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 22nd January 2021 pdf icon PDF 293 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Contract Extension - Information and Advice Services pdf icon PDF 369 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 the extension of Contract forInformation and Advice Services as detailed in the table below:

 

Detail required

Answers

Contract Reference

Title/Description of Contracted Service/Supply/Project

Information and Advice Services

Name of Contractor

Salford Citizens Advice Bureau

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Value of Contract Extension

£565,726

Choose an item.

Existing Contract Term

01/04/2020

to

31/03/2021

Extension Period

01/04/2021

to

31/03/2023

Contact Officer (Name & number)

Sandra Derbyshire 0161 793 2570

Lead Service Group

People Services

Funding Source

Revenue Budget

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

x

x

 

Accredited Living Wage Employer

x

 

 

Funding provision has been approved for two years with a recommendation that the contract extension for information and advice services is extended (Lead Member for Adult Services and Wellbeing 4 February 2021 (Non Integrated Funding) and Adult Commissioning Committee (Integrated Funding) on 10 February 2021). The extension of the contract for Information and Advice Services is for 2 years (1 April 2021 to 31 March 2023) as detailed in the table above to enable a robust option appraisal/review to be undertaken. 

 

The reasons are as per report submitted to Procurement Board on 17 February 2021 to enable a robust review to be undertaken regarding the future delivery of this service.

 

Options considered and rejected - none

 

Assessment of risk – Low risk

 

The source of funding is Integrated and Non Integrated budget as table below:

 

 

Service Area

Integrated Pooled Budget

Non Integrated Pool

Lead Member

Health & Social Care

£273,993

 

High Street

 

193,205

Mental Health

 

55,928

Disabled Children and Expectant Families

 

28,000

Palliative Care

14,600

 

 

£288,593

277,133

TOTAL VALUE £565,726 per annum

 

Legal advice obtained - Yes - Tony Hatton

 

Financial advice obtained – Yes - Stephen Thynne

 

Procurement advice obtained – Yes – Chris Conway

 

HR advice obtained NA

 

Climate change implications obtained NA

 

Documents used

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

Monitoring and evaluation from the current provider.

 

Contact details

Contact Officer:  Sandra Derbyshire      

Telephone number: 0161 793 2570

 

·       This matter is also subject to consider by the Lead Member for Adult Services, Health and Wellbeing

·       The Lead Member for Adult Services, Health and Wellbeing on 4 February 2021 has been consulted and is supportive of the proposed contract extension

·       This matter has also been considered by Financial Support Group - 2 February 2021 and Adult Commissioning Committee 10 February 2021 and both are supportive of the proposed contract extensions

·       The appropriate Scrutiny Committee to call-in the decision is the Health and Social Care Scrutiny Panel

 

Signed:                                                   Dated: 22 February 2021.

                    City Mayor

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 22 February 2021.

*         This decision will come in force at 4.00 p.m. on 1  ...  view the full decision text for item 5a

5b

Request for Approval - Contract Award - Postal Services pdf icon PDF 425 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 a contract for the Supply of Outbound postal services as outlined in the table below.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Postal Services - collaborative tender with Yorkshire, Humberside and AGMA authorities

Name of Successful Contractor

Whistl Uk

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)

Non-SME

Contract Value

£350,000

Per Annum (estimated average)

Contract Duration

24 months

Contract Start Date

01/03/2021

Contract End Date

28/02/2023

Optional Extension Period 1

12 months

Optional Extension Period 2

12 months

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Lead Service Group

Service Reform & Development

How the contract was procured?

(to be supplied by procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

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

CCS Framework RM6017 Lot

 

Funding Source

Revenue Budget

 

 

 


 

 

 

The Reasons are

To seek approval for the award of the above-mentioned contract. The authority’s contract for provision of outbound mail services will expire on 28//02/2021. The award of this contract will ensure that the authority can continue to provide distributed mail output across the business until 2023. Cost savings and supplier management have been improved due to the collaborative tender approach inclusive of 22 authorities. 

 

Options considered and rejected were

None

 

Assessment of Risk

If the Council chose not to award a contract following this procurement exercise, the Council will be at risk of not being able to provide outbound mail solutions across the city and to our customers and employees within statutory timescales. This could ultimately impact on the ability of certain functions to deliver their services who have a reliance on delivery of statutory printed materials for example Council tax.

 

The source of funding is

Revenue Budget

 

Legal Advice obtained

Yes

 

Financial Advice obtained

Yes

 

Procurement Advice obtained

Yes

 

HR Advice obtained

Yes

 

Climate Change Implications obtained

Yes

 

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

None

 

Contact Officer: Peter Cowling

Telephone number: 0161 779 4996

 

The Lead Member has been consulted and is supportive of the proposed contract.

 

The appropriate Scrutiny Committee to call-in the decision is the Overview and Scrutiny Board

 

Signed:  COUNCILLOR BILL HINDS      Dated: 17th February 2021

                    Lead Member

 

 

*         This decision was published on 17th February 2021

*         This decision will come in force at 4.00 p.m. on 24th February 2021 unless it is called-in in accordance with the Decision Making Process Rules.

 

5c

Request for Approval - Exception to Contractual Standing Orders - Active Lifestyles For Adults and Physical Activity in Schools Service pdf icon PDF 896 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 as detailed in the table below:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

ACTIVE LIFESTYLES FOR ADULTS AND

PHYSICAL ACTIVITY IN SCHOOLS SERVICE

Name of Successful Contractor

Salford Community Leisure

Supplier Registration Number

(to be supplied by Corporate Procurement)

IP29627R

Type of organisation

(to be supplied by Corporate Procurement)

Industrial & Provident Society

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£190,000

Per Annum (estimated average)

Contract Duration

Contract Start Date

01/04/2021

Contract End Date

31/03/2022

Optional Extension Period 1

01/04/2022 – 31/03/2023

Optional Extension Period 2

n/a

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Peter Locke – 07976267926

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

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

 

As outlined in the table at the start of this paper, this exception is being sought for both parts of this contract for the following reasons:-

 

·       The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition. Salford Community Leisure are the only provider in the city to have the assets to deliver this service – through  qualified specialist staff, buildings and equipment with reach across the city to permit equitable access for residents who require the Active Lifestyles and Physical Activity in Schools Services

 

·       Delivers best value to the council Salford Community Leisure have delivered on their KPIs and have a track record of evidenced positive outcomes for service users Salford Community Leisure works alongside primary and secondary  ...  view the full decision text for item 5c

5d

Request for Approval to go out to Tender - Statutory Homeless Supported Temporary Accommodation Projects pdf icon PDF 231 KB

6.

Public Briefing/Information Items (open to the public)

The primary purpose of this section of the agenda is to provide members of the public with all relevant information on the respective matter(s), other than those elements which, in accordance with the relevant sections of the Local Government Act 1972, remain confidential and require any arising decision(s) to be taken in Part 2 of the agenda.

 

6a

Request for Approval to Award a Contract for SAP Licenses by Salford City Council on behalf of Liverpool City Council with SAP UK Limited pdf icon PDF 521 KB

7.

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

8.

Date and time of next meeting

10:00am on Wednesday 3rd March 2021 via MS Teams Live.

9.

Exclusion of the public

10.

Decision items - Part 2 (closed to the public)

10a

Request for Approval to Award a Contract for SAP Licenses by Salford City Council on behalf of Liverpool City Council with SAP UK Limited pdf icon PDF 210 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 SAP licences for Liverpool City Council as detailed in the table below:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

SAP Licenses for Liverpool City Council

Name of Successful Contractor

SAP UK Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

02152073

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

£530k

Full Project

Contract Duration

24 Months

Contract Start Date

01/04/2021

Contract End Date

31/03/2023

Optional Extension Period 1

Optional Extension Period 2

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Rob Langford rob.langford@salford.gov.uk

+441615138715

Lead Service Group

Service Reform & Development

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

It gives Liverpool City Council more time to select an alternative supplier should one be identified

Liverpool City Council is deciding its ERP strategy, this gives them more time to consider its options.

It allows DDAT to continue to resell its services and offset some of its costs.

Both parties can continue to benefit from collaboration

This approach ensures better value for money for the wider public purse, economies of scale and better license terms.

 

Options considered and rejected were

 

Liverpool considered purchasing its own licenses but initial enquiries identified that SAP would see them as a new customer. This in turn would have increased capital costs and annual license fees considerably.

Liverpool County Council is yet to determine its wider  ...  view the full decision text for item 10a