{meta} Agenda for Procurement Board on Wednesday, 13 March 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 6 March 2019 pdf icon PDF 64 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Contract Extension - Salford Handyperson Service pdf icon PDF 150 KB

Decision:

Salford City Council – Record of Decision

 

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

The extension of the Contract for the Salford Handyperson Service as detailed in the table below:

Detail required

Contract Reference

Title/Description of Contracted Service/Supply/Project

Salford Handyperson Service

Name of Contractor

Swinton Community Business t/a Helping Hands

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Value of Contract Extension

£350,000

Per Annum (estimated average)

Existing Contract Term

01/04/2016

to

31/03/2019

Extension Period Requested

01/04/2019

to

31/03/2021

Contact Officer (Name & number)

Caren Green (0161 793 2835)

Lead Service Group

Place

Funding Source

Capital Programme


The Reasons are:   

 

Procurement Board granted approval on 29th April 2015 to go out to competition for the Citywide Handyperson service. The contract was awarded for an initial period of three years, with two optional extensions of 12 months each.  The extensions require approval by the Procurement Board. The initial 3 year period of the contract will expire on 31st March 2019.

 

Provision is made in the Council’s Private Sector Housing Assistance Policy for the Council to provide handyperson services and the policy sets out the eligibility criteria and the types of works which are expected from the delivery of the contract.

 

An OJEU compliant tender process was undertaken appointing Swinton Community Business t/a Helping Hands as the successful provider from April 2016.

 

An extension is in the best interests of the Council as the current provider is delivering a valued service that is meeting all contractual requirements. There is a robust business case for the extension of the Citywide Handyperson Service that includes evidence of the social value of the contract investment, good support from a wide range of professional stakeholders and demand from an important older, vulnerable demographic.

Members of the Procurement Board have expressed the view that there is merit in awarding an extension for the two additional years at this time in order to facilitate maximising value for money under the contract. 

Options considered and rejected were: Not to extend the Contract 


ASSESSMENT OF RISK: 

 

Medium: the contract will continue to be managed through established arrangements, which have been audited internally. It will be managed and monitored by a Contract Management Group and will comply with the performance and quality requirements of Salford City Council. As per existing arrangements, project management and further support will be provided by officers of Regulatory Services. Expenditure of the capital funding is monitored through the Housing and Regeneration Capital Programme Monitoring Group.

 

If the service is decommissioned it should be recognised that this contract is the main funding of the current provider and it will put at risk a significant number of the 19 posts currently managing and delivering the handypersons service.

Risk relates to the implications if the scheme does not continue or any  ...  view the full decision text for item 5a

5b

Request for Approval - Appointment of a Project and Programme Manager to Take a Client Lead on Grant Funded Infrastructure Projects pdf icon PDF 116 KB

Decision:

Salford City Council - Record of Decision

 

I, Councillor Hinds, as Chair of the Procurement Board and Lead Member for Finance and Support Services, in exercise of the powers contained within the City Council constitution do hereby approve:

 

(1)       The appointment of an appropriately skilled consultant project and programme manager through the CAPPS Construction and Professional Services Framework or the STAR Procurement Framework to provide support in connection with the City Council’s growing workload of grant funded infrastructure projects.  This will initially be for a 12 month period.

 

(2)       An option to extend the appointment beyond the initial 12 month period, subject to future work load, availability of funding and reaching agreement with the Councils HR team and that;

 

(3)       Delegated Authority be given to the Strategic Director for Place to authorise an extension, subject to future workload, availability of funding and reaching agreement with the Councils HR team.

 

The Reasons are:

 

§  Salford City Council’s Regeneration Team has successfully made submissions for external funding for a range of infrastructure projects through both Growth Deal and the Greater Manchester Mayor’s Cycling and Walking Challenge Fund.

 

§  In addition, further funding bids are planned for a significant pipeline of new projects.

 

 

·       The City Council’s Regeneration Team had insufficient resource to adequately take the above projects forward and received authorisation from Procurement Board on the 23rd January 2019 to appoint 2 project and programme managers.  The process of procuring this support for a 12 month period through appropriate consultancy frameworks is currently underway.

 

·       However, further to resolving this resourcing issue a key member of staff who was already dealing with Growth Deal and the Greater Manchester Mayor’s Cycling and Walking Challenge Fund projects has handed in their notice and will be leaving in mid-March 19.  This resource is currently provided by Urban Vision Partnership and is funded through the Regeneration Capital Programme.

 

Options considered and rejected were not to appoint based on the following:

 

§  That without additional resource, the Council does not have the ability to deliver the infrastructure projects against which it has already secured funding.

 

§  Equally, the council’s ability to attract further grant funding for infrastructure projects is limited without additional resource in place.

 

Assessment of Risk: Overall risk to the Council is considered to be medium

This is based on the two bullet points immediately above, which relate to the council not being able to deliver externally funded projects.

Source of Funding:

 

The proposal to appoint a programme manager who will be working on projects   which are funded from the Growth deal grant and the Majors challenge fund, allow all costs to be re-claimed on a staged basis from the grant funding body at the Greater Manchester Combined Authority (GMCA).

Legal Advice obtained from Tony Hatton- 0161 219 6323

 

Financial Advice obtained from Natalie Birchall – ext 2316

 

Procurement Advice obtained from Jennifer Hilton – ext  6241

 

Contact Officer: Perry Twigg ext 6053

 

*         This decision is not subject to consideration by another  ...  view the full decision text for item 5b

5c

Request for Approval to go out to Competition - Crescent and University Masterplan - Procurement of Private Sector Partner pdf icon PDF 6 MB

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

10:00 a.m. on Wednesday 3 April 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.