Agenda and decisions

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:

·      to Award the Contract for roofing works at Alderbrook and New Park Schools

The Reasons are: The works have been identified on the school’s asset management plan.

The works are for the replacement roof covering and installation of warm roof tapered insulation. Essential external repairs to replace the plant room door and repair the lintel.

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

Assessment of Risk:  High

Repairs are required to prevent water ingress into the building and the requirement for costly patch repairs to be undertaken. Failure to rectify this problem could lead to areas of the building being closed and additional costs for the internal repairs to water damaged areas.

The source of funding is: Schools Capital Programme 2023/24 (Expenditure code: E23023)

Legal Advice obtained: supplied by 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 2015 (PCR) and its own Contractual Standing Orders (CSO’s), failing which a contract may be subject to legal challenge from an aggrieved provider. CSO’s stipulate that where a suitable framework agreement exists, this must be used unless there is an auditable reason not to, and the proposed award of the contract follows a tender exercise by mini competition in accordance with the Minor Building Works Framework Agreement Lot 2.

The purpose of a framework agreement is to select through a procurement/ evaluation process a number of providers who can meet the service requirements of the Council, as and when those services are required. If they are required then the Council will undertake an exercise to call off the services from one or more of the providers who have been selected to be on the  ...  view the full decision text for item 5a

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:

·      to Award the Contract for courtyard canopy, door repairs and replacement fire alarm at St Andrew’s Methodist School, Little Hulton

The Reasons are: The works have been identified on the school’s asset management plan.

The works are for essential external repairs including the replacement of curtain walling, window frames, doors and roof areas. Removal of glazed canopy in the courtyard area and replacement with a new canopy. Installation of a new fire alarm system.

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

Assessment of Risk:  High

The works have been identified as potential health and safety risks and need to be addressed.  Failure to undertake the works could lead to serious injury if elements were to fall on staff, pupils or visitors below.

The source of funding is: Schools Capital Programme 2023/24 (Expenditure code: E23008)

Legal Advice obtained: supplied by 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 2015 (PCR) and its own Contractual Standing Orders (CSO’s), failing which a contract may be subject to legal challenge from an aggrieved provider. CSO’s stipulate that where a suitable framework agreement exists, this must be used unless there is an auditable reason not to, and the proposed award of the contract follows a tender exercise by mini competition in accordance with the Minor Building Works Framework Agreement Lot 2.

The Council will need to have followed the procedure set out in the framework agreement for mini competition to ensure the procurement process is compliant. Two companies from the framework suppliers submitted a tender, and the bid has been evaluated on the most economically advantageous tender  ...  view the full decision text for item 5b

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:

·      the award of the Contract for Refurbishment of Albert Park 3G Artificial Grass Pitch as detailed in the table below:

The Reasons are:

A successful application for funding has been made to the Football Foundation for the refurbishment of the 3G artificial grass pitch and the minor reconfiguration and refurbishment works to the adjacent pavilion within Albert Park.

The application to the Football Foundation has been made jointly between Albert’s of Salford the leaseholder and Charitable Incorporated Organisation based in the park and Salford City Council, who own the site and will procure the works.

On completion of the works the proposed improvements will increase opportunities for residents to participate in sports and provide improved community facilities.

Options considered and rejected were: A failure to secure investment and the refurbishment of the 3G pitch will result in the closure of the facility.

Assessment of Risk: Low

The source of funding is:

Legal Advice obtained:

The procurement process referred to in the body of the report has been undertaken in line with and the Council’s own Contractual Standing Orders and the Public Contracts Regulations as the Football Foundation invited tenders in accordance with their national framework which is compliant with the Public Contracts Regulations which is a condition of the Football Foundation grant award and their national framework agreement.

It is a requirement of the terms and condition of the external grant award from the Football Foundation that the Council are required to accept the terms and conditions of the grant  funding agreement (effectively a back-to-back agreement which flows down the agreed terms to the Council), which  ...  view the full decision text for item 5d

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:

·      to Award the Contract for installation of ventilation to the first-floor committee rooms at Salford Civic Centre, Old Town Hall

The Reasons are: To install fixed mechanical ventilation services to the committee rooms and offices on the first floor. This will ensure that the rooms can be utilised as widely as possible and that there is the correct transfer of fresh air into the specified areas.

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

Assessment of Risk: Medium

Failure to undertake the works could continue to limit the use of meeting accommodation within the Civic Centre Campus. The works will enable fresh air to be circulated to the meetings and enable the rooms to be fully utilised as flexible meeting spaces.

The source of funding is: the Contain Grant Fund and the Corporate Property Capital Programme

Legal Advice obtained: supplied by Tony Hatton 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 NHS SBS Hard Facilities Management 2 Framework, Lot 5.1 Ventilation and Air Conditioning.

The purpose of a framework agreement is to select through a procurement/ evaluation process a number of providers who can meet the service requirements of the Council, as and when those services are required. If they are required then the Council will undertake an exercise to call off the services from one or more of the providers  ...  view the full decision text for item 5g

Salford City Council – Record of Decision

I Paul Dennett, City Mayor, in exercise of the powers contained within the Council Constitution do hereby approve:

·      to award the contract for the supply of natural gas to all council premises, as detailed below:

The Reasons are following the procurement of gas renewal via a fully compliant YPO framework, Corona Energy submitted prices for both 12 and 24 months. The 24-month contract provides best value and will result in a total cost of £5,583,776. This amounts to a reduction in costs of £4,174,978 (47%) for the term of the contract.

Options considered and rejected was a 12-month contract which would have limited the cost reductions to 44%.

The 24-month contract therefore provides budget certainty and an overall cost reduction that will help in easing budget pressures over the course of next 2 years.

Assessment of Risk: Low

The source of funding is: Revenue budgets and schools’ budgets

Legal Advice obtained from: Tony Hatton, Principal Solicitor

Financial Advice obtained from: Gemma Singleton, Senior Accountant

Procurement Advice obtained from: Heather Stanton, Category Manager

HR Advice obtained: N/A

Climate Change Implications obtained from: Majid Maqbool, Energy Manager

Contact Officer: Majid Maqbool

Telephone number: 0161 607 6987

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

FOR DEMOCRATIC SERVICES USE ONLY

*           This decision was published on 14 June 2023

*           This decision will come in force at 4.00 p.m. on 21 June 2023 unless it is called-in in accordance with the Decision-Making Process Rules.

Salford City Council – Record of Decision

I Paul Dennett, City Mayor, in exercise of the powers contained within the Council Constitution do hereby approve:

·      Approval to Award the Contract forthe purchase of up to 10 x 26 Tonne Refuse Collection Vehicles.

The Reasons are: As part of the 2023/24 capital programme, funding has been agreed to replace eleven Refuse Collection vehicles (RCV’s) that have reached their operational life and require replacing.

The request for approval to procure these RCV’s is due to the current existing vehicles being beyond their operational and economic efficiency, which is resulting in increasing “down time” that in turn is contributing to delayed waste & recycling bin collections, and this is impacting on our service delivery performance, resulting in reputational issues for an essential service that is a statutory requirement and vital service for our residents.

It was decided to procure the vehicles via the capital programme, as it is currently the most cost-effective funding option (oppose to leasing). The Place Directorate has received capital funding to cover this expenditure.

Options considered and rejected were: Continuing to use existing fleet. Due to the age of the vehicles this was rejected as uneconomically viable.

Assessment of Risk: Failure to replace the fleet would impact of service delivery of the waste and recycling service and eventually failure to provide full service.

The source of funding is: Capital Programme

Legal Advice obtained: LEGAL IMPLICATIONS: Yes – Shared Legal Services

Financial Advice obtained: FINANCIAL IMPLICATIONS: Submitted by:  Yes - Paul Guest – Senior Accountant

Procurement Advice obtained: Yes – Deborah Derbyshire

HR Advice obtained: N/A

Climate Change Implications obtained: CLIMATE CHANGE IMPLICATIONS:  Supplied by: In consultation with Michael Hemingway and Hayley Nixon

The following documents have been used to assist the decision process: None.

Contact Officer: Alan Fitzsimons/ Telephone number:  0161 925 1048

This decision is not subject to consideration by another Assistant Mayor.

The appropriate Scrutiny Committee to call-in the decision is the Environment, Neighbourhoods and Community.

FOR  ...  view the full decision text for item 5i

· 10:00am on Wednesday 28 June 2023 in Committee Room 2 at Salford Civic Centre, Chorley Road, Swinton, M27 5DA