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 10th November 2021 pdf icon PDF 387 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Exception to Contractual Standing Orders - GM Sexual Health Improvement Programme - Helen Dugdale pdf icon PDF 648 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 for the Greater Manchester Sexual Health Improvement Programmeas detailed in the table below:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Greater Manchester Sexual Health Improvement Programme

Name of Successful Contractor

BHA for Equality

Supplier Registration Number

(to be supplied by Corporate Procurement)

03818058

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value (£)

£138,000 Salford CC (total GM LA budget £900,981 per annum + approx. £115,000 HIVE GM H&SCP budget for 2021-22)

Contract Duration

24 months

Contract Start Date

01/07/2022

Contract End Date

30/06/2024

Optional Extension Period 1

Optional Extension Period 2

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Helen Dugdale 0161 793 3543

Lead Service Group

Public Health

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

1, A review was undertaken and concludes that PaSH is a unique provider of the services required across GM and there are no alternative providers with the knowledge and skills to deliver the services, hence no alternative routes to the market. 

2, Given there are no alternative providers, going out to tender would be a costly and time-consuming exercise resulting in  ...  view the full decision text for item 5a

5b

Request for Approval - Exception to Contractual Standing Orders - Strategic Development of VCSE Sector through Engagement, Support & Influence and Promoting Volunteering - Sandra Derbyshire pdf icon PDF 519 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 reasons) 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

Strategic Development of the VCSE sector through engagement, support and influence and promoting volunteering in Salford

Name of Successful Contractor

Salford Community and Voluntary Sector (SCVS)

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Charitable Trust

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value (£)

£          265,568 per annum

Contract Duration

36 months

Contract Start Date

01/04/2022

Contract End Date

31/03/2025

Optional Extension Period 1

24 months 1 April 2025 to 31 March 2027

Optional Extension Period 2

months

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Sandra Derbyshire 0161 793 2570

Lead Service Group

Place

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 x

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 x

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

Revenue Budget

Ethical Contractor (EC): Mayor’s Employment Charter

x

 

EC: Committed to sign up to the Charter

x

EC: Accredited Living Wage Employer

x

 

 

The reasons are the conclusions of a light touch review as described in the report were that as the current provider of these services continues to provide value for money, deliver all outcomes and delivers significant added value in relation to the contract

 

Options considered and rejected were

Putting out for competitive tender, Insourcing

 

Assessment of risk low

 

The source of funding is  ...  view the full decision text for item 5b

5c

Request for Approval - Contract Extension - Appointment of Programme and Project Manager - Client Lead on Infrastructure Projects - Perry Twigg pdf icon PDF 546 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 variation of an extension of a contract that was originally called off through the STAR framework 3924: AGMA Civil & Structural Engineering Professional Servicesfor the appointment of a project and programme manager to take a client lead on grant funded infrastructure projects.

 

Detail required

Answers

Contract Reference

01846493

Title/Description of Contracted Service/Supply/Project

Appointment of a project & Programme manager

Name of Contractor

AECOM

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

£80,000

Per Annum (estimated average)

Existing Contract Term

16/11/2020

to

31/12/2021

Extension Period

03/01/2022

to

31/10/2022

Contact Officer (Name & number)

Perry Twigg – 07966 316309

Lead Service Group

Place

Funding Source

Grant

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to the Charter

?

 

Accredited Living Wage Employer

?

The reasons are

 

  • Salford City Council’s Regeneration Team has successfully made submissions for external funding for a range of infrastructure projects through both Active Travel Fund 3 (ATF 3) and the Greater Manchester Mayor’s Cycling and Walking Challenge Fund (MCF).

 

·        The City Council’s Regeneration Team has insufficient resource to adequately prepare the necessary business cases, project manage TfGM governance and the project procurement process associated with the funding requirements.

Options considered and rejected were

 

Consideration was given to seeking suitable resource from within the Council’s technical services team.  However, this was discounted on the basis that technical services already have inadequate resource to deliver projects in their programme of work. 

Assessment of risk

 

The significant risk is that without the extension of the resource, the Council does not have the ability to progress/deliver the infrastructure projects against which it has already secured funding. 

The source of funding

 

The City Council will cash flow the costs and claim in arrears, on a staged basis, from the grant funding body at the Greater Manchester Combined Authority (GMCA).

 

Legal advice obtained from Richard Purcell

Financial advice obtained from Natalie Birchall

Procurement advice obtained from Anthony Hilton

HR advice obtained from Steve Hulme

Climate change implications obtained from Mike Hemmingway

 

Documents used

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

Report of Strategic Director for Place 24 November 2021 – Approval for a variation to the extension of a Salford City Council Contract that was originally called off through the STAR framework 3924: AGMA Civil & Structural Engineering Professional Services for the appointment of a project and programme manager to take a client lead on grant funded infrastructure projects

Contact details

Contact Officer: Perry Twigg

Telephone number:    07966 316309

 

·        This matter is not subject to consideration by another Lead Member.

·        The appropriate Scrutiny Committee to call-in the decision is the Growth and Prosperity Panel.

 

Signed:    BILL HINDS           Dated:  24th November 2021

            Lead Member

 

*  ...  view the full decision text for item 5c

5d

Request for Approval - Contract Extension - Fuel Contract - Terry Dixie pdf icon PDF 479 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 extension of Contract for the supply of liquid fuels as detailed in the table below:

 

Detail required

Answers

Contract Reference

YPO 981

Title/Description of Contracted Service/Supply/Project

Supply of liquid fuels

Name of Contractor

Standard Fuel

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Value of Contract Extension (£)

£1,000,000      per annum estimated average

Existing Contract Term

14/01/2020 to 13/01/2022

Extension Period

14/01/2022 to 13/01/2023

Contact Officer (Name & number)

Terry Dixie

Lead Service Group

Place

Funding Source

Revenue Budget

Ethical Contractor (EC): Mayor’s Employment Charter

EC: Committed to sign the Charter

EC: Accredited Living Wage Employer

 

 

The reasons are

 

The framework was established by YPO for the supply of fuels and has been used over the last two years and has the option to extend for a further two years on an annual basis, this offers best value for money due to the economies of scale based on volumes across AGMA and is a compliant route to market.

 

Options considered and rejected were

The original contract had an option to extend the contract for a further two years, annually.

It was considered favourable to request the extension option.

Assessment of risk

High if the contract extension is not approved. Level of risk is low if approved as there would be formal contractual arrangement

 

The source of funding is - Revenue

 

Legal advice obtained - Yes Tony Hatton

 

Financial advice obtained - Yes Alison Smith

 

Procurement advice obtained - Yes Deborah Derbyshire

 

HR advice obtained N/A

 

Climate change implications obtained - Yes Michael Hemingway

 

Documents used

 

Procurement Board report to award an extension to an existing contract to the supplier identified following a mini competition undertaken by YPO presented on 24th November 2021.

 

 

Contact details

Contact Officer:           Terry Dixie

Telephone number:  925 1046

 

·        This matter is not subject to consideration by another Lead Member.

·        The appropriate Scrutiny Committee to call-in the decision is the Community and Neighbourhoods Scrutiny Panel

 

Signed:    PAUL DENNETT          Dated:   24th November 2021.

                    City Mayor

 

*         This decision was published on 24th November 2021

*         This decision will come in force at 4.00 p.m. on 1st December unless it is called-in in accordance with the Decision Making Process Rules.

 

5e

Request for Approval - Contract Award - GM Clean Air Zone - Street Lighting Column Replacements - Rob Owen pdf icon PDF 462 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 approval to Award the Contract forGreater Manchester Clean Air Zone Street Lighting Column Replacements

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

GM Clean Air Zone Column Replacement

Name of Successful Contractor

Altitude Services Ltd

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 (£)

£216,496.19    full project per annum estimated average / full project (delete as appropriate)

Contract Duration

7 months

Contract Start Date

03/11/2021

Contract End Date

30/05/2022

Optional Extension Period 1

 0 months

Optional Extension Period 2

0 months

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Lead Service Group

Choose an item.

How the contract was procured?

(to be supplied by procurement)

Further competition under the GMCA Street Lighting Electrical Connections Framework Agreement 2020 - 2024

Framework Details (where applicable)

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

GMCA Street Lighting Electrical Connections Framework Agreement 2020 - 2024

Funding Source

External Funding Source (please identify below)

Ethical Contractor (EC): Mayor’s Employment Charter

 

EC: Committed to sign Charter

 

EC: Accredited Living Wage Employer


 

The Reasons are

 

The City Council has been working with TfGM and the other 9 districts across Greater Manchester to deliver the Greater Manchester Clean Air Plan, including the GM Clean Air zone. The Clean Air Plan was approved at the Cabinet on 27th July 2021.

