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 23 September 2020 pdf icon PDF 62 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Appointment of External Staff to Support the Delivery of the Infrastructure Capital Programme pdf icon PDF 186 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 the award of the Contract forCapital Programme Grant Funded External Support for The Mayor’s Cycling and Walking Challenge Fund schemes with an option to extend the appointment for a further 4 months, subject to future workload and availability of funding.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Capital Programme Grant Funded External Support

Name of Successful Contractor

AECOM

Supplier Registration Number

(to be supplied by Corporate Procurement)

OC306911

Type of organisation

(to be supplied by Corporate Procurement)

Limited Liability Partnership

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£140,175.00

Full Project

Contract Duration

6 months

Contract Start Date

14/10/2020

Contract End Date

14/04/2021

Optional Extension Period 1

4 months

Optional Extension Period 2

months

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Stuart Molyneux 07809 085 251

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

 

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

AGMA Civil & Structural Engineering Professional

Services Framework Agreement (3924)

19th October 2018 – 19th October 2020

Funding Source

Choose an item.

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

?

 

Accredited Living Wage Employer

?

 


 

The Reasons are due to the pressures on resource and funding this report seeks approval to appoint external professional services to support the in-house highway design team to assist in the completion of the detailed designs for the MCF schemes identified above. The external professional services required consist of technical highway design support staff in the form of a Principal Engineer; Senior Engineer; Engineer; and a Technician. Individuals to undertake these roles will be selected based upon a review of CV’s to ensure that the proposed technical staff have the appropriate experience and knowledge to support the internal highway design engineers to deliver a range of schemes within the MCF programme.  It is anticipated that the roles will be required full time for a period of 6 months to meet the peak of resource requirements on the current programme between October 2020 and April 2021. The contract value of £140,175.00 is based upon the current programme and associated resource tracker. If additional technical support is required beyond the 6 month period currently identified we would propose monthly extensions based upon the rates identified in the report. Any extension to the contract period will require separate monthly order forms in accordance with AGMA Civil & Structural Engineering Professional Services Framework Agreement terms and conditions and the terms and conditions of the NEC3 Professional Services Contract (April 2013).

 

Options considered and rejected were employment of addition technical staff in-house.

 

Assessment of Risk: High

 

The significant risk is that without additional technical resource, the Council does not have the ability to deliver  ...  view the full decision text for item 5a

5b

Request for Approval - Contract Award - Peel Park Community Bike Park pdf icon PDF 120 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 the award of the contract for construction of Peel Park Community Bike Park to Architrail Velosolutions UK Ltd.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Construction of Peel Park Community Bike Park

Name of Successful Contractor

ArchitrailVelosolutions UK Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

10605947

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£220,253.29

Full Project

Contract Duration

3 months

Contract Start Date

02/11/2020

Contract End Date

12/02/2021

Optional Extension Period 1

1 month

Optional Extension Period 2

0 months

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Ian Worsley ext 1194

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Open Tender

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

N/A

Funding Source

External Funding Source (please identify below)

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

 


 

 

The Reasons are:

Further to the decision of the Strategic Director Place on 21st July to seek formal, sealed tenders for the construction of Peel Park Community Bike Park tenders have been received and evaluated. The most economically advantageous tender (MEAT) was submitted by Architrail Velosolutions UK Ltd.

 

Options considered and rejected were - N/A

 

Assessment of Risk - Low

 

The source of funding is external grants :-

£109,049 Places to Ride (Sport England)

£50,000 London Marathon Trust

£27,348 Access Sport

£50,000 Little Hulton Big Local

 

Legal Advice obtained:

When commissioning contracts for the procurement of goods, services or the execution of works, the Council must comply with the provisions of the Public Contracts Regulations 2015 as well as its own Contractual Standing Orders (CSO’s), Financial Regulations and the duties of Best and Social Value. In addition, the PCR require that contracting authorities treat candidates equally and in a non-discriminatory way and act in a transparent manner, failing which the award of a contract may be subject to legal challenge.

The procurement procedure undertaken in this matter including publication on the Chest portal appears robust and compliant with the requirements of CSO’s and PCR. The appointment of the provider for the works follows an open tender process which is outlined within the body of the report, with bidders being evaluated on the most economically advantageous tender, resulting in the proposed award of the contract to Architrail Velosolutions UK Ltd. Having undertaken the open tender exercise route set out in the report, the Council may take some comfort that value for money is being obtained and periodically tested, with open competition maintained. 

 

Financial Advice obtained:

The aforementioned contract costs amounting to  ...  view the full decision text for item 5b

5c

Request for Approval - A5063 Trafford Road Corridor - Growth Deal 3 and Mayor's Challenge Fund - Appointment of Site Supervision and Project Management Team pdf icon PDF 184 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:

The award of a Contract to AECOM Limited, at a cost of £264,265.00 to provide professional services for the site supervision of the A5063 Trafford Road Improvements Scheme main works contract and project management of the scheme through to its completion, as detailed in this report.

Delegated authority to the Strategic Director of Place to approve further payments to AECOM Limited, not exceeding £66,066.25 (25% of the tender amount) for additional work and work within the Defects Period, not included in the tender sum.

Further details are included in the table below:

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Site Supervision Team for the A5063 Trafford Road Improvements Scheme

Name of Successful Contractor

AECOM Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

01846493

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

£330,331.25

Full Project

Contract Duration

26 months

Contract Start Date

01/11/2020

Contract End Date

31/12/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Richard Tindall (779 4866)

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Mini-competition tender

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

AGMA STAR Framework

Funding Source

Combination of Above (please detail below)

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

 


 

The Reasons are

The external consultant team will provide essential professional services fulfilling the City Council’s obligation to appoint a Project Manager and Site Supervisor as required by its NEC3 contract for the main improvement works on Trafford Road, and providing a team to support the above positions and manage the scheme through to its completion.

 

Options considered and rejected were

To provide the same services from in-house resources.  This was carefully considered but rejected due to the availability of these resources and commitments to other ongoing projects.

 

Assessment of Risk

Medium.  Delay in awarding this contract may adversely affect progress on the main construction works contract.  Slippage on the main works programme could result in an overrun of the funding deadline, putting unspent grant funding at risk of being withdrawn.

 

The source of funding is

The overall scheme budget is £19,832,000, comprised of £10,500,000 Growth Deal 3 grant funding, £4,832,000 Mayor’s Challenge Fund grant funding and £4,500,000 local match funding.

 

Legal Advice obtained

 

Financial Advice obtained

 

Procurement Advice obtained

 

HR Advice obtained

 

Climate Change Implications obtained

 

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

Report of the Strategic Director of Place to the Procurement Board on 7th October 2020.

 

Contact Officer: Richard Tindall

Telephone  ...  view the full decision text for item 5c

6.

Date and time of next meeting

10:00am on Tuesday 20 October – this is a day earlier than originally planned due to a special Council meeting having been called on 21 October.