Agenda and decisions

Procurement Board - Wednesday, 30 October 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 16 October 2019 PDF 64 KB

Matters arising

Decision items - Part 1 (open to the public)

Request for Approval - Contract Extension - Framework Agreement for Demolition and Associated Services PDF 153 KB

Additional documents:

05(a) - Background doc - PB Report 01-11-17 , item 5a PDF 93 KB

Decision:

Salford City Council - Record of Decision

I Paul Dennett, City Mayor, in exercise of the powers contained within the City Council constitution do hereby:

Approve the Demolition and Associated Services Framework Agreement.

Detail required
Title/Description of Contracted Service/Supply/Project	Framework Agreement for Demolition and Associated Services

Name of Contractor	Lot	Type of Organisation	Registration No	SME/Non SME
Connell Brothers Ltd	1	Limited Company	2475702	SME
P McGuiness & Co	1 & 2	Limited Company	00880391	SME
Bagnall UK	1	Private Limited Company	04223987	Non SME
Oldham Brothers	1	Limited Company	1676314	SME
P P O’Connor	1	Limited Company	2545561	SME
Alan Franklin	3	Limited Company	4804728	SME

Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Value of Contract Extension	£1,600.000	Per Annum (estimated average)
Existing Contract Term	15/11/2017	to	14/11/2019
Extension Period Requested	15/11/2019	to	14/11/2020
Contact Officer (Name & number)	Jonathan Phillips x 4972
Lead Service Group	Place
Funding Source	Capital Programme

Recommendation

That Procurement Board

Approve the extension of the framework for Demolition and Associated Services

The source of funding is: Capital Programme

Legal Advice obtained: Tony Hatton, Principal Solicitor

Financial Advice obtained: Alex Archer, Finance Manager

Procurement Advice obtained: Deborah Derbyshire, Category Manager

Contact Officer: Jon Phillips Tel No 4972

This decision is not subject to consideration by another Lead Member

The appropriate scrutiny committees to call-in the decision are the Community & Neighbourhoods Scrutiny Panel and the Overview & Scrutiny Board.

Signed: PAUL DENNETT Dated: 30 October 2019

City Mayor

FOR DEMOCRATIC SERVICES USE ONLY

* This decision was published on 30 October 2019.

* This decision will come in force at 4:00pm on 6 November 2019 unless it is called-in in accordance with the Decision Making Process Rules.

Request for Approval - Exception to Contractual Standing Orders - Contract Award - ICT Licences 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:

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

· 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, or materials or services exclusively provided by a statutory undertaker or other bodies.

· 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) The award of the Contract for AutoCAD licences as detailed in the table below:

Detail required
Title/Description of Contracted Service/Supply/Project	AutoCAD Licences
Name of Successful Contractor	Cadline
Supplier Registration Number (to be supplied by Corporate Procurement)	02486719
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	£64,415	Full Project
Contract Duration	12 months
Contract Start Date	18/11/2019
Contract End Date	17/11/2020
Optional Extension Period 1	12 months
Optional Extension Period 2	0
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Shoaib Mohammad
Lead Service Group	Place
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
	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 Reasons are AutoCAD licences are only provided by specialist licenced suppliers. Cadline is a company which is licenced to supply and support the Autodesk specialist range.

Options considered and rejected were using our current ICT supplier but they ... view the full decision text for item 5b

Request for Approval - Award of Contracts - Cleavley Track Site PDF 109 KB

Additional documents:

05(c) - Plan - 008432-UVP-ELS-XX-M2-L-0011 , item 5c PDF 528 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 Contract for Car Park Works at Cleavley Track

Detail required
Title/Description of Contracted Service/Supply/Project	Car Park Works Cleavley Track
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	£106,876.00	Full Project
Contract Duration	8 weeks
Contract Start Date	06/01/2020
Contract End Date	28/02/2020
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)	Jackie Ashley Tel 0161 779 6043
Lead Service Group	Place
How the contract was procured? (to be supplied by Corporate Procurement)	Tender (Restricted)
Framework Details (where applicable) (Procurement Body, Framework Reference & Title, Start/End Dates, Hyperlink, etc.)	SCC Landscape and Associated Works Framework
Funding Source	Capital Programme

b. The award of the Contract for Athletics Track Works at Cleavley Track

Detail required
Title/Description of Contracted Service/Supply/Project	Athletics Track works Cleavley Track
Name of Successful Contractor	Charles Lawrence Surfaces Ltd
Supplier Registration Number (to be supplied by Corporate Procurement)	932266
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value	£238,876.00	Full Project
Contract Duration	14 weeks
Contract Start Date	16/03/2020
Contract End Date	19/06/2020
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)	Jackie Ashley extn 6043
Lead Service Group	Place
How the contract was procured? (to be supplied by Corporate Procurement)	Tender (Open)
Framework Details (where applicable) (Procurement Body, Framework Reference & Title, Start/End Dates, Hyperlink, etc.)	n/a
Funding Source	Capital Programme

The Reasons are to address:

§ The deteriorating condition of the running track and associated athletics equipment

§ The poor quality and limited car parking available at the site.

Options considered and rejected were various specifications for the repair of the track surface.

Assessment of Risk : Low

The source of funding is Place Directorate’s Capital programme

Legal Advice obtained : Tony Hatton 17/10/19

Financial Advice obtained : Alison Woods 16/10/19

Procurement Advice obtained : Tom Woods 16/10/19

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

Drawing 008432-UVP-ELS-XX-DR-L-0011 Cleavley Track Car Park Detailed Layout

Contact Officer: J Ashley Tel No 0161 779 6043

* This decision is not subject to consideration by another Lead Member
* The appropriate scrutiny committee to call-in the decision is the Growth & Prosperity Scrutiny Panel.

Signed: BILL HINDS Dated: 30 October 2019

Lead Member

* This decision was published on 30 October 2019.

* This decision will come in force at 4.00 p.m. on 6 November 2019

unless it is called-in in accordance ... view the full decision text for item 5c

Request for Approval - Exception to Contractual Standing Orders - Award of Contracts - Short Break Care Group Based Activities for Disabled Children PDF 201 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:

(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.

· There are value for money reasons justifying an exception.

(2) The award of the Contracts for the Short Break Care services as detailed in the tables below:

Detail required
Title/Description of Contracted Service/Supply/Project	Specialist Youth club and holiday provision for young people with autism 11-18
Name of Successful Contractor	Autistic Society For The Greater Manchester Area (ASGMA)
Supplier Registration Number (to be supplied by Corporate Procurement)	04326334
Type of organisation (to be supplied by Corporate Procurement)	Registered Charity
Status of Organisation (to be supplied by Corporate Procurement)	Non-SME
Contract Value	£15,000	Per Annum (estimated average)
Contract Duration	24 months
Contract Start Date	01/04/2020
Contract End Date	31/03/2022
Optional Extension Period 1	12 months
Optional Extension Period 2
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Steve Titley 0161 793 2435
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		X
	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

Detail required
Title/Description of Contracted Service/Supply/Project	After school and holiday activities for 11 to 18 year olds with complex disabilities
Name of Successful Contractor	Chatsworth School
Supplier Registration Number (to be supplied by Corporate Procurement)	BvD ID no GBML4119704
Type of organisation (to be supplied by Corporate Procurement)	Other ... view the full decision text for item 5d

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

10:00am on Wednesday 13 November 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.