{meta} Agenda for Procurement Board on Wednesday, 19 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 5 February 2020 pdf icon PDF 37 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

ITEM DEFERRED - Request for Approval - Contract Extension - Advice and Information Services

5c

Request for Approval - Acceptance of a tender for timber cornice and roof repairs at Salford Museum and Art Gallery pdf icon PDF 124 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:-

 

(a)  The award of the following contract for a project approved under the current Corporate Capital Programme:-

 

(i)   Acceptance of the tender from Schofield and Sons Limited in the sum of £228,329.00 to for the renewal of the timber cornice and associated roof  repairs at Salford museum and Art Gallery (SMAG).

 

Detail required

Title/Description of Contracted Service/Supply/Project

Timber cornice and associated roof repairs at SMAG

Name of Successful Contractor

Schofield and Sons Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

                                 2459259

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

          Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Award Price

£228,329.00

Full Project

Contract Value Including Fees and approved QRA

(if applicable )

£260,000.00

Full Project

Contract Duration

10 weeks

Contract Start Date

02/03/2020

Contract End Date

08/05/2020

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Gregory Durkin 0161 779 4942

Lead Service Group

Place Directorate 

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.)

Minor Building Works Framework lot 2 Agreement

Funding Source

Capital Programme

 

The Reasons are:   to enable the works to progress as programmed to start on site and be completed at the earliest possible date. 

 

Options considered and rejected were:None.  All procedures are in accordance with normal Standing Orders.

 

Assessment of Risk:  High. The cornice and adjacent roof has reached the end of its economic life and the works are required to prevent the possibility of sections of cornice breaking away and further water penetration into the building. If the works are not undertaken there is a risk of the museum and art gallery becoming water damaged and being forced to close.

 

The programme has been developed to achieve the delivery of the works to meet the necessary completion dates and minimise disruption to the facility

 

The source of funding is: The funding source available is from within the 2019/20  Corporate Capital Programme and is detailed in reports previously submitted to Cabinet for approval.

 

Legal Implications: Supplied by: Tony Hatton, Principal Solicitor, tel. 0161 219 6323.

 

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. The proposed award of the contract follows a tender exercise by mini competition in accordance with the Council’s Minor Building Works Lot 2 Framework Agreement.

 

The purpose of a framework agreement is to select through a procurement/ evaluation process a number of providers  ...  view the full decision text for item 5c

5b

Request for Approval - Contract Award - New Classroom Block at Springwood Primary School (Craig Hall Site) pdf icon PDF 134 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 direct award of the following Stage 1 contract for a project approved under the current Schools Basic Need Corporate Capital Programme in accordance with the following:-

 

(i)    Approves the outcome of the mini-competition (Stage 1) procurement process conducted through the NHS Shared Business Services Framework to directly award the contract to MTX Contracts Limited as constructor partner to design and build a new modular classroom block for Springwood Primary School (Craig Hall site), Irlam.

 

(ii)  Approves that delegated officers acting on behalf of Salford City Council

progressing with the constructor partner in selecting a design and finalising costs for the delivery of the school in line with the agreed budget as Stage 2 of the procurement process.

 

(iii) Approves that a pre-construction agreement can be issued to cover the period of time between 20January 2020 up to when the formal contract is executed.

 

(iv) Authorises that interim payments be made to MTX Contracts Limited under the terms and conditions of the pre-construction agreement for advance works costs accrued up to a value of £1,629,040.00 pending the agreement of a contract under the Stage 2 process.

                                                                                         

 

Detail required

Title/Description of Contracted Service/Supply/Project

Appoint by direct award a contractor to design and build a new modular classroom block for Springwood Primary school (Craig Hall site)

Name of Successful Contractor

MTX Construction Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

                                04522396

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

          Status of Organisation                            

(to be supplied by Corporate Procurement)

SME

Contract Award Price

£1,629,040.00

Full Project

Contract Value Including Fees and approved QRA

(if applicable )

£1,784,573.00

Full Project

Contract Duration

31 weeks

Contract Start Date

20/01/2020

Contract End Date

24/08/2020

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Gregory Durkin 0161 779 4942

Lead Service Group

Children's Services

 

How the contract was procured?

(to be supplied by Corporate Procurement)

Framework Call-off (Direct)

Framework Details (where applicable)

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

 

NHS Shared Business Services Framework Agreement Schedule 5a Lot 7

Funding Source

Capital Programme

 

 

The Reasons are:   To enable the works to progress as programmed to start on site and be completed in time for the start of the new school term in September 2020. 

 

Options considered and rejected were:None.  All procedures are in accordance with normal Standing Orders.

 

Assessment of Risk: High. The works have been identified as a priority under the Pupil Place Planning Basic Need criteria. If the City Council does not increase its SEN school provision to meet the projected demand then the Council would not be fulfilling its statutory duty in relation to the provision of sufficient school places.

 

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

5d

Extension of appointment of 2 project and programme managers pdf icon PDF 111 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 the extension of Contract for,

 

(1)    The extension of the appointment of 2 appropriately skilled consultant project and programme managers through the STAR Procurement Framework to provide support in connection with the City Council’s growing workload of grant funded infrastructure projects.  This will be for a 12 month period.

 

(1)       An option to extend the appointments for a further 12 month period, subject to future work load, availability of funding and reaching agreement with the Councils HR team.

as detailed in the table below:

Detail required

Contract Reference

01846493

Title/Description of Contracted Service/Supply/Project

Appointment of 2 project & Programme managers

Name of Contractor

AECOM

Type of organisation

(to be supplied by Corporate Procurement)

Public Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Value of Contract Extension

£200,000

Per Annum (estimated average)

Existing Contract Term

04/03/2019

to

04/03/2020

Extension Period Requested

04/03/2020

to

04/03/2021

Contact Officer (Name & number)

Perry Twigg

Lead Service Group

Place

Funding Source

Grant

 

The Reasons are .

 

  • Salford City Council’s Regeneration Team has successfully made submissions for external funding for a range of infrastructure projects through both Growth Deal and the Greater Manchester Mayor’s Cycling and Walking Challenge Fund (MCF) to the value of circa £70 million.

 

  • Salford City Council together with the other districts across Greater Manchester are under pressure from the GMCA to ensure that adequate resources are in place to develop and deliver the MCF projects where funding has been awarded.

 

  • The Regeneration Team in the City Council has inadequate resource to fully meet this demand.

 

Options considered and rejected were .

 

·       That without additional resource, the Council does not have the ability to deliver the infrastructure projects against which it has already secured funding.

 

Assessment of Risk .

·       This is based on the bullet point immediately above, which relate to the council not being able to deliver externally funded projects.

 

The source of funding is .

 

·       The proposal to extend the appointment of 2 programme managers (for a 12 month period) who will be working on projects   which are funded from the Growth deal grant and the Majors challenge fund, allow all costs to be re-claimed on a staged basis from the grant funding body at the Greater Manchester Combined Authority (GMCA).

 

Legal Advice obtained from Tony Hatton- 0161 219 6323

 

Financial Advice obtained from Natalie Birchall – ext 2316

 

Procurement Advice obtained from Christine Flisk – ext  6245

 

HR Advice obtained from Neelum Mahmood – ext 8683

 

Climate Change advice obtained from Mike Hemmingway – ext 3209

 

Contact Officer: Perry Twigg ext 6053

 

 

 

 

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

Report of Strategic Director for Place 19 February 2020 – Extension of appointment of 2 Project and Programme managers through the STAR procurement framework to take a  ...  view the full decision text for item 5d

5e

Salford BNI Delivery Pack 2 Madams Wood Road, A580 / Worsley Road & A580 / Lanc Road pdf icon PDF 116 KB

Additional documents:

5f

Request for Approval - to go out to competition for Swinton Greenway Cycling & Walking pdf icon PDF 79 KB

5g

Trafford Road Main Works Package pdf icon PDF 5 MB

Additional documents:

Decision:

Salford City Council - Record of Decision

A5063 Trafford Road Corridor – Growth Deal 3

 

I, Paul Dennett, City Mayor, in exercise of the powers contained within the Salford City Council Constitution do hereby approve:-

 

1.    The appointment of Eurovia Infrastructure Limited at a cost of £306,898.36 to undertake the enabling works package along Trafford Road, Salford.

