{meta} Agenda for Procurement Board on Wednesday, 20 February 2019, 10.00 am

Agenda and decisions

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

Contact: Carol Eddleston, Senior Democratic Services Advisor 

No. Item


Apologies for absence


Declarations of interest


To approve, as a correct record, the minutes of the meeting held on 6 February 2019 pdf icon PDF 64 KB


Matters arising


Decision items - Part 1 (open to the public)


Request for Approval - Contract Award - Cash Receipting Software - Civica Pay pdf icon PDF 147 KB


Salford City Council - Record of Decision


I Councillor 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 the award of the contract for cash receipting software as outlined below:



Detail required

Title/Description of Contracted Service/Supply/Project

Cash Receipting Software (Civica Pay)

Name of Successful Contractor

Civica Group Limited

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)


Contract Value


Full Project

Contract Duration

 60 Months

Contract Start Date


Contract End Date


Optional Extension Period 1


Optional Extension Period 2


Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Lead Service Group

Finance & Corporate Business

How the contract was procured?

(to be supplied by Corporate Procurement)

Quotation (Formal)

Framework Details (where applicable)

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

Funding Source

Combination of Above (please detail below)

Implementation costs will be funded on the capital programme, on-going costs will be met from the revenue budgets


The Reasons are: It provides continuity with the existing system with the consultants for the current system and for the new system being provided by the same supplier. 

Options considered and rejected were .Alternative providers were more expensive and would involve managing two suppliers which would inevitably mean more staff time and resources being required to manage two supplier relationships.


Assessment of Risk . By moving to CivicaPay the Council will ensure that it remains compliant with PCI regulations.  If the Council did not move to CivicaPay and remained with PARIS it would not be able to take card payments from November 2019, which would heavily impact on income.

The source of funding: The implementation costs will be met from the capital programme (IT refresh) and the running costs will be met from the existing budgets within customer services


Legal Advice obtained. Tony Hatton, Principal Solicitor, tel. 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 risk of challenge increases with the value and duration of a proposed contract being awarded. Here the period proposed is a relatively long one and for a reasonably high value. However, the provider appears to be within a very limited market to provide the services, which will realise the benefits set out at section 3 of the report.

Direct awards of contracts may be made in limited circumstances, set out at regulation 32 of the PCR (“Negotiated procedure without prior publication”) such that reg 32 (2)(b)(ii) confirms use of the procedure:

“…where the works, supplies or services can be supplied only by a  ...  view the full decision text for item 5a


Request for Approval - Contract Extension - Active Lifestyle Service Schedule pdf icon PDF 65 KB


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:


The maintenance of the arrangement for the Public Health commissioned Active Lifestyle service to be incorporated into the Agreement with Salford Council and Salford Community Leisure, from 1st April 2019 to 31st March 2021.


The Reasons are:

The services were incorporated into the Agreement as Schedules in 2018. The basis for this was to bring the contracting process for these services in line with the Council’s approach (i.e. into the Agreement).


This arrangement will ensure that the Active Lifestyles programme remains aligned with other exercise of referral programmes provided by this team and also provides the basis for further developing these services with the investment provided.

Options considered and rejected were: To not maintain the Schedule.

Assessment of Risk: There is a high risk of destabilising the Active Lifestyle Team if the Schedule is not maintained.

The source of funding is the Public Health Revenue Budget

Legal Advice obtained: Yes

Financial Advice obtained: Yes

Procurement Advice obtained: Yes


Contact Officer: Robert Green                Tel No 0161 793 3522


*         The Lead Member for Adult Services, Health and Wellbeing was         consulted on the proposals in advance of the decision being taken.


*         The appropriate scrutiny committee to call-in the decision is the Health and Social Care Scrutiny Panel.



Signed:       BILL HINDS                                   Dated: 20 February 2019

                     Lead Member



*         This decision was published on 20 February 2019


*         This decision will come in force at 4.00 p.m. on 27 February 2019 unless it is called-in in accordance with the Decision Making Process Rules.



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


Exclusion of the public


Decision items - Part 2 (closed to the public)


Date and time of next meeting

10:00 a.m. on Wednesday 6 March 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.