{meta} Agenda item - Request for Approval - Contract Award - Electronic Payment Services via PayPoint and Post Office Counters Ltd (POCL)

Agenda item

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 of the contract for cash receipting software as outlined below:

 

 

Detail required

Title/Description of Contracted Service/Supply/Project

Electronic Payment Services via PayPoint and Post Office Counters Ltd (POCL)

Name of Successful Contractor

Allpay Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

02933191

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

£79,816.87

Per annum

Contract Duration

48 months

Contract Start Date

01/04/2020

Contract End Date

31/03/2024

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Tony Thompstone 2016

Lead Service Group

Finance & Corporate Business

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.)

Procurement for Housing Framework (PfH 2019) for the provision of Electronic Payments

Funding Source

Revenue Budget


 

Procuring a contract from the PfH framework agreement provides for an OJEU complaint process.

It is essential that the City Council continues to offer a range of electronic payment services as well as accepting payments via credit and debit cards, to receive income from bill payers. Removing these options would mean considerable risk of loss of income if the services were removed.  As the income management system is changing from PARIS to Civica pay in April it is prudent to use Allpay for a further year whilst the switch from PARIS to Civica pay is completed

 

Legal Advice obtained . Tony Hatton, Principal Solicitor, tel. 219 6323

 

When commissioning contracts for the provision of goods, services or the execution of works, the Council must comply with the provisions of the Public Contracts Regulations 2015 (the Regulations) which require that contracting authorities treat candidates equally and in a non-discriminatory way and act in a transparent manner. In addition, the Council is required to comply with the requirements of its own Contractual Standing Orders (CSO’s), failing which the award of a contract may be subject to legal challenge. CSO’s stipulate that where a suitable framework agreement exists, this must be used unless there is an auditable reason not to.

 

The Council can comply with the requirements of the Regulations by carrying out its own procurement exercise or relying upon another contracting authority's compliant procurement exercise. In that regard, contracting authorities may procure goods, works or services through a ‘central purchasing body’ (and are deemed to have complied with the Regulations to the extent that the central purchasing body has). The definition of ‘central purchasing body’ includes an authority that concludes framework agreements for works, goods or services intended for one or more contracting authorities.

 

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 the Council, as and when those services are required. If they are required then the Council can call off the goods/services from one or more of the providers who have been selected to be on the Framework and this may be through any number of ways (usually by way of mini-competition as here) depending on the circumstances. A contract will then be formed between the Council and the chosen provider/s. The Council will need to have followed the procedure set out in the Framework Agreement to ensure the procurement process for direct award is compliant, and assuming that the be the case, the procurement procedures set out therefore appear robust and compliant with the requirements of CSO’s and public procurement legislation.

 

The proposed award of the contract follows a direct award in accordance with the Procurement for Housing Framework (PfH) the Council to a contract for four year period. The PfH arrangement is a fully compliant framework from a legislative perspective available for the Council (and other local authorities) to use.

 

Financial Advice obtained.

Tony Thompstone, Strategic Finance Manager         Tel No. 793-2016

The implementation costs will be met from existing revenue budgets within service reform

 

Procurement Advice Submitted by:  Emma Heyes, Category Manager x 6243

Contractual Standing Orders states that where there is a suitable framework, this must be used unless there is an auditable reason not to do so. 

The PfH framework is fully OJEU complaint, and was put in place for a period of four years, commencing 25th September 2019 until 24th September 2023.  Call-Off contracts under the framework can be for a period of up to four years.

Direct award is permissible under the framework rules, therefore the procurement process followed is compliant.

 

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

Report to procurement board 11 March 2020

Contact Officer:  Tony Thompstone                            Tel No 793 2016

 

 

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

*         The appropriate scrutiny committee to call-in the decision is the           Overview and Scrutiny Board.

 

 

 

 

Signed:         BILL HINDS                                Dated: 11 March 2020

                    Lead Member

 

 

*         This decision was published on 11 March 2020

*         This decision will come in force at 4.00 p.m. on 18 March 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

Supporting documents: