Agenda and decisions

Venue: Microsoft Teams Meeting. View directions

Contact: Carol Eddleston, Senior Democratic Services Advisor 

Items
No. Item

1.

Apologies for absence

2.

Declarations of interest

3.

To approve, as a correct record, the minutes of the meeting held on 1 July pdf icon PDF 53 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Contract Extension - Project and Programme Managers - Grant Funded Infrastructure Projects pdf icon PDF 125 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)  The extension of the contract for the appointment of a appropriately skilled consultant project and programme manager through the STAR Procurement Framework to provide support in connection with the City Council’s growing workload of grant funded infrastructure projects.  This will be for a 12 month period.

 

(2)  An option to extend the appointment for a further 12 month period, subject to future work load, availability of funding and reaching agreement with the Councils HR team.

 as detailed in the table below:

 

Detail required

Answers

Contract Reference

01846493

Title/Description of Contracted Service/Supply/Project

Appointment of a Project & Programme manager

Name of Contractor

AECOM

Type of organisation

(to be supplied by Corporate Procurement)

Public Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Value of Contract Extension

£100,000

Per Annum (estimated average)

Existing Contract Term

12/07/2019

to

31/07/2020

Extension Period

03/08/2020

to

02/08/2021

Contact Officer (Name & number)

Perry Twigg – 07966 316309

Lead Service Group

Place

Funding Source

Grant

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

?

 

Accredited Living Wage Employer

?

 

The reasons are

 

  • Salford City Council’s Regeneration Team has successfully made submissions for external funding for a range of infrastructure projects through both Growth Deal and the Greater Manchester Mayor’s Cycling and Walking Challenge Fund (MCF) to the value of circa £70 million.

 

  • Salford City Council together with the other districts across Greater Manchester are under pressure from the GMCA to ensure that adequate resources are in place to develop and deliver the MCF projects where funding has been awarded.

 

  • The Regeneration Team in the City Council has inadequate resource to fully meet this demand.

 

Options considered and rejected were

 

·       That without additional resource, the Council does not have the ability to deliver the infrastructure projects against which it has already secured funding.

 

Assessment of risk

 

·       This is based on the bullet point immediately above, which relate to the council not being able to deliver externally funded projects.

 

The source of funding is

 

·       The proposal to extend the appointment of a programme manager (for a 12 month period) who will be working on projects   which are funded from the Growth deal grant and the Majors challenge fund, allow all costs to be re-claimed on a staged basis from the grant funding body at the Greater Manchester Combined Authority (GMCA).

 

 

Legal advice obtained from Tony Hatton- 0161 219 6323

 

 

Financial advice obtained from Natalie Birchall – ext 2316

 

 

Procurement advice obtained from Emma Heyes – ext  6243

 

 

HR advice obtained from Steve Hulme – ext 8631

 

 

Climate change implications obtained from Mike Hemmingway – ext 3209

 

Documents used

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

Report of Strategic Director for Place 22 July 2020 – Extension of appointment a Project and Programme manager  ...  view the full decision text for item 5a

5b

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Salford Perpetrator Provision pdf icon PDF 220 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:

 

An exception to Contractual Standing Orders as permitted within the City Council Constitution for the reasons highlighted in the table below and the award of the Contractas detailed in the table below:

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Salford Domestic Abuse Perpetrator Provision

Name of Successful Contractor

Talk , listen Change

Supplier Registration Number

(to be supplied by Corporate Procurement)

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

£108,476

Per Annum (estimated average)

Contract Duration

12 months

Contract Start Date

10/08/2020

Contract End Date

10/09/2021

Optional Extension Period 1

To be confirmed after 8 months service delivery if extension to be sought

Optional Extension Period 2

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Clare Baddley

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

x 

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

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

x

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

x

 

Accredited Living Wage Employer

x

 

 

The reasons are, there is no specialist support services to offer perpetrators of abuse to break the domestic abuse cycle.

  

The service response to Covid high-lights a significant gap in provision. Salford SIDAS Service supports victims, Salford young people’s domestic abuse service supports Children. The IDVA provision for Salford SIDAs works hard to empower victims to leave through safety planning and risk assessments. However, if we don’t actively work toward effectively challenging the behaviours of perpetrators, the cycle of abuse continues. Therefore a 12 month Covid response pilot, to work with perpetrators throughout this period and manage the increase demand the city is likely to face once restrictions are relaxed is needed.

 

The programme  ...  view the full decision text for item 5b

5c

Request for Approval - Contract Extension - Minor Works and Responsive Repairs pdf icon PDF 107 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:

(1)    Approve the extension of the contract for the Responsive Repairs Framework suppliers for a further period of twelve months as detailed in the table below:

 

Detail required

Answers

Contract Reference

SCC Responsive Repairs Framework Suppliers

Title/Description of Contracted Service/Supply/Project

Approved contractors for responsive repairs to SCC properties

Name of Contractor

1)Schofield and Sons Ltd, 2)G Jones Builders Ltd, 3)MC Facilities     Services Ltd

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Value of Contract Extension

£340,000

Per Annum (estimated average)

Existing Contract Term

06/08/2018

to

05/08/2020

Extension Period

06/08/2020

to

05/08/2021

Contact Officer (Name & number)

                       Les Woolhouse 0161 779 4961

Lead Service Group

Place

Funding Source

Revenue Budget

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

The reasons are

The existing framework suppliers have demonstrated their ability and commitment in undertaking the Councils requirements over the period of the existing contract. They have confirmed that they are willing to continue their contract for a period of a further twelve months with minor reasonable adjustments to their contract prices to cover for inflation

There is provision within the current contract to extend the agreement for a further period from 06/08/2020 to 05/08/202

Options considered and rejected were

None. All procedures are in full compliance with Contractual Standing Orders

Assessment of risk:  Medium

 

Direct access to a number of contractors who are available to undertake responsive repairs will help ensure that the Council can quickly comply with practical and statutory obligations that are required to maintain buildings and services in a fit state of order.

The source of funding is:

Revenue and capital budget allocations

Legal advice obtained Submitted by: The Shared Legal Service

Tony Hatton, Principal Solicitor, tel. 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 report essentially covers the request to grant a twelve month extension period to the appointment of contractors under an existing framework agreement for responsive repairs which is due for renewal in August 2020.

 

The original framework agreement was approved by Procurement Board at their meeting on 30 May 2018. The existing contract is for a period of 2 years, with the option to extend for a further two (2) periods of 12 months. The Agreement commenced on 6 August 2018 initially for 2 years and may be extended on an annual basis at the discretion of the Authority for a further year on each occasion, up to a  ...  view the full decision text for item 5c

6.

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

7.

Exclusion of the public

8.

Decision items - Part 2 (closed to the public)

9.

Date and time of next meeting

10:00am on Wednesday 5 August 2020 via MS Teams Live.