{meta} Agenda for Procurement Board on Wednesday, 1 July 2020, 9.00 am

Agenda and decisions

Venue: Microsoft Teams Meeting. 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 10 June 2020 pdf icon PDF 39 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Appointment of Contractor - Stage 1 Process to Design and Build Housing Projects pdf icon PDF 142 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:

 

(a) the award of the following Stage 1 contract for a project approved under the current Capital Programme in accordance with the following:-

 

(i)    the outcome of the mini-competition (Stage 1) procurement process conducted through the Homes England Framework Northwest to award the contract to G & J Seddon Limited as constructor partner to design and build housing projects across a number of sites.

 

(ii)  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 projects in line with agreed budget as Stage 2 of the procurement process.

 

(iii) that a pre-construction agreement be issued to cover the period between July 2020 up to when the formal contract is executed.

 

(iv) that interim payments up to the value of £521,000 be made under the terms and conditions of the pre-construction agreement with G & J Seddon Limited for advance works costs accrued up to the agreement of a contract under the Stage 2 process.

 

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Design and Build Contract for a Range of Housing Projects

Name of Successful Contractor

                 G & J Seddon Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

                                        00172081

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£521,000

Full Project £765,000

Contract Duration

                            To be agreed

Contract Start Date

To be agreed

Contract End Date

To be agreed

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

N/A

Contact Officer (Name & number)

          Les Woolhouse 0161 779 4961

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Mini Competition

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

Homes England framework Northwest

Funding Source

Capital Programme

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

 

 

 


 

The Reasons are:- To approve the outcome of the mini-competition (Stage 1) procurement process conducted through the Homes England Framework Northwest to award the contract to G & J Seddon Limited as constructor partner to design and cost housing projects across a number of sites.

 

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

 

Assessment of Risk:- Medium. The programme has been developed to achieve the delivery of contracts to meet the grant funding criteria and the necessary phased completion dates.

 

The source of funding is:- Homes England HRA Grant and the approved Place Housing Strategy Capital Programme.

 

Legal Advice obtained supplied by:- Tony Hatton (Principal Solicitor) Tel. 219 6323.

 

When commissioning contracts for the procurement  ...  view the full decision text for item 5a

5b

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Allied Health Professionals pdf icon PDF 115 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:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Allied Health Professional Service

Name of Successful Contractor

Salford Royal NHS Foundation Trust

Supplier Registration Number

(to be supplied by Corporate Procurement)

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

£453,402

Per Annum (estimated average)

Contract Duration

12 months

Contract Start Date

01/04/2021

Contract End Date

31/03/2022

Optional Extension Period 1

Optional Extension Period 2

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Jane Roberts – 793 2568

Lead Service Group

Choose an item.

How the contract was procured?

(to be supplied by procurement)

 

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

 

Funding Source

Revenue Budget

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

X

 

 

 


 

The Reasons are

The additional 12 months will support the full implementation of the integrated service specification and aligned outcome framework and enable continuity of provision during a very precarious situation. The additional time will also enable a full evaluation of the integrated service delivery, evidencing the impact on children and young people and their families and the wider system

 

Options considered and rejected were: Not to extend the contract

 

Assessment of Risk

Medium: Risk relates to the implications if the scheme does not continue or any risk if there is a potential delay in extending the contract.

 

The source of funding is Children’s Services Revenue Budget

Legal Advice obtained

Tony Hatton, Principal Solicitor, tel. 219 6323

4th May 2020

Financial Advice obtained

Chris Mee - Strategic Finance Manager

 Ext 0434

1st May 2020

Procurement Advice obtained

Christopher Conway - Category Manager

0161 686 6248

1st May 2020

HR Advice obtained

N/A

Climate Change Implications obtained

Mike Hemmingway – Principal Officer, Climate Change

0161 793 3209

1st May 2020

 

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

Contact Officer: Jane Roberts

Telephone number: 0161 793 2568

 

 

This matter is also subject to consider by the Lead Member for Children’s Services and Young People’s Services.  The Lead Member has been consulted and is supportive of the proposed contract.

 

The appropriate Scrutiny Panel to call-in the decision is the Health and Social Care Scrutiny Panel

 

Signed:         BILL HINDS                      Dated:          1 July 2020  

                    Lead Member

 

 

*         This decision was published on 1 July 2020

*         This decision will come in force at 4.00 p.m. on 8 July unless it is called-in in accordance with the Decision Making Process Rules.

 

 

6.

Any other business - Part 1 (open to the public)

6a

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Lane End; Claremont; Liberty House & The Foyer a contract exemption plus provision expansion to support No Wrong Door model pdf icon PDF 128 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 Contractas 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; Foundations; Places for People +

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Other

Status of Organisation

(to be supplied by Corporate Procurement)

Choose an item.

