{meta} Agenda for Procurement Board on Wednesday, 27 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 13 November 2019 pdf icon PDF 51 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request for Approval - Exception to Contractual Standing Orders - Contract Award - UV Transition - purchase of file storage, advertising signage, waste disposal and skip provision and an ICT licence for estates pdf icon PDF 137 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:

·        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.

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

·       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 file storage, advertising signage, waste disposal and skip provision and an ICT licence for estates in relation to the Transition of UV services as detailed in the tables below:

(3)  Detail required

Title/Description of Contracted Service/Supply/Project

Document Storage for Urban Vision

Name of Successful Contractor

Capita Intelligent Communications (CIC)

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)

Non-SME

Contract Value

£75,000

Full Project

Contract Duration

60 months

Contract Start Date

01/02/2020

Contract End Date

31/01/2025

Optional Extension Period 1

0

Optional Extension Period 2

0

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Shoaib Mohammad

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

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  ...  view the full decision text for item 5a

5b

Continuation of the Strategy for the Provision of Apprenticeships pdf icon PDF 400 KB

Additional documents:

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 continuation of the strategy for the procurement of apprenticeships, and approve the continuation of the Strategic Partnership with Salford City College and Salford University for the delivery of apprenticeship as first tier supplier for direct award.

The reasons are:

Developing a skilled, flexible and resilient workforce able to achieve our ambition of ‘A Better and Fairer Salford’, can only be achieved if we invest in skills and professional development and we continue to attract and retain the best talent into the organisation.

High quality skills and professional development delivered through apprenticeships, in line with our Apprenticeship Strategy and Workforce Strategy, for both new and existing employees can make a positive contribution to this by creating opportunities for people, of all ages, to undertake relevant qualifications, helping to raise skills, capabilities and aspirations.

It is critical that suitable arrangements for apprenticeship delivery are put in place to meet the demand for highly skilled people to deliver high quality services.

In November 2018 Procurement Board approved the strategy for the procurement of apprenticeships and for Salford City Council to enter into a strategic partnership with Salford College and The University of Salford as part of this strategy. The requested period for this strategy was 12 months to allow the Council, Salford University and Salford College to mature the partnership.

The strategy for the procurement of apprenticeships and the strategic partnership is a key enabler to realise our ambitions outlined in our Apprenticeship Strategy – improving skills, professional development and creating career pathways through apprenticeships to ensure that we have the right people, in the right place, with the right skills at the right time.

This has resulted in the Council not only being able to meet its statutory target for new apprenticeship starts in 2018/2019 but also to be one of the top performers within GM public sector.

This initial 12 months has resulted in the Council identifying the need to continue to take a strategic approach to the procurement of apprenticeships. One that not only complements the ambitions of our Apprenticeship Strategy but achieves the best value for money and is differentiated to meet the Council’s needs.

The strategy for the procurement of apprenticeships demonstrates that there is a balanced approach and it is working successfully, giving the Council options to maximise its resources and obtain the best route to market to meet the needs of the Apprenticeship Strategy.

Following the success of the relationship to date it the next term of the partnership will be for four years with a total estimated value of £2.5million over the four year period.

This term will allow the Council, Salford University and Salford College to further mature the strategic partnership and maximise the associated benefits.

Options considered and rejected were the cessation of the strategy for the procurement of apprenticeships which given the risks  ...  view the full decision text for item 5b

5c

Request for Approval - Exception to Contractual Standing Orders - Contract Award - Removal of vegetation along the riverside of the Irwell from Woden Bridge through to Trinity Way Bridge pdf icon PDF 112 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:

·        *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.

 

(2)       The award of the Contract for Bilway Marine Ltd. To remove the vegetation along the Irwell rivers edge from Woden Bridge through to Trinity Way Bridge as detailed in the table below:

Detail required

Title/Description of Contracted Service/Supply/Project

Removal of vegetation along edge of the river Irwell from Woden Bridge through to Trinity Way Bridge.

Name of Successful Contractor

Bilway Marine Ltd.

Supplier Registration Number

(to be supplied by Corporate Procurement)

07400601

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£14,040

Full Project

Contract Duration

1 month

Contract Start Date

02/12/2019

Contract End Date

28/02/2020

Optional Extension Period 1

1 month

Optional Extension Period 2

0 months

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Catherine Brereton 0161 793 3653

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

YES

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

YES

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

Capital Programme

 

The Reasons are:

The vegetation is required to be removed from the river’s edge to enable access for a forthcoming environmental improvement scheme to be implemented along  ...  view the full decision text for item 5c

5e

SBNI - Design Package 3 - Tender Approval pdf icon PDF 181 KB

Decision:

Salford City Council - Record of Decision

 

I, Paul Dennett, City Mayor, in exercise of its powers contained within the Council constitution, do herby:

 

1.    Approve the appointment of Eurovia Infrastructure Limited at a cost of £1,635,231.79 to undertake the SBNI Salford Delivery Package 3 works.

 

2.    Approve the creation of a purchase order to the value of £1,635,231.79 to Eurovia Infrastructure Limited to enable payments to be made to the contractor.

 

3.    Approve the exception to Council Standing Orders to raise Purchase Orders to British Telecom, Electricity North West, United Utilities and Virgin Media as they are specialist services (statutory undertakers) that have the sole authority to carry out work on their own apparatus.

 

4.    Approve the creation of Purchase Orders to British Telecom totalling £255,062.03 to enable payments to carry out utility diversion works.

 

5.    Approve the creation of a Purchase order to the value of £37,809.88 to Electricity North West Diversion to enable payments to carry out utility diversion works.

 

6.    Approve the creation of Purchase Orders to United Utilities totalling £586,017.47 to enable payments to carry out utility diversion works.

 

7.    Approve the creation of a Purchase Order to the value of £12,901.48 to Virgin Media to enable payments to carry out utility diversion works.

 

8.    Delegate authority to the Strategic Director Place in consultation with the S151 officer to amend the Deed of Variation for the existing Grant Funding Agreement (GFA) between Salford City Council, Transport for Greater Manchester (TfGM) and the Greater Manchester Combined Authority (GMCA)

 

Options considered and rejected were: not to award the contract.

Assessment of Risk: The risk to the Council is assessed as low.

The source of funding is Greater Manchester Combined Authority (GMCA).

Legal Advice obtained: Richard Purcell Tel 0161 234 3126

Financial Advice obtained: Natalie Birchall Ext 2316

Procurement Advice obtained from Natalia Woszczyk Ext 2220

 

 

 

 

The following documents have been used to assist the decision process:

 

·       City Deal: Future Transport Prioritisation - report to GMCA, 29 June 2012

·       Future Transport Prioritisation, report to GM Local Transport Body, 26th June 2013.

·       Future Transport Prioritisation - Governance - report to GMCA, 25 January 2013.

·       Greater Manchester Growth and Reform Plan: Transport Strategy and Investment Plan - GMCA, March 2014.

·       Report to the City Mayor’s Regeneration Briefing – 13 July 2015

·       Salford Bus Lanes – An Overview ( Urban Vision ) - 6th November 2015

·       TfGM OBC Draft Appendix B – Schematic Plan from OBC - November 2015

·       Urban Vision – Regeneration Panel Presentation – July 2016

·       Report to Lead Member for Planning & Sustainable Development – 9th May 2017

·       Report to Lead Member for Planning & Sustainable Development – 18th June 2019

·       Report to Lead Member for Planning & Sustainable Development – 19th Sep 2019

Contact Officers: Opu Anwar Tel No: Ext 4880 / Simon Cook Tel No: 0161 779 4878

*         This decision is not subject to consideration by another Lead Member

*         The appropriate scrutiny committee to call-in the decision is the      Growth and Prosperity Scrutiny Panel.  ...  view the full decision text for item 5e

5d

Trafford Road Improvements – Statutory Undertakers C6 Issue of Main Orders under the New Roads and Streetworks Act 1991 pdf icon PDF 144 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 creation of the following multiple purchase orders totalling £1,475,864.00 to enable C6 payments under NRSWA to be made for Trafford Road Enabling Works – Statutory Undertakers Diversions and Drainage Investigations to be carried out between 20-01-20 and 22-06-20:

 

Statutory Diversion Costs

 

 

BT*

£

166,966.49*

BT Payphones

£

14,563.00

City Fibre

£

43,719.91

Colt

£

238,163.17

Electricity North West

£

118,299.36

Instalcom

£

18,397.13

Cadent Gas

£

33,443.93

SSE

£

40,745.39

Virgin Media

£

1,322.95

Vodafone*

£

179,557.00*

Contingency for C3 / C4 fluctuation

£

620,685.67

 

£

1,475,864.00

 

 

The Reasons are; In order to reduce the risk on the main works package the diversionary works are to be undertaken upfront which in turn will reduce the main programme timescales and benefit the construction phase of the project.

Options considered and rejected were – The proposed highway alignment has been tweaked and revised numerous times to reduce as far as practically possible the requirement for diversions however some diversionary works cannot be avoided.

Assessment of Risk – Low

 

Approval of decision will allow PO’s to be raised to start the Statutory Undertakers mobilisation which would otherwise delay the commencement of these works and push back the main works package. It is noted that C5/C6 Purchase Orders can be cancelled prior to works commencing and will be kept under review pending FBC submission and approvals.

The source of funding is TfGM Growth Deal 3 Fund

 

Legal Advice obtained - Yes

Financial Advice obtained – Yes

Procurement Advice obtained - Yes

The following documents have been used to assist the decision process. The relevant documents contain exempt or confidential information and are not available for public inspection:

Report to Property & Regeneration on 10th July 2019.

 

Contact Officer: Ryan Adamson                        Tel No 0161 779 6158

 

*         This decision is not subject to consideration by another Lead Member         

 

*         The appropriate scrutiny committee to call-in the decision is the Growth and Prosperity Scrutiny Panel.

 

 

 

Signed:       PAUL DENNETT                 Dated:      27 November 2019                                                          

                     City Mayor  

 

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*         This decision was published on 27 November 2019                                            

 

*         This decision will come in force at 4.00 p.m. on 4 December 2019                                 unless it is called-in in accordance with the Decision Making Process Rules.

 

6.

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

7.

Date and time of next meeting

10:00am on Wednesday 4 December 2019 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.