{meta} Agenda for Procurement Board on Wednesday, 16 October 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 11 September 2019 pdf icon PDF 47 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Contract Extension - Parking Services Related Bailiff and Enforcement Agency Services pdf icon PDF 84 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:

The extension of the contract for Bailiff and Enforcement Agency Services Contract for Parking Services, Council Tax and Non Domestic Rates as detailed in the table below:

Detail Required

Contract Reference

C2010

Title/Description of Contracted Service/Supply/Project

Parking Services related collection of Unpaid Penalty Charge Notices

Name of Contractor

Marston

Type of organisation

Private Limited Company

Status of Organisation

SME

Name of Contractor

Equita

Type of organisation

Private Limited Company

Status of Organisation

SME

Value of Contract Extension

£0.00

Per Annum (estimated average)

Existing Contract Term

22/09/2016

to

21/09/2019

Extension Period Requested

22/09/2019

to

21/09/2020

Contact Officer (Name & number)

Andy Devine  xtn 4859

Lead Service Group

Environment & Community Safety

Funding Source

N/A

 

 

Detail Required

Contract Reference

C2005 & C2006

Title/Description of Contracted Service/Supply/Project

Bailiff and Enforcement services in respect of unpaid Council tax and Non Domestic Rates (first placement)

Name of Contractor

Bristow and Sutor Enforcement Agents

Type of organisation

Private Unlimited Company

Status of Organisation

SME

Value of Contract Extension

£00.00

Full Project

Existing Contract Term

22/09/2016

to

21/09/2018

Extension Period Requested

22/09/2019

to

21/09/2020

Contact Officer (Name & number)

Sue Virgin

Lead Service Group

Customer Services Service Reform

Funding Source

N/A

 

 

 

Detail Required

Contract Reference

C2007 & C2008

Title/Description of Contracted Service/Supply/Project

Bailiff and Enforcement services in respect of unpaid Council Tax and Non Domestic Rates (second placement)

Name of Contractor

Equita Limited

Type of organisation

Private limited Company

Status of Organisation

SME

Value of Contract Extension

£00.00

Full Project

Existing Contract Term

22/09/2016

to

21/09/2018

Extension Period Requested

22/09/2019

to

21/09/2020

Contact Officer (Name & number)

Sue Virgin

Lead Service Group

Customer Services Service Reform

Funding Source

N/A

 

Detail Required

Contract Reference

C2009

Title/Description of Contracted Service/Supply/Project

Debt collection services in respect of unpaid Housing Benefit Overpayments

Name of Contractor

Equita Limited

Type of organisation

Private limited Company

Status of Organisation

SME

Value of Contract Extension

£23,000 (approx.)

Full Project

Existing Contract Term

22/09/2016

to

21/09/2018

Extension Period Requested

22/09/2019

to

21/09/2020

Contact Officer (Name & number)

Sue Virgin

Lead Service Group

Customer Services Service Reform

Funding Source

N/A


The Reasons are:   

Options considered and rejected were: Not extend the Contract


ASSESSMENT OF RISK: 

The current contract expires on 21st September 2019 and as listed above the amount of money recovered via Enforcement Agencies is not in-substantial, therefore any interruption in the service would have a financial impact on the PCN, Council Tax, Non Domestic Rates and Housing Benefit debt recovery collection.

In respect of Council Tax and Non Domestic rates collection the Enforcement Agent industry is a highly competitive one and the original task of procurement was both lengthy and complex. A number of legal challenges were received from unsuccessful companies which although were unfounded delayed the implementation of the contract.

The procedures which enable a debt to be sent to an Enforcement Agent are automated. Any changes to the  ...  view the full decision text for item 5a

5b

Request for Approval for Replacement and Additional IT Hardware and Authority to Retender for the Supply of IT Hardware pdf icon PDF 91 KB

Decision:

Salford City Council - Record of Decision

 

I, Paul Dennett, City Mayor, in exercise of the powers contained within the Council Constitution, do hereby approve the procurement of replacement IT hardware to support Urban Vision transition and the procurement of additional IT hardware to support SCC Windows 10 rollout as outlined in the table below:

 

Detail required

Contract Reference

TBC

Title/Description of Contracted Service/Supply/Project

IT Hardware

Name of Contractor

XMA

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

£2.5million

Per Annum (estimated average)

Existing Contract Term

01/09/2016

to

31/05/2020

Contact Officer (Name & number)

Steven Fry

Lead Service Group

Service Reform & Development

Funding Source

Combination of Above (please detail below)


 

Details: 

There is a requirement to replace the IT hardware within the authority to support the rollout of the Microsoft Windows 10 environment and support the transition of Urban Vision back into Salford city council, in addition this will support the flexible working arrangements within the authority.

