{meta} Decision - Request for Approval - Exception to Contractual Standing Orders - Contract Award - Manufacture and Installation of RHS Brown Tourist Signs on the Motorway Network

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:

 

An exception to Contractual Standing Orders as permitted within the City Council Constitution for the reason(s) highlighted in the table below and the award of the Contract for the manufacture and installation of RHS brown tourist signs on the motorway network as detailed in the table below:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

RHS brown tourist signs on the motorway network

Name of Successful Contractor

Walker Sign Erectors Ltd

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)

SME

Contract Value (£)

£          257,534.86

Contract Duration

3 months

Contract Start Date

20/10/2021

Contract End Date

28/01/2022

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Lead Service Group

Choose an item.

Reason for CSO Exception: The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition

Tick if it applies

Reason for CSO Exception: The execution of works or the supply of goods or services is controlled by a statutory body

Tick if it applies

Reason for CSO Exception: Delivers Best Value to the Council

Tick if it applies

Reason for CSO Exception: Special education, health or social care contracts, if it is considered in the Council’s best interests and to meet the Council’s obligations under relevant legislation

Tick if it applies

Reason for CSO Exception: The execution of works or the supply of goods and services is required so urgently as not to permit compliance with the requirements of competition

Tick if it applies

Reason for CSO Exception: Security works where the publication of documents or details in the tendering process could prejudice the security of SCC and Salford residents

Tick if it applies

Reason for CSO Exception: Procurements made through, or on behalf of, any consortium, local authority, statutory or similar body, provided that tenders or quotations are invited and contracts placed in accordance with national or EU legislation.

Tick if it applies

Funding Source

Choose an item.

Ethical Contractor (EC): Mayor’s Employment Charter

 

EC: Committed to sign up to the Charter

EC: Accredited Living Wage Employer

 

The reasons are:

 

·       Walker Signs are the only provider of this service that we are aware of that have the relevant National Highways passports and Sector Scheme Approvals to be able to access and work on the motorway network;

·       Appointing Walker Signs offers best value to the council as demonstrated by a cost comparison of recent procurement of similar signs on the local highway network and by virtue of the fact that Walker Signs would very likely be the installation company if another contractor was appointed as the principal contractor; and

·       The timing of these works is urgent, with the temporary RHS directional signs needing to be removed by no later than 26 November 2021 and a tender exercise does not permit the City Council to comply with these timescales. Having no directional signs on the motorway for a period of at least two months would increase the risk of driver confusion and late lane changes, thereby increasing the risk of accidents occurring.

 

 

Options considered and rejected were:

 

An open market tender exercise was considered. However, due to the timescales that this would take and the urgency of installing these signs this option was not considered to be the best procurement route. In addition we have struggled to identify alternative contractors to undertake these works, both through an internet search and following discussions with National Highways – the only two contractors identified do not hold the relevant permits and accreditations to undertake this contract in its totality.

 

Assessment of risk:

Medium – if the permanent signs are not installed by 26 November 2021 there is a danger that without any directional signage the risk of driver confusion and late lane changes will increase, thereby increasing the risk of accidents occurring. The City Council is potentially open to legal challenge by undertaking a direct award. However, the risk of a challenge is considered to be low given the lack of competitors who are able to deliver this contract with the required National Highways Passports and Sector Scheme approvals.

 

Legal advice obtained: Yes – Tony Hatton, Principal Solicitor

 

Financial advice obtained: Yes – Alex Archer, Finance Manager

 

Procurement advice obtained: Yes – Heather Stanton, Category Manager

 

HR advice obtained: No

 

Climate change implications obtained: No

 

Documents used:

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

Report to Procurement Board on 13 October 2021, ‘Approval for an Exception to Contractual Standing Orders to award a contract for the manufacture and installation of RHS brown tourist signs on the motorway network.’


Contact details

Contact Officer:       Paul Gill, Senior Development Manager

Telephone number: 07595 846687

 

·       This matter 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: 13th October 2021

                    Lead Member

 

*         This decision was published on 13th October 2021

*         This decision will come in force at 4.00 p.m. on 20th October 2021 unless it is called-in in accordance with the Decision Making Process Rules.

Publication date: 13/10/2021

Date of decision: 13/10/2021

Decided at meeting: 13/10/2021 - Procurement Board

Effective from: 21/10/2021

Current call-in Count: 0

Accompanying Documents: