{meta} Agenda for Procurement Board on Wednesday, 25 March 2020, 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 11 March 2020 pdf icon PDF 66 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Request to go out to Tender - Islington Mill pdf icon PDF 72 KB

5b

Request for Approval - Contract Award - Supply, Installation and Maintenance of Multi-Functional Printers and Print Centre Equipment pdf icon PDF 176 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:

 

The award a contract for the Supply, Installation and Maintenance of Multi-Functional Printers and Print Centre Equipment

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Supply, Installation and Maintenance of Multi-Functional Printers and Print Centre Equipment

Name of Successful Contractor

Ricoh UK Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

01271033

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

£180,000

Per Annum (estimated average)

Contract Duration

60 months

Contract Start Date

01/09/2020

Contract End Date

31/08/2025

Optional Extension Period 1

N/A

Optional Extension Period 2

N/A

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Lead Service Group

Service Reform & Development

How the contract was procured?

(to be supplied by procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

Crown Commercial Service (CCS) RM3781 Lot 2 Multifunctional Devices, Managed print and content services and records management

Framework Start Date: 26.10.16

Framework End Date: 25.10.20

https://www.crowncommercial.gov.uk/agreements/rm3781

Funding Source

Revenue Budget

 

 

 


 

The Reasons are

To seek approval for the award of the above-mentioned contract, The authority’s contract for provision of multifunction device will expire on 31/08/2020. The award of this contract will ensure that the authority can continue to provide printed output across the business until 2025. Significant cost savings and equipment improvements have been negotiated

 

Options considered and rejected were

None

 

Assessment of Risk

If the Council chose not to award a contract following this procurement exercise, the Council will be at risk of not having an MFP fleet beyond 31st August 2020 due to the inability of the incumbent provider to continue to service the equipment past this date and there are no further opportunities to extend the contract. This would ultimately impact on the ability of certain functions to deliver their services who have a reliance on printed materials

 

The source of funding is

Revenue Budget

 

Legal Advice obtained

Yes

 

Financial Advice obtained

Yes

 

Procurement Advice obtained

Yes

 

HR Advice obtained

Yes

 

Climate Change Implications obtained

Yes

 

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

None

 

Contact Officer: Peter Cowling

Telephone number:0161 779 4996

 

The Lead Member has been consulted and is supportive of the proposed contract.

 

The appropriate Scrutiny Committee to call-in the decision is the Overview and Scrutiny Board

 

Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

5c

Request for Approval - Contract Award - Arboricultural Services pdf icon PDF 107 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:

 

Approval to award a contract for Arboricultural Services

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Arboricultural Services

Name of Successful Contractor

GM Tree Station

Supplier Registration Number

(to be supplied by Corporate Procurement)

31552R (regulated by The FCA not Companies House)

Type of organisation

(to be supplied by Corporate Procurement)

Other

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£130,000

Per Annum (estimated average)

Contract Duration

22 months

Contract Start Date

01/06/2020

Contract End Date

31/03/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

12 months

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Annie Surtees x 1153

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Open Procedure

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

n/a

Funding Source

Combination of Above (please detail below)

 

 

 


 

The Reasons are

 

The Arboricultural Service contract has been in place since August 2004, with the existing contract being entered into in April 2016 and scheduled to expire on the 31st March 2020, extended to 31st May 2020.

 

The contract relates to the provision of tree works within the City.

In accordance with the approval in September 2019 and in order to comply with the EU regulations and Contractual Standing Orders it was agreed that the contract be re – tendered.

 

Options considered and rejected were to use an existing framework within Greater Manchester or in-house service

 

Assessment of Risk: High

 

The city council as tree owner needs to ensure that its trees do not pose a danger to the public or property and are managed appropriately, it is therefore essential that an arboricultural contract is in place to maintain the city’s tree asset.

 

The source of funding is: Revenue and capital

 

Legal Advice obtained: Yes

 

Financial Advice obtained: Yes

 

Procurement Advice obtained: Yes

 

HR Advice obtained: n/a

 

Climate Change Implications obtained: Yes

 

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

Report to Procurement Board, 25th March 2020

Arboricultural Service Award from tender

 

 

Contact Officer: Annie Surtees

Telephone number: 925 1153

 

This matter is not subject to consideration by another Lead Member.

 

The appropriate Scrutiny Committee to call-in the decision is the Community and Neighbourhoods

 

 

Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

5d

Request for Approval - Contract Award - Water System Risk Assessments and Water Hygiene Monitoring Services pdf icon PDF 136 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:-

 

(a)  The award of the following contract for a project approved under the current Corporate Revenue Funding:-

 

(i) Acceptance of the tender from hsl Compliance Limited in the sum of £155,090.70 over three years for water system risk assessments and water hygiene monitoring services on corporate and educational properties.

 

Detail required

Title/Description of Contracted Service/Supply/Project

Water system risk assessments and water hygiene monitoring services.

Name of Successful Contractor

hsl Compliance Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

                                 02425951

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

£51,696.90 per annum split between £11,793.30 for schools and £39,903.60 for corporate properties

Per Annum (estimated average)

Contract Value Including Fees and approved QRA

(if applicable )

£155,090.70 over 3 years

Full Project

Contract Duration

3 years

Contract Start Date

01/04/2020

Contract End Date

31/03/2023

Optional Extension Period 1

12 months

Optional Extension Period 2

12 months

Who will approve each Extension Period?

Strategic Director (extension < £100k)

Contact Officer (Name & number)

Gregory Durkin 0161 779 4942

Lead Service Group

Place Directorate 

How the contract was procured?

(to be supplied by Corporate Procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

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

ESPO Framework 198 – Water System Risk Assessment and Water Hygiene Monitoring Services 

Funding Source

SCC Corporate Revenue Budget and Third Party ((Schools) Direct Payments

 

The Reasons are:   To enable the service contract to progress as programmed and be commissioned to start for April 2020. 

 

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

 

Assessment of Risk:  High. It is a statutory requirement that the Council comply with the water hygiene and testing regulations. The existing service contract expires at the end of March 2020 and a new contract is required to be in place from April 2020.

 

 The source of funding is: The funding sources available for the corporate property water testing and monitoring are those under the 2020/21 Corporate Revenue Budget and are detailed in reports previously submitted to Cabinet for approval. Third party (schools) costs will be paid directly by themselves.

 

Legal Implications: Supplied by: Tony Hatton, Principal Solicitor, tel. 0161 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 proposed award of the contract follows a tender exercise by mini competition in accordance with the ESPO Framework 198 – Water System Risk assessment and Water Hygiene Monitoring Services framework agreement.

 

The purpose of a framework agreement is to  ...  view the full decision text for item 5d

5e

Request for Approval - Appointment of Contractor - Council New build Housing pdf icon PDF 132 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:

The appointment of Wates Construction Limited as detailed below to assist in the development of a business case for the delivery of new build council housing as detailed below

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

To deliver works to assist the Council in taking forward proposals for the delivery of Council new build affordable housing on the Longshaw Drive site in Little Hulton

Name of Successful Contractor

Wates Construction Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

09177848

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

£235,000 excl VAT

Full Project

Contract Duration

2-4 months

Contract Start Date

02/04/2020

Contract End Date

28/08/2020

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)

Peter Openshaw x 3050

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Scape Framework

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

Scape Framework

Funding Source

Capital Programme

 

 

 


 

The Reasons are – That the appointment of Wates, and the work they will undertake, is necessary to assist the development of a business case for the delivery of around 200 new build units on the Longshaw Drive in Little Hulton.This forms part of a wider project for the delivery of new build housing on Council sites, by the Council for which a detailed business case is being prepared for consideration by the City Mayor in June 2020.

Options considered and rejected were- To do nothing and /or to seek proposals from other contractors

 

Assessment of Risk- Low in terms of the appointment and proposed works that will result in the submission of a planning application for the proposals.

The risk to the business case would be high if these works were not commissioned as the business case would lack critical information

 

The source of funding is -The approved Capital programme

 

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 proposed award of the contract follows a call off exercise in accordance with the Scape Framework referred to in the body of the report.

 

The purpose of a framework agreement is to select through a procurement/ evaluation process a number of providers who can meet the service requirements of a contracting authority, as and when those services are required. If they are required then the Council will  ...  view the full decision text for item 5e

5f

Request for Approval - Contract Award - Vehicle Replacement Programme pdf icon PDF 93 KB

Additional documents:

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)    The purchase of Electric Car/Derived Vans as detailed in the table below: -

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Electric Car/Derived Vans

Name of Successful Contractor

Pentagon

Supplier Registration Number

(to be supplied by Corporate Procurement)

01862751

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

£239,489.22

Full Project

Contract Duration

One off project

Contract Start Date

Click here to enter a date.

Contract End Date

Click here to enter a date.

Optional Extension Period 1

N/A

Optional Extension Period 2

N/A

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

(procurement body, framework reference & title, start/ end date

YPO Supply of Electric Car/Vans 799 managed by GMP

 

Funding Source

Capital Programme

 


 

The Reasons are:-

The purpose of this report is to seek approval for the purchase of electric car/derived vans.

 

Options considered and rejected were N/A

 

Assessment of Risk - Low

 

The source of funding is - Capital

 

Legal Advice obtained - Yes

 

Financial Advice obtained - Yes

 

Procurement Advice obtained - Yes

 

HR Advice obtained – N/A

 

Climate Change Implications 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.

Contact Officer: Terry Dixie

Telephone number: 925 1046

 

The appropriate Scrutiny Committee to call-in the decision is the Growth and Prosperity.

 

Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

2. The purchase of Grounds Maintenance Vehicles and Street Cleansing vehicles as detailed in the table below: -

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Purchase of Grounds Maintenance Vehicles, Street Cleansing Vehicles and Vehicles Management Services

Name of Successful Contractor

Ford

Supplier Registration Number

(to be supplied by Corporate Procurement)

03323849

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

£976,000

Full Project

Contract Duration

One off project

Contract Start Date

Click here to enter a date.

Contract End Date

Click here to enter a date.

Optional Extension Period 1

N/A

Optional Extension Period 2

N/A

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

(procurement body, framework reference & title,  ...  view the full decision text for item 5f

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

10:00am on Wednesday 8 April 2020 in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA.