{meta} Agenda for Procurement Board on Wednesday, 11 March 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 19 February 2020 pdf icon PDF 54 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Renewal of sub 100kW electricity contract for the Council pdf icon PDF 157 KB

Additional documents:

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:

  1. That the non-half hourly (NHH) electricity supply contract be awarded to Scottish & Southern Electric (SSE).  The contract will commence 1 April 2020 for a 48 month period.
  2. That the contract agreed is sourced from 100% renewable energy.

 

Detail required

Title/Description of Contracted Service/Supply/Project

NHH contract for the supply of electricity

Name of Successful Contractor

Scottish & Southern Electric (SSE)

Supplier Registration Number

(to be supplied by Corporate Procurement)

SSE – 03757502

Type of organisation

(to be supplied by Corporate Procurement)

Public Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£671,201

Per Annum (estimated average)

Contract Duration

48 Months

Contract Start Date

01/04/2020

Contract End Date

31/03/2024

Optional Extension Period 1

0 months

Optional Extension Period 2

0 months

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Majid Maqbool

Lead Service Group

Place

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.)

Manchester council Multi-supplier electricity framework

Funding Source

Revenue Budget


The Reasons are following the procurement of the electricity renewal via a fully compliant Manchester multi-supplier framework, SSE submitted prices for 24, 36 and 48 month contract.  The 48 month contract will result in a cost of £671,201 per annum.  This amounts to an increase in annual costs of £72,953 (12.19%)

Options considered and rejected were 24 and 36 month fixed contract durations as opposed to the 48 months which would have seen an increase of 8.4% and 10% respectively and therefore a relatively small margin of 2% between each contract duration. The 48 month contract therefore provides budget certainty and mitigation against the potential risk of a significant increase in energy prices in the near future.

Assessment of Risk           Low

The source of funding is general fund revenue budget and schools budgets.

Legal Advice obtained        From Tony Hatton, Principal Solicitor

Financial Advice obtained from Gemma Singleton, Finance Officer Level 2

Procurement Advice obtained from Heather Stanton, Category Manager

Climate Change Implications considered – The contract agreed is 100% green, therefore showing Salford City Council’s support for the generation of electricity from renewable sources to tackle climate change.

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

The relevant documents contain exempt or confidential information and are not available for public inspection

Contact Officer:  Majid Maqbool                        Tel No 0161 607 6987

 

 

The appropriate scrutiny committee to call-in the decision is the Growth and prosperity Panel and overview Scrutiny Panel.

 

 

 

Signed: PAUL DENNETT             Dated:  11 March 2020           

                     City Mayor

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on  12 March 2020

 

*         This decision will come in force at 4.00 p.m. on 19 March 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

5b

Request for Approval - Contract Extension - Strategic Development of the VCSE Sector pdf icon PDF 169 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:

(1)    Approve the extension of Contract for Strategic Development of the sector through engagement, support and influence and to promote volunteering for the period 1 April 2020 to 31 March 2021 – Current provider Salford Community and Voluntary Services SCVS

 

 

Detail required

Answers

Contract Reference

Title/Description of Contracted Service/Supply/Project

Extension of contract for Strategic Development of the sector through engagement, support and influence and to promote volunteering for the period 1 April 2020 to 31 March 2021

Name of Contractor

Salford Community and Voluntary Sector ( SCVS)

Type of organisation

(to be supplied by Corporate Procurement)

Charitable Trust

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Value of Contract Extension

£265,568

Per Annum (estimated average)

Existing Contract Term

01/04/2019

to

31/03/2020

Extension Period

01/04/2020

to

31/03/2021

Contact Officer (Name & number)

Sandra Derbyshire

Lead Service Group

People Services

Funding Source

Revenue Budget

The reasons are as per report submitted to Procurement Board on 11 March 2020

Assessment of risk - Low

The source of funding is Integrated and Non Integrated funding

Legal advice obtained Tony Hatton – Feb 2020

Financial advice obtained Stephen Thynne Feb 2020

Procurement advice obtained Chris Conway Feb 2020

HR advice obtained   N/A

Climate change implications obtained N/A

 

 

Documents used

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

Fill Tender process in 2013 and ongoing monitoring and evaluation of service in relation to performance and value for money



Contact details

Contact Officer:  Sandra Derbyshire      

Telephone number: 0161 793 2570

 

 

 

·       This matter is not subject to consideration by another Lead Member.

