{meta} Agenda for Procurement Board on Wednesday, 28 November 2018, 10.00 am

Agenda and decisions

Venue: The Boardroom, Salford Civic Centre, Chorley Road, Swinton

Contact: Carol Eddleston, Senior Democratic Services Advisor 

Items
No. Item

1.

Apologies for absence

2.

Declarations of interest

3.

To approve, as a correct record, the minutes of the meeting held on 14 November 2018 pdf icon PDF 53 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Contract Extension - Step up to Social Work pdf icon PDF 126 KB

Decision:

Salford City Council - Record of Decision

 

I, Councillor Hinds, as chair of the Procurement Board and in exercise of the powers contained within the City Council constitution do hereby approve:

 

The award of the following contract for the delivery of Step Up to Social Work programme:

 

Detail required

Name of Successful Contractor

Salford University

Supplier Registration Number

(to be supplied by Corporate Procurement)

RC000666

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£226,800

Full Project

Contract Duration

21 months

Contract Start Date

01/07/2019

Contract End Date

30/04/2021

Optional Extension Period 1

An extension is available up to the end of cohort 6, subject to the continued funding from DfE

Who will approve each Extension Period?

Procurement Board (extension > £100k)

Contact Officer (Name & number)

Elaine Johnston Jones

0161 603 4187

Lead Service Group

Children's Services

 

How the contract was procured?

(to be supplied by Corporate Procurement)

Tender (Open)

Funding Source

Grant

 

The Reasons are that Salford Council acts as lead for the Greater Manchester Regional Partnership.  On behalf of the partnership Salford City Council also holds the contract for the academic input which allows the award of Postgraduate Diploma in social work to be made to candidates – thus allowing them to be registered with Health and Care Professions Council (HCPC) and become practicing social workers.

 

Assessment of Risk: Step Up to Social Work is assisting Children Services in all 9 participating Local Authorities to meet their social work staffing requirements. This is achieved by providing high quality staff able to ‘hit the ground running’. As a tailored children and families training programme, it allows trainees to work towards a Postgraduate Diploma in social work, alongside intensive hands-on experience. Failure to participate has an impact on the recruitment strategy of social workers.

 

The source of funding is 100% grant funded through the DfE.

Legal Advice has been obtained.

Financial Advice has been obtained.

Procurement Advice has been obtained.

 

Contact Officer:       Elaine Johnston Jones    Tel: 0161 603 4187

 

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

 

*         The appropriate scrutiny committee to call-in the decision is the Children’s Scrutiny Panel.

 

 

 

Signed:     BILL HINDS               Dated:      28 November 2018                           

                     Lead Member

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 28 November 2028      

                                     

*         This decision will come in force at 4.00 p.m. on 5 December 2018                                            unless it is called-in in accordance with the Decision Making Process Rules.

 

5b

Bloom Street and William Street Public Realm Improvements pdf icon PDF 127 KB

Decision:

Salford City Council - Record of Decision

 

I Councillor Bill Hinds, as chair of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby approve the Bloom Street & William Street Public Realm Improvements project at a cost of £567,676.57

The Reasons are to enable the project to be implemented on site to deliver:

  • improved walking and cycling facilities including an upgraded ‘Toucan’ crossing facility across Trinity Way;
  • enhancements to the public realm including tree planting and sustainable urban drainage systems, and
  • carriageway and footway resurfacing.

Options considered and rejected were. N/A

The project has been developed from an initial concept design through a feasibility study leading into detailed design. Consultation has been undertaken with local members, businesses and stakeholders throughout the process.

Assessment of Risk – Low

 

§  Projects to carry out similar works within the City have been delivered successfully in the past.

§  Detailed designs have been drawn up for the project and the submitted tender price reflects this.