The existing framework arrangement for the provision of IT hardware is due to expire 31/05/2020 therefore to secure best pricing and ensure compliance it has been agreed that the authority will look to collaboratively tender for this through a GM collaboration within a supported framework

 

 

Risks:

Should authority not be grated for this expenditure any services transitioning back into Salford will cease to function from 1st February 2020 as employees will be unable to connect to relevant systems/solutions.

 

Windows 7 operating system is now nearly 10 years old and will reach end of life on January 2020. At this point it will no longer be supported by Microsoft which means no further security patches and updates will be produced. Systems still using this operating system will then become vulnerable to cyber-attack.

 

To date we have replaced 1256 laptops with higher specification devices and Windows 10 operating system leaving 2125 still to do. These devices must be replaced as a matter of urgency and before Microsoft support for Windows 7 ceases in January 2020 if the Council is to avoid putting systems and data at risk of cyberattack. Failure to invest in systems in accordance with advice is false economy, and the business of the Council must not be put at risk of cyber-attacks which threaten data and the closure of those systems, and the serious legal financial and reputational consequences which flow.

 

SOURCE OF FUNDING:   

Capital programme for supporting UV return

Capital & transformation programme for Windows 10 rollout

Revenue budgets for any BAU upgrade needs


 

Legal advice obtained:

 

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. CSO’s stipulate that where a suitable framework exists, this must be used unless there is an auditable reason not to  ...  view the full decision text for item 5b

5c

Request for Approval - The Quays Bus Lay-by Project pdf icon PDF 122 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:

 

Detail required

Title/Description of Contracted Service/Supply/Project

The Quays Bus Lay-by

Name of Successful Contractor

Urban Vision Partnership Highway Services

Supplier Registration Number

(to be supplied by Corporate Procurement)

05292634

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£ 214,985.12

Full Project

Contract Duration

6 Weeks

Contract Start Date

21/10/2019

Contract End Date

29/11/2019

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)

Daniel Reid 0161 779 6018

Lead Service Group

Partner (please identify below)

Urban Vision

How the contract was procured?

(to be supplied by Corporate Procurement)

Development Services Partnership Agreement

Framework Details (where applicable)

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

Development Services Partnership Agreement

Funding Source

Block 3 Capital Programme for 2019/20


                                    

The Reasons for delivering this project are:

 

·       The existing lay-by on the Quays Loop Road next to the Lowry Outlet shopping centre requires reconstruction to address surface defects and issues with the adjacent drainage channel. Recently, several tripping injury claims have been made against the City Council from members of the public, which were caused by the uneven surface.

 

·       The Traffic Regulation Orders for the lay-by have been reviewed to prevent the future misuse of the facility, which is thought to have contributed to the defects. For example, coaches are parking and waiting in the lay-by rather than using it solely to pick-up and drop-off passengers before making their way to the coach parking area.

 

·       In May 2019, a feasibility study of the lay-by and associated site investigation works were carried out to inform the requirements for detailed design. An assessment of the lay-by determined that resurfacing of the carriageway and a replacement of the existing defective drainage channel was required.

 

Options considered and rejected were

 

An initial quote for a drainage channel was received by Urban Vision Highway Services, however the cost to supply and install the product, along with all other items, took the overall spend above the allocated budget for the scheme.

 

Working closely with the supplier and Urban Vision Highway Services, an alternative drainage solution was reviewed and selected. This revised design met the required loading classification and drainage requirements. Due to a much simpler installation process and the use of fewer materials, the overall cost was reduced significantly and the scheme is now within budget.

 

Assessment of Risk: Low

 

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

 

§  There is funding allocated in the SCC’s Block 3 Capital Programme for 2019/20

 

Legal Advice obtained

 

Supplied by: Tony Hatton, Principal Solicitor, tel. 219 6323

 

Date supplied: 3rd October 2019

 

Financial Advice obtained  ...  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)

9.

Date and time of next meeting

10:00am on Wednesday 30 October 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.