{meta} Agenda for Procurement Board on Wednesday, 9 December 2020, 10.00 am

Agenda and decisions

Procurement Board - Wednesday, 9 December 2020 10.00 am

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 2nd December pdf icon PDF 296 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Exception to Contractual Standing Orders - Sexual and Reproductive Health Services for Salford and Bolton. pdf icon PDF 541 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, subject to confirmation that any savings agreed by Bolton Council will not impact on either the delivery of the services to Salford City Council or the financial commitment from Salford City Council,

1)    an exception to Contractual Standing Orders as permitted within the City Council Constitution as detailed in the table below, and

2)    an extension to the commissioning of the Sexual and Reproductive Health Services for Salford and Bolton as detailed in the table below:

3)     

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Commissioning of the Sexual and Reproductive Health Services

Name of Successful Contractor

Bolton NHS Foundation Trust

Supplier Registration Number

(to be supplied by Corporate Procurement)

654913421

Type of organisation

(to be supplied by Corporate Procurement)

Other

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£1,794,437 (Total includingBolton Council £3,284,828)

Per Annum (estimated average)

Contract Duration

1 year

Contract Start Date

01/07/2021

Contract End Date

30/06/2022

Optional Extension Period 1

01/07/2022 to 30/06/2023

Optional Extension Period 2

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Helen Dugdale 0161 793 3543

Lead Service Group

Public Health

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

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

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

Revenue Budget

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

 

The reasons are

1, The provider’s resilience and ability to produce high quality bids, as part of a competitive tender exercise will be affected by the additional pressure relating to the COVID-19 global pandemic. This includes both new and the existing provider.

2, For a contract retender, Commissioners would undertake a Sexual Health Needs Assessment including all the relevant latest data, stakeholder and service user consultation exercises regarding current, unmet and future need.

3, A new service specification would need to be developed  ...  view the full decision text for item 5a

5b

Request for Approval - Exception to Contractual Standing Orders - SBNI DP3 Statutory Undertakers Diversions pdf icon PDF 356 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 and the award of the Contract for (Salford Bolton Network Improvements (SBNI) – Package 3 (DP3) Statutory Undertakers Diversions as detailed in the table below:

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Salford Bolton Network Improvements (SBNI) – Delivery Package 3 (DP3) – Payment for Statutory Undertakers Diversions

Name of Successful Contractor

Cadent Gas

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Utilities Diversion

£332,605

Full Project

Contract Duration

N/A

Contract Start Date

Click here to enter a date.

Contract End Date

Click here to enter a date.

Optional Extension Period 1

Optional Extension Period 2

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Lead Service Group

Place

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

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

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

Grant

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

 

The reasons are: to allow the continued progression of the SBNI DP3 A666 Bus Lane works.

 

Options considered and rejected were: not to award the contract

 

Assessment of risk: The risk to the Council is assessed as low

 

The source of funding is GMCA Growth Deal Fund

 

Legal advice obtained: Tony Hatton

 

Financial advice obtained: Natalie Birchall

 

Procurement advice obtained: Christine Flisk

 

HR advice obtained: N/A

 

Climate change implications obtained: N/A

 

Documents used

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

Report to Procurement Board – 27th November 2019

 

Contact details

Contact Officer:  Opu Anwar       

Telephone number: x4880

·       This matter is not subject to consideration by another Lead Member.  ...  view the full decision text for item 5b

5c

Request for Approval - Contract Award - RHS Walking & Cycling Links Scheme pdf icon PDF 352 KB

Additional documents:

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:

 

1.     The appointment of Landscape Engineering Ltd, subject to Greater Manchester Combined Authority (GMCA) approval of a full business case and delivery agreement at a cost of £2,724,601.57, to undertake the RHS Walking & Cycling Links scheme.

2.     A risk allocation of £269,155.88 based on the quantified risk assessment (QRA) for the project that can be drawn down on by the project team.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

RHS Walking & Cycling Links Scheme

Name of Successful Contractor

Landscape Engineering Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£2,724,601.57

Full Project

Contract Duration

9 months

Contract Start Date

25/01/2021

Contract End Date

15/10/2021

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)

Paul Gill

Lead Service Group

Choose an item.

How the contract was procured?

(to be supplied by procurement)

Mini-competition

Framework Details (where applicable)

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

SCC Landscape Framework

Funding Source

Grant

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to charter

 

 

 

 

Accredited Living Wage Employer

The Reasons are: RHS Garden Bridgewater is due to open in May 2021 and, alongside investment in purchasing the land for the garden and part-funding of the on-site works, the City Council has already built a new access junction into the garden from Leigh Road (A572) and undertaken improvement works at junction 13 to improve local traffic flows. This appointment will enable the final piece of off-site highway works to improve walking and cycling links to the site. Subject to Procurement Board and GMCA funding approvals the scheme will commence on site on 25 January 2021 and complete by 15 October 2021

 

Options considered and rejected were: Do nothing – this would mean visitors, particularly those from the local community would be more likely to access the RHS Garden Bridgewater by car, resulting in more air pollution, congestion and a missed opportunity to provide sustainable travel infrastructure to support active travel and healthier lifestyles.

 

Assessment of Risk: Low – The Design team are experienced in managing schemes of this nature and the contractor is an SCC approved Landscape Framework contractor who has a successful track record of delivering schemes on behalf of the City Council.

 

The source of funding is: This scheme is to be funded via the Mayor’s Challenge Fund, Growth Deal 3 grant funding and SCC capital programme monies. The City Council will claim any grant funding in arrears on a quarterly basis. A business case seeking approval to the funds for this scheme was submitted to the GMCA on 28 September 2020 and will be presented to the  ...  view the full decision text for item 5c

5d

Request for Approval to Go Out to Competition for Pendleton Leisure Centre pdf icon PDF 326 KB

5e

Request for Approval to Go Out to Tender - Window Cleaning Contract pdf icon PDF 201 KB

5f

Request for Approval to Go Out to Tender - Trinity Way / Springfield Lane Junction Improvement Scheme pdf icon PDF 303 KB

Additional documents:

6.

Any Other Business - Part 1 (open to the public)

7.

Decision Items - Part 2 (closed to the public)

8.

Any Other Business - Part 2 (closed to the public)

9.

Date and time of next meeting

10:00am on Wednesday 6th January 2021 via MS Teams Live.