Agenda and decisions

Procurement Board - Wednesday, 23 November 2022 10.00 am

Venue: Salford Suite, Salford Civic Centre, Chorley Road, Swinton. View directions

Contact: Chris Howl

Items

No.

Item

Apologies for absence

Declarations of interest

To approve, as a correct record, the minutes of the meeting held on Wednesday 9 November 2022 PDF 222 KB

Matters arising

Decision items - Part 1 (open to the public)

Approval to Award the Contract for Clifton PRU PDF 587 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 Stage 2 contract in accordance with the following:

i) Approves an Advanced Work Order @ £250,000 for the Modular Building Element by 30^th November 2022 (to secure a Factory slot) to Robertsons CE Limited as Constructor Partner and afurther Advanced Work Order @ £243,000 for substructure work by 26^th January 2023 to allow the earliest possible completion date. This award would enable a start on site 27^th February 2023, with an anticipated completion date of 24^th November 2023.

ii) Approves that delegated officers acting on behalf of Salford City Council progress with an award to Robertsons CE Limited as Constructor Partner on or before 2^nd March 2023 to design and deliver the new Clifton PRU facility following receipt of RIBA Stage 4 Detailed Design and cost on 31^st January 2023. A Total Construction Cost of £3,692,698 including the advanced works orders above, although (excluding the previously approved Pre-Construction Agreement cost of £89,395).

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Clifton PRU
Name of Successful Contractor	Robertson CE Limited
Supplier Registration Number (to be supplied by Corporate Procurement)	SC249935
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£493,000 Advanced Works Orders £3,692,698 Robertsons CE Target Construction Value Inclusive of AWO £3,936,118 Full Stage 2 Project Cost inclusive of SCC Fees, Surveys etc.
Contract Duration	9 months
Contract Start Date	27/02/2023
Contract End Date	24/11/2023
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)	Les Woolhouse
Lead Service Group	People Services
How the contract was procured? (to be supplied by procurement)	Mini Competition
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	North West Construction Hub Medium Value Construction Framework, Lot No 3 Design & Construct
Funding Source	Capital Programme
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The Reasons are to enable the works to progress as programmed to start on site and be completed by November 2023.

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

Assessment of Risk: The programme has been developed to achieve the delivery of the contracts to meet the earliest completion dates.

The source of funding is Children’s School Capital and unsupported borrowing.

Legal Advice: Supplied by Tony Hatton 0161 219 6323

Local authorities are responsible for arranging suitable full-time education for permanently excluded pupils, and for other pupils who – because of illness or other reasons – would not receive suitable education without such provision (S19(1) Education Act 1996 (as amended). This applies to all children of compulsory school ... view the full decision text for item 5a

Approval to go out to competition for Vehicle Restraint System Inspection Installation and Repair contract PDF 120 KB

Salford Bolton Network Improvements (SBNI) - Delivery Package 3 (DP3) Increase in Purchase Order Value PDF 174 KB

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

Exclusion of the public

Decision items - Part 2 (closed to the public)

Lester Road Reconstruction PDF 208 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 below:

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Lester Road Reconstruction
Name of Successful Contractor	AE YATES
Supplier Registration Number (to be supplied by Corporate Procurement)	00415632
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£ TBC
Contract Duration	TBC
Contract Start Date	Click here to enter a date.
Contract End Date	Click here to enter a date.
Optional Extension Period 1	months
Optional Extension Period 2	months
Who will approve each Extension Period?	Choose an item.
Contact Officer (Name & number)	Stephen Hands 07809 085252
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
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	Capital Programme
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign up to the Charter
EC: Accredited Living Wage Employer

The reasons are

The execution of works is required so urgently as not to permit compliance with the requirements of competition – approximately three months can be saved by not running the competition which enables the contract to be awarded before the expiry of the original deadline within the consent order.

Options considered and rejected were

Competitive tender

Assessment of risk

High: Any delay to the tender and subsequent contract award increases the risk to the Council of further Legal action

The source of funding is

a combination of approved Place capital programme resources reprofiled from the 2022/23 financial year and a ... view the full decision text for item 8a

Salford Bolton Network Improvements (SBNI) - Delivery Package 3 (DP3) Increase in Purchase Order Value PDF 210 KB

Decision:

Executive Decision

Request to a Scrutiny Chair that an Executive Decision be exempt from Call-In for Scrutiny:

Decision maker

Procurement Board

Nature of the decision

Approval to raise value of purchase order and make overdue payment to contractor.

Non-confidential reports – Can be made available to the public

Part 1

Confidential reports - Containing confidential or exempt information

Part 2

Reason for confidentiality

Information in respect of which a claim to legal professional privilege could be maintained in legal proceedings

Intended date of decision

23 November 2022

Officer contact details

For any further information

Name:

Email:

Opu Anwar

opu.anwar@salford.gov.uk

Has the decision been published in a Forward Plan?

Yes

Reasons for special urgency such that this cannot be published in a Forward Plan

n/a

Is exemption from call-in for scrutiny needed?

Yes

Advice as to how any delay will seriously prejudice the legal or financial position of the Council

The City are already owing the contractor a substantial amount of money as invoices from May 2022 onwards have not been paid

Scrutiny Chair

Who has agreed the decision is reasonable and urgent

Name:

Cllr Rob Sharpe (Growth and Prosperity Scrutiny Panel)

Signed:

Rob Sharpe

Date:

18 November 2022

Request prepared by:

Opu Anwar – Infrastructure Team SCC

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 increase in Purchase Order Value as detailed in the table below:

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	SBNI DP3 Increase in Value of Purchase Order
Name of Successful Contractor	Eurovia
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 (£)	£2,500,000 – Increase in PO Value
Contract Duration	TBC
Contract Start Date	Click here to enter a date.
Contract End Date	Click here to enter a date.
Optional Extension Period 1	months
Optional Extension Period 2	months
Who will approve each Extension Period?	Choose an item.
Contact Officer (Name & number)
Lead Service Group	Choose an item.
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 ... view the full decision text for item 8b

Date and time of next meeting

10:00am on Wednesday 7 December 2022 in the Salford Suite at Salford Civic Centre, Chorley Road, Swinton, M27 5DA