·       The appropriate Scrutiny Committee to call-in the decision is the Adult Social Care

 

 

Signed:         BILL HINDS                                Dated: 11 March 2020

                    Lead Member

 

 

*         This decision was published on 11 March 2020

*         This decision will come in force at 4.00 p.m. on 18 March 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

 

5c

Request for Approval - Contract Extension - Advice and Information Services pdf icon PDF 149 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:

(1)    Approve the extension of Contract for Information and Advice Services – Salford CAB as detailed in the table below

 

 

Detail required

Answers

Contract Reference

Title/Description of Contracted Service/Supply/Project

Extension of contract for Information and Advice Services ( Salford CAB) for 12 months (1 April 2020 to 31 March 2021)

Name of Contractor

Type of organisation

(to be supplied by Corporate Procurement)

Charitable Trust

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Value of Contract Extension

£565,726

Per Annum (estimated average)

Existing Contract Term

02/04/2019

to

31/03/2020

Extension Period

01/04/2020

to

31/03/2021

Contact Officer (Name & number)

Sandra Derbyshire

Lead Service Group

People Services

Funding Source

Revenue Budget

The reasons are as per report submitted to Procurement Board on 11 March 2020

Assessment of risk - Low

The source of funding is Integrated and Non Integrated funding

Legal advice obtained Tony Hatton – Feb 2020

Financial advice obtained Stephen Thynne Feb 2020

Procurement advice obtained Chris Conway Feb 2020

HR advice obtained   N/A

Climate change implications obtained N/A

 

 

Documents used

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

Fill Tender process in 2013 and ongoing monitoring and evaluation of service in relation to performance and value for money

 



Contact details

Contact Officer:  Sandra Derbyshire      

Telephone number: 0161 793 2570

 

 

·       This matter is not subject to consideration by another Lead Member.

·       The appropriate Scrutiny Committee to call-in the decision is the Adult Social Care

 

 

Signed:         BILL HINDS                                Dated: 11 March 2020

                    Lead Member

 

 

*         This decision was published on 11 March 2020

*         This decision will come in force at 4.00 p.m. on 18 March 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

 

5d

Request to go out to Tender - Key Cities Policy and Media Support Services pdf icon PDF 62 KB

5e

Request for Approval - Contract Award - Electronic Payment Services via PayPoint and Post Office Counters Ltd (POCL) pdf icon PDF 140 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 award of the contract for cash receipting software as outlined below:

 

 

Detail required

Title/Description of Contracted Service/Supply/Project

Electronic Payment Services via PayPoint and Post Office Counters Ltd (POCL)

Name of Successful Contractor

Allpay Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

02933191

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

£79,816.87

Per annum

Contract Duration

48 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2024

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Tony Thompstone 2016

Lead Service Group

Finance & Corporate Business

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.)

Procurement for Housing Framework (PfH 2019) for the provision of Electronic Payments

Funding Source

Revenue Budget


 

Procuring a contract from the PfH framework agreement provides for an OJEU complaint process.

It is essential that the City Council continues to offer a range of electronic payment services as well as accepting payments via credit and debit cards, to receive income from bill payers. Removing these options would mean considerable risk of loss of income if the services were removed.  As the income management system is changing from PARIS to Civica pay in April it is prudent to use Allpay for a further year whilst the switch from PARIS to Civica pay is completed

 

Legal Advice obtained . Tony Hatton, Principal Solicitor, tel. 219 6323

 

When commissioning contracts for the provision of goods, services or the execution of works, the Council must comply with the provisions of the Public Contracts Regulations 2015 (the Regulations) which require that contracting authorities treat candidates equally and in a non-discriminatory way and act in a transparent manner. In addition, the Council is required to comply with the requirements of its own Contractual Standing Orders (CSO’s), failing which the award of a contract may be subject to legal challenge. CSO’s stipulate that where a suitable framework agreement exists, this must be used unless there is an auditable reason not to.

 

The Council can comply with the requirements of the Regulations by carrying out its own procurement exercise or relying upon another contracting authority's compliant procurement exercise. In that regard, contracting authorities may procure goods, works or services through a ‘central purchasing body’ (and are deemed to have complied with the Regulations to the extent that the central purchasing body has). The definition of ‘central purchasing body’ includes an authority that concludes framework agreements for works, goods or services intended for one or more contracting authorities.

 

The purpose of a framework agreement is to select  ...  view the full decision text for item 5e

5f

Request to go out to tender - Salford Residents Funeral Service pdf icon PDF 58 KB

5g

Request for Approval - Exception to Contractual Standing Orders - Pendleton Roundabout Road Traffic Accident (RTA) Scheme 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:

 

An exception to Contractual Standing Orders as permitted within the City Council Constitution for the reasons highlighted in the table below and the award of the Contract for Pendleton Roundabout Traffic Accident Repair Scheme as detailed in the table below:

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Pendleton Roundabout RTA Scheme.

Name of Successful Contractor

Eurovia Contracting

Supplier Registration Number

(to be supplied by Corporate Procurement)

5292634

Type of organisation

(to be supplied by Corporate Procurement)

Limited Liability Partnership

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£191,330.28

Full Project

Contract Duration

9 Weeks

Contract Start Date

06/04/2020

Contract End Date

05/06/2020

SCC Structure & Bridges Design Fees

£10,140.50

SCC Structure & Bridges Supervision Fees

£9,757.84

SCC Principal Designer

£825.00

How the contract was procured?

(to be supplied by Corporate Procurement)

Direct Award/ NEC3 Option A

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Michael Jolley (Ext 4909)

Lead Service Group

Place

Reason for CSO Exception

(select all that apply)

The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition

The execution of works or the supply of goods or services is controlled by a statutory body

Delivers Best Value to the Council

Special education, health or social care contracts, if it is considered in the Council’s best interests and to meet the Council’s obligations under relevant legislation

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

Security works where the publication of documents or details in the tendering process could prejudice the security of SCC and Salford residents

Procurements made through, or on behalf of, any consortium, local authority, statutory or similar body, provided that tenders or quotations are invited and contracts placed in accordance with national or EU legislation.

Funding Source

2019/20 Block 3 Local Transport Capital Budget underspend

 

 

 

The reasons are

The Road Traffic Accident damaged the parapets and reinforced concrete portal wall to Broad Street Roundabout North West Subway and were unsafe in its current state. It was identified by inspection that the damage required repair/ replacement works as soon as practicable to reduce the time of the current Temporary Vehicular Crash Barriers protecting the area.

 

Options considered and rejected were:

 

Not to award the Contract

 

Assessment of risk;

 

Low – (Parapet Replacements) Funding is available from the Block 3 Local Transport Capital Budget 2019/20 underspend. Urban Vision is experienced in undertaking similar refurbishment schemes. The parapets in their current condition are sub-standard. The proposed works would ensure the safety of the public using the carriageway/ subway.  ...  view the full decision text for item 5g

5h

Request for Approval - Exception to Contractual Standing Orders - Liberty House and the Foyer plus provision to support No Wrong Door Model pdf icon PDF 137 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:

 

An exception to Contractual Standing Orders as permitted within the City Council Constitution for the reason(s) highlighted in the table below and the award of the Contract for (insert title of project/scheme/service or purchase of goods)as detailed in the table below:

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Semi and Independent Living Services for 16 – 25 year olds plus the details to develop the provision at the Foyer to support Route 29.

Name of Successful Contractor

Adullam & Places for People +

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Choose an item.

Contract Value

Liberty - £126,259

Foyer - £109,318

 

£69,413.76 – 4 block beds against The Foyer linked to Route 29

 

£17,000 – Additional member of staff to support at The Foyer

Per Annum (estimated average)

Contract Duration

6 months

Contract Start Date

22/10/2020

Contract End Date

21/04/2021

Optional Extension Period 1

Optional Extension Period 2

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Jennifer Walsh 0161 778 0533

Lead Service Group

People Services

Reason for CSO Exception

(select all that apply)

The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition

The execution of works or the supply of goods or services is controlled by a statutory body

Delivers Best Value to the Council

X

Special education, health or social care contracts, if it is considered in the Council’s best interests and to meet the Council’s obligations under relevant legislation

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

Security works where the publication of documents or details in the tendering process could prejudice the security of SCC and Salford residents

Procurements made through, or on behalf of, any consortium, local authority, statutory or similar body, provided that tenders or quotations are invited and contracts placed in accordance with national or EU legislation.

Funding Source

Choose an item.

 

 

The reasons are

 

This proposal will reduce the spend on unregulated 16+ provision in the City.

 

This proposal will reduce the risks associated with unregulated provision.

By minimising the usage of this external market we gain greater control and oversight of quality via quality monitoring and regular contact with the Salford based provision.

 

The proposal will ensure that more Salford young people can remain in Salford

The proposal will ensure that the current existing service are able to operate at a good standard

 

The proposal will mean that Route 29 will  ...  view the full decision text for item 5h

5i

Request for Approval to go to market to identify a Managing Agent for 100 Embankment pdf icon PDF 52 KB

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 25 March 2020 in the Boardroom, Civic Centre, Salford City Council, Swinton, M27 5DA.