Agenda and decisions

Procurement Board - Wednesday, 24 July 2019 10.00 am

Venue: The Boardroom, Salford Civic Centre, Chorley Road, Swinton

Contact: Carol Eddleston, Senior Democratic Services Advisor

Items

No.

Item

Apologies for absence

Declarations of interest

To approve, as a correct record, the minutes of the meeting held on 10 July 2019 PDF 60 KB

Matters arising

Decision items - Part 1 (open to the public)

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Salford Carers Service PDF 190 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:

(1) An exception to Contractual Standing Orders in accordance with Paragraph 3.1 as follows:

· 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.

(2) Approve the award of the Contract for Salford Carers Service as detailed in the table below:

Detail required
Title/Description of Contracted Service/Supply/Project	Salford Carers Service
Name of Successful Contractor	The Gaddum Centre
Supplier Registration Number (to be supplied by Corporate Procurement)	Charity – 507162 Company – 1348975
Type of organisation (to be supplied by Corporate Procurement)	Registered Charity
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value	£188,954	Choose an item.
Contract Duration	6 months
Contract Start Date	01/04/2020
Contract End Date	30/09/2020
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)	Paul Walsh 01612124844
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
	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
	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		x
	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 current Carers Service contract will come to an end on the 31 March 2020. In order for commissioners to respond to any new requirements for carers services set out in the Carers Strategy, the current Carers Service specification will need to be reviewed and updated as necessary to meet these new requirements.

Commissioners have already started the process to review the Carers Service specification and are working with Salford ... view the full decision text for item 5a

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Replacement of Life Buoys with Throwlines at Salford Quays PDF 91 KB

Decision:

Salford City Council - Record of Decision

I Councillor Bill Hinds, as chairman of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby approve

The making of an Exception to Contractual Standing Orders to award a contract to Reach and Rescue Limited for undertaking the supply and installation of throwline rescue systems at Salford Quays

(1) Approves an exception to Contractual Standing Orders in accordance with Part 5, Paragraph 3.1a 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.

(2) Approves the direct award of the capital works contract for the replacement of the existing life buoys to a throwline system at Salford Quays to Reach & Rescue Limited as detailed in the table below:-

Detail required

Title/Description of Contracted Service/Supply/Project

Replacement of the existing life buoy system to a throw line system

Name of Successful Contractor

Reach & Rescue Limited

Supplier Registration Number

07223197

Type of organisation

Private Limited Company

Status of Organisation

SME

Contract Value

£30,520.00

Full Project £33,877.00

Contract Duration

8 weeks

Contract Start Date

08/07/2019

Contract End Date

06/09/2019

Contact Officer (Name & number)

David Lyon 0161 779 4971

Lead Service Group

Place Directorate

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

Text Box: ?

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

Funding Source

External Funding Source (please identify below)

Capital Programme

_________________________________________________________

EXECUTIVE SUMMARY:

The purpose of this report is to seek a request for an exception to Contractual Standing Orders to approve the direct award of a contract for supply and installation of the throwline board system

_________________________________________________________

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

Options considered and rejected were:Normal tendering procedures under the current framework agreements. No other contractor supplies the throwline board and has a partnership arrangement with the Greater Manchester Fire and Rescue Service which is essential in the operation of the throwline board

Assessment of Risk: It is advantageous that works are commenced and completed at the earliest possible date to limit the H & S risk

The source of funding is: The source of funding is from within the 2019/20 Capital Programme.

Legal Advice obtained: Supplied by: Tony Hatton (Principal Solicitor - The Shared Legal Service) Tel: 219 6323

Ordinarily when commissioning contracts for the procurement of goods, services or the execution of works the Council as a ‘contracting authority’ must comply with the Public Contract Regulations 2015 as well as the provisions ... view the full decision text for item 5b

Request for Approval - Contract Award - Approved Flexible Procurement System to Supply Alternative Provision to Salford Pupils PDF 1 MB

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:

Approved Flexible Procurement System to Supply Alternative Provision to Salford Pupils

Detail required
Title/Description of Contracted Service/Supply/Project	Alternative Provision 2019 FPS – Lot 1 Full-time Alternative Provision – Min of 25 hours per week
Name of Successful Contractor	Various Providers (based on Ranking and capacity to provide services based on referrals). Edstart (Provider 7), Salford Open Learning (Provider 22), SMS Education (Provider 23), Together Trust Provider 28),
Supplier Registration Number (to be supplied by Corporate Procurement)	Multiple Providers
Type of organisation (to be supplied by Corporate Procurement)	Choose an item.
Status of Organisation (to be supplied by Corporate Procurement)	Choose an item.
Contract Value	Up to £55,250 (dependent on no of referrals per annum)	Choose an item.
Contract Duration	48 Months
Contract Start Date	02/09/2019
Contract End Date	31/07/2023
Optional Extension Period 1	12 months
Optional Extension Period 2	12 months
Optional Extension Period 3	12 Months
Optional Extension Period 4	12 Months
Who will approve each Extension Period?	Procurement Board (extension > £150k)
Contact Officer (Name & number)
Lead Service Group	People 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.)	DN409557
Funding Source	Combination of Above (please detail below)

Detail required
Title/Description of Contracted Service/Supply/Project	Alternative Provision 2019 FPS – Lot 2 - Part-time Alternative Provision – Sports Science / Health & Wellbeing
Name of Successful Contractor	Various Providers (based on Ranking and capacity to provide services based on referrals). Myskills (Provider 14), SMS Education (Provider 23), Together Trust (Provider 28), YMCA Manchester (Provider 30).
Supplier Registration Number (to be supplied by Corporate Procurement)	Multiple Providers
Type of organisation (to be supplied by Corporate Procurement)
Status of Organisation (to be supplied by Corporate Procurement)
Contract Value	Up to £104,720 (dependent on no of referrals per annum)	Per Annum (estimated average)
Contract Duration	48 Months
Contract Start Date	02/09/2019
Contract End Date	31/07/2023
Optional Extension Period 1	12 months
Optional Extension Period 2	12 months
Optional Extension Period 3	12 months
Optional Extension Period 4	12 months
Who will approve each Extension Period?	Procurement Board (extension > £150k)
Contact Officer (Name & number)
Lead Service Group	People 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.)	DN409557
Funding Source	Combination of Above (please detail below)

Detail required
Title/Description of Contracted Service/Supply/Project	Alternative Provision 2019 FPS Lot 3 - Part-time Alternative Provision – Sports Coaching / Life Skills
Name of Successful Contractor	Various Providers (based on Ranking and capacity to provide services based on referrals). Myskills (Provider 14), Sale Sharks (Provider 21), SMS Education (Provider 23).
Supplier Registration Number (to be supplied by Corporate Procurement)	Multiple Providers
Type of organisation (to be supplied by Corporate Procurement)
Status of Organisation (to be ... view the full decision text for item 5c

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

Exclusion of the public

Decision items - Part 2 (closed to the public)

Date and time of next meeting

10:00a.m. on Wednesday 7 August 2019 in the Boardroom, Salford City Council, Town Hall, Chorley Road, Swinton, M27 5DA.