Agenda and decisions

Procurement Board - Wednesday, 26 May 2021 10.00 am

Venue: Two New Bailey Square, New Bailey Street, Salford, M3 5EN. 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 12th May 2021 PDF 282 KB

Matters arising

Decision items - Part 1 (open to the public)

Request for Approval - Exception to Contractual Standing Orders - Commissioning of Pre-Exposure Prophylaxis (PrEP) medication to prevent transmission of HIV for high risk populations for Salford and Bolton”. PDF 512 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:Commissioning of Pre-Exposure Prophylaxis (PrEP) medication to prevent transmission of HIV for high risk populations

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Commissioning of Pre-Exposure Prophylaxis (PrEP) medication to prevent transmission of HIV for high risk populations
Name of Successful Contractor	Bolton NHS Foundation Trust
Supplier Registration Number (to be supplied by Corporate Procurement)
Type of organisation (to be supplied by Corporate Procurement)	Other
Status of Organisation (to be supplied by Corporate Procurement)	Non-SME
Contract Value	£246,384 for Salford 2021-2022 (Bolton £48,556 2021-2022).	Per Annum (estimated average)
Contract Duration	12 months
Contract Start Date	01/04/2021
Contract End Date	31/03/2022
Optional Extension Period 1	31/03/2023
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
How the contract was procured? (to be supplied by procurement)	Contract insertion existing provider
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date
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:

The Department of Health and Social Care (DHSC) provides PrEP funding to Local Authorities. Salford is the lead Commissioner for Salford and Bolton Sexual Health Services. Bolton’s PrEP allocation is £48,556 for 2020-21.

PrEP needs to be provided for Salford residents and DHSC guidance has stipulated this is through a Level 3 sexual health service provider. Bolton NHS Foundation Trust (BFT) is the local Level 3 provider for Salford and Bolton local Authorities. BFT delivered the PrEP IMPACT Trial, which ended in October 2020, so are experienced in provision. This arrangement allows current service users to have continuity of service.

Currently PrEP is delivered within the local authority commissioned specialist (level 3) sexual health service by BFT. Commissioning BFT represents the best value way to provide this as they are the Salford Level 3 service and it is considered to be in the council’s best interests.

NB A level 3 SHS is required because they can provide clinical governance, patient confidentiality, information governance, safeguarding, workforce training, medicines management etc.

Options considered and rejected were: N/A

Assessment of Risk: Low risk

The source of funding is: Department of Health and Social Care

Legal Advice obtained: Yes, Shared Legal Services.

Financial Advice obtained: Yes, Finance Team.

Procurement Advice obtained: Yes, Category Manager.

HR Advice obtained: N/A

Climate Change Implications obtained: N/A

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

PrEP Local Authority National Service Specification insert.

NHS England Provider contract to pay for the medication only part of the treatment.

Contact Officer: Helen Dugdale

Telephone number: 0161 793 3543

This matter is also subject ... view the full decision text for item 5a

Request for Approval - Contract Award - Wharton Primary School - Roofing Works PDF 330 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 following contract for a project approved under the Schools Capital Maintenance Programme as detailed below:-

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Roofing works and toilet refurbishments at Wharton Primary School
Name of Successful Contractor	Schofield and Sons Limited
Supplier Registration Number (to be supplied by Corporate Procurement)	025459259
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value	£179,818.00	Full Project £210,000.00
Contract Duration	6 weeks
Contract Start Date	23/07/2021
Contract End Date	03/09/2021
Optional Extension Period 1	N/A
Optional Extension Period 2	N/A
Who will approve each Extension Period?	N/A
Contact Officer (Name & number)	Les Woolhouse Tel 0161 779 4961
Lead Service Group	People Services
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	Minor Building Works Framework Lot 2 Agreement
Funding Source	Capital Programme
Ethical Contractor	Mayor’s Employment Charter Committed to sign up to the Charter
	Accredited Living Wage Employer

The Reasons are: To reduce the risks of water ingress to the school and improve access to toilet facilities.

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

Assessment of Risk: High

Sections of the roof have reached the end of their economic life and the works are required to prevent the possibility of water ingress and the school being left at risk to close. The toilet refurbishments are required to maintain an appropriate standard of useable and hygienic facilities

The source of funding is:

The sources of funding are those to support the schools capital maintenance programmes and are detailed in reports previously submitted for approval

Legal Advice obtained. Supplied by: The Shared Legal Service - Contact officer and telephone number: 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 mini competition in accordance with the Minor Building Works Framework Agreement Lot 2.

The purpose of a framework agreement is to select through a procurement/ evaluation process a number of providers who can meet the service requirements of the Council, as and when those services are required. If they are required then the Council will undertake an exercise to call off the services from one or more of the providers who have been selected to be on ... view the full decision text for item 5b

Request for Approval to go out to Tender - Highways Construction Material and Services PDF 372 KB

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

Exclusion of the public

Decision items - Part 2 (closed to the public)

Request for Approval - Exception to Contractual Standing Orders - Framework Extensions: Landscaping & Associated Services and Minor Civils PDF 210 KB

Additional documents:

Restricted enclosure 10 View the reasons why document 8a/2 is restricted
Restricted enclosure 11 View the reasons why document 8a/3 is restricted
Restricted enclosure 12 View the reasons why document 8a/4 is restricted
Restricted enclosure 13 View the reasons why document 8a/5 is restricted
Restricted enclosure 14 View the reasons why document 8a/6 is restricted

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 an exception to Contractual Standing Orders as permitted within the City Council Constitution for the reason highlighted in the table below and the extension of the frameworks as detailed in the table below:

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Framework for Landscaping and Associated Services

Name of Successful Contractor

Name of Contractor	Type of Organisation	Registration No
The Casey Group	Private Limited	1122137
Horticon	Private Limited	2463373
Ground Work Landscapes	Private Limited	1339901
The Landscape Group id Verde Ltd	Private Limited	3542918
The Bethell Group	Private Limited	0264322
Newground	Community Interest Group	2584951
Landscaping Engineering	Private Limited	4049863

Framework Value

£350,000

Full Project

Contract Duration

6 months

Contract Start Date

31/05/2017

Contract End Date

31/12/2021

Optional Extension Period 1

N/a

Optional Extension Period 2

N/a

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Andy Stockton

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

Choose an item.

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

Accredited Living Wage Employer

Detail required

Answers

Title

Minor Civils Framework

Name of Successful Contractor

Name of Contractor	Type of Organisation	Registration No	SME/Non SME
Lot 1 Argyle Construction	Private Limited	02829893	SME
Lot 2 Tarmac Ltd	Private Limited	00264322	SME
Bethell Construction Ltd	Private Limited	00264322	SME
George Cox & Sons Ltd	Private Limited	02775128	Non SME
Eric Wright Civil Engineering Ltd	Private Limited	02565379	SME
NMS Civil Engineering Ltd	Private Limited	01910241	SME
A E Yates Ltd	Private Limited	01910241	SME

Framework Value

£700,000

Full Project

Framework Extension

6 Months

Contract Start Date

17/02/2020

Contract End Date

16/08/2021

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)

Shoaib Mohammad

Lead Service Group

Place

Reason for CSO ... view the full decision text for item 8a

Date and time of next meeting

10:00am on Wednesday 9^th June 2021.