{meta} Agenda for Procurement Board on Wednesday, 22 March 2023, 10.00 am

Agenda and decisions

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

Contact: Chris Howl 

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 icon 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 icon 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 icon 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 icon 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 icon 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 icon PDF 130 KB

5f

Clifton PRU - Increase to construction costs pdf icon 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 icon 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 icon 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