Agenda and decisions

Venue: Salford Suite, Salford Civic Centre, Chorley Road, Swinton. 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 1st September 2021 pdf icon PDF 291 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Exception to Contractual Standing Orders - Contract Extension - Healthwatch Salford - Lauren Fairey pdf icon PDF 482 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 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 as detailed in the table below:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Healthwatch

Name of Successful Contractor

Healthwatch Salford

Supplier Registration Number

(to be supplied by Corporate Procurement)

09563358

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value (£)

Per Annum (estimated average)

Contract Duration

2 years with an option for a 12 month

Contract Start Date

01/04/2022

Contract End Date

31/03/2024

Optional Extension Period 1

12 months

Optional Extension Period 2

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Lauren Fairey 07977260234

Lead Service Group

People Services

Reason for CSO Exception: The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition

Tick if it applies

Reason for CSO Exception: The execution of works or the supply of goods or services is controlled by a statutory body

Tick if it applies

Reason for CSO Exception: Delivers Best Value to the Council

Tick if it applies

Reason for CSO Exception: 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

Tick if it applies

Reason for CSO Exception: 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

Tick if it applies

Reason for CSO Exception: Security works where the publication of documents or details in the tendering process could prejudice the security of SCC and Salford residents

Tick if it applies

Reason for CSO Exception: 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.

Tick if it applies

Funding Source

Grant

Ethical Contractor (EC): Mayor’s Employment Charter

 

EC: Committed to sign up to the Charter

EC: Accredited Living Wage Employer

 

The reasons are

 

To meet our statutory duties under Health and Social Care Act 2012 to deliver Healthwatch.

Options considered and rejected were

 

Option 1 - Extend for 1 year and go out to market

Option 2 - Extend for 1 year with provision for a further 1-year extension and go out to market

Assessment of risk

Medium

The source of funding is

Funded from People (Adults) mainstream funding and the Local Reform and Community Voices (LRCV) grant.

 

Legal advice obtained

Yes, legal support the decision to extend the  ...  view the full decision text for item 5a

5b

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Salford Advocacy Hub and Request for Approval to go out to Competition - Lauren Fairey pdf icon PDF 569 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 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 as detailed in the table below:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Salford Advocacy Hub

Name of Successful Contractor

Mind in Salford

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value (£)

Per Annum (estimated average)

£391,000.00

Contract Duration

12 months

Contract Start Date

01/04/2022

Contract End Date

31/03/2023

Optional Extension Period 1

Optional Extension Period 2

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Lauren Fairey 07977260234

Lead Service Group

People Services

Reason for CSO Exception: The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition

Tick if it applies

Reason for CSO Exception: The execution of works or the supply of goods or services is controlled by a statutory body

Tick if it applies

Reason for CSO Exception: Delivers Best Value to the Council

Tick if it applies

Reason for CSO Exception: 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

Tick if it applies

Reason for CSO Exception: 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

Tick if it applies

Reason for CSO Exception: Security works where the publication of documents or details in the tendering process could prejudice the security of SCC and Salford residents

Tick if it applies

Reason for CSO Exception: 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.

Tick if it applies

Funding Source

Choose an item.

Ethical Contractor (EC): Mayor’s Employment Charter

 

EC: Committed to sign up to the Charter

EC: Accredited Living Wage Employer

 

 

The reasons are

Meet our statutory duties under Health and Social Care Act 2012 to deliver and Advocacy service

 

Options considered and rejected were

To go out to procurement for a new service which would commence 1st April 2021.

 

Assessment of risk

Low

 

The source of funding is

Part Integrated Fund and part People Adults revenue budget

 

Legal advice obtained

Yes, legal support the decision to extend the contract by 12 months.

 

Financial advice obtained

Provided by Salford City Council

 

Procurement advice obtained

Provided by Salford City Council

 

HR advice obtained  ...  view the full decision text for item 5b

5c

Request for Approval - To Go Out to Tender for an Age Well Service for Older People in Salford and for an Extension to Tech and Tea (Age Friendly Salford)- Sam Mansfield/Jess Ta'ati pdf icon PDF 749 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 the Contract for Tech and Tea (Age Friendly Salford) detailed in the table below:

Detail required

Answers

Contract Reference

Title/Description of Contracted Service/Supply/Project

Tech & Tea (Age Friendly Salford)

Originally commissioned to deliver a programme to enhance the digital skills of older people, this was delivered in the form of 500 older people per year completing the Teach and Tea Programme. During the COVID-19 pandemic services have been broadened to meet the changing needs of older people and reduce isolation. Tech and Tea courses are still offered, at reduced numbers to meet COVID secure requirements. In addition, daily activities are hosted online as well as weekly walking groups to support people to regain confidence to go out.

Name of Contractor

Third Sector Consortium

sub-contracted to Inspiring Communities Together

Type of organisation

(to be supplied by Corporate Procurement)

Partnership

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Value of Contract Extension

£72,500 (6 months)

Per Annum (estimated average)

Existing Contract Term

01/04/2017

to

31/03/2022

Extension Period

01/04/2022

to

30/09/2022

Contact Officer (Name & number)

Samantha Mansfield – 07816 084 328

Lead Service Group

Public Health

Funding Source

Grant

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

 

Accredited Living Wage Employer

 

 

 

The reasons are

§  A full procurement exercise will be undertaken during the period of the extension. Delays in this starting this process, in line with the current end date of 31st March 2022 are due to the impact of staff capacity as they have been supporting the City’s response to the COVID-19 pandemic.

Options considered and rejected were

§  Cease the contract on 31/03/2022– this would de-stabilise the system and create demand for higher level social care services.

 

Assessment of risk – Continuation of the service would prevent a low risk as an ‘as is’ provision would be maintained.

 

The source of funding is Integrated Fund

 

Legal advice obtained - Yes

 

Financial advice obtained - Yes

 

Procurement advice obtained - Yes

 

HR advice obtained – N/A

 

Climate change implications obtained – Yes

 

Documents used

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

Procurement Board Paper on 22nd September 2021 - Approval to go out to competition for an Age Well service supporting older adults in Salford.

 

Contact details

Contact Officer:  Samantha Mansfield / Jessica Ta’ati 

Telephone number: 07816 084328 / 07890 386677

 

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

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

 

Signed:         PAUL DENNETT                         Dated:          23 September 2021

                    City Mayor

 

*         This decision was published on 23 September 2021

*         This decision will come in force at 4.00 p.m. on 30 September 2021 unless it is called-in in accordance with the Decision Making Process  ...  view the full decision text for item 5c

5d

Request for Approval - Contract Award - Timber Reinstatement Works at Buile Hill Mansion - Tracy Squirrell pdf icon PDF 493 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 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

Timber reinstatement works (rot) at Buile Hill Mansion

Name of Successful Contractor

            Schofield and Sons Ltd

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

£176,508.00

Full Project £210,000.00

Contract Duration

                               12 weeks

Contract Start Date

18/10/2021

Contract End Date

07/01/2022

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)

Framework Call-Off (Mini Competition)

Framework Details (where applicable)

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

Minor Building Works Framework Lot 2

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

 

 


 

The Reasons are: To undertake the replacement of timbers damaged by fungal decay throughout the building and necessary treatment.  Works to include repairs to the roofs and rainwater goods to prevent further water ingress.

 

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

 

Assessment of Risk: High

The future development of the site will be comprised as the works are to ensure the building is a safe place to work in for redevelopment and reoccupation.

 

The source of funding is:

Corporate capital programme 2021/22

Expenditure code:

 

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 will then be formed between the Council and  ...  view the full decision text for item 5d

5e

Request for Approval - Contract Award - Gore Street Highway Improvements - Simon Telford pdf icon PDF 450 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

Gore Street Highway Improvements

Name of Successful Contractor

Rosgal Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

03731189

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£234,923.85

Full Project

Contract Duration

3 months

Contract Start Date

15/11/2021

Contract End Date

04/02/2022

Optional Extension Period 1

Not applicable

Optional Extension Period 2

Not applicable

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Simon Telford, 07799677214

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Mini Competition

Framework Details (where applicable)

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

Bolton Council Highways Framework Contract – Lot 1 (NEC4 Option B – Priced Contract with Bill of Quantities)

Funding Source

Grant Funding from Mayors Challenge Fund &

Local contribution - reallocated DfT Pinch Point Funding

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to charter

 

 

 

 

Accredited Living Wage Employer


 

The Reasons are

 

  1. Gore Street Connection gained programme entry to Tranche 5 of the Mayors Challenge Fund (MCF) in June 2019. To date approval has been granted for the advanced drawdown of £168,560.41 to fund scheme development up to business case submission.  

 

  1. The majority of the scheme’s funding is to come from the Mayor’s Challenge Fund. A business case for the scheme has been submitted to Transport for Greater Manchester to award funding for the delivery of the scheme. The outcome of the assessment of the business case and approval for funding is expected in September 2021.

 

3.     A local contribution, in the form of funding reassigned from underspend from the DfT Pinch Point grant, is in place to contribute to the funding of the Gore Street Scheme.

 

4.     A compliant mini-competition has taken place, using an existing framework, to select a preferred Principal Contractor.

 

  1. If approved, the scheme is proposed to commence 15th November 2021.

 

Options considered and rejected were

The procurement route selected for Gore Street Connection was the City Council’s existing Bolton Council Highways Framework Contract – Lot 1 (NEC4 Option B – Priced Contract with Bill of Quantities).

All five tenderers on the framework were invited to tender in the form of a mini-competition. There were four returned tenders, all of which were compliant.

Tender evaluations were undertaken by representatives of the Engineering and Landscape team who have been involved in the design of the project and in the preparation of the tender documents.

Based upon the scoring criteria, Rosgal Limited received the highest overall score and was deemed the most economically advantageous tender, based upon the quality and pricing assessment. As a result, they are the contractor recommended for award.

The tendered price submitted by Rosgal Limited was the second  ...  view the full decision text for item 5e

6.

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

7.

Date and time of next meeting

10:00am on Wednesday 29th September, Salford Suite, Civic Centre, Chorley Road, Swinton, M28 5DA.