{meta} Agenda for Procurement Board on Thursday, 9 January 2020, 10.30 am

Agenda and decisions

Venue: Members' Conference Room - Salford Civic Centre. View directions

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 4 December 2019 pdf icon PDF 51 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Award of Contract - Greater Manchester Archaeology Services 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 the award of the contract for Greater Manchester Archaeology Services as detailed in the table below:

 

Detail required

Title/Description of Contracted Service/Supply/Project

Greater Manchester Archaeology Services

Name of Successful Contractor

                  The University of Salford

Incorporated by Royal Charter – Charity Exempt from Registration

Supplier Registration Number

(to be supplied by Corporate Procurement)

RC000666

Type of organisation

(to be supplied by Corporate Procurement)

Charitable Trust

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£ 130,000

Per Annum (estimated average)

Contract Duration

72 Months

Contract Start Date

01/04/2020

Contract End Date

31/03/2026

Optional Extension Period 1

24 months

Optional Extension Period 2

24 months

Optional Extension Period 3

24 months

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Chris Findley 3654

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.)

Funding Source

External Funding Source (please identify below)

 

Procured on behalf of the ten authorities each authority funding this with £13000 each year (or any other division of payment which may be agreed)

 


 

The Reasons are: Of the two bids received, GM Archaeological Services scored better on the identified selection criteria

Options considered and rejected were: An alternative bid which did not score as well as GMAS

Assessment of Risk: Having the GMAS service in place from April 1st 2020 will provide assurance that appropriate support for the development management services of the ten GM authorities is in place. There is a significant risk to those processes if the service is not in place

The source of funding is:Budget exists on Cost Centre D4062 6010.

 

Legal Advice obtained:When commissioning contracts for the procurement of goods, services or the execution of works, the Council must comply with the provisions of the Public Contracts Regulations 2015 as well as its own Contractual Standing Orders (CSO’s), Financial Regulations and the duties of Best and Social Value. In addition, the PCR require that contracting authorities treat candidates equally and in a non-discriminatory way and act in a transparent manner, failing which the award of a contract may be subject to legal challenge.

 

The OJEU (and Chest) advertised procurement procedure undertaken in this matter appears robust, and the appointment of the provider for this service follows an open tender process which is outlined within the body of the report, and which is compliant with the requirements of CSO’s and PCR. Having undertaken the open tender exercise in the recommendation will give some comfort to the Council in ensuring that value for money is being obtained and periodically tested, with open competition maintained.  

 

Presumably in view of the specialist nature of the services, the  ...  view the full decision text for item 5a

5b

Request to go out to Competition - Appointment of a Managing Agent for 2 New Bailey Square pdf icon PDF 52 KB

5c

Request for Approval - Award of Contract - Supply of Liquid Fuels pdf icon PDF 93 KB

Decision:

Salford City Council - Record of Decision

 

I Paul Dennett, City Mayor, in exercise of the powers conferred on me by the Scheme of Delegation of the Council do hereby approve:-

 

(a)  the award of the Contract forthe supply of liquid fuels as detailed in the table below:

 

Detail required

Title/Description of Contracted Service/Supply/Project

Supply of liquid fuels

Name of Successful Contractor

Standard Fuel

Supplier Registration Number

(to be supplied by Corporate Procurement)

07555993

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

£ 1,000,000

Per Annum (estimated average)

Contract Duration

4 Years

Contract Start Date

14/01/2020

Contract End Date

13/01/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

12 months

Who will approve each Extension Period?

Procurement Board (extension > £100k)

Contact Officer (Name & number)

Terry Dixie 1046

Lead Service Group

Environment & Community Safety

 

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.)

Yorkshire Purchasing Organisation

22.11.2019 – 21.11.2021

Funding Source

Revenue Budget

 

 

 

 

 

The Reasons are :

 

Utilising the YPO (Yorkshire Purchasing Organisation) framework

agreement for the procurement of liquid fuels for a period of four years, following completion of the current YPO tender framework agreement contract November 2019. 

 

Procurement of a fuel contract via the YPO framework for liquid fuels, January 2020.

 

A compliant competition has been undertaken to provide Salford City Council with a contract for liquid fuels.

 

Assessment of Risk: Low

 

The source of funding isrevenue budget.

 

Legal Advice obtained-   Yes shared legal service

 

Financial Advice obtained Yes - Alison Woods

 

Procurement Comments  Yes Deborah Derbyshire

 

 

Contact Officer:  Terry Dixie 1046

                    

This decision is not subject to consideration by another Lead Member

 

The appropriate Scrutiny Committee to call-in the decision is the Overview & Scrutiny board.

 

 

Signed:      PAUL DENNETT                  Dated: 9 January 2020                

          City Mayor

 

 

 

This decision was published on 9 January 2020                                  .

 

This decision will come in force at 4:00pm on 16 January 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

5d

ITEM DEFERRED TO ALLOW OFFICER ATTENDANCE - Request for Approval - Extension of Contract - 0-19 Integrated Children's Health Service

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

Insurance Policy & Cover Renewals

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 insurance renewal recommendations - along with the proposed expenditure - on the basis that it provides value for money and continuity of cover. 

 

Detail required

Contract Reference

TBD

Title/Description of Contracted Service/Supply/Project

Catastrophe Cover for the Council’s main classes of Insurance including Liability, Property & Motor fleet

Name of Contractor

AIG,ACE,AXA,ASTA, HSB and QBE

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 Extension

£

1,146,990.67

 (Includes

12% Insurance premium tax)

Can vary each year depending on terms offered at the time of the future annual renewals

Existing Contract Term

 01/02/2017

to

31/01/2022

Extension Period Requested

N/A

Contact Officer (Name & number)

Cliff Peacock Ext 6980

Lead Service Group

Finance and Corporate Business

Funding Source

Revenue Budget

 

The Reasons are that on the 1st February 2020 the Council’s main classes of insurance business, i.e. Liability, Property and Motor policies fall due for renewal. Insurance policies are currently subject to a discounted Long Term Agreement (LTA) expiring on 31 January 2022 and they provide continuity of cover.

Options considered and rejected were.

N/A

Assessment of Risk - Insurance cover is purchased as a risk transfer mechanism where the authority feels there is a too great a risk in funding a potential occurrence.

The source of funding is the revenue budget.

Legal Advice obtained.

Financial Advice obtained.

Procurement Advice obtained.

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

N/a

 

Contact Officer:       Cliff Peacock           Tel No: 0161 607 6980

 

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

 

*         The appropriate scrutiny committee to call-in the decision is the Overview and Scrutiny Board.

 

 

Signed:      PAUL DENNETT                  Dated: 9 January 2020                

          City Mayor

 

 

 

This decision was published on 9 January 2020                                  .

 

This decision will come in force at 4:00pm on 16 January 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

 

9.

Date and time of next meeting

10:00am on Wednesday 22 January 2020 in the Boardroom, Civic Centre, Salford City Council, Chorley Road, Swinton, M27 5DA.