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 Wednesday 15 March 2023 PDF 275 KB
|
4. |
Matters arising
|
5. |
Decision items - Part 1 (open to the public)
|
5a |
Approval to Award the Contract for the acceptance of a tender for the service contract for water hygiene management at corporate and education properties PDF 424 KB
Decision:
Salford City Council – Record of
Decision
I Councillor Youd, 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:
(a)
The award of the following contract for a project
approved under the current Corporate Revenue Funding:
(i)
Acceptance of the tender from HBE in the sum of
£244,665.63 over three years for water system risk
assessments and water hygiene monitoring services on corporate and
educational properties.
Detail required
|
Answers
|
Title/Description of Contracted
Service/Supply/Project
|
Water Hygiene Management at Corporate and Education
Properties in Salford 2023-26
|
Name of Successful
Contractor
|
HBE
|
Supplier Registration Number
(to be supplied by Corporate
Procurement)
|
NI655631
|
Type of organisation
(to be supplied by Corporate
Procurement)
|
Private Limited Company
|
Status of Organisation
(to be supplied by Corporate
Procurement)
|
SME
|
Contract Value (£)
|
£244,665.63 split across Corporate sites
(£150,650.37) and Education sites (£94,015.26 subject
to SLA buy in); full term
|
Contract Duration
|
36 months
|
Contract Start Date
|
01/04/2023
|
Contract End Date
|
31/03/2026
|
Optional Extension Period 1
|
12 months
|
Optional Extension Period 2
|
12 months
|
Who will approve each Extension
Period?
|
Strategic Director (extension <
£150k)
|
Contact Officer (Name &
number)
|
Gary Bendle 07970 543761
|
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
|
ESPO Framework 198_20 – Water System Risk
Assessment and Water Hygiene Monitoring Services
|
Funding Source
|
Revenue Budget
|
Ethical Contractor (EC): Mayor’s
Employment Charter
|
|
EC: Committed to sign Charter
|
|
EC: Accredited Living Wage
Employer
|
|
The Reasons are: To enable the service contract to
progress as programmed and be commissioned to start for April
2023.
Options considered and rejected
were: None. All procedures are in accordance with normal
Standing Orders.
Assessment of Risk: High. It is a statutory
requirement that the Council comply with the water hygiene and
testing regulations. The existing service contract expires at the
end of March 2023 and a new contract is required to be in place
from April 2023.
The source of funding
is: Submitted by: Gemma Singleton, Senior Accountant Tel: 0161 793
2578.
There is funding available for
the corporate property water testing and monitoring under the
Corporate Property Revenue Budget. Third party users (schools etc)
costs will be paid directly by themselves.
Legal Advice obtained:
Supplied by: 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 ESPO Framework 198_20 - Water System Risk
assessment and Water Hygiene Monitoring Services framework
agreement.
The
purpose of a framework agreement is to select through
...
view the full decision text for item 5a
|
5b |
Approval for an Exception to Contractual Standing Orders to award a contract for Capita One PDF 407 KB
Decision:
Salford City Council – Record of
Decision
I, Councillor Youd, 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:
·
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
support and maintenance for CapitaOne education system and
associated portals as detailed in the table below:
Detail required
|
Answers
|
Title/Description of Contracted
Service/Supply/Project
|
Support and Maintenance for Capita ONE Education
system and associated portals
|
Name of Successful
Contractor
|
Capita
|
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 (£)
|
£158,042.25 per annum estimated average
|
Contract Duration
|
12 months
|
Contract Start Date
|
01/04/2023
|
Contract End Date
|
31/03/2024
|
Optional Extension Period 1
|
months
|
Optional Extension Period 2
|
months
|
Who will approve each Extension
Period?
|
Procurement Board (extension >
£150k)
|
Contact Officer (Name &
number)
|
Jennifer Mcilquham – 0161 521 9389
|
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
|
Revenue Budget
|
Ethical Contractor (EC): Mayor’s Employment
Charter
|
|
EC: Committed to sign up to the Charter
|
|
EC: Accredited Living Wage Employer
|
|
The reasons are:
Capita ONE has been used by SCC
since 1998 and is a core statutory and Safeguarding application
used by Childrens Services, Community Health & Social Care and
Corporate Services. The system incorporates essential information
on children, supporting essential service delivery to a multitude
of Education services and National agencies. These include Helping
Families and Early Years reform work, ...
view the full decision text for item 5b
|
5c |
Approval for an Exception to Contractual Standing Orders to award a contract for Allied Health Professionals Therapy for children and young people to Northern Care Alliance NHS Foundation Trust PDF 532 KB
Decision:
Salford City Council – Record of
Decision
I, Councillor Youd, 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:
·
an exception to Contractual
Standing Orders as permitted within the City Council Constitution
for the reason highlighted in the table below and the award of the
Contract for the Provision of Allied Health Professionals therapy
for children and young people with special educational needs and
disability (SEND)as detailed in the table below:
Detail required
|
Answers
|
Title/Description of Contracted
Service/Supply/Project
|
Provision of Allied Health Professionals therapy for
children and young people with special educational needs and
disability (SEND)
|
Name of Successful
Contractor
|
Northern Care Alliance NHS Foundation Trust (NCA)
formerly known as Salford Royal NHS Foundation Trust
|
Supplier Registration Number
(to be supplied by Corporate
Procurement)
|
|
Type of organisation
(to be supplied by Corporate
Procurement)
|
Other
|
Status of Organisation
(to be supplied by Corporate
Procurement)
|
Choose an item.
|
Contract Value (£)
|
£545,426
|
Contract Duration
|
12 months
|
Contract Start Date
|
01/04/2023
|
Contract End Date
|
31/03/2024
|
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)
|
|
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 x
|
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:
Salford has the highest incidence of children and young people
with SEND in Greater Manchester and over 7,000 Salford children and
young people receive support with their SEND. Salford City Council
(SCC) has longstanding ...
view the full decision text for item 5c
|
5d |
Approval for 12 month extension of unmetered public lighting contract PDF 391 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:
(1)
Approve the extension of Contract for unmetered
public lightingas detailed in the table below:
Detail required
|
Answers
|
Contract Reference
|
25678
– 2027449/0
|
Title/Description of Contracted
Service/Supply/Project
|
Supply of electricity to all public lighting
(UMS)
|
Name of Contractor
|
Drax
|
Type of organisation
(to be supplied by Corporate
Procurement)
|
Public Limited Company
|
Status of Organisation
(to be supplied by Corporate
Procurement)
|
Non-SME
|
Value of Contract Extension
|
£3,368,829
|
Full Project
|
Existing Contract Term
|
01/04/2021
|
to
|
31/03/2023
|
Extension Period
|
01/04/2023
|
to
|
31/03/2024
|
Contact Officer (Name &
number)
|
Majid Maqbool
|
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 given the
unpresented energy market volatility resulting from both an
increase in global demand following recovery from Covid-19 and the
invasion of Ukraine by the Russian Federation, any opportunity to
go to market for a competitive tender have been limited due to
relatively low level of trading. Whilst there has been some recent
ease in prices and the willingness of some suppliers to offer
renewal quotes, there is insufficient time to conduct a full
tendering exercise to meet the contract renewal date. A 12-month
contract extension is therefore the best option available which
will result in a 145% increase in the short run and provide budget
certainty whilst energy markets settle to some degree of
normality.
Options considered and rejected was a 6-month extension due to the risk of increase
in prices over the winter season as the contract would have to be
renewed again as of October.
Assessment of risk Low
The source of funding: Highways Revenue Budget
Legal advice obtained: from Tony Hatton, Principal Solicitor
Financial advice obtained: from Martin Anglesey, Accountant
Procurement advice obtained: from Heather Stanton, Category
Manager
HR advice obtained: N/A
Climate change implications obtained: from Majid
Maqbool
Documents used: The following documents have been used to assist
the decision process.
The relevant documents contain
exempt or confidential information and are not available for public
inspection
Contact details:
Contact Officer: Majid Maqbool
Telephone number:0161 607 6987
Please delete from the bullets
below any which are not relevant:
·
The appropriate Scrutiny Committee to call-in the
decision is the Growth and Prosperity Panel and overview Scrutiny
Panel
Signed: Paul
Dennett Dated: 22
March 2023.
City Mayor
I
approved this contract extension at Procurement Board yesterday,
however, since the meeting took place, additional information has
come to light that will result in a significant reduction in the
overall cost increase for the twelve-month contract extension.
Pricing received post Procurement Board on the 22 March 2023 will
reduce the proposed cost increase from 145% to 72%, resulting in a
reduction of approximately £1 million from the figure stated
within the report presented to Procurement Board. With this in mind
and given the significant commercial ...
view the full decision text for item 5d
|
5e |
Approval to go out to competition for the Salford Sexual and Reproductive Health Service PDF 130 KB
|
5f |
Clifton PRU - Increase to construction costs PDF 98 KB
Additional documents:
Decision:
Executive Decision
Urgent Executive Decision
Request to a Scrutiny Chair
that the Executive Decision be exempt from Call-In for
Scrutiny.
Decision
maker
|
Procurement Board
|
Nature of the
decision
|
Approval for increase of
construction costs at Clifton PRU
|
Non-confidential
reports
Can be made available
to the public
|
Procurement Board
Report
|
Confidential
reports
Containing
confidential or exempt information
|
None, so N/a
|
Reason for
confidentiality
|
N/a
|
Intended date of
decision
|
22nd March
2023
|
Officer contact
details
For any further
information
|
Name:
Tel:
Email:
|
Les Woolhouse
les.woolhouse@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
|
There have been delays on
receipt of the firm constructions mainly due to ground conditions
and subsequent redesign to a piled foundation being
required.
|
Is exemption from
call-in for scrutiny needed?
|
To ensure grant monies are
received and committed prior to what would have been the expiry
date of the call-in period
|
Advice as to how any
delay will seriously prejudice the legal or financial position of
the Council
|
Any delays will jeopardise the
opening of the unit within the agreed timescales.
|
Scrutiny
Chair
Who has agreed the
decision is reasonable and urgent
|
Name:
|
Cllr J Mullen (Chair
of the Overview and Scrutiny Board)
|
Signed:
|
John A
Mullen
|
Date:
|
17/03/2023
|
Request prepared by:
|
Tracy Squirrell
|
Salford City Council – Record of
Decision
I, Paul Dennett, City
Mayor, in exercise of the powers
contained within the Council Constitution do hereby approve:
i)
The increase in
construction costs for the Clifton PRU
Detail required
|
Answers
|
Title/Description of Contracted
Service/Supply/Project
|
Increase in construction costs for 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 (£)
|
£424,577 Increase in construction costs, £4,117,275
Robertsons CE Construction Value
£4,360,695 Full Stage 2 Project costs inclusive of SCC Fees,
Surveys etc
|
Contract Duration
|
11 months
|
Contract Start Date
|
27/02/2023
|
Contract End Date
|
01/03/2023
|
Optional Extension Period 1
|
months
|
Optional Extension Period 2
|
months
|
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 to the
agreed programme and deliver the new building to the earliest
completion dates.
Options considered and rejected
were: None. All procedures are
in accordance with normal standing orders
Assessment of Risk:
Medium to High
Due to the continued decline of the current building and
increased demand ...
view the full decision text for item 5f
|
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 |
Approval for an Exception to Contractual Standing Orders to award an extension for Minor Building Works Framework Agreement PDF 208 KB
Decision:
Salford City Council – Record of
Decision
I, Councillor Youd, 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:
·
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 extension to the Minor Building Works Framework Agreement (Lot
1 and 2) as detailed in the table below:
Detail required
|
Answers
|
Title/Description of Contracted
Service/Supply/Project
|
Extension to Minor Building Works Framework Agreement
(Lot 1 and 2)
|
Name of Successful
Contractor
|
City Build Manchester Limited – Lot 1 &
2
|
Supplier Registration Number
(to be supplied by Corporate
Procurement)
|
3414425
|
Type of organisation
(to be supplied by Corporate
Procurement)
|
Private Limited Company
|
Status of Organisation
(to be supplied by Corporate
Procurement)
|
SME
|
Ethical Contractor (EC): Mayor’s
Employment Charter
|
|
EC: Committed to sign up to the
Charter
|
|
EC: Accredited Living Wage
Employer
|
|
|
|
Name of Successful
Contractor
|
G Jones Ltd – Lot 1
|
Supplier Registration Number
(to be supplied by Corporate
Procurement)
|
4928174
|
Type of organisation
(to be supplied by Corporate
Procurement)
|
Private Limited Company
|
Status of Organisation
(to be supplied by Corporate
Procurement)
|
SME
|
Ethical Contractor (EC): Mayor’s
Employment Charter
|
|
EC: Committed to sign up to the
Charter
|
|
EC: Accredited Living Wage
Employer
|
|
|
|
Name of Successful
Contractor
|
New Charter Building Company Limited – Lot
1
|
Supplier Registration Number
(to be supplied by Corporate
Procurement)
|
3807120
|
Type of organisation
(to be supplied by Corporate
Procurement)
|
Private Limited Company
|
Status of Organisation
(to be supplied by Corporate
Procurement)
|
SME
|
Ethical Contractor (EC): Mayor’s
Employment Charter
|
|
EC: Committed to sign up to the
Charter
|
|
EC: Accredited Living Wage
Employer
|
|
|
|
Name of Successful
Contractor
|
Schofield & Sons Limited – Lot 1 &
2
|
Supplier Registration Number
(to be supplied by Corporate
Procurement)
|
2459259
|
Type of organisation
(to be supplied by Corporate
Procurement)
|
Private Limited Company
|
Status of Organisation
(to be supplied by Corporate
Procurement)
|
SME
|
Ethical Contractor (EC): Mayor’s
Employment Charter
|
|
EC: Committed to sign up to the
Charter
|
|
EC: Accredited Living Wage
Employer
|
|
|
|
Name of Successful
Contractor
|
Seddon Construction – Lot 2
|
Supplier Registration Number
(to be supplied by Corporate
Procurement)
|
03578140
|
Type of organisation
(to be supplied by Corporate
Procurement)
|
Private Limited Company
|
Status of Organisation
(to be supplied by Corporate
Procurement)
|
SME
|
Ethical Contractor (EC): Mayor’s
Employment Charter
|
|
EC: Committed to sign up to the
Charter
|
|
EC: Accredited Living Wage
Employer
|
|
|
|
Name of Successful
Contractor
|
Truline
Construction & Interior Services Ltd
– Lot 1 & 2
|
Supplier Registration Number
(to be supplied by Corporate
Procurement)
|
2131606
|
Type of organisation
(to be supplied by Corporate
Procurement)
|
Private Limited Company
|
Status of Organisation
(to be supplied by Corporate
Procurement)
|
SME
|
Ethical Contractor (EC): Mayor’s
Employment Charter
|
|
EC: Committed to sign up to
...
view the full decision text for item 8a
|
|
8b |
Approval for an Exception to Contractual Standing Orders to award a contract for Enforcement Services and approval to initiate a competitive tender process for the provision of Enforcement Services PDF 209 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 reasons
highlighted in the table below the award of a contract for
Enforcement Services and approval to initiate a competitive tender
process for the provision of Enforcement Services as detailed in
the table below:
Detail required
|
Answers
|
Title/Description of Contracted
Service/Supply/Project
|
Parking Enforcement Services
|
Name of Successful
Contractor
|
Marston Holdings (NSL Services Ltd)
|
Supplier Registration Number
(to be supplied by Corporate
Procurement)
|
06033060
|
Type of organisation
(to be supplied by Corporate
Procurement)
|
Private Limited Company
|
Status of Organisation
(to be supplied by Corporate
Procurement)
|
SME
|
Contract Value (£)
|
£1,034,418 full project
|
Contract Duration
|
12 months
|
Contract Start Date
|
03/04/2023
|
Contract End Date
|
02/04/2024
|
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 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:
It has
come to the Council’s attention that there was an
administrative error in the tender process followed for Enforcement
Services. Salford City Council has
therefore taken the decision to discontinue the current tender
process and no contract will be
awarded and entered into further to this procurement
process. Arrangements are to be put in
place to re-tender the contract.
As part of the re-tender officers will
be exploring opportunities to determine what ...
view the full decision text for item 8b
|
9. |
Date and time of next meeting
10:00am on Wednesday 12 April 2023 in the
Salford Suite at Salford Civic Centre, Chorley Road, Swinton, M27
5DA
|