{meta} Agenda for Procurement Board on Wednesday, 12 December 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 28 November 2018 pdf icon PDF 64 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for approval - Contract award - Electoral Services printing pdf icon PDF 94 KB

Decision:

Salford City Council - Record of Decision

 

I, Councillor Bill 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 that Salford’s Electoral Services printing contract be awarded based on the following framework:-

 

Name of Company

Adare

ERS

FDM

Print Image

Total Score (100%)

64.00 

93.46

48.20 

59.03 

Framework Ranking

2

1

4

3

 

 

Electoral Services printing to be awarded to the top ranked performer (ERS Limited) on the above framework with the ability to call-off printing services from lower ranked providers as required.

 

All 10 Greater Manchester authorities are recipients of the ERS Limited contract .Having one combined contract for all AGMA authorities brings economies of scale with estimated total savings in Year 1 anticipated to be £96,793.00.

 

Assessment of Risk: The Returning Officer/Electoral Registration Officer will be unable to meet his statutory obligations to deliver effective election or electoral registration without the provision of printing support services.

The source of funding is : Revenue Budget

Financial Advice obtained: Submitted by:  Jo’ Garvin, Finance Team 0161 793 2873

The funding (Estimated £145,000 p.a.) will come from the Elections revenue budget and grant funding received from the Cabinet Office.

Procurement Advice obtained:

Submitted by: Emma Heyes, Corporate Procurement Team 0161 686 6243

 

STaR procurement was the lead authority on behalf of all the participating councils in this collaborative contract and undertook the tendering activity.

 

The procurement process described in the report complies with Salford City Council’s Contractual Standing Orders.

 

Following approval a framework call-off form will require completing to award the contract to ERS.


 

Contact Officer:  Neil Watts, Electoral Services Manager     

Tel No 0161 793 3446                                    E-Mail: neil.watts@salford.gov.uk

 

 

*         This decision 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:      BILL HINDS                          Dated:       12 December 2018  

                     Lead Member

 

 

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 12 December 2018

*         This decision will come in force at 4.00 p.m. on 19 December 2018 unless it is called-in in accordance with the Decision Making Process Rules.

 

5b

Request for Approval to Appoint - Centenary Circle and Centenary Way - Highway Improvement Works pdf icon PDF 126 KB

Additional documents:

Decision:

Salford City Council - Record of Decision

 

I Councillor Bill 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 Centenary Circle safety scheme project at a cost of £216,459.19.

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

  • road safety improvements by resurfacing the carriageway with a high quality and durable material and installing high-friction surfacing on the approaches to the roundabout to ensure the required levels of skid resistance are achieved;
  • extending the containment kerb to reduce the likelihood of future damage to the wig-wag signs that have been subjected to a number of incidents involving vehicles recently, and
  • improvements to the footway and existing uncontrolled crossing to enhance multi-user connectivity.

Options considered and rejected were a signal-controlled Toucan crossing, Parallel Zebra crossing at the location of existing uncontrolled crossing and a reduction in the speed limit from 40mph to 30mph. However, the proposed control of the crossing was unsupported on the grounds of road safety and the reduction in speed limit would not be supported by the Police. 

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:       12 December 2018  

                     Lead Member

 

 

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 12 December 2018

*         This decision will come in force at 4.00 p.m. on 19 December 2018 unless it is called-in in accordance with the Decision Making Process Rules.

 

5c

Request for Approval - Insurance Policy and Cover Renewal Expenditure - Liability, Property & Motor fleet insurance arrangements pdf icon PDF 109 KB

Decision:

Salford City Council - Record of Decision

 

I, Councillor Bill 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 insurance renewal recommendations- along with the proposed expenditure- on the basis that it provides value for money and continuity of cover. 

 

Detail required

Contract Reference

TBD

Title/Description of Contracted Service/Supply/Project

Catastrophe Cover for the Council’s main classes of Insurance including Liability, Property & Motor fleet

Name of Contractor

AIG,ACE,AXA,ASTA, HSB and QBE

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Value of Contract Extension

£

996,575.00

(Includes

12% Insurance premium tax)

Can vary each year depending on terms offered at the time of the future annual renewals

Existing Contract Term

 01/02/2017

to

31/01/2022

Extension Period Requested

N/A

Contact Officer (Name & number)

Cliff Peacock Ext 6980

Lead Service Group

Finance and Corporate Business

Funding Source

Revenue Budget

 

The Reasons are that on the 1st February 2019 the Council’s main classes of insurance business, i.e. Liability, Property and Motor policies fall due for renewal. Insurance policies are currently subject to a discounted Long Term Agreement (LTA) expiring on 31 January 2022 and they provide continuity of cover.

Options considered and rejected were.

N/A

Assessment of Risk - Insurance cover is purchased as a risk transfer mechanism where the authority feels there is a too great a risk in funding a potential occurrence.

The source of funding is the revenue budget.

Legal Advice obtained.

Financial Advice obtained.

Procurement Advice obtained.

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

 

·       Insurance premium figures and summary explanation of increase charges from AON

·       Schedule of Properties

·       Motor Vehicle Schedule

·       Redacted Claims Listing

·       List of VA schools

·       A Record of Decision Notice for January 2019.

 



Contact Officer:       Cliff Peacock           Tel No: 0161 607 6980

 

*         This decision 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:      BILL HINDS                          Dated:       12 December 2018  

                     Lead Member

 

 

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 12 December 2018

*         This decision will come in force at 4.00 p.m. on 19 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)

9.

Date and time of next meeting

10:00 a.m. on Wednesday 9 January 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.