Agenda and decisions

Procurement Board - Wednesday, 5 February 2020 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 22 January 2020 PDF 62 KB

Matters arising

Decision items - Part 1 (open to the public)

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Support and maintenance contract for Documentum & Captiva PDF 119 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.

(2) The award of the Support and Maintenance Contract for the Documentum Enterprise Content Management Solutionas detailed in the table below:

Detail required
Title/Description of Contracted Service/Supply/Project	Support and Maintenance Contract for the Documentum Enterprise Content Management Solution
Name of Successful Contractor	OpenText
Supplier Registration Number (to be supplied by Corporate Procurement)	03148093
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value	£166,938.55	Full Project
Contract Duration	36 months
Contract Start Date	01/02/2020
Contract End Date	31/03/2023
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)	David Sackfield 2141
Lead Service Group	Service Reform & Development
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		X
	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:

The purpose of this report is to seek request an exception to Contractual Standing Orders to approve the award of a contract forSupport and Maintenance for the Documentum Enterprise Content Management Solution.

Documentum is the corporate Document and Records management solution and is used core system ... view the full decision text for item 5a

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Salford Young People's Domestic Abuse Service PDF 136 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 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.

· *Where any of these 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 an exception.

(2) The award of the Contract as detailed in the table below:

Detail required
Title/Description of Contracted Service/Supply/Project	Salford Young Peoples Domestic Abuse Service
Name of Successful Contractor	Trafford Domestic Abuse Service & TLC
Supplier Registration Number (to be supplied by Corporate Procurement)	1120983/512710
Type of organisation (to be supplied by Corporate Procurement)	Registered Charity
Status of Organisation (to be supplied by Corporate Procurement)	Non-SME
Contract Value	*£126,672.50 TDAS/£37,905 TLC /*	*£126,672.50 TDAS/£37,905 TLC /* Per annum
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)	Claire Baddley
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		x
	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		x
	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		x
	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 ... view the full decision text for item 5b

Request for Approval - Contract Award - Minor Civils Framework PDF 164 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 award of the Contract for the Minor Civils Frameworkas detailed in the tables below:

Detail required
Title/Description of Contracted Service/Supply/Project	Minor Civils Framework
Name of Successful Contractor	Lot 1 – Argyle Construction Lot 2 – Tarmac Bethell Construction Ltd George Cox & Sons Ltd Eric Wright Civil Engineering Ltd NMS Civil Engineering Ltd A E Yates Ltd
Supplier Registration Number (to be supplied by Corporate Procurement)	Lot 1 – Argyle NW Construction Ltd 02829893 Lot 2 – Tarmac Bethell Construction Ltd - 00264322 George Cox & Sons Ltd - 02775128 Eric Wright Civil Engineering Ltd - 02565379 NMS Civil Engineering Ltd - 01910241 A E Yates Ltd - 06893528
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	£4,000,000	Full Project
Contract Duration	18 Months
Contract Start Date	17/02/2020
Contract End Date	16/08/2021
Optional Extension Period 1	N/A
Optional Extension Period 2	N/A
Who will approve each Extension Period?	Procurement Board (extension > £150k)
Contact Officer (Name & number)	Shoaib Mohammad, Assistant Director Technical Services
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	Combination of Above (please detail below)

The reasons are that this framework is required in order to be able to deliver the services that Urban Vision currently provide and as a top up facility to the Direct Labour Organisation within Highways Construction at Swinton Hall Road Depot.

Assessment of Risk is that the risk of not having this framework available to UV after the transition period relate to the ability to be able to continue to provide the service and to allow for a smooth transition.

The source of funding is Approved Highways Capital (£9.036m) and Revenue (£2.831m) Budgets 2019/20.

Legal Advice obtained.

Financial Advice obtained.

Procurement Advice obtained.

Climate Change Implications considered.

Contact Officer: Hayley Nixon Tel No 686 7413

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

Signed: PAUL DENNETT Dated: 05 February 2020

City Mayor

FOR DEMOCRATIC SERVICES USE ONLY

* This decision was published on 05 February 2020

* This decision will come in force at 4.00 p.m. on 12 February 2020 unless it is called-in in accordance with the Decision Making Process Rules.

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 19 February 2020 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.