Agenda and decisions

Procurement Board - Wednesday, 13 May 2020 10.00 am

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

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 April 2020 PDF 35 KB

Matters arising

Decision items - Part 1 (open to the public)

Request for Approval - Contract Award - Salford Carers Service PDF 139 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 a Carers Service as outlined in the table below:

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	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	£2,331,951.00	Full Project
Contract Duration	60 months
Contract Start Date	01/10/2020
Contract End Date	30/09/2025
Optional Extension Period 1	12 months
Optional Extension Period 2	0 months
Who will approve each Extension Period?	Procurement Board (extension > £150k)
Contact Officer (Name & number)	Jessica Ta’ati 0161 212 5635
Lead Service Group	People Services
How the contract was procured? (to be supplied by procurement)	Tender (Open)
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	N/A
Funding Source	Revenue Budget
Ethical Contractor	Mayor’s Employment Charter Committed to sign up to charter
	Accredited Living Wage Employer

The Reasons are Salford’s vision is to create a ‘carer friendly’ city where the diversity of our carers is recognised and key partners from health and social care work together to ensure that a carer’s wellbeing is maximised through appropriate and accessible support offering the right support at the right time.

We want all carers in Salford to be supported and empowered to continue on their caring journey in the way that they choose.

The Carers Service will provide high quality information, advice and support to carers to continue to care and have a life outside of caring.

The Carers Service will support statutory partners to deliver the statutory duties in respect of carers under the Care Act 2014 and Children and Families Act 2014 by ensuring that they are identified as early as possible, through engaging in development activities with organisations in Salford so that they can both identify carers they have in their workforce, or are providing a service to and develop carer friendly policies and practices.

The contract includes provider obligations associated with Social Value and added value. The provider will be expected to deliver Salford’s priorities and standards in relation to Social Value by signing up to the City Mayor’s Employment Charter and the 10% Better Campaign. To ensure the provider is meeting the requirements of the contract, the outcomes achieved, as a result of social or added value, will be monitored via regular performance monitoring.

Options considered and rejected were

An open tendering exercise was undertaken. Approval to procure a service to commence from 1^st October 2020 was granted in July 2019

Assessment of Risk

This is considered to be of low risk.

The source of funding is

Integrated Fund - Adults

Legal Advice obtained

Tony Hatton, Principal Solicitor, tel. 219 6323

When commissioning contracts for the procurement ... view the full decision text for item 5a

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Salford Advocacy Hub PDF 140 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:

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 Salford Advocacy Hub as detailed in the table below:

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Salford Advocacy Hub
Name of Successful Contractor	Mind in Salford
Supplier Registration Number (to be supplied by Corporate Procurement)
Type of organisation (to be supplied by Corporate Procurement)	Registered Charity
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value	£391,000.00	Per Annum (estimated average)
Contract Duration
Contract Start Date	01/04/2021
Contract End Date	31/03/2022
Optional Extension Period 1
Optional Extension Period 2
Who will approve each Extension Period?	Choose an item.
Contact Officer (Name & number)	Clare Mayo 0161 212 4236
Lead Service Group	People Services
Reason for CSO Exception (select all that apply)	The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition
	The execution of works or the supply of goods or services is controlled by a statutory body
	Delivers Best Value to the Council			x
	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			x
	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
	Security works where the publication of documents or details in the tendering process could prejudice the security of SCC and Salford residents
	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.
Funding Source	Choose an item.
Ethical Contractor	Mayor’s Employment Charter Committed to sign up to the Charter
	Accredited Living Wage Employer		x

The reasons are

The Liberty Protection Safeguards (LPS) is due to come into effect 1st October 2020. It is anticipated that the LPS will have an impact on the Salford Advocacy Hub and that they are likely to see an increase in demand for IMCA. The government is developing an LPS draft Code of Practice which will enable the system to estimate what the impact on advocacy might be. Prior to COVID-19The guidance was due to be released by June 2020, but this seems unlikely, therefore the target implementation date of 1st October 2020 will potentially be postponed. By extending the Salford Advocacy Hub contract by 12 months this will enable us to understand the LPS draft Code of Practice when it is released, review the impact the LPS will have on the advocacy service ... view the full decision text for item 5b

Request for Approval - Acceptance of the Tender for the Gas and Oil Boiler SLA Contract PDF 152 KB

Decision:

Salford City Council - Record of Decision

I Councillor Bill Hinds in exercise of the powers conferred on me by the Scheme of Delegation of the Council do hereby approve the award of the following contract for a project approved under the current Corporate Revenue Funding:-

Detail required
Title/Description of Contracted Service/Supply/Project	Gas and Oil Boiler Repair and Servicing SLA
Name of Successful Contractor	J Fletcher Engineers Limited
Supplier Registration Number (to be supplied by Corporate Procurement)	01828722
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Award Price	£57,156.25 per annum split between £16,263.25 for schools and £40,893.00 for corporate properties	Per Annum (estimated average)
Contract Value Including Fees and approved QRA (if applicable )	£171,468.75 over 3 years plus the option for a two year extension.	Full Project costs of £285,781.25 if the options for the extensions are exercised
Contract Duration	3 years
Contract Start Date	01/06/2020
Contract End Date	31/05/2023
Optional Extension Period 1	12 months
Optional Extension Period 2	12 months
Who will approve each Extension Period?	Strategic Director (extension < £100k)
Contact Officer (Name & number)	Gregory Durkin 0161 779 4942
Lead Service Group
	Place Directorate
How the contract was procured? (to be supplied by Corporate Procurement)	Open tender arrangement via The Chest (Ref DN462847)
Framework Details (where applicable) (Procurement Body, Framework Reference & Title, Start/End Dates, Hyperlink, etc.)	Open Tender arrangement
Funding Source	SCC Corporate Revenue Budget and Third Party ((Schools) Direct Payments

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to charter

Accredited Living Wage Employer

The Reasons are: To enable the service contract to progress as programmed and be commissioned to start for June 2020.

Options considered and rejected were:None. All procedures are in accordance with normal Standing Orders.

Assessment of Risk: High. It is a statutory requirement that the Council comply with the Gas Safety (Installation and Use) Regulations 1998(GSIUR) as amended on 6 April 2018. The existing service contract has expired and a new contract is required to be in place from June 2020.

The source of funding is: The funding sources available for the corporate property gas and oil boiler plant heating systems service and maintenance are those under the 2020/21 Corporate Revenue Budget and are detailed in reports previously submitted to Cabinet for approval. Third party (schools) costs will be paid directly by themselves.

Legal Implications: Supplied by: Tony Hatton, Principal Solicitor, tel. 0161 219 6323.

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 competition under an Open Tender arrangement via The Chest (ref DN462847).

The purpose of this arrangement is to select through a ... 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

10:00am on Wednesday 3 June. At the time of finalising this current agenda it is anticipated that the meeting will be held via TEAMS.