{meta} Agenda for Procurement Board on Wednesday, 26 June 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 12 June 2019 pdf icon PDF 89 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Contract Extension - SEND Brokerage, Support, Training and Advice Service for Schools and Families in the Orthodox Jewish Communities in Salford pdf icon PDF 133 KB

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 the extension of Contract for a Special Educational Needs and Disabilities Brokerage, Support, Training and Advice Service for schools and families in the Orthodox Jewish Communities in Salford as detailed in the table below:

Detail required

Contract Reference

TBC

Title/Description of Contracted Service/Supply/Project

Contract for a Special Educational Needs and Disabilities Brokerage, Support, Training and Advice Service for schools and families in the Orthodox Jewish Communities in Salford

Name of Contractor

The Centre for Specialist Educational Assistance Ltd (known as Binoh of Manchester)

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

£ 40,360

Per annum

Existing Contract Term

01/09/2016

to

31/08/2019

Extension Period Requested

01/09/2019

to

31/08/2020

Contact Officer (Name & number)

Geoff Catterall (793 3312) Steve Titley (793 2435)

Lead Service Group

People Services

Funding Source

Grant

 

The Reasons are

 

The provision is still necessary for the reasons outlined in the original request to PB to commission this service on 29th June 2016 i.e.

 

·       The local authority has statutory responsibilities to support all children with Special Educational Needs in Salford.

 

·       The Local Authority does not have the internal resources to provide the

           culturally appropriate SEND support offer that is needed in order to

          successfully work with pupils, schools and their families in the           Orthodox Jewish Communities.

 

·       Approval to go out to tender for this service was given following a report presented to Procurement Board on 9th March 2016, including the option to extend the contract from 01.09.19 to 31.08.20 and the contract is performing well.

·       When agreeing the award of the original contract, PB requested further information about the provision in relation to the possibility of a joint commission between Salford, Manchester and Bury L.A.s in the future and requested an update to PB at the time of first annual contract extension on 01.09.19. This option has now been considered again and the previous advice provided in 2016 (that a joint commission is not feasible) has not changed.

·       PB will be presented with a further extension report and update (subject to extension being sought on the basis of satisfactory performance) in time for the final extension of this contract from 01.09.20 to 31.08.21.

______________________________________________________________

Options considered and rejected were- not to extend this contract.

Assessment of Risk - if this contract is not awarded, there will be a break in SEN services for this community.

The source of funding is DSG funding.

Legal Advice obtained  - Tony Hatton, Principal Solicitor

Financial Advice obtained- Chris Mee, Strategic Finance Manager

Procurement Advice obtained - Chris Conway, Category Manager, Corporate Procurement Team 

______________________________________________________________

The following documents have been used to assist the decision process

Salford Council Accessibility Strategy 2014–17; Children’s Services Accessibility Strategy; SEN  ...  view the full decision text for item 5a

5b

Request for Approval - Contract Award - Works to Renew Roof Coverings and Upgrade Insulation at Brentnall Primary School. pdf icon PDF 129 KB

Decision:

Salford City Council - Record of Decision

 

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

 

(a)  The award of the following contract for a project approved under the current Schools Capital Maintenance Programme:-

 

(i)  Acceptance of the tender from Truline Construction and Interior Services    Limited in the sum of £263,353.85 to renew roof coverings and upgrade insulation at Brentnall  Primary School.

 

Detail required

Title/Description of Contracted Service/Supply/Project

Roofing works to Brentnall Primary School

Name of Successful Contractor

Truline Construction and Interior Services Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

                                 05147564

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

              Status of Organisation  

(to be supplied by Corporate Procurement)

SME

Contract Award Price

£263,353.85

Full Project

Contract Value Including Fees and approved QRA

(if applicable )

£310,000.00

Full Project

Contract Duration

10 weeks

Contract Start Date

20/07/2019

Contract End Date

27/09/2019

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Gregory Durkin 0161 778 4942

Lead Service Group

Children's Services

 

How the contract was procured?

(to be supplied by Corporate Procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

(Procurement Body, Framework Reference & Title, Start/End Dates, Hyperlink, etc.)

Minor Building Works Framework Lot 2 Agreement

Funding Source

Capital Programme

 

The Reasons are:   to enable the works to progress as programmed to start on site and be completed at the earliest possible date. 

 

Options considered and rejected were:None.  All procedures are in accordance with normal Standing Orders.

 

Assessment of Risk:  Medium. The roof has reached the end of its economic life and the works are required to prevent the risk of school closure. If the school was forced to close due to water ingress then the City Council would have difficulty in fulfilling its statutory duty in relation to the provision of sufficient school places.

 

The programme has been developed to achieve the delivery of the contracts to meet the necessary completion dates. 

 

The source of funding is: The funding source available is from within the Schools Capital Maintenance Programme and is detailed in reports previously submitted to Cabinet for approval.

 

Legal Implications: Supplied by:  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 proposed award of the contract follows a tender exercise by mini competition in accordance with the Council’s Minor Building Works Framework Lot 2 Agreement.

 

The purpose of a framework agreement is to select through a procurement/ evaluation process a number of providers who can meet the service requirements of the Council, as and when those services are required. If they  ...  view the full decision text for item 5b

5c

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Construction Services Job Costing System, Road Lineage, Tools & Equipment and Instant Road Repair in relation to the Transition of UV services. pdf icon PDF 120 KB

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:

·        Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, or materials or services exclusively provided by a statutory undertaker or other bodies.

·        For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer.

·       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 Construction Services Job Costing System, Road Lineage, Tools & Equipment and Instant Road Repairas detailed in the table below:

Detail required

Title/Description of Contracted Service/Supply/Project

Construction Services Job Costing System

Name of Successful Contractor

Causeway Technologies Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

03921897

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

£100,000

Full Project

Contract Duration

 39 months

Contract Start Date

01/01/2020

Contract End Date

30/04/2023

Optional Extension Period 1

0

Optional Extension Period 2

0

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Shoaib Mohammad

Lead Service Group

Place

Reason for CSO Exception

(select all that apply)

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

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

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

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source  ...  view the full decision text for item 5c

5d

Request for Approval to go out to competition for a Minor Civils Framework and Drainage Improvement Programme. pdf icon PDF 79 KB

6.

Any Other Business - Part 1 (open to the public)

6a

Request for Approval - Award of Contract - Citrix 'CVAD' Enterprise licencing pdf icon PDF 212 KB

Decision:

Salford City Council - Record of Decision

 

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

 

·       The award of a contract to Phoenix Software Ltd for the provision of Citrix ‘CVAD’ Enterprise Licencing.

 

The Reasons are that Phoenix Software Ltd bid with the lowest cost price for the Citrix Licences and that Phoenix have been a proven supplier with Salford ICT Services for many years in terms for responsiveness and value for money.

 

Options considered and rejected were:  The decision taken was made as a result of a mini-competition process held on the Crown Commercial Technology Products 2 Framework. Two bids were received and fully evaluated.

 

Assessment of Risk: The risk assessment is low following the mini competition process that was held.

 

The source of funding is Existing revenue budgets.

 

Legal Advice obtained from Tony Hatton.

Financial Advice obtained from Joanne Gavin

 

Contact Officer:  David Hunter                          Tel No 793 3911

 

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

*         The appropriate Scrutiny Select Committee to call-in the decision is the  Overview and Scrutiny Board

 

Signed:    COUNCILLOR BILL HINDS           Dated:   26 June 2019   

                        Lead Member

 

 

* This decision was published on 26 June 2019.       

* This decision will come into force at 4.00 p.m. on 3 July 2019 unless it is called-in in accordance with the Decision Making Process Rules.

6b

Request for Approval - Award of Contract - Citrix ADC Licences and Hardware pdf icon PDF 155 KB

Decision:

Salford City Council - Record of Decision

 

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

 

·       The award for the award of a contract to Phoenix Software Ltd for the provision of Citrix ADC Licences and Hardware.

 

The Reasons are that Phoenix Software Ltd bid with the lowest cost price for the Citrix Hardware and Licences and that Phoenix have been a proven supplier with Salford ICT Services for many years in terms for responsiveness and value for money.

 

Options considered and rejected were:  The decision taken was made as a result of a mini-competition process held on the Crown Commercial Technology Products 2 Framework. Two bids were received and fully evaluated.

 

Assessment of Risk: The risk assessment is low following the mini competition process that was held.

 

The source of funding is Technology Refresh Capital Programme.

 

Legal Advice obtained from Tony Hatton.

Financial Advice obtained from Joanne Gavin

 

 

Contact Officer:  David Hunter                          Tel No 793 3911

 

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

*         The appropriate Scrutiny Select Committee to call-in the decision is the  Overview and Scrutiny Board

 

Signed:    COUNCILLOR BILL HINDS               Dated:   26 June 2019   

                     Lead Member

 

 

* This decision was published on 26 June 2019.

* This decision will come into force at 4.00 p.m. on 3 July 2019 unless it is called-in in accordance with the Decision Making Process Rules.

 

7.

Decision items - Part 2 (closed to the public) - No items

8.

Date and time of next meeting

10:00am on Wednesday 10 July 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.