 

The sources of funding are the Block 3 and Regeneration & Property capital programmes for 2018/19

Legal Advice obtained – supplied by Tony Hatton, Principal Solicitor (0161 219 6323)

Financial Advice obtained. – supplied by Alison Woods, Finance Officer (0161 925 1135

Procurement Advice obtained. – supplied by Christine Flisk, Procurement  Manager (0161 686 6245) and Paul Nugent, Strategic Head of Procurement (0161 686 6246)

 

2018/19 Block 3 Transport Capital Programme

 

Contact Officer:  Stephen Hands                       Tel No: 0161 779 4931

 

 

 

*         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:      28 November 2018                           

                     Lead Member

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 28 November 2028     

                                      

*         This decision will come in force at 4.00 p.m. on 5 December 2018                                            unless it is called-in in accordance with the Decision Making Process Rules.

 

5c

Piloting the Bulk Purchasing of Full-time Equivalent Alternative Provision Placements for Pupils in KS3 and KS4 pdf icon PDF 142 KB

Decision:

Salford City Council - Record of Decision

 

I, Councillor Bill Hinds, as chair of the Procurement Board and in exercise of the powers contained within the Council Constitution do hereby approve:

  1. An exception to Contractual Standing Orders to allow the use of £102,534 to spot-purchase additional placements for pupils referred onto the pilot mid-year. 

To support the highly personalised and bespoke nature of the provision needed for learners.

  1. An exception to Contractual Standing Orders to award of £9,000 to City West Housing Trust for five construction placements.

To secure five one-day per week construction placements

  1. The following contract awards issued via the AP-DPS

 

Detail required

Title/Description of Contracted Service/Supply/Project

Full Time Provision

Name of Successful Contractor

The Clifton Centre/ Salford Open Learning

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Public Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£42,500

Full Project

Contract Duration

8 months

Contract Start Date

05/12/2018

Contract End Date

26/07/2019

 

Detail required

Title/Description of Contracted Service/Supply/Project

Part Time Provision – Physical Activity / Wellbeing

Name of Successful Contractor

The Sports School Partnership

Supplier Registration Number

(to be supplied by Corporate Procurement)

3785437

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£99,998

Full Project

Contract Duration

8 months

Contract Start Date

05/12/2018

Contract End Date

26/07/2019

 

Detail required

Title/Description of Contracted Service/Supply/Project

Part Time Provision – Sports Coaching / Life Skills

Name of Successful Contractor

SMS Coaching

Supplier Registration Number

(to be supplied by Corporate Procurement)

07725711

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£99,998

Full Project

Contract Duration

8 months

Contract Start Date

05/12/2018

Contract End Date

26/07/2019

 

Detail required

Title/Description of Contracted Service/Supply/Project

Part Time Provision – Hair & Beauty

Name of Successful Contractor

SMS Coaching

Supplier Registration Number

(to be supplied by Corporate Procurement)

07725711

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£42,200

Full Project

Contract Duration

8 months

Contract Start Date

05/12/2018

Contract End Date

26/07/2019

 

Detail required

Title/Description of Contracted Service/Supply/Project

Part Time Provision – Animal Care

Name of Successful Contractor

Carrington Riding Centre

Supplier Registration Number

(to be supplied by Corporate Procurement)

03753552

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£4,760

Full Project

Contract Duration

8 months

Contract Start Date

05/12/2018

Contract End Date

26/07/2019

 

Options considered and rejected were;

 

5

Part Time Provision – Construction

 

£35,000

3

No award

-

7

Complementary – Bespoke

 

£27,000

8

No award

-

 

Lots 5 and 7, the DPS panel determined that no award should be made due to unsatisfactory outcomes from the bidding process. In part, this was because of the  ...  view the full decision text for item 5c

5d

Request for Approval - Exception to Contractual Standing Orders - Contract award - Fire Alarms and Emergency Lighting - inspection and Maintenance pdf icon PDF 89 KB

Decision:

Salford City Council - Record of Decision

 

I Councillor Bill Hinds, as chair of the Procurement Board, in exercise of the powers conferred on me by the Scheme of Delegation of the Council do hereby approve:-

 

An Exception to Contractual Standing Orders to award a contract for Fire Alarms and Emergency Lighting – Inspection and Maintenance

 

 

 

