Agenda and decisions

Procurement Board - Wednesday, 13 November 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 30 October 2019 PDF 50 KB

Matters arising

Decision items - Part 1 (open to the public)

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Salford Children's Rights PDF 100 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:

· For reasons of compatibility with existing services/products

· 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 Contract for Salford Children’s Rights as detailed in the table below:

Detail required
Title/Description of Contracted Service/Supply/Project	Salford Children’s Rights
Name of Successful Contractor	Barnardo’s
Supplier Registration Number (to be supplied by Corporate Procurement)	01227919
Type of organisation (to be supplied by Corporate Procurement)	Registered Charity
Status of Organisation (to be supplied by Corporate Procurement)	Non-SME
Contract Value	£149,852	Per Annum (estimated average)
Contract Duration	24 months
Contract Start Date	01/04/2020
Contract End Date	31/03/2022
Optional Extension Period 1	N/A
Optional Extension Period 2	N/A
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Amy Tinker
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
	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 that the provider delivers excellent quality and added value to the contract which delivers three services, two of which are statutory.

Assessment of Risk: If the exception is not approved and we are unable to award the contract to Barnardo’s to deliver these services then this may have a detrimental impact on the Children and Young People who ... view the full decision text for item 5a

Request for Approval to Enter into a Call-Off Contract for Specialist Professional Services (Revised report) PDF 124 KB

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:

The Council entering into a Call-Off Contract for Specialist Professional Services as follows;

Detail required
Title/Description of Contracted Service/Supply/Project	Specialist Professional Services Call-Off Contract
Name of Successful Contractor	Bloom Procurement Services Ltd
Supplier Registration Number (to be supplied by Corporate Procurement)	08045123
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	£700,000	Per Annum (estimated average)
Contract Duration	48 Months
Contract Start Date	01/12/2019
Contract End Date	30/11/2023
Optional Extension Period 1	months
Optional Extension Period 2	months
Who will approve each Extension Period?	N/A
Contact Officer (Name & number)	Emma Heyes x6243
Lead Service Group	Service Reform & Development
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.)	North Eastern Shires Procurement Organisation NEPRO3
Funding Source	Combination of Above (please detail below)
	Revenue, Capital and Grants are all used to fund consultancy projects

This contract enables the Council actively to target the SME market in professional and other services which are not currently part of the Council’s core business. It supports the Council’s commitment to develop the SME market as part of its commitment to Community Wealth Building. The Council has need for periodic services which it does not have the capacity to provide in house and this is an effective mechanism to grow this capacity from suppliers who are supportive of the Councils commitment to Social Value. The Council will look to work with Bloom to target SMEs by active supplier recruitment which will enable the Council actively to target the 3^rd sector as suppliers by providing a simple route to market. In addition, the Council will be able to review both the requirement for a third party framework and it’s own staffing structures, once it has a clear picture of the demand.

The Council’s contractual standing orders states that wherever possible a framework should be used unless there is an auditable reason not to do so. Entering in to a Call-Off contract with Bloom Procurement Services gives the Council access to the Vendor Neutral Solution for Professional Services (NEPRO3), which was awarded by the North Eastern Shires Procurement Organisation. It is not mandatory to use this contract so the flexibility to seek other options is maintained where required.

Options considered and rejected were a) not to enter into a call-off contract and b) to make use of the contract mandatory.

Assessment of Risk: Low

The source of funding is various dependant on individual projects commissioned under the Call-Off Contract and will be specified in the Work Order as either Capital, Revenue or Grant funding.

Legal Advice obtained from Lauren Armstrong, The Shared Legal Service.

Financial Advice obtained from Alex Archer, The Finance team.

Procurement Advice obtained Emma ... view the full decision text for item 5b

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

Verbal Update on UV Procurement PDF 56 KB

Date and time of next meeting

10:00am on Wednesday 27 November 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.