Agenda and decisions

Venue: Two New Bailey Square, New Bailey Street, Salford, M3 5EN. 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 9th June 2021 pdf icon PDF 303 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Contract Award - Roofing Renewal Works, External Repairs and Ground Works - Hilton Lane Primary School pdf icon PDF 329 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, window replacement and external repairs  at Hilton Lane 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

£288,469.00

Full Project £334,500.00

Contract Duration

                               6 weeks

Contract Start Date

26/07/2021

Contract End Date

06/09/2021

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 essential works to the external fabric of the building

 

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 window replacement and external cladding repairs are essential to maintain a weather tight envelope and to provide a good internal environment.

The ground works are essential to remedy the flooding around the building.

 

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  ...  view the full decision text for item 5a

5b

Request for Approval - Contract Award - Roofing Renewal Works - St Mary's CE Primary School pdf icon PDF 329 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 renewal works at St Mary’s 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

£321,618.00

Full Project £372,000.00

Contract Duration

                               6 weeks

Contract Start Date

26/07/2021

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.

 

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 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 the framework and this may be through any number of ways e.g. mini-competition, direct allocation etc. depending on the circumstances. A contract  ...  view the full decision text for item 5b

5c

Request for Approval - Contract Extension - Responsive Repairs Framework Suppliers pdf icon PDF 421 KB

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 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

05/08/2021

Extension Period

06/08/2021

to

05/08/2022

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 06/08/2021 to 05/08/2022

 

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

 

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 2021.

 

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 maximum total period of 4 years. This further award of a twelve month  ...  view the full decision text for item 5c

6.

Date and time of next meeting

10:00am on Wednesday 7th July, venue to be confirmed.