Decision details

Executive Decision Exemption from Call-in

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

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

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

FOR DEMOCRATIC SERVICES USE ONLY

*   This decision was published on 15 March 2023.

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