{meta} Agenda for Procurement Board on Wednesday, 30 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 16 October 2019 pdf icon PDF 64 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Contract Extension - Framework Agreement for Demolition and Associated Services pdf icon PDF 153 KB

Additional documents:

Decision:

Salford City Council - Record of Decision

 

I Paul Dennett, City Mayor, in exercise of the powers contained within the City Council constitution do hereby:

 

Approve the Demolition and Associated Services Framework Agreement.

 

Detail required

Title/Description of Contracted Service/Supply/Project

Framework Agreement for Demolition and Associated Services

Name of Contractor

 

Lot

Type of Organisation

Registration No

SME/Non SME

Connell Brothers Ltd

1

Limited Company

2475702

SME

P McGuiness & Co

1 & 2

Limited Company

00880391

SME

Bagnall UK

1

Private Limited Company

04223987

Non SME

Oldham Brothers

1

Limited Company

1676314

SME

P P O’Connor

1

Limited Company

2545561

SME

Alan Franklin

3

Limited Company

4804728

SME

 

 

 

 

 

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Value of Contract Extension

£1,600.000

Per Annum (estimated average)

Existing Contract Term

15/11/2017

to

14/11/2019

Extension Period Requested

15/11/2019

to

14/11/2020

Contact Officer (Name & number)

Jonathan Phillips x 4972

Lead Service Group

Place

Funding Source

Capital Programme

 

Recommendation

 

That Procurement Board 

 

Approve the extension of the framework for Demolition and Associated Services

 

 

The source of funding is: Capital Programme

Legal Advice obtained: Tony Hatton, Principal Solicitor

Financial Advice obtained: Alex Archer, Finance Manager

Procurement Advice obtained: Deborah Derbyshire, Category Manager



Contact Officer:  Jon Phillips                             Tel No 4972

 

This decision is not subject to consideration by another Lead Member        

The appropriate scrutiny committees to call-in the decision are the Community & Neighbourhoods Scrutiny Panel and the Overview & Scrutiny Board.

 

 

Signed:       PAUL DENNETT                 Dated:  30 October 2019 

                      City Mayor

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 30 October 2019.                                             

*         This decision will come in force at 4:00pm on 6 November 2019  unless it is called-in in accordance with the Decision Making Process Rules.

 

5b

Request for Approval - Exception to Contractual Standing Orders - Contract Award - ICT Licences pdf icon PDF 121 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.

·       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.

 

(2)       The award of the Contract for AutoCAD licences as detailed in the table below:

Detail required

Title/Description of Contracted Service/Supply/Project

AutoCAD Licences

Name of Successful Contractor

Cadline

Supplier Registration Number

(to be supplied by Corporate Procurement)

02486719

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

£64,415

Full Project

Contract Duration

12 months

Contract Start Date

18/11/2019

Contract End Date

17/11/2020

Optional Extension Period 1

12 months

Optional Extension Period 2

0

Who will approve each Extension Period?

Strategic Director (extension < £150k)

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

Revenue Budget

 

The Reasons are AutoCAD licences are only provided by specialist licenced suppliers. Cadline is a company which is licenced to supply and support the Autodesk specialist range.

Options considered and rejected were using our current ICT supplier but they  ...  view the full decision text for item 5b

5c

Request for Approval - Award of Contracts - Cleavley Track Site pdf icon PDF 109 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:

 

a.    The award of the Contract for Car Park Works at Cleavley Track

 

Detail required

Title/Description of Contracted Service/Supply/Project

Car Park Works Cleavley Track

Name of Successful Contractor

Groundwork Landscapes Ltd.

Supplier Registration Number

(to be supplied by Corporate Procurement)

01339901

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£106,876.00

Full Project

Contract Duration

8 weeks

Contract Start Date

06/01/2020

Contract End Date

28/02/2020

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)

Jackie Ashley Tel 0161 779 6043

Lead Service Group

Place

How the contract was procured?

(to be supplied by Corporate Procurement)

Tender (Restricted)

Framework Details (where applicable)

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

SCC Landscape and Associated Works Framework

Funding Source

Capital Programme

 

 

 

 

 

 

b.    The award of the Contract for Athletics Track Works at Cleavley Track

 

Detail required

Title/Description of Contracted Service/Supply/Project

Athletics Track works Cleavley Track

Name of Successful Contractor

Charles Lawrence Surfaces Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

932266

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£238,876.00

Full Project

Contract Duration

14 weeks

Contract Start Date

16/03/2020

Contract End Date

19/06/2020

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)

Jackie Ashley extn 6043

Lead Service Group

Place

How the contract was procured?

(to be supplied by Corporate Procurement)

Tender (Open)

Framework Details (where applicable)

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

n/a

Funding Source

Capital Programme

 

 

 


 

The Reasons are to address:

 

§  The deteriorating condition of the running track and associated athletics equipment

§  The poor quality and limited car parking available at the site.

 

Options considered and rejected were various specifications for the repair of the track surface.

 

Assessment of Risk : Low

The source of funding is Place Directorate’s Capital programme

 

Legal Advice obtained : Tony Hatton 17/10/19

Financial Advice obtained : Alison Woods 16/10/19

Procurement Advice obtained : Tom Woods 16/10/19

 

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

Drawing 008432-UVP-ELS-XX-DR-L-0011 Cleavley Track Car Park Detailed Layout

Contact Officer:       J Ashley                  Tel No 0161 779 6043

 

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

 

*         The appropriate scrutiny committee to call-in the decision is the Growth & Prosperity Scrutiny Panel.

 

 

 

 

Signed:       BILL HINDS                         Dated:    30 October 2019 

                     Lead Member

 

 

*         This decision was published on 30 October 2019.

 

*         This decision will come in force at 4.00 p.m. on 6 November 2019

          unless it is called-in in accordance  ...  view the full decision text for item 5c

5d

Request for Approval - Exception to Contractual Standing Orders - Award of Contracts - Short Break Care Group Based Activities for Disabled Children pdf icon PDF 201 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:

·       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 Contracts for the Short Break Care services as detailed in the tables below:

 

Detail required

Title/Description of Contracted Service/Supply/Project

Specialist Youth club and holiday provision for young people with autism 11-18

Name of Successful Contractor

Autistic Society For The Greater Manchester Area (ASGMA)

Supplier Registration Number

(to be supplied by Corporate Procurement)

04326334

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£15,000

Per Annum (estimated average)

Contract Duration

24 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Steve Titley 0161 793 2435

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

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

X

There are value for money reasons justifying a CSO Exception

X

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

 

Detail required

Title/Description of Contracted Service/Supply/Project

After school and holiday activities for 11 to 18 year olds with complex disabilities

Name of Successful Contractor

Chatsworth School

Supplier Registration Number

(to be supplied by Corporate Procurement)

BvD ID no GBML4119704

Type of organisation

(to be supplied by Corporate Procurement)

Other  ...  view the full decision text for item 5d

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 13 November 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.