Detail required

Title/Description of Contracted Service/Supply/Project

Fire Alarms and Emergency Lighting – Inspection and Maintenance

Name of Successful Contractor

Churches Fire Security Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

02703471

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

£22,000

Full Project

Contract Duration

6 months

Contract Start Date

12/10/2018

Contract End Date

31/03/2019

Optional Extension Period 1

n/a

Optional Extension Period 2

n/a

 

 

The Reasons are:  

 

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

 

There are value for money reasons justifying a CSO Exception

 

The council is required to ensure that both fire and emergency lighting systems are checked and certificated to the relevant British Standard. This requires a 6-monthly check of 50% of the fire alarm equipment and an annual check of 100% of the emergency lighting equipment. There are approximately 90 properties on the corporate list and over 50 schools covered.

 

 

 

 

Options considered and rejected were:

Not to award a contract for this work.

.

Assessment of Risk: High

 

The source of funding is: For Corporate Properties funding is available in the repairs and maintenance budget. For the schools, the expenditure will be included in their annual budget plans to be funded from their delegated budgets.

 

Legal Advice obtainedTony Hatton, Principal Solicitor, tel. 219 6323

 

Financial Advice obtained  Gemma Singleton x2578 & Debbie Fulton x0486

 

Procurement Comments Supplied by: Jennifer Hilton – Category Manager – x.6241

 

Contact Officer:  Lee Clare Senior Electrical Design Engineer

TEL. NO. (0161) 779 6020                                       

This decision is not subject to consideration by another Lead Member

 

The appropriate Scrutiny Panel to call-in the decision is the Growth and Prosperity Scrutiny Panel.

 

 

 

Signed:     BILL HINDS               Dated:      28 November 2018                           

                     Lead Member

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 28 November 2028     

                                     

*         This decision will come in force at 4.00 p.m. on 5 December 2018                                            unless it is called-in in accordance with the Decision Making Process Rules.

 

6.

Any other business - Part 1 (open to the public)

7.

Exclusion of the public

8.

Decision items - Part 2 (closed to the public)

8a

Request for Approval - Exception to Contractual Standing Orders - Award of contract - Multi-Disciplinary Design Team consultants - Proposed Intermediate Care Unit pdf icon PDF 79 KB

Decision:

Salford City Council - Record of Decision

 

I Councillor Bill Hinds, as chairman of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby:

Approve an Exception to Contractual Standing Orders to award a contract to appoint Multi-Disciplinary Design Team consultants to take forward design proposals for the proposed Intermediate Care Unit that will lead to a Planning application for the ICU on Stott Lane to be made. The report proposes that the City Council endorse the appointment of Day Architects by SRFT using the SBS framework

The Reasons are

To progress the ICJC decision of the structural model, a traditional two storey 60 bedded Intermediate Care Unit on Stott Lane, as a Salford City Council owned asset, funded through a 25 year capital loan, forming part of the pooled budget.

Options considered and rejected were:

An alternative site within the grounds of Salford Royal Foundation Trust

Assessment of Risk:

Strategic risks of not implementing a suitable IMC estates solution would see a failure to improve outcomes and experience for Salford citizens

The source of funding is: Salford City Council, Capital Programme

Legal Advice obtained from: Tony Hatton

Financial Advice obtained from: Chris Hesketh

Procurement Advice obtained from: Deborah Derbyshire

Contact Officer: Judd Skelton                            Tel No 0161 212 5632

 

*         The Lead Member for Adult Services, Health and Wellbeing has previously been briefed on, and indicated her support for, the proposal.

 

*         The appropriate scrutiny committee to call-in the decision is the Health and Social Care Scrutiny Panel.

 

 

Signed:     BILL HINDS               Dated:      28 November 2018                           

                     Lead Member

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 28 November 2028     

                                     

*         This decision will come in force at 4.00 p.m. on 5 December 2018                                            unless it is called-in in accordance with the Decision Making Process Rules.

 

 

9.

Date and time of next meeting

10:00 a.m. on Wednesday 12 December 2018 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.