{meta} Decision - Request for Approval - Exception to Contractual Standing Orders - Contract Award - Car Club Scheme

Decision details

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: Yes

Decision:

Salford City Council - Record of Decision

 

I, Councillor Hinds, 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:

 

(1)       An exception to Contractual Standing Orders in accordance with Paragraph 3.1 as follows:

·       *Where the council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates.

·       *There are value for money reasons justifying an exception.

 

(2)       The award of the Contract for provision of a car club scheme as detailed in the table below:

Detail required

Title/Description of Contracted Service/Supply/Project

Provision of car club scheme

Name of Successful Contractor

Co-Wheels Car Club Community Interest Company

Supplier Registration Number

(to be supplied by Corporate Procurement)

6512325

Type of organisation

(to be supplied by Corporate Procurement)

Other

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£177,599.90

Per Annum (estimated average)

Contract Duration

Six months

Contract Start Date

01/05/2019

Contract End Date

31/10/2019

Optional Extension Period 1

Six months

Optional Extension Period 2

0 months

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Joseph Pendlebery

Lead Service Group

Service Reform & Development

Reason for CSO Exception

(select all that apply)

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

 

There are value for money reasons justifying a CSO Exception

 

Funding Source

Revenue Budget

 

The Reasons are to:

·       Allow partners organisations (TFGM, Salford Royal Foundation Trust, Stockport Council and Trafford Council) time to develop their individual Employee Car Club schemes and explore entering into a joint procurement exercise with Salford Council.

·       Allow time to engage with the whole workforce in reviewing the current scheme and adopt a co-production approach to the development of a new scheme so it meets the needs of all of our employees and maximises on the benefits through increased take up.

·       Allow the market time to develop the infrastructure needed for a successful scheme (based on early market testing on the needs of the organisation to date).

This award will give the time needed to develop a scheme that meets our business travel needs as part of the wider sustainable travel plan, allow the Council to maximise the financial benefits through a procurement collaboration, increase the impact of carbon emissions reductions not only for Salford City Council but for the employees of TFGM, Salford Royal Foundation Trust, Stockport Council and Trafford Council benefiting the wider GM population.

This current scheme will continue to provide the city with a car club service and fulfil part of the corporate business travel requirements for employees whilst reducing carbon emissions for the council and its employees by increasing miles travelled in low and no emission vehicles.

Once the review has been concluded a future paper will be submitted to Procurement Board regarding the tendering for the provision of a Car Club scheme and the appointment of a new supplier(s).

 

Options considered and rejected were to discontinue the scheme or to complete a tender exercise.

Assessment of Risk.

The source of funding is Revenue Funding.

Legal Advice obtained Tony Hatton, Principal Solicitor Legal Services and can be reviewed in the published procurement board report.

Financial Advice Supplied by:

Procurement Advice supplied by Deborah Derbyshire, Category Manager Level 2 Procurement and can be reviewed in the published procurement board report.

The following documents have been used to assist the decision process:-

“Procurement Board Report May-October 2019, Provision of a Car Club Scheme”

Contact Officer: Joseph Pendlebery                             Tel No Ext. 8604

 

 

*         This decision is not subject to consideration by another Lead Member         

 

*         The appropriate scrutiny committee to call-in the decision is the Overview & Scrutiny Board.

 

 

 

 

 

 

 

Signed:      BILL HINDS                          Dated:       6 February 2019            

                     Lead Member

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 6 February 2019

 

*         This decision will come in force at 4.00 p.m. on 13 February 2019 

          unless it is called-in in accordance with the Decision Making Process Rules.

 

Publication date: 06/02/2019

Date of decision: 06/02/2019

Decided at meeting: 06/02/2019 - Procurement Board

Effective from: 14/02/2019

Accompanying Documents: