{meta} Agenda for Procurement Board on Tuesday, 31 January 2023, 10.00 am

Agenda and decisions

Venue: Salford Suite, Salford Civic Centre, Chorley Road, Swinton. View directions

Contact: Chris Howl 

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 Wednesday 11 January 2023 pdf icon PDF 290 KB

4.

Matters arising

5.

Decision items - Part 1 (open to the public)

5a

Approval to Award the Contract for Salford Children Rights and Independent Visitor Service pdf icon PDF 536 KB

Decision:

Salford City Council – Record of Decision

 

I Councillor Youd, 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:

 

·      to Award the Contract forSalford Children Rights and Independent Visitor Service.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Salford Children Rights and Independent Visitor Service

Name of Successful Contractor

Advocacy Focus

Supplier Registration Number

(to be supplied by Corporate Procurement)

4135225

Type of organisation

(to be supplied by Corporate Procurement)

Registered Charity

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value (£)

£          136,313 per annum

Contract Duration

30 months

Contract Start Date

03/04/2023

Contract End Date

31/03/2028

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)

Jennifer Walsh, 0161 778 0533

Lead Service Group

People Services

How the contract was procured?

(to be supplied by procurement)

Open Competition

Framework Details (where applicable)

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

N/A

Funding Source

Revenue Budget

Ethical Contractor (EC): Mayor’s Employment Charter

Yes

 

EC: Committed to sign Charter

Yes

 

EC: Accredited Living Wage Employer

Yes


 

The Reasons are:

The Lead Commissioner is recommending that Advocacy Focus are awarded the contract. Advocacy Focus were able to evidence existing experience of delivering these services with a good level of quality within their submission.

 

Whilst the cost score is not the lowest, the submission has the highest overall score. In monetary terms the difference is 0.02% contract price. The difference in quality is 11% in favour of the recommended provider.

 

Options considered and rejected were:

Insourcing the Independent Visitor Service and creating an all age advocacy service. Due to the very nature of being independent and a specialist area specifically for children and young people these ideas were rejected.

 

Assessment of Risk:

If the service does not go out to tender, Salford will not meet their legal and statutory requirements as outlined above.

 

Young people will no longer have a structured mechanism to support their voice being heard in a way that makes appropriate challenge to decisions being made about their lives

 

The source of funding is:

Core Funding

 

Legal Advice obtained:

Yes – Shared Legal Services

 

Financial Advice obtained:

Yes – Ian Johnson, Senior Accountant 

 

Procurement Advice obtained:

Yes – Christine Flisk

 

HR Advice obtained:

N/A

 

Climate Change Implications obtained:

N/A

 

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

·      Options appraisal for future delivery options SCRS 2022 25th April 2022

·      Procurement Board Report – Request & approval to go out to tender 8th June 2022

 

Contact Officer: Jennifer Walsh

Telephone number:0161 778 0533

 

Please delete from the bullets below any which are not relevant:

 

This matter is also subject to consider by the Lead Member for People, Children Services. The Lead Member has been consulted and is supportive of the proposed contract.

 

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

5b

Approval to Award the Contract for the Delivery of Solar Farm at Little Hulton pdf icon PDF 358 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 award of the contract for the delivery of the Little Hulton Solar Farm EPC Contract following a procurement process using the Heat Networks and Electricity Generation Assets (HELGA) Dynamic Purchasing System.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Delivery of the Little Hulton Solar Farm EPC Contract

Name of Successful Contractor

Vital Energi Utilities Ltd

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 (£)

£2,398,865      full project

Contract Duration

 8 months

Contract Start Date

13/02/2023

Contract End Date

30/09/2023

Optional Extension Period 1

3 months

Optional Extension Period 2

months

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Hayley Nixon, Investment Team 0161 686 7413

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Mini Competition following Expression of Interest

Framework Details (where applicable)

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

RM3824 – Heat Networks and Electricity Generation Assets (HELGA) Dynamic Purchasing System

 

Funding Source

Combination of Above (please detail below)

Ethical Contractor (EC): Mayor’s Employment Charter

 

EC: Committed to sign Charter

 

EC: Accredited Living Wage Employer


 

The Reasons are that Salford City Council is seeking to install a Solar Farm off Kenyon Way in Little Hulton, to increase local renewable energy generation and increase the flexibility of local energy supply as part of its contribution towards Greater Manchester’s target of becoming a carbon-neutral city region by 2038.

European Regional Development Funding has been awarded which will address a gap in funding for the proposed investments and ensure the City Council is able to make revenue savings across the lifecycle of the project.

 

Options considered and rejected were to not go ahead with the project. This would mean the loss of grant funding along with the installation of a renewable energy generation asset on Salford City Council’s estate.                                               

 

Assessment of Risk of not appointing this contractor at this time is high as it will mean it is unlikely to be possible to deliver the project within the already challenging funding timescales of the ERDF Funding and the loss of grant funding towards this project if not completed on time.

 

The source of funding is ERDF through the Unlocking Clean Energy in Greater Manchester Programme (45%) and Council match funding secured through Invest to Save (55%).

 

Legal Advice obtained:

Supplied by: Tony Hatton

The terms of any grant funding agreement with ERDF will need to be adhered to in the event that there are clawback provisions for failure to comply. Legal Services will advise on any terms to ensure the Council’s interests are protected and any provisions of concern or significant risk are highlighted. Any (then) state aid implications  ...  view the full decision text for item 5b

5c

Approval to Award the Contract for Railway Bridge No.7 Reconstruction pdf icon PDF 754 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:

 

  • to Award the Contract for Railway Bridge No.7 Reconstruction.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Railway Bridge No.7 Reconstruction

Name of Successful Contractor

Coating Services Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

3852483

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value (£)

£1,592,924.25 / full project

Contract Duration

24 weeks

Contract Start Date

06/03/2023

Contract End Date

18/08/2023

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)

Michael Jolley / 0161 779 4909

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Technical & Highways Works Framework – Lot 2

Framework Details (where applicable)

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

 

Funding Source

Capital Programme

Ethical Contractor (EC): Mayor’s Employment Charter

 

EC: Committed to sign Charter

 

EC: Accredited Living Wage Employer


 

The main works are the Reconstruction Works to Railway Bridge No.7.

 

Options considered and rejected were: Not to award the Contract.

 

Assessment of Risk: Low

LOW - Funding is available from the Block 3 Local Transport Capital Programme Bid 2022/23.

 

Salford City Council’s Engineering and Landscape Design Structures team are experienced in undertaking similar refurbishment schemes

 

The source of funding is: Highways Capital Programme 2022/23.

 

Legal Advice obtained: Yes – received from Tony Hatton, Principal Solicitor, tel. 0161 219 6323

 

Financial Advice obtained: Yes – received from Adam Flaherty, Senior Accountant Ext 793 2747

 

Procurement Advice obtained: Yes – received from Heather Stanton, Procurement Officer Ext 686 6241

 

Contact Officer: Michael Jolley

Telephone number: 0161 779 4909

 

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

 

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

 

Signed:        Paul Dennett              Dated: 31 January 2023.

                        City Mayor

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*           This decision was published on 1 February 2023

*           This decision will come in force at 4.00 p.m. on 7 February 2023 unless it is called-in in accordance with the Decision Making Process Rules.

 

5d

Approval of annual insurance renewal expenditure for the existing 5-year LTA contract, awarded in January 2022 (running until 31/1/2027) in respect of the City Council's Liability, Property & Motor fleet insurance arrangements pdf icon PDF 401 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:

 

·         annual insurance renewal expenditure for the existing 5-year LTA contract, awarded in January 2022 (running until 31/1/2027) in respect of the City Council's Liability, Property & Motor fleet insurance arrangements.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Catastrophe cover for the Council’s main classes of insurance, including liability, property & Motor Fleet

Name of Successful Contractor

AIG Europe, AXA, HSB, QBE, Aon Protect, Convex

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 (£)

£1,446,683.06 + 12% IPT (insurance premium tax)

Contract Duration

36 months

Contract Start Date

01/02/2022

Contract End Date

31/01/2025

Optional Extension Period 1

 24 months

Optional Extension Period 2

24 months

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

Cheryl Dale

Lead Service Group

Service Reform & Development

How the contract was procured?

(to be supplied by procurement)

Mini competition

Framework Details (where applicable)

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

YPO Insurance Framework 978 30 July 2019 - 29 July 2024 OJEU Ref 2019/S 106-259145

Funding Source

Revenue Budget

Ethical Contractor (EC): Mayor’s Employment Charter

 yes, for all bidders

EC: Committed to sign Charter

 yes, for all bidders

EC: Accredited Living Wage Employer

 yes, for all bidders


 

The Reason is approval of a new five-year long-term agreement in respect of the City Council’s Liability, Property & Motor fleet insurance arrangements following a full tender exercise in 2022.

 

Options considered and rejected were: N/A

 

Assessment of Risk – Insurance cover is purchased as a risk transfer mechanism where the authority feels there is too great a risk in funding a potential occurrence.

 

The source of funding is: the Revenue Budget

 

Legal Advice obtained:

Yes

 

Financial Advice obtained:

Yes

 

Procurement Advice obtained:

Yes

 

HR Advice obtained:

N/A

 

Climate Change Implications obtained:

N/A

 

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

·         Forward look for the above report published Oct 22

·         Relevant documents and submissions from all departments & claims data

·         Brokers report

 

Contact Officer: Cheryl Dale – Insurance Manager

Telephone number: TEL NO: 0161 607 6985

 

This matter is also subject to consideration by the Lead Member for Finance and Support Services.  The Lead Member has been consulted and is supportive of the proposed expenditure.

 

Signed:      Paul Dennett   Dated: 31 January 2023.

                     City Mayor

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*           This decision was published on 1 February 2023

*           This decision is exempt from call-in, as per the following Urgent Key Decision form:

 

 

Key Decision

 

Urgent Key Decision

 

Request to a Scrutiny Chair that an Urgent Key Decision be made without being published in the Forward Plan, and / or that the Key Decision be exempt from Call-In for Scrutiny

 

Decision maker  ...  view the full decision text for item 5d

6.

Public Briefing Items

The following items are for the primary purpose of providing members of the public with all relevant information on the respective matters, other than those elements, which in accordance with the relevant sections of the Local Government Act 1972, remain confidential and require that any arising decision is taken in Part 2 of the agenda.

6a

Award of contract for move on accommodation and affordable homes pdf icon PDF 445 KB

7.

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

8.

Exclusion of the public

9.

Decision items - Part 2 (closed to the public)

9a

Award of contract for move on accommodation and affordable homes pdf icon PDF 211 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 award of the contract, for the building of 35 affordable homes at Eccles New Road and Tootal Grove.

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Construction of 16 move on units and 19 affordable homes.

Name of Successful Contractor

               PLP Construction Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

                            03244506

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value (£)

£7,186,826

Contract Duration

16 months

Contract Start Date

16/02/2022

Contract End Date

28/06/2024

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

Procurement Board (extension > £150k)

Contact Officer (Name & number)

        KONRAD MAGDINSKI 793 2197

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

ICN Framework

Framework Details (where applicable)

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

Innovation Chain North (ICN) is a framework for construction and associated professional services procured under the Public Contracts Regulations 2015 and is OJEU compliant. It has been designed to support the delivery of new homes and associated social infrastructure across the North of England. The framework includes lots for contractors, associated professional services as well as a Dynamic Purchasing System (DPS) for the supply of Modular Homes.

 

Funding Source

Grant

Ethical Contractor (EC): Mayor’s Employment Charter

?

EC: Committed to sign Charter

?

 

EC: Accredited Living Wage Employer

?


The Reasons are:

To deliver 16 move on homes and 19 affordable houses across the sites identified through the Homes England RSAP scheme. This is the second stage of the procurement process following the stage 1 process which was to appoint PLP Construction Ltd and approve the estimated pre contract spend.

 

The scheme has significant benefits including:

·      Reducing the use of temporary accommodation, particularly if it reduces the need to place homeless out of the city and placing vulnerable residents in permanent accommodation is shown to have positive impact on health.

·      RSAP provision will provide valuable move on accommodation with support for people who have experienced multiple disadvantage and tenancy failure.

·      It will provide valuable, affordable “stepping stone” accommodation for those who are seeking to address issues within their life such as mental health challenges, substance misuse, domestic abuse.

·      RSAP accommodation acts as a “trial tenancy”. The length of stay is expected to be up to 2 years which allows the occupant to prove their tenancy readiness to other landlords. Many may be bypassed on the register without this positive tenancy evidence.

·      Affordable supported accommodation is rare and allows people to access employment without the burden of high cost supported accommodation that is the norm within exempt accommodation schemes.

·      RSAP units have been designed to be day to day cost effective for the occupant - leading to financial viability for the occupant and increasing the sustainability of the  ...  view the full decision text for item 9a

10.

Date and time of next meeting

10:00am on Wednesday 8 February 2023 in the Salford Suite at Salford Civic Centre, Chorley Road, Swinton, M27 5DA