Agenda and decisions

Procurement Board - Wednesday, 10 August 2022 10.00 am

Venue: Salford Suite, Salford Civic Centre, Chorley Road, Swinton. View directions

Contact: Chris Howl

Items

No.

Item

Face to Face public meetings at The Salford Suite - advice for members of the public (updated 31.05.22) PDF 262 KB

Apologies for absence

Declarations of interest

To approve, as a correct record, the minutes of the meeting held on Wednesday 27 July 2022 PDF 127 KB

Matters arising

Decision items - Part 1 (open to the public)

Approval to Award the Contract for Campbell Road Play Area PDF 520 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 construction of a new children’s play area to Campbell Road Playing Field as detailed in the table below:

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Construction of a new play area to Campbell Road Playing Fields, Swinton
Name of Successful Contractor	Groundwork Landscapes Ltd
Supplier Registration Number (to be supplied by Corporate Procurement)	01339901
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£ 357,851.85 full project
Other Costs	£24,622.30	Professional fees
Contract Duration	2 months
Contract Start Date	24/10/2022
Contract End Date	16/12/2022
Optional Extension Period 1	1 month
Optional Extension Period 2	0 months
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Annie Surtees ext. 1153
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	Minor Civils (Lot 6) Landscape Framework
Funding Source	Capital Programme
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The Reasons are:

The six contractors appointed to the Minor Civils (Lot 6) Landscape Framework have been invited to submit tenders for evaluation through mini-competition.

Five tenders were received which have been evaluated on the most economically advantageous tender basis in line with procurement procedures.

The tender submitted by Groundwork Landscapes Ltd is the Most Economically Advantageous Tender (MEAT).

Options considered and rejected:

The award of contract to other contractors appointed to the Minor Civils (Lot 6) Landscape Framework.

Assessment of Risk:

Low – Developers can seek to legally challenge the city council to claim back Section 106 monies if not used on a scheme that mitigates the impacts of that development and/or spent in line with the requirements of the Section 106 agreement.

The source of funding is:

Section 106 Contributions received from the developments at:

£382,474.15 from Land at Campbell Road (s106 ref: 369 – planning application 17/70853/FUL).

Legal Advice obtained:

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 Minor Building Works Framework Agreement Lot 6.

The purpose of a framework agreement is to select through a procurement/ evaluation process a number of providers who can meet the service requirements of the Council, as and when those ... view the full decision text for item 6a

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

Exclusion of the public

Decision items - Part 2 (closed to the public)

Approval for an Exception to Contractual Standing Orders for the award of 17 individual packages of short break care and to approve the use of the Manchester Flexible Purchasing Scheme for the commissioning of short break care for children with special educational need and disability (SEND) PDF 210 KB

Additional documents:

Restricted enclosure 7 View the reasons why document 9a/2 is restricted

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 Individual short break packages of care for 17 children with disabilities and their parent carers and approval to use the Manchester City Council, Flexible Purchasing Scheme, as detailed in the table below:

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Individual short break packages of care for 17 children with disabilities and their parent carers and approval to use the MCC Flexible Purchase Scheme
Name of Successful Contractor	Various
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)	SME
Contract Value (£)	£ Various
Contract Duration	36 months
Contract Start Date	01/08/2022
Contract End Date	31/07/2025
Optional Extension Period 1	12 months
Optional Extension Period 2	12 months
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Karen Smith, Senior Commissioning Manager, 07977 196237
Lead Service Group	People Services
Reason for CSO Exception: The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition	Tick if it applies
Reason for CSO Exception: The execution of works or the supply of goods or services is controlled by a statutory body	Tick if it applies
Reason for CSO Exception: Delivers Best Value to the Council	Tick if it applies
Reason for CSO Exception: 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	Tick if it applies x
Reason for CSO Exception: 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	Tick if it applies
Reason for CSO Exception: Security works where the publication of documents or details in the tendering process could prejudice the security of SCC and Salford residents	Tick if it applies
Reason for CSO Exception: 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.	Tick if it applies
Funding Source	Choose an item.
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign up to the Charter	x
EC: Accredited Living Wage Employer	x

The reasons for this exception are that:

Salford City Council has a legal duty to provide short breaks for children with disabilities and their parent carers as ... view the full decision text for item 9a

10.

Date and time of next meeting

10:00am on Wednesday 24 August 2022 in the Salford Suite at the Public Document Pack Salford Civic Centre, Chorley Road, Swinton, M27 5DA