Agenda and decisions

Procurement Board - Wednesday, 24 May 2023 10.00 am

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

Contact: Chris Howl

Items

No.

Item

Apologies for absence

Declarations of interest

To approve, as a correct record, the minutes of the meeting held on Wednesday 10 May 2023 PDF 270 KB

Matters arising

Decision items - Part 1 (open to the public)

Approval for an Exception to Contractual Standing Orders to award contracts for the installation of domestic meters to the Duchy Caravan Park PDF 515 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:

· an exception to Contractual Standing Orders as permitted within the City Council Constitution for the reason(s) highlighted in the table below and the award of the Contracts for the installation of domestic meters to the Duchy Caravan Park as detailed in the table below:

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Final electrical connection works - Duchy Caravan Park domestic meters
Name of Successful Contractor	G. Jones
Supplier Registration Number (to be supplied by Corporate Procurement)	04928174
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£28,459 full project (plus VAT)
Contract Duration	6 months
Contract Start Date	Click here to enter a date.
Contract End Date	Click here to enter a date.
Optional Extension Period 1	months
Optional Extension Period 2	months
Who will approve each Extension Period?	Choose an item.
Contact Officer (Name & number)	Jane Barlow
Lead Service Group	Place
Reason for CSO Exception: The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition	Tick if it applies Yes
Reason for CSO Exception: The execution of works or the supply of goods or services is controlled by a statutory body	Tick if it applies
Reason for CSO Exception: Delivers Best Value to the Council	Tick if it applies
Reason for CSO Exception: Special education, health or social care contracts, if it is considered in the Council’s best interests and to meet the Council’s obligations under relevant legislation	Tick if it applies
Reason for CSO Exception: The execution of works or the supply of goods and services is required so urgently as not to permit compliance with the requirements of competition	Tick if it applies
Reason for CSO Exception: Security works where the publication of documents or details in the tendering process could prejudice the security of SCC and Salford residents	Tick if it applies
Reason for CSO Exception: Procurements made through, or on behalf of, any consortium, local authority, statutory or similar body, provided that tenders or quotations are invited and contracts placed in accordance with national or EU legislation.	Tick if it applies
Funding Source	Capital Programme
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign up to the Charter
EC: Accredited Living Wage Employer

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Low voltage infrastructure and main ducting – Duchy Caravan Park domestic meters
Name of Successful Contractor	Electricity North West Ltd
Supplier Registration Number (to be supplied by Corporate Procurement)	02366949
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied ... view the full decision text for item 5g

Approval for an Extension of Contract for Microsoft Licensing PDF 540 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:

· approve the extension of the Contract forMicrosoft Licensing.

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Microsoft Licensing
Name of Successful Contractor	Phoenix Software
Supplier Registration Number (to be supplied by Corporate Procurement)	S1080
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 (£)	£ 2,211,558
Contract Duration	24 months
Contract Start Date	01/06/2023
Contract End Date	31/05/2025
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)	Matt Wall – 0161 793 3993
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 Services Technology Products and Associated Services RM6068 – Lot 3 Start 10/12/19 Ends 09/12/21
Funding Source	Revenue Budget
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

The Council Microsoft Licensing is approaching the end of its current procured contract, which has been running for 36 months since June 2020 where we have been running on the Microsoft Ramp Pricing programme, which has seen significant savings in the years achieved allowing the organisation to finically adjust the digital subscription licensing, as part of the procurement it was factored in an extension option of a further 24 months; extension options were initially factored into allowing Digital, Data and Technology the ability to monitor and understand the subscription approach to licensing as a service. The technology sector has been growing at expediential rates and becoming part of all services in most if not all, functions of everyday life.

Digital Data and Technology seeks to extend the licensing contract for 24 months. This is vital to the digital growth and digital maturity of the services and offerings internal and external, directly impacting employees and the ability to deliver digital solutions for the residents of Salford.

Throughout the current 36-month contract, we have successfully navigated a global pandemic, returned to the workplace, and improved digital and data through virtual collaboration and live data sets linked into all organisational applications giving precise data on key statutory areas of the authority’s functions (Social Care, Finance, Human Resources, Governance). In addition, Digital, Data and Technology have vastly improved the Cyber Security posture of our organisation; this has been done through the full use of the products included in our Microsoft licensing solution. Ensuring that the investment incurred by Salford has been used to the maximum potential.

Within the original procurement report dated 10^th of June 2020, Digital, Data and Technology advised that simplifying our licensing model and introducing a modern approach would, in turn, benefit the organisation; this has been ... view the full decision text for item 5b

Approval for an Exception to Contractual Standing Orders to award a contract for Architectural Services at sites Ordsall A1 & A2 PDF 410 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:

· an exception to Contractual Standing Orders as permitted within the City Council Constitution for the reason(s) highlighted in the table below and the award of the Contract for (insert title of project/scheme/service or purchase of goods) as detailed in the table below:

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Architectural Services – RIBA Work Stage 3
Name of Successful Contractor	Buttress
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)	SME
Contract Value (£)	£180,000 full project
Contract Duration	12 months
Contract Start Date	29/05/2023
Contract End Date	29/05/2024
Optional Extension Period 1	TBA
Optional Extension Period 2	TBA
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Joe Costello
Lead Service Group	Place
Reason for CSO Exception: The goods / services / works are only obtainable from one provider and there is no other provider available to allow genuine competition	Tick if it applies
Reason for CSO Exception: The execution of works or the supply of goods or services is controlled by a statutory body	Tick if it applies
Reason for CSO Exception: Delivers Best Value to the Council	Tick if it applies
Reason for CSO Exception: Special education, health or social care contracts, if it is considered in the Council’s best interests and to meet the Council’s obligations under relevant legislation	Tick if it applies
Reason for CSO Exception: The execution of works or the supply of goods and services is required so urgently as not to permit compliance with the requirements of competition	Tick if it applies
Reason for CSO Exception: Security works where the publication of documents or details in the tendering process could prejudice the security of SCC and Salford residents	Tick if it applies
Reason for CSO Exception: Procurements made through, or on behalf of, any consortium, local authority, statutory or similar body, provided that tenders or quotations are invited and contracts placed in accordance with national or EU legislation.	Tick if it applies
Funding Source	Capital Programme
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign up to the Charter
EC: Accredited Living Wage Employer

The reasons are;

Butress Architects were procured via Bloom, mini comp, for works to RIBA Stage 2 and design appointments are now required for RIBA Stage 3. Due to extensive site specific knowledge and an accelerated delivery programme to aid funding opportunities an exception to Contractual Standing Orders is required. The fee has been assessed as competitive in the current market.

Options considered and rejected were:

Undertake a full tender process via Bloom ... view the full decision text for item 5c

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

Exclusion of the public

Decision items - Part 2 (closed to the public)

Date and time of next meeting

· 10:00am on Wednesday 14 June 2023 in Committee Room 1 at Salford Civic Centre, Chorley Road, Swinton, M27 5DA.