Agenda and decisions

Venue: 100 Embankment - Cathedral Approach, Salford, M3 7NJ. 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 28 July 2021 pdf icon PDF 315 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval to Go Out To Tender - Insurance Catastrophe Cover pdf icon PDF 121 KB

5b

Request for Approval - Contract Award - Fixed Term Support and Maintenance Service - Council Tax, Business Rates, Housing Benefits and Council Tax Reduction pdf icon PDF 380 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:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Fixed Term Support and Maintenance Service for Northgate to Host our services, Council Tax, Business Rates, Housing Benefits and Council Tax Reduction

Name of Successful Contractor

NEC Software Solutions (formerly known as Northgate Public Services Limited)

Supplier Registration Number

(to be supplied by Corporate Procurement)

9338960

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£266,459.79

Per Annum (estimated average)

Contract Duration

5 years

Contract Start Date

01/07/2021

Contract End Date

30/06/2026

Optional Extension Period 1

1 Year

Optional Extension Period 2

1 Year

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Steve Fry 0161 793 3641

Lead Service Group

Service Reform & Development

How the contract was procured?

(to be supplied by procurement)

 

Framework Details (where applicable)

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

DAS Framework RM3821, Data and Applications Solution, Lot 2a business applications

Funding Source

Revenue Budget

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

The Reasons are

 

This report is seeking approval from the Procurement Board for the continued contract with NEC Software Solutions (NEC) (formerly known as Northgate Public Services Limited), included is the ongoing annual payment of the support and maintenance contract for the software application that supports the administration of Council Tax, Business Rates, Housing Benefits and Council Tax Reduction. This also includes approval to migrate hosting to NEC of Revenues and Benefits.

 

This also includes approval to migrate hosting to NEC of Revenues and Benefits, together with a business case to include a Fixed Term Support arrangement and additional functionality for a period of 5 years with a potential 2-year extension.

 

Assessment of Risk

There are several risks in not approving the exception which include no supplier support to fix software issues or assistance to bring in legislative changes, increased risk of service disruption affecting administration of Council Tax, Business Rates, Housing Benefit, Council Tax Reduction and Customer self-serve functions such as online benefit applications.

 

The source of funding is Revenue Budget

 

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.

Salford City Council Hosting proposal.docx


Contact Officer: Steven Fry

 

This matter is also subject to consider by the Lead Member for Finance and Support Services. 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:         PAUL DENNETT               Dated: 4 August 2021

                    City Mayor

 

*         This decision was published on 4 August 2021

*         This decision will come into force at 4.00 p.m. on 11 August 2021  ...  view the full decision text for item 5b

5c

Request for Approval - Contract Award - Civic Centre Refurbishment - Furniture pdf icon PDF 417 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 corporate capital programme as detailed below:-

 

Detail required

Answers

Partial internal refurbishment of the Civic centre, Swinton

Provision on new furniture in refurbished areas of the Civic Centre Campus

Name of Successful Contractor

            H Jenkinson & Company Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

                          00169844

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£

Full Project £316,000.00

Contract Duration

                               19 weeks

Contract Start Date

09/08/2021

Contract End Date

17/12/2021

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 07713 786 093

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Direct Award

Framework Details (where applicable)

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

YPO Office Furniture Solutions and Associated Services 001704

Funding Source

Capital Programme

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

Committed to become accredited

Yes

 


 

The Reasons are: To supply new desking, storage and tables to enable the creation of workspaces to support the implementation of MyWork principles and programme.

 

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

 

Assessment of Risk: High

 

The current desk layouts and furniture provision is no longer suitable for the councils needs in delivering its frontline and essential services.  Following the coronavirus pandemic it has been established that the workspaces currently provided are no longer suitable and new fit for purpose workstations, project desking and breakout area furniture is required to a substantially smaller area. 

 

This will provide a safe flexible working areas to assist in the delivery of Council services to the residents of Salford.

An early award will mitigate the risk of a cost increase and our suppliers are advising a likely 10% market led inflationary price increase on furniture supply.

 

The source of funding is:

Corporate capital programme 2021/22

Expenditure code: C00210

 

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 this contract follows a selection exercise to enable a direct call-off in accordance with the YPO Office Furniture Solutions and Associated Services Framework Agreement for the supply  ...  view the full decision text for item 5c

6.

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

7.

Date and time of next meeting

Date and venue to be confirmed.