{meta} Decision - Request for Approval - Exception to Contractual Standing Orders - Contract Award - UV Transition - purchase of file storage, advertising signage, waste disposal and skip provision and an ICT licence for estates

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:

·        Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, or materials or services exclusively provided by a statutory undertaker or other bodies.

·        For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer.

·       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 file storage, advertising signage, waste disposal and skip provision and an ICT licence for estates in relation to the Transition of UV services as detailed in the tables below:

(3)  Detail required

Title/Description of Contracted Service/Supply/Project

Document Storage for Urban Vision

Name of Successful Contractor

Capita Intelligent Communications (CIC)

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)

Non-SME

Contract Value

£75,000

Full Project

Contract Duration

60 months

Contract Start Date

01/02/2020

Contract End Date

31/01/2025

Optional Extension Period 1

0

Optional Extension Period 2

0

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Shoaib Mohammad

Lead Service Group

Place

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

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

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

Detail required

Title/Description of Contracted Service/Supply/Project

Advertising Signage

Name of Successful Contractor

M & A Brown

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)

Non-SME

Contract Value

£30,000

Full Project

Contract Duration

13 months

Contract Start Date

01/02/2020

Contract End Date

31/03/2021

Optional Extension Period 1

0

Optional Extension Period 2

0

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Shoaib Mohammad

Lead Service Group

Place

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

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

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

Detail required

Title/Description of Contracted Service/Supply/Project

Waste Disposal & Skip provision for the Depot

Name of Successful Contractor

George Parish & Sons

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)

Non-SME

Contract Value

£60,000

Full Project

Contract Duration

14 months

Contract Start Date

01/02/2020

Contract End Date

31/03/2021

Optional Extension Period 1

12 months

Optional Extension Period 2

0

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Shoaib Mohammad

Lead Service Group

Place

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

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

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

Detail required

Title/Description of Contracted Service/Supply/Project

Bulk Gas Deliveries & Gas Bottles

Name of Successful Contractor

Calor Gas

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)

Non-SME

Contract Value

£20,000

Full Project

Contract Duration

14 months

Contract Start Date

01/02/2020

Contract End Date

31/03/2021

Optional Extension Period 1

12 months

Optional Extension Period 2

0

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Shoaib Mohammad

Lead Service Group

Place

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

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

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

Detail required

Title/Description of Contracted Service/Supply/Project

Licence

Name of Successful Contractor

CoStar

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)

Non-SME

Contract Value

£17,000

Full Project

Contract Duration

12 months

Contract Start Date

01/02/2020

Contract End Date

31/01/2021

Optional Extension Period 1

12 months

Optional Extension Period 2

0

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Shoaib Mohammad

Lead Service Group

Place

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

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

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Revenue Budget

 

The Reasons are that for each of these goods or services that the costs for changing suppliers are cost prohibitive, link to income generation and for reasons of compatibility with existing services/products.

Options considered and rejected were exploring if there were existing routes to market but these are not available for the above appointments. Then after consideration of the risks of not having these items which are required to maintain the provision of the above goods and services have resulted in the request for an exception to Contractual Standing Orders.

Assessment of Risk is that the risk of not having these goods and services available to UV over the transition period relate to the ability to be able to continue to provide the service and to allow for a smooth transition.

The source of funding is Approved Highways Capital (£9.036m) and Revenue (£2.831m) Budgets 2019/20.

Legal Advice obtained.

Financial Advice obtained.

Procurement Advice obtained.

 

Contact Officer:  Hayley Nixon                                     Tel No 686 7413

 

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

 

*         The appropriate scrutiny committee to call-in the decision is the Growth and Prosperity Board Scrutiny Panel.

 

 

 

 

 

Signed:      BILL HINDS                          Dated:          27 November 2019                         

                     Lead Member

 

 

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 27 November 2019.

 

*         This decision will come in force at 4.00 p.m. on 4 December 2019 unless it is called-in in accordance with the Decision Making Process Rules.

 

Publication date: 27/11/2019

Date of decision: 27/11/2019

Decided at meeting: 27/11/2019 - Procurement Board

Effective from: 05/12/2019

Accompanying Documents: