{meta} Agenda for Procurement Board on Wednesday, 6 February 2019, 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 23 January 2019 pdf icon PDF 69 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Contract Award - Storage Area Network Refresh and Maintenance pdf icon PDF 87 KB

5b

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Car Club Scheme pdf icon PDF 164 KB

Additional documents:

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:

 

(1)       An exception to Contractual Standing Orders in accordance with Paragraph 3.1 as follows:

·       *Where the council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates.

·       *There are value for money reasons justifying an exception.

 

(2)       The award of the Contract for provision of a car club scheme as detailed in the table below:

Detail required

Title/Description of Contracted Service/Supply/Project

Provision of car club scheme

Name of Successful Contractor

Co-Wheels Car Club Community Interest Company

Supplier Registration Number

(to be supplied by Corporate Procurement)

6512325

Type of organisation

(to be supplied by Corporate Procurement)

Other

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£177,599.90

Per Annum (estimated average)

Contract Duration

Six months

Contract Start Date

01/05/2019

Contract End Date

31/10/2019

Optional Extension Period 1

Six months

Optional Extension Period 2

0 months

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Joseph Pendlebery

Lead Service Group

Service Reform & Development

Reason for CSO Exception

(select all that apply)

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

 

There are value for money reasons justifying a CSO Exception

 

Funding Source

Revenue Budget

 

The Reasons are to:

·       Allow partners organisations (TFGM, Salford Royal Foundation Trust, Stockport Council and Trafford Council) time to develop their individual Employee Car Club schemes and explore entering into a joint procurement exercise with Salford Council.

·       Allow time to engage with the whole workforce in reviewing the current scheme and adopt a co-production approach to the development of a new scheme so it meets the needs of all of our employees and maximises on the benefits through increased take up.

·       Allow the market time to develop the infrastructure needed for a successful scheme (based on early market testing on the needs of the organisation to date).

This award will give the time needed to develop a scheme that meets our business travel needs as part of the wider sustainable travel plan, allow the Council to maximise the financial benefits through a procurement collaboration, increase the impact of carbon emissions reductions not only for Salford City Council but for the employees of TFGM, Salford Royal Foundation Trust, Stockport Council and Trafford Council benefiting the wider GM population.

This current scheme will continue to provide the city with a car club service and fulfil part of the corporate business travel requirements for employees whilst reducing carbon emissions for the council and its employees by increasing miles travelled in low and no emission vehicles.

Once the review has been concluded a future paper will be submitted to  ...  view the full decision text for item 5b

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 - Contract award - Security staffing pdf icon PDF 79 KB

Additional documents:

Decision:

Salford City Council - Record of Decision

 

I, Paul Dennett, City Mayor in exercise of the powers conferred on me by section 2, paragraph B (2), of the Scheme of Delegation of the Council do hereby approve award of Salford City Council’s security staffing tender to The ExcluSec Group Ltd for the minimum 3 year term of 1st April 2019 to 31st March 2022 with the option to extend for a further 2 years.  This relates to the provision of security staffing associated with the delivery of the City Council’s CCTV, City Watch and gateway buildings manned guarding services and is for the year one annual sum of £591,522 (five hundred and ninety one thousand, five hundred and twenty two pounds).

 

The Reasons are to protect the interests of Salford City Council and ensure efficient and effective delivery of these Council services.

 

Assessment of Risk: Low

 

The source of funding is: existing funding sources from the Places Directorate.

 

Procurement Advice obtained:Yes (supplied by Jennifer Hilton as contained in the accompanying procurement board report).

 

Legal Advice obtained: Yes (supplied by Tony Hatton, Solicitor as contained in the accompanying procurement board report)

 

Financial Advice obtained: Yes (supplied by Paul Guest as contained in the accompanying procurement board report)

 

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

 

OJEU tender returns and subsequent contractor references.

 

Contact Officer:     Stephen Kearney     Tel No 0161 686 5810

 

*         This Lead Member for Environment and Community Safety has been consulted on the proposed contract

 

*         The appropriate Scrutiny Committee to call-in the decision is the   Community and Neighbourhoods Scrutiny Panel.

 

 

Signed:           PAUL DENNETT             Date:   07 February 2019 

                               City Mayor

 

 

*         This decision was published on 08 February 2019.

*         This decision will come in force on 15 February 2019 unless it is called in in accordance with the Decision Making Process Rules.

8b

Request for Approval - Exception to Contractual Standing Orders - Contract Extension - Connexions pdf icon PDF 101 KB

Additional documents:

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:

(1)       An exception to Contractual Standing Orders in accordance with Paragraph 3.1 as follows:

·       There are value for money reasons justifying an exception.

(2)       Approve the award of the contract for the Targeted Support Service to Help Young People Engage in Appropriate and Compliant Education, Employment and Training (Connexions) for the period 1st April 2020 to 31st March 2021 as detailed in the report dated 6th February 2019.

 

The Reasons are:

The service is currently subject to potential budget reductions as part of the City Council’s overall budget savings proposals for 2019/20.

In order to assist with the realisation of the budget saving for this contract over the next 12 months, while maintaining the viability of this service, it is proposed that the provider is given an additional 12-month contract extension, which requires an exception to Contractual Standing Orders.

 

Options considered and rejected were:

-       Develop a new specification and go out to tender in summer 2019

-       Decommission current service at the end of March 2020

 

Assessment of Risk:

The proposed budget saving presents a major risk to the viability and future delivery of the Connexions service. The approval of an additional 12 month contract, in addition to the existing 12 month extension, will help to mitigate this risk.

 

The source of funding is:

Children’s Services (core budget), Skills and Work

 

Legal Advice obtained from:

Tony Hatton, Principal Solicitor, Tel. 0161 219 6323

 

 

Financial Advice obtained from:

Chris Mee – Strategic Finance Manager Ext 0434

 

Procurement Advice obtained from:

Christopher Conway, Procurement Category Manager, Tel 0161 686 6248

 

The relevant documents contain exempt or confidential information and are not available for public inspection

Contact Officer:       Alison Burnett                    Tel No 0161 793 2535

 

 

*         This matter is also subject to consideration by the Lead Member for    Children and Young People’s Services and has been referred to that Lead Member for briefing purposes.

 

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

 

 

 

Signed:      BILL HINDS                          Dated:       6 February 2019            

                     Lead Member

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 6 February 2019

 

*         This decision will come in force at 4.00 p.m. on 13 February 2019 

          unless it is called-in in accordance with the Decision Making Process Rules.

 

 

9.

Date and time of next meeting

Wednesday 23 February 2019 at 10:00 a.m. in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.