.  A decision is required in order to commission the works from this year’s allocated funds before the end of the fiscal year.  This matter has been delayed due to legal discussions and issues with the initial tender process that was issued in late 2022 and how now become urgent.

Scrutiny Chair

Who has agreed the decision should be exempt from call-in


Cllr Mullen (Chair of Overview and Scrutiny Board)



J.A. Mullen






Request prepared by:

Paul Jackson




Salford City Council – Record of Decision


I Councillor Youd, Lead Member for Finance and Support Services and chairman of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby approve:


  • Approval to Award the Contract forVehicle Restraint Systems Maintenance Programme


Detail required


Title/Description of Contracted Service/Supply/Project

Vehicle and Maintenance Delivery

Name of Successful Contractor

Coating Services Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)


Contract Value (£)


Contract Duration

12 months

Contract Start Date


Contract End Date


Optional Extension Period 1


Optional Extension Period 2


Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Paul Jackson

Lead Service Group


How the contract was procured?

(to be supplied by procurement)

Open Tender on the Chest

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

Technical Services Framework 2022 was used with tenders invited from businesses who had successfully bid for a position on that framework

Funding Source

Revenue Budget

Ethical Contractor (EC): Mayor’s Employment Charter


EC: Committed to sign Charter


EC: Accredited Living Wage Employer


The Reasons are: The bid was the best overall from the companies that submitted a tender and came out top in terms of quality, price and social value.  The preferred bidder is a known entity to Salford City Council, having completed works for us in the past in the areas of bridges and structures. The Technical Services Team have a high level of confidence that this work can be awarded and delivered to budget and programme by the preferred bidder.


Options considered and rejected were: There is always a question as to whether this type of work can be delivered in-house however the nature of the work is highly specialised and requires a certain level of expertise and skills to deliver.  Given the small amount of VRS infrastructure that exists within the boundaries of Salford, this approach would no be of economic value as it would require a heavy level of training, plant, equipment and extra headcount to deliver that would outweigh the need year on year.  In this instance it is more financially viable to outsource this work.


Assessment of Risk: If the contract is not awarded it runs the risk of the VRS systems not being maintained to the required standards expected and increasing a health and safety risk to residents and road users.


The source of funding is: This will be funded via the annual Highways Maintenance Capital and Revenue Budget.


Legal Advice obtained: The Shared Legal Service:

When commissioning contracts for the procurement of goods, services, or the execution of works, the Council must comply with the Public Contracts Regulations 2015 (PCR) and its own Contractual Standing Orders (CSO’s), failing which a contract may be subject to legal challenge from an aggrieved provider. CSO’s stipulate that where a suitable framework agreement exists, this must be used unless there is an auditable reason not to. The proposed award of the contract follows a competitive tender exercise in accordance with an Open Tender procedure via The Chest portal using the Council’s Technical Services framework.


The procurement procedure undertaken in this matter appears robust, and the appointment of the provider for this service follows an open tender process which is outlined within the body of the report, with 5 bidders submitting tenders and being evaluated on the most economically advantageous tender basis, resulting in the proposed award of the contract to General Utilities Northwest, which is compliant with the requirements of CSO’s and public procurement legislation. Undertaking the open tender exercise in the recommendation will also give some comfort to the Council in ensuring that value for money is being obtained and periodically tested, with open competition maintained


Financial Advice obtained: Adam Flaherty, Senior Accountant – budget agreed within the 23/24 highways capital programme (Code: D08870/ Date: 22.02.2023). Implications in respect of the Innovate programme have been fully considered.


Procurement Advice obtained: Heather Stanton, Category Manager xt 6241 – the VRS contract has been tendered as a further competition under Lot 2 VRS of the Technical and Highways Works Framework.  This is a compliant route to market in line with PCR 2015 and SCC standing orders.


HR Advice obtained: N/A


Climate Change Implications obtained: N/A


Contact Officer: Paul Jackson

Telephone number: 07812 781 562


Please delete from the bullets below any which are not relevant:

  • This matter is also subject to consider by the Lead Member for         . The Lead Member has been consulted and is supportive of the proposed contract.
  • This matter is not subject to consideration by another Lead Member.


This document records a key decision but the matter was not included in the Council’s Forward Plan and it has been dealt with under the emergency procedure.


This decision is urgent and is not subject to call-in, in accordance with the Decision-Making Procedure Rules.


The appropriate Scrutiny Committee to call-in the decision is the


Signed:      Cllr Youd           Dated:       15 March 2023  

                Lead Member




*   This decision was published on 15 March 2023.

*   This decision is not subject to call-in and comes into force with immediate effect.


Publication date: 15/03/2023

Date of decision: 15/03/2023

Decided at meeting: 15/03/2023 - Procurement Board

Accompanying Documents: