{meta} Agenda for Procurement Board on Wednesday, 5 February 2020, 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 22 January 2020 pdf icon PDF 62 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Support and maintenance contract for Documentum & Captiva pdf icon PDF 119 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 Support and Maintenance Contract for the Documentum Enterprise Content Management Solutionas detailed in the table below:

Detail required

Title/Description of Contracted Service/Supply/Project

Support and Maintenance Contract  for the Documentum Enterprise Content Management Solution  

Name of Successful Contractor

OpenText 

Supplier Registration Number

(to be supplied by Corporate Procurement)

03148093

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£166,938.55

Full Project

Contract Duration

36 months

Contract Start Date

01/02/2020

Contract End Date

31/03/2023

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)

David Sackfield 2141

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:

The purpose of this report is to seek request an exception to Contractual Standing Orders to approve the award of a contract forSupport and Maintenance for the Documentum Enterprise Content Management Solution.

Documentum is the corporate Document and Records management solution and is used core system  ...  view the full decision text for item 5a

5b

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Salford Young People's Domestic Abuse Service pdf icon PDF 136 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 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.

·        *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 any of these 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 an exception.

 

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

Detail required

Title/Description of Contracted Service/Supply/Project

Salford Young Peoples Domestic Abuse Service

Name of Successful Contractor

Trafford Domestic Abuse Service & TLC

Supplier Registration Number

(to be supplied by Corporate Procurement)

1120983/512710

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

 

£126,672.50 TDAS/£37,905 TLC /

 

£126,672.50 TDAS/£37,905 TLC /

Per annum

Contract Duration

24 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2022

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)

Claire Baddley

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

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

x

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  ...  view the full decision text for item 5b

5c

Request for Approval - Contract Award - Minor Civils Framework pdf icon PDF 164 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 award of the Contract for the Minor Civils Frameworkas detailed in the tables below:

 

Detail required

Title/Description of Contracted Service/Supply/Project

Minor Civils Framework

Name of Successful Contractor

Lot 1 – Argyle Construction

Lot 2 – Tarmac

Bethell Construction Ltd

George Cox & Sons Ltd

Eric Wright Civil Engineering Ltd

NMS Civil Engineering Ltd

A E Yates Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

Lot 1 – Argyle NW Construction Ltd  02829893

Lot 2 – Tarmac

Bethell Construction Ltd - 00264322

George Cox & Sons Ltd - 02775128

Eric Wright Civil Engineering Ltd - 02565379

NMS Civil Engineering Ltd - 01910241

A E Yates Ltd -  06893528

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

£4,000,000

Full Project

Contract Duration

18 Months

Contract Start Date

17/02/2020

Contract End Date

16/08/2021

Optional Extension Period 1

N/A

Optional Extension Period 2

N/A

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Shoaib Mohammad, Assistant Director Technical Services

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

Combination of Above (please detail below)

 


 

The reasons are that this framework is required in order to be able to deliver the services that Urban Vision currently provide and as a top up facility to the Direct Labour Organisation within Highways Construction at Swinton Hall Road Depot.

Assessment of Risk is that the risk of not having this framework available to UV after the transition period relate to the ability to be able to continue to provide the service and to allow for a smooth transition.

The source of funding is Approved Highways Capital (£9.036m) and Revenue (£2.831m) Budgets 2019/20.

Legal Advice obtained.

Financial Advice obtained.

Procurement Advice obtained.

Climate Change Implications considered.

Contact Officer:  Hayley Nixon                                     Tel No 686 7413

 

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

 

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

 

 

Signed:   PAUL DENNETT                     Dated:   05 February 2020

                     City Mayor

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 05 February 2020

 

*         This decision will come in force at 4.00 p.m. on 12 February 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

 

 

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 19 February 2020 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.