{meta} Decision - Request for Approval - Contract Award - Water System Risk Assessments and Water Hygiene Monitoring 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 Bill Hinds  in exercise of the powers conferred on me by the Scheme of Delegation of the Council do hereby approve:-

 

(a)  The award of the following contract for a project approved under the current Corporate Revenue Funding:-

 

(i) Acceptance of the tender from hsl Compliance Limited in the sum of £155,090.70 over three years for water system risk assessments and water hygiene monitoring services on corporate and educational properties.

 

Detail required

Title/Description of Contracted Service/Supply/Project

Water system risk assessments and water hygiene monitoring services.

Name of Successful Contractor

hsl Compliance Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

                                 02425951

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

              Status of Organisation           

(to be supplied by Corporate Procurement)

SME

Contract Award Price

£51,696.90 per annum split between £11,793.30 for schools and £39,903.60 for corporate properties

Per Annum (estimated average)

Contract Value Including Fees and approved QRA

(if applicable )

£155,090.70 over 3 years

Full Project

Contract Duration

3 years

Contract Start Date

01/04/2020

Contract End Date

31/03/2023

Optional Extension Period 1

12 months

Optional Extension Period 2

12 months

Who will approve each Extension Period?

Strategic Director (extension < £100k)

Contact Officer (Name & number)

Gregory Durkin 0161 779 4942

Lead Service Group

Place Directorate 

How the contract was procured?

(to be supplied by Corporate Procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

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

ESPO Framework 198 – Water System Risk Assessment and Water Hygiene Monitoring Services 

Funding Source

SCC Corporate Revenue Budget and Third Party ((Schools) Direct Payments

 

The Reasons are:   To enable the service contract to progress as programmed and be commissioned to start for April 2020. 

 

Options considered and rejected were:None.  All procedures are in accordance with normal Standing Orders.

 

Assessment of Risk:  High. It is a statutory requirement that the Council comply with the water hygiene and testing regulations. The existing service contract expires at the end of March 2020 and a new contract is required to be in place from April 2020.

 

 The source of funding is: The funding sources available for the corporate property water testing and monitoring are those under the 2020/21 Corporate Revenue Budget and are detailed in reports previously submitted to Cabinet for approval. Third party (schools) costs will be paid directly by themselves.

 

Legal Implications: Supplied by: Tony Hatton, Principal Solicitor, tel. 0161 219 6323.

 

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. The proposed award of the contract follows a tender exercise by mini competition in accordance with the ESPO Framework 198 – Water System Risk assessment and Water Hygiene Monitoring Services framework agreement.

 

The purpose of a framework agreement is to select through a procurement/ evaluation process a number of providers who can meet the service requirements of the Council, as and when those services are required. If they are required then the Council will undertake an exercise to call off the services from one or more of the providers who have been selected to be on the framework and this may be through any number of ways e.g. mini-competition, direct allocation etc. depending on the circumstances. A contract will then be formed between the Council and the chosen provider/s.

 

The Council will need to have followed the procedure set out in the framework agreement for mini competition to ensure the procurement process is compliant. Two tenders were received from framework suppliers for this project, which have been evaluated on the most economically advantageous tender basis in line with procurement procedures resulting in the proposed award of the contract to hsl Compliance Limited. The procurement procedures therefore appear robust and compliant with the requirements of the Council’s CSO’s and public procurement legislation.

 

Legal Services will assist with preparing any contractual documentation upon receipt of instructions to ensure the Council’s position and interest are protected.

 

 

 

 

 

Financial Implications: Supplied by Gemma Singleton (Finance Officer – Level 2)  Tel: 0161 793 2578.

 

There is funding available under the approved Corporate Revenue Budget to meet the annual scheme costs for corporate property water hygiene testing and monitoring - (£39,903.60 per annum for three years totalling £119,710.80). Third party (schools) costs estimated at £11,793.30 per annum will be paid directly by themselves.

 

 

Procurement Implications: Christine Flisk (Category Manager - Corporate Procurement Team) Tel 0161 686 6245

 

The project has been competitively tendered under the Council’s Constitution governing contract procurement in accordance with a mini competition under the ESPO Framework 198 – water Risk assessment and Water Hygiene Monitoring Services framework agreement. The winning tenderer has submitted the most economically advantageous offer which also supports the Council’s objectives of delivering social value on this contract.

 

Contact Officer: Peter Openshaw - Assistant Director (Regulatory and Client Services) Tel. 0161 793 3050      

 

This matter is not subject to consideration by another Lead Member.

 

The appropriate Scrutiny Committee to call-in the decision is the Overview and Scrutiny Board.

 

 

Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

Publication date: 26/03/2020

Date of decision: 25/03/2020

Decided at meeting: 25/03/2020 - Procurement Board

Effective from: 03/04/2020

Accompanying Documents: