{meta} Agenda for Procurement Board on Wednesday, 13 November 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 30 October 2019 pdf icon PDF 50 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Salford Children's Rights pdf icon PDF 100 KB

Decision:

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:

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

·       For reasons of compatibility with existing services/products

·       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 an exception

(2)       The award of the Contract for Salford Children’s Rights as detailed in the table below:

Detail required

Title/Description of Contracted Service/Supply/Project

Salford Children’s Rights

Name of Successful Contractor

Barnardo’s

Supplier Registration Number

(to be supplied by Corporate Procurement)

01227919

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£149,852

Per Annum (estimated average)

Contract Duration

24 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2022

Optional Extension Period 1

N/A

Optional Extension Period 2

N/A

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Amy Tinker

Lead Service Group

People Services

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

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

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

Revenue Budget

 

The Reasons are that the provider delivers excellent quality and added value to the contract which delivers three services, two of which are statutory.

Assessment of Risk: If the exception is not approved and we are unable to award the contract to Barnardo’s to deliver these services then this may have a detrimental impact on the Children and Young People who  ...  view the full decision text for item 5a

5b

Request for Approval to Enter into a Call-Off Contract for Specialist Professional Services (Revised report) pdf icon PDF 124 KB

Decision:

Salford City Council - Record of Decision

 

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

The Council entering into a Call-Off Contract for Specialist Professional Services as follows;

 

Detail required

Title/Description of Contracted Service/Supply/Project

Specialist Professional Services Call-Off Contract

Name of Successful Contractor

Bloom Procurement Services Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

08045123

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

Non-SME

Contract Value

£700,000

Per Annum (estimated average)

Contract Duration

48 Months

Contract Start Date

01/12/2019

Contract End Date

30/11/2023

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

N/A

Contact Officer (Name & number)

Emma Heyes x6243

Lead Service Group

Service Reform & Development

How the contract was procured?

(to be supplied by Corporate Procurement)

Framework Call-off (Direct)

Framework Details (where applicable)

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

North Eastern Shires Procurement Organisation

NEPRO3

Funding Source

Combination of Above (please detail below)

 

Revenue, Capital and Grants are all used to fund consultancy projects


 

This contract enables the Council actively to target the SME market in professional and other services which are not currently part of the Council’s core business. It supports the Council’s commitment to develop the SME market as part of its commitment to Community Wealth Building. The Council has need for periodic services which it does not have the capacity to provide in house and this is an effective mechanism to grow this capacity from suppliers who are supportive of the Councils commitment to Social Value. The Council will look to work with Bloom to target SMEs by active supplier recruitment which will enable the Council actively to target the 3rd sector as suppliers by providing a simple route to market.  In addition, the Council will be able to review both the requirement for a third party framework and it’s own staffing structures, once it has a clear picture of the demand.

The Council’s contractual standing orders states that wherever possible a framework should be used unless there is an auditable reason not to do so.  Entering in to a Call-Off contract with Bloom Procurement Services gives the Council access to the Vendor Neutral Solution for Professional Services (NEPRO3), which was awarded by the North Eastern Shires Procurement Organisation. It is not mandatory to use this contract so the flexibility to seek other options is maintained where required.

Options considered and rejected were a) not to enter into a call-off contract and b) to make use of the contract mandatory.

Assessment of Risk: Low

The source of funding is various dependant on individual projects commissioned under the Call-Off Contract and will be specified in the Work Order as either Capital, Revenue or Grant funding.

Legal Advice obtained from Lauren Armstrong, The Shared Legal Service.

Financial Advice obtained from Alex Archer, The Finance team.

Procurement Advice obtained Emma  ...  view the full decision text for item 5b

6.

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

6a

Verbal Update on UV Procurement pdf icon PDF 56 KB

7.

Date and time of next meeting

10:00am on Wednesday 27 November 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.