 

The Clean Air Zone will include all of the roads within Greater Manchester, with the exception of the motorway network. Drivers will be informed of the operation and extents of the zone by highways signage. The scheme will be enforced with the use of more than 800 ANPR cameras installed across the network in Greater Manchester.

 

The majority of the cameras will be mounted on brackets on lighting columns with a limited number mounted on separate posts where there are no suitable lighting columns. As part of the design of the scheme the lighting columns in Salford where the cameras are proposed have been assessed. The conclusion of this assessment is that the street lighting columns are not suitable to support the additional weight of the bracket and two ANPR cameras without further structural testing. To reduce risk to the programme the replacement of lighting columns is the preferred way forward rather than testing the columns.

 

As a result, 72 lighting columns scattered across the City need to be replaced with uprated columns to enable the installation of the electrical equipment, brackets and ANPR cameras. 7 separate standalone posts will be installed by the ANPR camera contractor to complete the programme of ANPR cameras across the City.

 

As  ...  view the full decision text for item 5e

5f

Request for Approval to Go Out to Tender - Supply of Compostable Liners - Damian Thornton / David Robinson pdf icon PDF 121 KB

5g

Request for Approval to Go Out to Tender - Salford Handy Person Service - Rob Turner pdf icon PDF 120 KB

6.

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

7.

Exclusion of the public

8.

Decision items - Part 2 (closed to the public)

8a

Request for Approval - Contract Award - Islington Park Improvement Scheme - Anene Chiegboka pdf icon PDF 208 KB

Additional documents:

Decision:

Salford City Council - Record of Decision

 

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 Contract forIslington Park Improvement Scheme to Horticon Limited subject to:

a)    Securing delivery funding through the Department for Transport’s (DfT’s) Active Travel Fund tranche 3 (ATF3) award; and

 

b)    Greater Manchester Combined Authority (GMCA) approval of a full business case and the signing of a delivery agreement for the Islington Park Improvement scheme.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

City Centre Bee Network – Islington Park

Name of Successful Contractor

Horticon Limited

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)

SME

Contract Value (£)

£          552,269.68 full project

Contract Duration

Approx. 4 months

Contract Start Date

10/01/2022

Contract End Date

06/05/2022

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)

Dan Sterry

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

SCC Landscape Framework

Funding Source

Choose an item.

Ethical Contractor (EC): Mayor’s Employment Charter

 

EC: Committed to sign Charter

 

EC: Accredited Living Wage Employer


 

The Reasons are

Islington park is in urgent need of improvement to create an outdoor place for the community to play and relax. The area has seen significant investment in residential properties and needs to be brought up to date into a vibrant and engaging green space. Horticon Limited have provided the best value for money for the proposed improvement works.

 

Options considered and rejected were

None

 

Assessment of Risk

Low risk:

o   Developers can seek to legally challenge the city council to claim back Section 106 monies if not used on a scheme that mitigates the impacts of that development and/or spent in line with the requirements of the Section 106 agreement.

 

o   The contractors on the landscape framework have a successful track record of delivering schemes on behalf of the City Council.

 

The source of funding is via £771,000 of DfT Active Travel Fund 3 (ATF3) grant awarded to Salford City Council. There is also an allocation of £91,124.55 Section 106 local match funding that can be secured by the City Council.

 

Legal Advice obtained

Supplied by Tony Hatton, Principal Solicitor, tel. 219 6323

Date: 13.10.21

 

When commissioning contracts for the procurement of goods, services or the execution of works, the Council must comply with the requirements of the Public Contracts Regulations 2015 (PCR) and its own Contractual Standing Orders (CSO’s), failing which any subsequent award of a contract may be subject to legal challenge from an aggrieved provider. CSO’s apply to every contract, including temporary ones,  ...  view the full decision text for item 8a

9.

Date and time of next meeting

10:00am on Wednesday 8th December in the Salford Suite, Civic Centre, Chorley Road, Swinton, M27 5DA.