Contract Value

Liberty - £126,259

Foyer - £109,318

Foundations 

Lane End & Claremont

£440,606,92

 

Pro rata from when building work is complete

£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

12 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

Due to current Government restrictions due to Covid 19 we are unable to complete robust commissioning and procurement procedure in the current timelines.

 

Options considered and rejected were

 

All contracts to cease on 01.04.2020. This was rejected as this mean that there are no services commissioned in Salford for 16+ leaving care and homeless young people. This would mean making placements on a spot purchase basis at a higher cost and young people may end up put of the city or in higher  ...  view the full decision text for item 6a

6b

Request for Approval - Contract Extension - Delivery of Children's Centre Services at the Hershel Weiss Children's Centre pdf icon PDF 116 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 Hershel Weiss Children’s Centre as detailed in the table below:

Detail required

Answers

Contract Reference

TBC

Title/Description of Contracted Service/Supply/Project

Hershel Weiss Children’s Centre

Name of Contractor

Aguda NW

Type of organisation

(to be supplied by Corporate Procurement)

Trading Arm of a Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Value of Contract Extension

£189,190  (This is the value of the contract awarded to the provider, the Council invests an additional  £10K p.a. for  maintenance of the building,which the Council owns)

Full Project

Existing Contract Term

01/04/2017

to

31/03/2020

Extension Period

01/04/2020

to

31/03/2022

Contact Officer (Name & number)

Lead Service Group

People Services

Funding Source

Revenue Budget

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

 

The reasons are

There is provision within the current contract to extend the agreement for a further period from 01/04/2020 to 31/03/2021 and then a further option to extend from 01.04.21 to 31.03.22.

 

Commissioners are instead requesting to extend the contract for the full two years from 01.04.20 to 31.03.22 to ensure that we retain a strong service offer during this difficult period and as allowed under the Cabinet Office guidelines Regulation 72, whereby contracts may be modified without a new procurement procedure in light of the unforeseen circumstances created by the COVID-19 outbreak. During this extension period further commissioning options for the service will be considered.

 

Options considered and rejected were

 

To undertake a competitive process for the award of a new contract.

 

Assessment of risk:

 

There is a high risk of disruption to service users if this contract is not extended with the current provider.

 

The source of funding is:  Core Funding revenue budget.

 

Legal advice obtained

 

Tony Hatton, Principal Solicitor, tel. 219 6323

 

Financial advice obtained:

 

Chris Mee – Strategic Finance Manager Ext 0434

 

Procurement advice obtained:

 

Christopher Conway, Category Manager

0161 686 6248

 

 

HR advice obtained  - Not applicable

 

Climate change implications obtained:

 

Mike Hemmingway – Principal Officer, Climate Change, 0161 793 3209

1st May 2020

 

Documents used

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

Building lease dated 25th July 2008 for 25 years between the Council of the City of Salford and Aguda North West. The land lease between the Council and OJC Trustees for the land on which the centre is situated for 40 years from 2008.

 

Contact Officer:       Debbie Fallon 07570810739

 

 

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

 

The appropriate Scrutiny Panel to call-in the decision is the Children’s Scrutiny Panel.

 

 

 

Signed:         BILL HINDS                      Dated:          1 July 2020  

                    Lead Member

 

 

*         This decision was published on 1 July 2020

*         This decision will come in  ...  view the full decision text for item 6b

7.

Exclusion of the public

8.

Decision items - Part 2 (closed to the public)

8a

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Projects within the Skills and Work Programme pdf icon PDF 101 KB

Additional documents:

Decision:

Salford City Council - Record of Decision

I, Bill Hinds, Lead Member for Finance and Support Services and Chair 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 

 

Approve the award of selected contracts within the Skills and Work Commissioned programme for the period: 1st April 2021 to 31st March 2022, subject to the confirmation of final budgets for 2021/22.

The individual contracts and budget values are detailed in the Skills and Work Programme report dated 1st July 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, plus one basis. These contracts will become time – expired at the end of March 2021. 

 

For value for money reasons and in order to retain service stability in the wake of the COVID 19 pandemic,  it is proposed that selected contracts are extended (for up to) a further 12 months, for the period 1st April 2021 to March 31st 2022. 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 2021/22.   

 

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 into 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 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  

 

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: 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

·       The Lead Member has been consulted and is supportive of the proposed contracts. 

·       The matter is not subject to consideration by another Lead Member  

 

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

 

 

 

Signed:         BILL HINDS                      Dated:          1  ...  view the full decision text for item 8a

9.

Date and time of next meeting

At the time of finalising this agenda it is anticipated that the meeting will be held via MS Teams at 10:00am on Wednesday 22 July 2020