{meta} Decision - Request for Approval - Award of Contract - Greater Manchester Archaeology Services

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 the award of the contract for Greater Manchester Archaeology Services as detailed in the table below:

 

Detail required

Title/Description of Contracted Service/Supply/Project

Greater Manchester Archaeology Services

Name of Successful Contractor

                  The University of Salford

Incorporated by Royal Charter – Charity Exempt from Registration

Supplier Registration Number

(to be supplied by Corporate Procurement)

RC000666

Type of organisation

(to be supplied by Corporate Procurement)

Charitable Trust

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£ 130,000

Per Annum (estimated average)

Contract Duration

72 Months

Contract Start Date

01/04/2020

Contract End Date

31/03/2026

Optional Extension Period 1

24 months

Optional Extension Period 2

24 months

Optional Extension Period 3

24 months

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Chris Findley 3654

Lead Service Group

Place

How the contract was procured?

(to be supplied by Corporate Procurement)

Tender (Open)

Framework Details (where applicable)

(Procurement Body, Framework Reference & Title, Start/End Dates, Hyperlink, etc.)

Funding Source

External Funding Source (please identify below)

 

Procured on behalf of the ten authorities each authority funding this with £13000 each year (or any other division of payment which may be agreed)

 


 

The Reasons are: Of the two bids received, GM Archaeological Services scored better on the identified selection criteria

Options considered and rejected were: An alternative bid which did not score as well as GMAS

Assessment of Risk: Having the GMAS service in place from April 1st 2020 will provide assurance that appropriate support for the development management services of the ten GM authorities is in place. There is a significant risk to those processes if the service is not in place

The source of funding is:Budget exists on Cost Centre D4062 6010.

 

Legal Advice obtained:When commissioning contracts for the procurement of goods, services or the execution of works, the Council must comply with the provisions of the Public Contracts Regulations 2015 as well as its own Contractual Standing Orders (CSO’s), Financial Regulations and the duties of Best and Social Value. In addition, the PCR require that contracting authorities treat candidates equally and in a non-discriminatory way and act in a transparent manner, failing which the award of a contract may be subject to legal challenge.

 

The OJEU (and Chest) advertised 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, and which is compliant with the requirements of CSO’s and PCR. Having undertaken the open tender exercise in the recommendation will give some comfort to the Council in ensuring that value for money is being obtained and periodically tested, with open competition maintained.  

 

Presumably in view of the specialist nature of the services, the award of the contract will commit the Council to a six year contract with the University, with the option to extend for three further periods of two years each. Legal Services will advise and assist in the drafting of any contractual documentation upon receipt of instructions.

 

Financial Advice obtained:The Budget that will meet the cost of the scheme. Whilst verbal assurances have been given that the Greater Manchester budget will increase to reflect the increased cost of the service, this will not be confirmed formally until later in January 2020. Final award of the contract will await the confirmation of funding from the other nine GM districts to ensure that Salford’s position is protected.

Procurement Advice obtained: An advert was placed in the OJEU and the northwest portal advertising the opportunity.  The procurement process is detailed in the report. The procedure undertaken is compliant with the Procurement Contracts Regulations and the City Councils Contractual Standing Orders.


Contact Officer: Chris Findley                 Tel No: 0161 793 3654

 

*         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 Scrutiny Panel.

 

 

 

 

 

 

 

Signed:   BILL HINDS                  Dated:     9 January 2020               

                     Lead Member

 

 

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 09 January 2020

 

*         This decision will come in force at 4.00 p.m. on 16 January 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

Publication date: 09/01/2020

Date of decision: 09/01/2020

Decided at meeting: 09/01/2020 - Procurement Board

Effective from: 17/01/2020

Accompanying Documents: