{meta} Decision - Request for Approval - Contract Extension - Minor Works and Responsive Repairs

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:

(1)    Approve the extension of the contract for the Responsive Repairs Framework suppliers for a further period of twelve months as detailed in the table below:

 

Detail required

Answers

Contract Reference

SCC Responsive Repairs Framework Suppliers

Title/Description of Contracted Service/Supply/Project

Approved contractors for responsive repairs to SCC properties

Name of Contractor

1)Schofield and Sons Ltd, 2)G Jones Builders Ltd, 3)MC Facilities     Services Ltd

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Value of Contract Extension

£340,000

Per Annum (estimated average)

Existing Contract Term

06/08/2018

to

05/08/2020

Extension Period

06/08/2020

to

05/08/2021

Contact Officer (Name & number)

                       Les Woolhouse 0161 779 4961

Lead Service Group

Place

Funding Source

Revenue Budget

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

The reasons are

The existing framework suppliers have demonstrated their ability and commitment in undertaking the Councils requirements over the period of the existing contract. They have confirmed that they are willing to continue their contract for a period of a further twelve months with minor reasonable adjustments to their contract prices to cover for inflation

There is provision within the current contract to extend the agreement for a further period from 06/08/2020 to 05/08/202

Options considered and rejected were

None. All procedures are in full compliance with Contractual Standing Orders

Assessment of risk:  Medium

 

Direct access to a number of contractors who are available to undertake responsive repairs will help ensure that the Council can quickly comply with practical and statutory obligations that are required to maintain buildings and services in a fit state of order.

The source of funding is:

Revenue and capital budget allocations

Legal advice obtained Submitted by: The Shared Legal Service

Tony Hatton, Principal Solicitor, tel. 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 report essentially covers the request to grant a twelve month extension period to the appointment of contractors under an existing framework agreement for responsive repairs which is due for renewal in August 2020.

 

The original framework agreement was approved by Procurement Board at their meeting on 30 May 2018. The existing contract is for a period of 2 years, with the option to extend for a further two (2) periods of 12 months. The Agreement commenced on 6 August 2018 initially for 2 years and may be extended on an annual basis at the discretion of the Authority for a further year on each occasion, up to a maximum total period of 4 years.

Three tenders were received from framework suppliers for this project, which were evaluated on the most economically advantageous tender basis in line with procurement procedures resulting in the proposed appointment to the framework of G. Jones Builders Limited, MC Facilities Services and Schofield and Sons Limited.

 

Call off contracts will be offered for direct award in order of the highest scoring contractor first, Schofield and Sons Limited, followed by G Jones Builders, then MC Facilities Services in accordance with the original evaluation rankings. If that Contractor is unavailable to carry out the Works then the next highest ranked Contractor will be contacted to undertake the works and so on.

Financial advice obtained: Submitted by: the Finance Team: Paul Hutchins (Strategic Finance Manager) Tel:  0161 793 2574

There are no direct financial implications for the Council from the awarding of places on the framework. However, it will provide clear guidance to officers procuring these types of work and ensure that best value is achieved.

 Procurement advice obtained: Supplied by: Deborah Derbyshire (Category Manager – Corporate Procurement Team) Tel: 0161 686 6244

The framework was procured via an OJUE process for a two year period with an option to extend for a further two years on an annual basis. Therefore the framework is compliant with the Public Contracts Regulations (PCR’s) and the Councils Contractual Standing Orders (CSO’s).

HR advice obtained

Not applicable

Climate change implications obtained

The three contractors are Salford based companies which will help reduce transport and travel within the local area.

The response repair works required to be undertaken will assist the Council in becoming carbon neutral by 2028.

Documents used

The following documents have been used to assist the decision process.

 

Report to Procurement Board dated 30th May 2018 titled Minor Works and Responsive Repairs Framework Agreements.

 

Report to Procurement Board dated 22nd July 2020 titled Extension of the Contract for the Responsive Repairs Framework Suppliers.


Contact details

Contact Officer:  Les Woolhouse

Telephone number: 0161 779 4961

 

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

·       The appropriate Scrutiny Committees to call-in the decision are the Growth and Prosperity Scrutiny Panel and The Overview and Scrutiny Board.

 

Signed:         BILL HINDS                      Dated:          22 July 2020          

                    Lead Member

 

 

*         This decision was published on 22 July 2020

*         This decision will come in force at 4.00 p.m. on 29 July 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

Publication date: 22/07/2020

Date of decision: 22/07/2020

Decided at meeting: 22/07/2020 - Procurement Board

Effective from: 30/07/2020

Accompanying Documents: