{meta} Agenda for Procurement Board on Wednesday, 9 January 2019, 10.00 am

Agenda and decisions

Venue: The Boardroom, Salford Civic Centre, Chorley Road, Swinton

Contact: Carol Eddleston, Senior Democratic Services Advisor 

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 12 December 2018 pdf icon PDF 66 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Contract Award - Storage Area Network Refresh pdf icon PDF 87 KB

5b

Request for Approval - Contract Extension - Foundations Support & Care Services pdf icon PDF 2 MB

Additional documents:

Decision:

Salford City Council - Record of Decision

 

I, Councillor Bill Hinds, 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 two years’ extension to the contract for Foundations Support & Care Service as outlined in the table below:

 

 

Detail required

Example

Contract Reference

Title/Description of Contracted Service/Supply/Project

‘Service A’ Supported accommodation for vulnerable young people who are homeless, have a learning disability or are care leavers. (AKA Claremont)

 

‘Service B’ Supported accommodation service for care leavers. ( AKA Lane End)

Name of Contractor

Foundation UK Ltd.

Type of organisation

(to be supplied by Corporate Procurement)

Status of Organisation

(to be supplied by Corporate Procurement)

Value of Contract Extension

£457,106,94

()

Existing Contract Term

01/01/2016

to

31/03/2019

Extension Period Requested

01/04/2019

to

31/03/2021

Contact Officer (Name & number)

Jane Wright  603 4196

Lead Service Group

Funding Source

 

The Reasons are:-

 

 We have negotiated with this provider to offer a further annual saving to the City Council to the value of £16.5K.  This saving will not impact on the direct delivery of services to young people and will be achieved through a reduction in back office administrative function when a member of staff due to leave is not replaced.

Options considered and rejected were:-.

 

Assessment of Risk:-

There are no other services within the City that are currently set up that would be able to offer this type of support and therefore there would be a risk associated with either dispersal of services or with a new provider operating from the same site.

 

Commissioners have a good knowledge of the market and this indicates there would be significant risks associated with any potential new provider in relation to quality and cost.

 

There is a risk of losing a recently refreshed (during the life of this contract) and established good professional working relationship between commissioners and the provider which is serving our young people well through their responsiveness to continuous improvement and best value in place through robust monitoring and open dialogue.

 

There have been a number of young people who have been evicted from 16+ placements outside this scheme and this can increase the cost when searching for alternative placements as providers will not make offers for some of the more complex young people without a premium payment.

 

Both Lane End and Claremont are operating to high standards and the reputation of both provisions within the care community is well known and respected.  Pathway advisors and other professionals tell us that young people aspire to live in both of these homes and there are no other 16+ provisions as far as commissioners are aware, of which the same could be said.

 

Another operator is unlikely to be able to bring the longevity stability and experience of working with this client group which benefits our young people.  This is a small family business with strong leadership, both Directors have significant experience and  ...  view the full decision text for item 5b

5c

Request for Approval - Exception to Contractual Standing Orders - Communities of Identity pdf icon PDF 150 KB

Decision:

Salford City Council - Record of Decision

 

I, Cllr Hinds, Lead Member for Finance and Support Services and Chair of Procurement Board, in exercise of the powers conferred on me by the Council Constitution do hereby:-

 

(1)  Approve an exception to Contractual Standing Orders in accordance with Paragraph 3.1 as follows :-

 

·       Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, or materials or services exclusively provided by a statutory undertaker or other bodies.

·       There is value for money reasons justifying an exception.

 

(2) Approve the award of the Contract for Community of Identity Support for Yemeni and Arabic speaking communities and Community of Identity Support for Women as detailed in the tables below:

 

 

Detail required

 

Title/Description of Contracted Service/Supply/Project

Community of Identity Support for Yemeni and Arabic speaking communities

Name of Successful Contractor

Yemeni Community Association

Supplier Registration Number

-

Type of organisation

Registered Charity

Status of Organisation

n/a

Contract Value

£16,524

Full Project

Contract Duration

 12 months

Contract Start Date

01/04/2019

Contract End Date

31/03/2020

Optional Extension Period 1

12 months

Optional Extension Period 2

n/a

Who will approve each Extension Period?

Lead Member for Workforce and Industrial Relations

Contact Officer (Name & number)

Jacquie Russell 0161 793 3577

Lead Service Group

Public Health, Strategy and Policy

 

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

ü

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

There are value for money reasons justifying a CSO Exception

ü

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Grant

 

 

Detail required

 

Title/Description of Contracted Service/Supply/Project

Community of Identity Support for Women

Name of Successful Contractor

Salford Women’s Centre

Supplier Registration Number

-

Type of organisation

limited company registered on the Mutuals Public Register.

