{meta} Agenda item - Request for Approval - Contract Award - Key Cities Policy and Media Support Services

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 Key Cities Policy and Media Support Services as detailed in the table below:

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Key Cities Policy and Media Support Services 

Name of Successful Contractor

ING Media

Supplier Registration Number

(to be supplied by Corporate Procurement)

3800985

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£270,000

Full Project

Contract Duration

36 months

Contract Start Date

01/01/2021

Contract End Date

31/12/2023

Optional Extension Period 1

6 months

Optional Extension Period 2

N/A

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Jacquie Russell

Lead Service Group

Service Reform & Development

How the contract was procured?

(to be supplied by procurement)

Open Tender

Framework Details (where applicable)

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

N/A

Funding Source

 

External Funding Source (please identify below)

Ethical Contractor

Mayor’s Employment Charter

Committed to sign up to charter

 

 

 

 

Accredited Living Wage Employer

x


 

The Reasons are:

Salford City Council is a member of Key Cities and serves as the network’s secretariat. As a result, the council acts as the lead authority for Key Cities business including the commissioning of services on its behalf.

The network is supported by external media and policy support services to increase awareness and influence of Key Cities and its activity. The current contract for these services expires on 31 December 2020. The Key Cities Executive (Cabinet) has agreed to recommission these services to ensure capacity is in place to enable Key Cities to continue to function. 

 

Options considered and rejected were: Not to award

 

Assessment of Risk

The current policy and media support services contract expires on 31 December 2020. Therefore, if a new contract is not in place by 1 January 2021, there could be a reputational risk for Key Cities in terms of not being able to respond effectively to future media opportunities or national policy announcements. This will negatively impact on the work of the network.

 

The source of funding is:

The Key Cities budget which is provided by the annual contributions made to Salford City Council by members for the management of Key Cities. There is no financial draw on Salford City Council

 

Legal Advice obtained- Tony Hatton, Principal Solicitor,

When commissioning contracts for the procurement of goods, services or the execution of works, the Council must comply with the provisions of the Public Contracts Regulations 2015 as well as its own Contractual Standing Orders (CSO’s), Financial Regulations and the duties of Best and Social Value. In addition, the PCR require that contracting authorities treat candidates equally and in a non-discriminatory way and act in a transparent manner, failing which the award of a contract may be subject to legal challenge.

The procurement procedure undertaken in this matter including publication on the Chest portal appears robust and compliant with the requirements of CSO’s and PCR. The appointment of the provider for the Key Cities Policy and Media Support Services contract follows an open tender process which is outlined within the body of the report, with bidders being evaluated on the most economically advantageous tender, resulting in the proposed award of the contract to ING Media.

Having undertaken the open tender exercise process set out in the report, the Council and other member authorities of the Key Cities network may take some comfort that value for money has been obtained and periodically tested, with open competition maintained.

 

Financial Advice obtained: Leanne Wrigley

To be funded by the Key Cities budget which is provided by the annual contributions made to Salford City Council by members for the management of Key Cities.

 

Procurement Advice obtained: Emma Heyes The Corporate Procurement Team 

In accordance with Salford City Council’s Contractual Standing Orders (CSOs), this contract opportunity was advertised in the Official Journal of the European Union, Contracts Finder and the Chest.

The procurement and evaluation process were robust and complaint with all the requirements of CSOs and EU Procurement Regs.

 

HR Advice obtained

N/A

Climate Change Implications obtained

N/A

Contact Officer: Jacquie Russell                            

Telephone number: 0161-793-3577

 

 

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

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

 

 

Signed:         BILL HINDS                      Dated: 25th November 2020

                    Lead Member

 

 

*         This decision was published on 25th November 2020.  

*         This decision will come in force at 4.00 p.m. on 2nd December 2020unless it is called-in in accordance with the Decision Making Process Rules.

 

Supporting documents: