Agenda and decisions

Procurement Board - Wednesday, 15 March 2023 3.00 pm

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 12 February 2023 PDF 261 KB

Matters arising

Decision items - Part 1 (open to the public)

Approval for an Extension of Contract for Postal Services PDF 527 KB

Decision:

Executive Decision Exemption from Call-in

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

Decision maker	Procurement Board
Nature of the decision	Approve contract Extension
Non-confidential reports Can be made available to the public	Yes – Approval for an Extension of Contract for Postal Services
Confidential reports Containing confidential or exempt information	None
Reason for confidentiality	N/A
Intended date of decision	15^th March 2023
Officer contact details For any further information	Name: Tel: Email:	Peter Cowling 0161 793 3993 peter.cowling@salford.gov.uk
Is exemption from call-in for scrutiny needed?	Yes, Extension contract date was due for implementation on 1^st March 2023
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr J Mullen (Chair of the Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

Request prepared by:

Peter Cowling

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:

· Approval for an Extension of Contract for Postal Services

Detail required	Answers
Contract Reference	S1025
Title/Description of Contracted Service/Supply/Project	Postal Services
Name of Contractor	WhistlUk Limited
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 (£)	£ 480,000 full project
Existing Contract Term	01/03/2021 to 28/02/2023
Extension Period	01/03/2023 to 29/02/2024
Contact Officer (Name & number)	Peter Cowling 0161 X4996
Lead Service Group	Service Reform & Development
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:

· In February 2015, a group of authorities from the Yorkshire and Humberside region agreed to form a collaborative group for the procurement of mail services in the region. This was subsequently extended to include authorities from Greater Manchester with the intention of driving cost saving through volume-based discounts there has now been several contract renewals using this procurement group the group now consists of 24 authorities

· The aim of this procurement exercise was to establish a single service provider to deliver a robust postal service to the named contracting authorities that provide savings to all authorities and delivers social value

· In February 2020 the Procurement Board approved the award of the postal service contract to Whistl Ltd.

Financial benefits:

Following notification of extensions by other framework partners including the lead authority Kirklees the collaborative group has secured better commercial pricing and terms than would possible individually, One of the major strengths of the Whistl agreement is Volume related discounts (VRD) to all participants based on combined volumes.

The minimum for collective authorities to achieve the maximum VRD is 15 Million mail items per annum. Currently, the YHA/Whistl agreement currently process in excess of 15 million items per annum, therefore, Salford should benefit from maximum VRD. Salford CC sent 925,435 items ... view the full decision text for item 5a

Approval to Award the Contract for Salford Advocacy Hub PDF 522 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:

· Approval to Award the Contract for Salford Advocacy Hub

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)	Charitable Trust
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£391,000 per annum estimated average
Contract Duration	3 years with an option to extend for 2 years
Contract Start Date	01/07/2023
Contract End Date	30/06/2026
Optional Extension Period 1	12 months
Optional Extension Period 2	12 months
Who will approve each Extension Period?	Procurement Board (extension > £150k)
Contact Officer (Name & number)	Lauren Fairey 07977260234
Lead Service Group	People Services
How the contract was procured? (to be supplied by procurement)	Open Tender
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	N/A
Funding Source	Revenue Budget
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The Reasons: following a fair and transparent open tender process Mind in Salford are deemed to be the most economically advantageous tender. They scored high on quality and cost and have demonstrated that they are able to provide a robust Advocacy Service for the people of Salford.

Options considered and rejected were: Under the Care Act 2014 and Mental Health Act 1983, Local Authorities have a duty to commission an independent Advocacy service. The current Salford Advocacy Hub contract had been extended twice for a 12-month period and once for a 3-month period as an Exception to Contractual Standing Orders. Therefore, the option to carry out an open tender was the only option considered.

Assessment of Risk: The Salford Advocacy Hub is a statutory service that Salford City Council must provide. There would be a medium level of risk if there are delays in awarding as there could be an opportunity to extend the incumbents contract or spot purchase from another provider. However, the incumbent has been successful in the tendering process. There is a low level of risk awarding the contract as it would ensure that Salford City Council continue to meet their statutory duties to provide independent advocacy.

The source of funding is: TheBudget that will meet the cost of the scheme is part Integrated Fund and part People Adults revenue budget.

Legal Advice obtained: Yes

Financial Advice obtained: Yes

Procurement Advice obtained: Yes

HR Advice obtained: N/A

Climate Change Implications obtained: The terms and conditions of the contract is inclusive of a specific clause relating to climate change. This requires the provider to be actively supportive of the climate change agenda in achieving a carbon neutral status by 2038.

The following documents have been used to assist ... view the full decision text for item 5b

Approval to Award the Contract for Refurbishment of Tennis Courts PDF 425 KB

Decision:

Executive Decision Exemption from Call-in

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 Award the Contract for Refurbishment of Tennis Courts
Non-confidential reports Can be made available to the public	Report of The Strategic Director for Place - Approval to Award the Contract for Refurbishment of Tennis Courts.
Confidential reports Containing confidential or exempt information	No
Reason for confidentiality	N/A
Intended date of decision	15^th March 2023
Officer contact details For any further information	Name: Tel: Email:	Ian Worsley 07977 508767 Ian.worsley@salford.gov.uk
Is exemption from call-in for scrutiny needed?	Yes. The Council are required to accept the terms and conditions of the grant funding agreement made between the Department for Culture, Media & Sport (DCMS) and the LTA. This includes dates for the award of contract and subsequent programme of delivery. Exemption is required to enable these milestones to be met.
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr J Mullen (Chair of Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

Request prepared by:

Ian Worsley

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:

Approval to Award the Contract forRefurbishment of Tennis Courts

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Refurbishment of Tennis Courts
Name of Successful Contractor	Blakedown Sport & Play Ltd
Supplier Registration Number (to be supplied by Corporate Procurement)	04413186
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£ 636,143.46/ full project
Other Costs	N/A
Contract Duration	2 months
Contract Start Date	13/03/2023
Contract End Date	28/04/2023
Optional Extension Period 1	1 month
Optional Extension Period 2	1 months
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Ian Worsley 07977 508767
Lead Service Group	Place
How the contract was procured? (to be supplied by procurement)	Direct award through grant funder’s framework
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	N/A
Funding Source	Combination of Above (please detail below)
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The Reasons are: As per the terms and condition of the external grant award the Council are required to accept the terms and conditions of the grant funding agreement made between the Department for Culture, Media & Sport and LTA Tennis Foundation (“LTA TF”) as those to be used by LTA TF for the making of individual grants from the DCMS monies. Likewise, the terms and conditions of the call off contract (based on the JCT minor works building contract with contractor’s design) under the framework agreement have been accepted by the appointed contractors through the public procurement ... view the full decision text for item 5c

Approval to Award the Contract for the provision of End User Devices PDF 499 KB

Decision:

Executive Decision Exemption from Call-in

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

Decision maker	Procurement Board
Nature of the decision	Approve to award for Provision of End User devices
Non-confidential reports Can be made available to the public	Yes – Approval to Award the Contract for the provision of End User Devices
Confidential reports Containing confidential or exempt information	None
Reason for confidentiality	N/A
Intended date of decision	15^th March 2023
Officer contact details For any further information	Name: Tel: Email:	Peter Cowling/ Matt Wall 0161 793 3993 peter.cowling@salford.gov.uk / matt.wall@salford.gov.uk
Is exemption from call-in for scrutiny needed?	Yes – Requirement to deliver equipment needed asap as SCC has no working laptop stock to provide to New Starters or replace damaged equipment, Call in window may lead to officers not being able to carry out duties
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr J Mullen (Chair of the Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

Request prepared by:

Peter Cowling

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:

Approval to Award the Contract forThe provision of End User Devices

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Provision of End user Devices
Name of Successful Contractor	Insight
Supplier Registration Number (to be supplied by Corporate Procurement)	02579852
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 (£)	£ 226,000 Full project
Contract Duration
Contract Start Date	Click here to enter a date.
Contract End Date	Click here to enter a date.
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	Service Reform & Development
How the contract was procured? (to be supplied by procurement)
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	RM6068 Provision of End user Laptops
Funding Source	Capital Programme
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The Reasons are: Historically Salford City Council had a desktop (PC) estate and in the financial year 2018/19, the authority undertook a project to remove all fixed digital end-user equipment and move towards an agile approach complementing the [MY]Work methodology and agility of workforce to work anytime and anywhere. This included the purchase of circa 2000+ laptops comprised of two different models. These devices procured at that time had a 3-year warranty and life cycle. As part of the end-user replacement programme Digital, Data and Technology secured capital funding to continue the modernisation of end-user devices. This procurement is the first phase of the rolling replacement programme of the first 300 devices.

Options considered ... view the full decision text for item 5d

Approval to Award the Contract for Palatine Bridge Painting Scheme PDF 857 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:

· Approval to Award the Contract forPalatine Bridge Painting Scheme

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Palatine Bridge Painting Scheme
Name of Successful Contractor	Coating Services Limited
Supplier Registration Number (to be supplied by Corporate Procurement)	3852483
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£398,413.90 / full project
Contract Duration	10 weeks
Contract Start Date	10/04/2023
Contract End Date	16/06/2023
Optional Extension Period 1	N/A
Optional Extension Period 2	N/A
Who will approve each Extension Period?	Procurement Board (extension > £150k)
Contact Officer (Name & number)	Michael Jolley / 0161 779 4909
Lead Service Group	Place
How the contract was procured? (to be supplied by procurement)	Technical & Highways Works Framework – Lot 4
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date
Funding Source	Capital Programme
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The main works are the painting of Palatine Bridge.

Options considered and rejected were: not to award the Contract.

Assessment of Risk: Low – Funding is available from the Highways Capital Programme 2022/23.

Salford City Council’s Engineering and Landscape Design Structures team are experienced in undertaking similar refurbishment schemes.

The source of funding is: Highways Capital Programme 2022/23.

Legal Advice obtained: Yes – received from Tony Hatton, Principal Solicitor, tel. 0161 219 6323

Financial Advice obtained: Yes – received from Adam Flaherty, Senior Accountant Ext 793 2747

Procurement Advice obtained: Yes – received from Heather Stanton, Procurement Officer Ext 686 6241

Contact Officer: Michael Jolley

Telephone number: 0161 779 4909

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: Cllr Youd Dated: 15 March 2023

Lead Member

FOR DEMOCRATIC SERVICES USE ONLY

* This decision was published on 15 March 2023

* This decision will come in force at 4.00 p.m. on 23 March 2023 unless it is called-in in accordance with the Decision Making Process Rules.

Approval to Award the Contract for Vehicle Restraint Systems Maintenance Programme PDF 627 KB

Decision:

Executive Decision Exemption from Call-in

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

Decision maker	Procurement Board
Nature of the decision	To award the Vehicle Restraint Systems Maintenance Contract
Non-confidential reports Can be made available to the public	Yes
Confidential reports Containing confidential or exempt information	No
Reason for confidentiality	N/A
Intended date of decision	15^th March 2023
Officer contact details For any further information	Name: Tel: Email:	Paul Jackson 07812 781 562 paul.jackson@salford.gov.uk
Is exemption from call-in for scrutiny needed?	The contract is to be awarded to a contractor that sits on the current Technical Services Framework for a 12-month period. A decision is required in order to commission the works from this year’s allocated funds before the end of the fiscal year. This matter has been delayed due to legal discussions and issues with the initial tender process that was issued in late 2022 and how now become urgent.
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr Mullen (Chair of Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

Request prepared by:

Paul Jackson

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:

Approval to Award the Contract forVehicle Restraint Systems Maintenance Programme

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Vehicle and Maintenance Delivery
Name of Successful Contractor	Coating 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 (£)	£240,000
Contract Duration	12 months
Contract Start Date	20/03/2023
Contract End Date	18/03/2024
Optional Extension Period 1	Nil
Optional Extension Period 2	Nil
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Paul Jackson
Lead Service Group	Place
How the contract was procured? (to be supplied by procurement)	Open Tender on the Chest
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	Technical Services Framework 2022 was used with tenders invited from businesses who had successfully bid for a position on that framework
Funding Source	Revenue Budget
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The Reasons are: The bid was the best overall from the companies that submitted a tender and came out top in terms of quality, price and social value. The preferred bidder is a known entity to Salford City Council, having completed works for us in the past in the areas of bridges and structures. The Technical Services Team have a high level of confidence that this work can be awarded and delivered to budget and programme by the preferred bidder.

Options considered and rejected were: There is always a question as to ... view the full decision text for item 5f

Approval to Award the Contract for Highways Drainage Maintenance Programme PDF 631 KB

Decision:

Executive Decision Exemption from Call-in

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

Decision maker	Procurement Board
Nature of the decision	To award the Highways Drainage Maintenance Contract
Non-confidential reports Can be made available to the public	Yes
Confidential reports Containing confidential or exempt information	No
Reason for confidentiality	N/A
Intended date of decision	15^th March 2023
Officer contact details For any further information	Name: Tel: Email:	Paul Jackson 07812 781 562 paul.jackson@salford.gov.uk
Is exemption from call-in for scrutiny needed?	The contract is to be awarded to a contractor that sits on the current Technical Services Framework for a 12-month period. A decision is required in order to commission the works from this year’s allocated funds before the end of the fiscal year. This matter has been delayed due to issues with the initial tender process that was issued in late 2022 and how now become urgent.
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr Mullen (Chair of Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

Request prepared by:

Paul Jackson

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:

· Approval to Award the Contract forHighways Drainage Maintenance Programme

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Highways Drainage Programme and Maintenance Delivery
Name of Successful Contractor	General Utilities Northwest
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 (£)	£376,000
Contract Duration	12 months
Contract Start Date	20/03/2023
Contract End Date	18/03/2024
Optional Extension Period 1	Nil
Optional Extension Period 2	Nil
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Paul Jackson
Lead Service Group	Place
How the contract was procured? (to be supplied by procurement)	Open Tender on the Chest
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	Technical Services Framework 2022 was used with tenders invited from businesses who had successfully bid for a position on that framework
Funding Source	Revenue Budget
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The Reasons are: The preferred bidder was best overall when evaluated via the moderation process. GUN are a known entity to Salford City Council’s Technical Services Team as they have delivered a local service for Salford for over ten years. As such there is a high level of confidence that the statements made in the bid tender will be followed through on and that a high-quality service that is within budget will be delivered for the contract period.

Options considered and rejected were: As always there is the consideration of insourcing this type of works. ... view the full decision text for item 5g

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

Exclusion of the public

Decision items - Part 2 (closed to the public)

Approval to Award the Contract for multidisciplinary professional services for construction works at Barton Moss RIBA stages 3 and 4 PDF 209 KB

Decision:

Executive Decision Exemption from Call-in

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

Decision maker	Procurement Board
Nature of the decision	Award of contract for multidisciplinary professional services at Barton Moss
Non-confidential reports Can be made available to the public	None, so N/A
Confidential reports Containing confidential or exempt information	Procurement Board Report
Reason for confidentiality	Information relating to the financial or business affairs of any particular person (including the Authority holding that information)
Intended date of decision	15^th March 2023
Officer contact details For any further information	Name: Tel: Email:	Melissa Caslake melissa.caslake@salford.gov.uk
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
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr J Mullen (Chair of the Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

Request prepared by:

Tracy Squirrell

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:

· Approval to award the contract for multidisciplinary professional services for construction works at Barton Moss – RIBA stages 3 and 4

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Multidisciplinary Professional Services at Barton Moss – HDU Welfare Home - RIBA Stages 3 and 4
Name of Successful Contractor	Gilling Dod Limited via Bloom
Supplier Registration Number (to be supplied by Corporate Procurement)	02703179
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£ 309,407.18 full project
Contract Duration	8 months
Contract Start Date	20/03/2023
Contract End Date	18/10/2023
Optional Extension Period 1	months
Optional Extension Period 2	months
Who will approve each Extension Period?	Choose an item.
Contact Officer (Name & number)	Melissa Caslake
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	Bloom NEPRO3 framework for professional services
Funding Source	Grant
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The Reasons: are to enable the Council to procure professional multidisciplinary services and progress the project works through RIBA stage 3 and 4.

Options considered and rejected were: None, all procedures are in accordance with normal standing orders.

Assessment of Risk: High – The works are required to be completed in time to meet the conditions of the Department for Education Grant award dated 19^th January 2022 and subsequent award.

The source of funding is: from a DFE grant.

Legal Advice obtained: Tony Hatton:

When commissioning contracts for the procurement of goods, services, or the execution of works, the Council must comply with the Public Contracts Regulations ... view the full decision text for item 8a

Date and time of next meeting

10:00am on Wednesday 22 March 2023 in the Salford Suite at Salford Civic Centre, Chorley Road, Swinton, M27 5DA