Status of Organisation

n/a

Contract Value

£55,178

Full Project  ...  view the full decision text for item 5c

5d

Request for Approval - Exception to Contractual Standing Orders - Contract for Archaeological Planning Services for the 10 GM Authorities pdf icon PDF 100 KB

Additional documents:

Decision:

Salford City Council - Record of Decision

 

I, Councillor Bill Hinds, 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:

 

Detail required

Title/Description of Contracted Service/Supply/Project

Archaeological Planning Services for the Greater Manchester Local Planning Authorities

Name of Successful Contractor

The University of Salford

Incorporated by Royal Charter – Charity Exempt from Registration

Supplier Registration Number

(to be supplied by Corporate Procurement)

Type of organisation

(to be supplied by Corporate Procurement)

Choose an item.

Status of Organisation

(to be supplied by Corporate Procurement)

Choose an item.

Contract Value

£105,000

Choose an item.

Contract Duration

12 months

Contract Start Date

01/04/2019

Contract End Date

31/03/2020

Optional Extension Period 1

 

Optional Extension Period 2

 

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Chris Findley – 016 793 3654

Lead Service Group

Place

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

x

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

There are value for money reasons justifying a CSO Exception

x

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Choose an item.

 

 

The contract will be funded by all 10 AGMA authorities.  SCC is responsible for 1/10th of the contract value

 

 

The Reasons are:  

 

The purpose of this report is to seek approval to award a 12 month contract for the Archaeological Planning Services for the AGMA Authorities for a period from 1st April 2019 to 31st March 2020.  There is provision within the AGMA budget.

 

Options considered and rejected were the non continuation of the contract, which would leave the ten GM authorities with no archaeological advice to support their development management and other planning functions.

Assessment of Risk. The risk is considered to be low.

The source of  ...  view the full decision text for item 5d

5e

Request for Approval - Appointment of Contractors under the Minor Works Framework Agreements. pdf icon PDF 147 KB

Decision:

Salford City Council - Record of Decision

 

I Councillor Bill Hinds in exercise of the powers conferred on me by the Scheme of Delegation of the Council do hereby approve:

 

(1)   The outcome of an extensive tendering and evaluation process to determine the awarding of the places under a Minor Building Works Framework Agreements to the Contractors as detailed below:

 

 

Detail required

Title/Description of Contracted Service/Supply/Project

Appointment of Contractors under the Minor Building Works Framework Agreements

Name of Successful Contractor

See lists within the report

Supplier Registration Number

(to be supplied by Corporate Procurement)

                                 Various

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

              Status of Organisation   

(to be supplied by Corporate Procurement)

SME

Contract Award Price

N/a

N/a

Contract Value

Lot 1 £0 - £150,000

Lot 2 £150,000 - £500,000

Full Project

Contract Duration

24  months

Contract Start Date

01/02/2019

Contract End Date

31/01/2021

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)

Gregory Durkin 0161 778 4942

Lead Service Group

Place Directorate

 

How the contract was procured?

(to be supplied by Corporate Procurement)

Tender (Open)

Framework Details (where applicable)

(Procurement Body, Framework Reference & Title, Start/End Dates, Hyperlink, etc.)

Minor Building Works Framework Agreements

Funding Source

Capital & Revenue Programmes

 

 

 

 

 

Following the evaluation process the companies in order of score ranking proposed for selection are:    

 

Lot 1 – Value Band £0 - £150,000

Company Name

Post Code

Registered Number

Schofield & Sons Limited

M30 9PS

2459259

City Build Manchester Limited

M28 0SG

3414425

Truline Construction & Interior Services Ltd

WN5 0LD

2131606

Wrightbuild Ltd

M46 0AG

01401191

G Jones Ltd

M28 5FJ

4928174

New Charter Building Company Limited

SK16 4XP

3807120

Harry Fairclough Construction

WA1 2DN

1305987

Lot 2 – Value Band £150,000 - £500,000

Company Name

Post Code

Registered Number

Warden Construction Limited

PR4 2HU

533082

City Build Manchester Limited

M28 0SG

3414425

Whitfield & Brown (Developments) Ltd

WA8 0RP

01060958

Truline Construction & Interior Services Ltd

WN5 0LD

2131606

Schofield & Sons Limited

M30 9PS

2459259

Seddon Construction Ltd

BL4 0NN

03578140

Wrightbuild Ltd

M46 0AG

01401191

Harry Fairclough Construction

WA1 2DN

1305987

 

 

The Reasons are:      to enable the Council to procure building works on a competitive basis under a Minor Building Works Framework Agreement.

 

Options considered and rejected were:None.  All procedures are in accordance with normal Standing Orders.

 

Assessment of Risk:  Low. 

 

The programme has been developed to achieve the operation of the new frameworks at the earliest possible date.

 

The source of funding is: The funding sources available to undertake any works would be from within Council Capital and Revenue Budgets.

 

Legal Implications: Supplied by:  Tony Hatton, Principal Solicitor, Tel. 0161 219 6323.

 

The report sets out the details for appointing bidders to the Council’s Minor Works Framework Agreements which are due for renewal. There are two category values (£0 - £150,000 and £150,000 - £500,000) for which contractors require to be appointed.

 

When commissioning  ...  view the full decision text for item 5e

6.

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

7.

Exclusion of the public

8.

Decision items - Part 2 (closed to the public)

9.

Date and time of next meeting

Wednesday 23 January 2019 at 10:00 a.m. in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.