Agenda and decisions

Procurement Board - Wednesday, 12 July 2023 10.00 am

Venue: Committee Room 1, 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 28 June 2023. PDF 265 KB

Matters arising

Decision items - Part 1 (open to the public)

Approval to Award the Contract for the supply of a Property Management Integrated Software Solution PDF 518 KB

Decision:

Salford City Council – Record Of Decision

I, Councillor Youd, Lead Member for Finance, Support Services & Industrial Relations and Chair of the Procurement Board, in exercise of the powers contained within the Council Constitution, do hereby approve:

· To Award the Contract for the supply of Property Management Integrated Software Solution.

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Service contract for the supply of a Property Management Integrated Software Solution
Name of Successful Contractor	Concerto Support Services Limited
Supplier Registration Number (to be supplied by Corporate Procurement)	05124418
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£40,000 per annum (£160,000 full project)
Contract Duration	36 months
Contract Start Date	01/09/2023
Contract End Date	31/08/2026
Optional Extension Period 1	12 months
Optional Extension Period 2	months
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Tracy Squirrell / Jonathan Till
Lead Service Group	Place
How the contract was procured? (to be supplied by procurement)	Direct Award
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	Crown Commercial – G-Cloud 13 Framework Agreement (RM1557.13)
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 Concerto property management system is used by the property services team to manage all of the Council’s land and property assets and to manage property compliance on corporate buildings.

Options considered and rejected were: Look to the open market for an alternative supplier. This would require substantial input from staff on the transfer of data, training on new systems and additional costs for the implementation of interfaces between the property and accounts systems.

Assessment of Risk: High

Access to accurate and current property records is essential for the day-to-day management of the Council’s property portfolio. Any interruption to the service can lead to financial and reputational damage

The source of funding is: Revenue Budget

Legal Advice obtained: The Shared Legal Service, Tony Hatton

When procuring 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 a legal challenge from an aggrieved provider. The proposed award of this contract follows a selection exercise to enable a direct call-off in accordance with the Crown Commercial G-Cloud 13 Framework Agreement (RM1557.13) for the supply of a property asset management software system.

The Council will need to have followed the procedure set out in the framework agreement to ensure the procurement process is compliant in accordance with the terms of the Crown Commercial G-Cloud 13 Framework Agreement. Following the selection exercise it is proposed to directly award the contract to Concerto Support Services Limited for the ... view the full decision text for item 5a

Approval to Award the Contract for Sales Agency services for Dérive housing at Longshaw Drive, Little Hulton PDF 410 KB

Decision:

Salford City Council – Record of Decision

I, Councillor Youd, Lead Member for Finance, Support Services & Industrial Relations and Chair of the Procurement Board , in exercise of the powers contained within the Council Constitution do hereby approve:

· To Award the Contract forSales Agency services for Dérive housing at Longshaw Drive, Little Hulton.

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Sales Agency services for Dérive housing at Longshaw Drive
Name of Successful Contractor	Plumlife Homes Ltd (Great Places)
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)	Choose an item.
Contract Value (£)	1.75% plus VAT of sales (expected to be in the region of £200,000 in total)
Contract Duration	24 months
Contract Start Date	03/07/2023
Contract End Date	02/08/2025
Optional Extension Period 1	6 months
Optional Extension Period 2	N/A
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)
Lead Service Group	Place
How the contract was procured? (to be supplied by procurement)	Bloom
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	Mini Competition
Funding Source	Capital Programme
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The reasons are:

This appointment aims to secure the disposal of up to 43 of the homes as open market sales to help support on going housing programme and support delivery of sustainable mixed tenure community.

Plumlife were appointed to provide pre-sales services at Longshaw Drive via Bloom, when this fee quote was also provided. We are now at a time in the programme where further services are required to allow the contract for sales agency services via Bloom.

The Council need to appoint an external sales agent as the expertise and resources are not available in-house.

Assessment of Risk: High

Should this appointment not be made sales of the homes could be delayed which will have a direct impact on scheme viability and the ongoing wider housing delivery programme.

The source of funding is: Place Capital Programme

Legal Advice obtained:

Supplied by: The Shared Legal Service.

When commissioning contracts for the procurement of goods, services or the execution of works, the Council must comply with the requirements of the Public Contracts Regulations 2015 (PCR) and its own Contractual Standing Orders (CSO’s) failing which the decision may be subject to legal challenge from an aggrieved provider. CSO’s stipulate that where a suitable framework exists, this must be used unless there is an auditable reason not to do so.

The Council’s contractual arrangement with Bloom for Specialist Professional Services, which commenced 1st December 2019 for a period of four years, allows the Council to instruct Bloom to either undertake a mini-competition between providers or to place a work order directly with a suitable provider in certain justifiable circumstances. In ... view the full decision text for item 5b

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

URGENT ITEM: Approval to Award the Contract for the provision of temporary accommodation for the Broadwalk PRU. PDF 422 KB

Decision:

Executive Decision

Urgent Executive Decision

Request to a Scrutiny Chair that an Urgent Executive Decision ~~be made without being published in the Forward Plan, and / or that the Executive Decision~~ be exempt from Call-In for Scrutiny

Decision maker	Procurement Board
Nature of the decision	Approval for the temporary relocation of Broadwalk PRU to Former Ambrose Barlow site
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	12^th July 2023
Officer contact details For any further information	Name: Tel: Email:	Craig Monaghan 07711 455 008 Craig.monagha@salford.gov.uk
Has the decision been published in a Forward Plan?	N/a
Reasons for special urgency such that this cannot be published in a Forward Plan	This is not a key decision and so is not required to be published in the forward Plan.
Is exemption from call-in for scrutiny needed?	Yes. There have been delays in identifying a suitable available site and assessment of the required works to deliver a building suitable for the pupils. Works need to be completed by September 2023.
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 school site within the agreed timescales.
Scrutiny Chair Who has agreed the decision is reasonable and urgent	Name:	John Mullen
	Signed:	John Mullen
	Date:	11/07/2023
Request prepared by:	Mike Goddard

Salford City Council - Record of Decision

I, Councillor Youd, Lead Member for Finance, Support Services & Industrial Relations and Chair of the Procurement Board , in exercise of the powers contained within the Council Constitution, do hereby approve:

· To Award the Contract for the provision of temporary accommodation for the Broadwalk PRU

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Provision of temporary accommodation for the Broadwalk PRU
Name of Successful Contractor	Schofield & Sons Ltd
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
Contract Value (£)	£197,889.00 full project (£230,000)
Contract Duration	7 weeks
Contract Start Date	17/07/2023
Contract End Date	01/09/2023
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)
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	Minor Building Works Framework Lot 1
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 provide temporary accommodation at the Former Ambrose Barlow School for the pupils attending Broadwalk PRU.

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

Assessment of Risk ... view the full decision text for item 6a

Exclusion of the public

Decision items - Part 2 (closed to the public)

Date and time of next meeting

10:00am on Wednesday 26 July 2023 in Committee Room 1 at Salford Civic Centre, Chorley Road, Swinton, M27 5DA