{meta} Agenda for Procurement Board on Wednesday, 28 August 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 last meeting held on 7 August 2019 pdf icon PDF 65 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Exception to Contractual Standing Orders - Contract Award - ‘Vital and Viable Places’ pdf icon PDF 124 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.

 

(2)       The award of the Contract for Vital and Viable Places as detailed in the table below:

Detail required

Title/Description of Contracted Service/Supply/Project

Vital and Viable Places

Name of Successful Contractor

Institute of Place Management

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Other

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£50,000

Full Project

Contract Duration

24 months

Contract Start Date

02/09/2019

Contract End Date

02/09/2021

Optional Extension Period 1

N/A

Optional Extension Period 2

N/A

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Jacquie Russell x3577

Lead Service Group

Service Reform & Development

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

x

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

Revenue Budget

 

The Reasons are that the project seeks to establish a programme of work between Salford City Council and the Institute of Place Management (IPM) to develop a robust, evidence-based, and measurable approach to identifying potential place-based interventions that can help to strengthen our district centres. The approach is built on the IPM’s prior experience in developing and applying the Vital and Viable Programme in a  ...  view the full decision text for item 5a

5b

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Co Design and Refurbishment of The Grange Children's Home pdf icon PDF 102 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:

·        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.

 

(2)       The award of the Contract for Co Design and Refurbishment of The Grange Children’s Home  as detailed in the table below:

Detail required

Title/Description of Contracted Service/Supply/Project

Co Design and Refurbishment of The Grange Children’s Home 

Name of Successful Contractor

Quay Interiors Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

Company – 10438822

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

£141,404.55

Full Project

Contract Duration

2 months refurb (6 months defects under JCT minor works Contract)

Contract Start Date

03/09/2020

Contract End Date

01/11/2019

Optional Extension Period 1

N/A

Optional Extension Period 2

N/A

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Sayma Khan 01616034558

Lead Service Group

People Services

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

x

Funding Source

Capital Programme

The Grange Children’s Home became vacant in December 2018 and has been identified as the preferred site for the new No Wrong Door Hub after a consultation exercise with Children and Young People, during the consultation exercise it was identified that the proposed Hub requires some co design with Young People and minor refurbishment works.

Commissioners have already started to implement the No Wrong Door Strategy for Salford City Council and have secured the funding for the proposed Co Design and Refurbishment Works.

A robust specification has been drafted in conjunction with Urban Vision (project lead), Sheila Bird Group (Design lead), Quay Interiors (Contractor) and a range of Children and Young People across Social care.

A quotation has been sought which has been benchmarked by Urban vision who have confirmed that it is comparative to the industry standard rates.   

It is really important to highlight that the concept of the Hub is young person led and designed by them thought their lived experiences of being in exiting children’s homes. Research evidences we must ‘create space which is trauma informed’ and clearly we need to recognise and accept the concept the young people have created is trauma informed and would have a positive impact on their emotional health and wellbeing

It has been discussed and agreed with Urban Vision to seek an exception for these works as we will not be able to undertake these works on time if we were to use any of the Council’s  ...  view the full decision text for item 5b

5c

Request for Approval - Contract Award - Provision of Six Sheet Digital Advertising Units within the City of Salford pdf icon PDF 660 KB

Decision:

Salford City Council - Record of Decision

 

I Paula Boshell, Statutory Deputy City Mayor, in exercise of the powers contained within the Council Constitution do hereby approve the award the six sheet advertising contract to Clear Channel UK Limited.

 

Detail required

Title/Description of Contracted Service/Supply/Project

The development of digital six sheet advertising units (FSU) within the City of Salford, to be located on Council owned land.

Name of Successful Contractor

Clear Channel UK Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

00950526

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

Full Project

Contract Duration

7 years

Contract Start Date

01/09/2019

Contract End Date

01/09/2029

Optional Extension Period 1

1 Year

Optional Extension Period 2

1 Year

Optional Extension Period 3

1 Year

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Jonathan Till x 6133

Lead Service Group

Place

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.)

Flexible Procurement Solution for advertising development (1st August  2018 to 31st July 2023)

On the CHEST-Renewal of the expired advertising DPS-ref DN350512

Funding Source

Income generation-Revenue Budget

 


 

The existing six sheet advertising contract, an eighteen year contract with Clear Channel UK, expired in February, 2019; therefore a mini-completion was undertaken using the principals outlined within the FPS. All of the advert developers that had been appointed to LOT 1 (Development of digital advert screens) were invited to apply for the new six sheet concession.

The six sheet advertising concession was published on the chest and fourteen advertising developers expressed an interest in the six sheet advertising opportunity. Only four of these advert developers were eligible to apply, however only Clear Channel UK Ltd, the existing provider, submitted a tender for the six sheet advertising opportunity in Salford.

As only one tender was returned a benchmarking exercise has taken place to provide the re-assurance that by accepting the one submission that this would not place the Council at a disadvantage. 

 

Assessment of Risk

There is a low level of risk for the Council; this is an income generating initiative.

 

The source of funding

This is an income generating initiative; there are no cost implications for the Council

 

Legal Advice obtained

 

Tony Hatton-Shared legal Service.; There is no statutory authority within the Highways Act to place sponsorship signs on highway assets, however legal advice was taken ten years ago when the previous sponsorship contracts were let and no concerns were raised at this time.  This type of sponsorship initiative is common place across Local Authorities and indeed the Audit Commission has encouraged Council’s to make the most out of their assets.

When commissioning goods, services or works the Council must comply with the public procurement regulations and its own Contractual Standing Orders. In that regard, this report confirms that  ...  view the full decision text for item 5c

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 - Provision of Six Sheet Digital Advertising Units within the City of Salford pdf icon PDF 84 KB

Additional documents:

9.

Date and time of next meeting

10:00am on Wednesday 11 September 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.