2.    The appointment of John Sisk and Son Limited, subject to Greater Manchester Combined Authority approval of Full Business Case and Delivery Agreement, at a cost of £8,796,674.00 to undertake the main works along Trafford Road, Salford.

3.    The creation of purchase orders to enable payments to be made to the Contractors above.

4.    The creation of purchase orders totalling £1,192,000.00 to enable payments to TfGM to be made for traffic signal works, SMART Technology, VMS & CCTV installation & Bus Shelter Relocation works.

5.    A risk allocation totalling £1,916,810.00 based on the Quantitative Risk Assessment (QRA) which has been produced which can be drawn down on by the Project Team.

 

The Reasons are to enable the A5063 Trafford Road Growth Deal Scheme to be delivered

 

Assessment of Risk is:  low

The source of funding is:  unsupported borrowing

Legal Advice:  obtained

Financial Advice:  obtained

Procurement Advice:  obtained

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

Report of the Strategic Director Place submitted to the Property/Regeneration Briefing held on 19 February 2020


Contact Officer:       Richard Tindall                   Tel No 0161 7794866

 

This decision is not subject to consideration by another Lead Member

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

 

Signed:           PAUL DENNETT             Dated:20 February 2020

                     City Mayor

 

 

This decision was published on 20 February 2020

This decision will come in force at 4.00pm on 27 February 2020unless 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)

8a

Skills and Work Programme pdf icon PDF 102 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:

An exception to Contractual Standing Orders as permitted within the City Council Constitution:

·       Delivers Best Value to The Council 

·       The execution of works or the supply of goods and services is required so urgently as not to permit compliance with the requirements of competition.

 

Approve the award of selected contracts within the Skills and Work Commissioned programme for the period: 1st April 2020 to 31st March 2021, subject to the confirmation of final budgets for 2020/21.

The individual contracts and budget values are detailed in the Skills and Work Programme report dated 19th February 2020.

The Reasons are:

In September 2016 Procurement Board gave approval to go out to competition for the delivery of services within this proposed programme. Following a competitive tendering process, contracts were awarded to successful providers and delivery commenced on 1st April 2017 on a two year, plus one contract basis. These contracts will be time-expired by the end of March 2020.

 

For value for money reasons and in order to retain service stability it is proposed that selected contracts are extended for a further 12 months, for the period 1st April 2020 to March 31st 2021. The options to extend within the contracts have been exercised and as such they therefore require an exception to contractual standing orders in order to continue into 2020/21.   

 

Options considered and rejected were:

-       Develop new specifications and go out to tender

-       Decommission current services

 

Assessment of Risk:

 

The current Skills and Work programme delivers a suite of targeted services to support local residents to progress in to education, training or work. The programme is also strongly aligned to support the wider outcomes of Early Help and the Helping Families programme.

 

There will be a gap in provision if these services are not continued.

 

 

The source of funding is:

 

These services are funded by the City Council revenue budget (Skills and Work), Section 106 and Troubled Families grant.

 

Legal Advice obtained from:

 

Tony Hatton, Principal Solicitor, Tel. 0161 219 6323

 

Financial Advice obtained from:

 

Chris Mee Strategic Finance Manager,   Ext 0434

 

Procurement Advice obtained from:

Christopher Conway, Procurement Category Manager, Tel 0161 686 6248

 

Climate Change Implications considered: Advice from Michael Hemingway, Principal Officer – Climate Change, Tel: 0161 793 3209  

 

Contact Officer: Alison Burnett                          Tel No: 0161 793 2535

 

*         This matter is also subject to consideration by the Lead Member for Children’s and Young People’s Services and, accordingly, has been referred to that Lead Member / Directors for a briefing.

 

*         The appropriate scrutiny committee to call-in the decision is the Children’s Services Scrutiny Committee and Overview and Scrutiny Board.

 

 

 

Signed:          Bill Hinds                                     Dated    19 February 2020                                  

                     Lead Member

 

 

This decision was published on 19 February 2020.

This decision  ...  view the full decision text for item 8a

9.

Date and time of next meeting

10:00am on Wednesday 11 March 2020 in the Boardroom, Salford City Council, Civic Centre, Swinton, M27 5DA.