Decisions

Executive Decision Exemption from Call-in

 

Request to a Scrutiny Chair that an Executive Decision be exempt from Call-In for Scrutiny

 

Decision maker	Procurement Board
Nature of the decision	Award of contract for multidisciplinary professional services at Barton Moss
Non-confidential reports Can be made available to the public	None, so N/A
Confidential reports Containing confidential or exempt information	Procurement Board Report
Reason for confidentiality	Information relating to the financial or business affairs of any particular person (including the Authority holding that information)
Intended date of decision	15th March 2023
Officer contact details For any further information	Name: Tel: Email:	Melissa Caslake   melissa.caslake@salford.gov.uk
Is exemption from call-in for scrutiny needed?	To ensure grant monies are received and committed prior to what would have been the expiry date of the call-in period
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr J Mullen (Chair of the Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

 

Request prepared by:

Tracy Squirrell

 

 

 

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:

 

·      Approval to award the contract for multidisciplinary professional services for construction works at Barton Moss – RIBA stages 3 and 4

 

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Multidisciplinary Professional Services at Barton Moss – HDU Welfare Home - RIBA Stages 3 and 4
Name of Successful Contractor	Gilling Dod Limited via Bloom
Supplier Registration Number (to be supplied by Corporate Procurement)	02703179
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£          309,407.18 full project
Contract Duration	8 months
Contract Start Date	20/03/2023
Contract End Date	18/10/2023
Optional Extension Period 1	months
Optional Extension Period 2	months
Who will approve each Extension Period?	Choose an item.
Contact Officer (Name & number)	Melissa Caslake
Lead Service Group	People Services
How the contract was procured? (to be supplied by procurement)	Mini-competition
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	Bloom NEPRO3 framework for professional services
Funding Source	Grant
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

 

The Reasons: are to enable the Council to procure professional multidisciplinary services and progress the project works through RIBA stage 3 and 4.

 

Options considered and rejected were: None, all procedures are in accordance with normal standing orders.

 

Assessment of Risk: High – The works are required to be completed in time to meet the conditions of the Department for Education Grant award dated 19^th January 2022 and subsequent award.

 

The source of funding is: from a DFE grant.

 

Legal Advice obtained: Tony Hatton:

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 Bloom NEPRO3 framework for professional services

 

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 will undertake an exercise to call off the 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 e.g. mini-competition, direct allocation etc. 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 for mini competition to ensure the procurement process is compliant. Three companies from the framework suppliers submitted a tender, and the bid has been evaluated on the most advantageous tender basis in line with published procedures resulting in the proposed award of the contract to Gilling Dod Limited. The procurement procedures therefore appear robust and compliant with the requirements of the Council’s CSO’s and PCR.

 

Financial Advice obtained: Grace Rogerson:

The scheme will be funded from DfE grant. The terms of the grant require funds to be committed by 01/04/2023 and pending extension to this grant from DfE. The contract is estimated 8 months which would go over the DfE grant contract dates. The scheme will be monitored to ensure it stays in line with grant funding from DfE. The grant will be drawn down in arrears pending extension to contract dates.

 

Procurement Advice obtained: Anthony Hilton:

The project has been competitively tendered by means of a mini competition under the Bloom NEPRO3 framework for professional services.  The NEPRO3 framework is compliant with Procurement Contract Regulations and the Councils Contractual Standing Orders.

 

HR Advice obtained: N/A

 

Climate Change Implications obtained: No significant Climate Change implications in this project. All projects are developed to meet or exceed current legislation and requirements relating to energy efficiency and carbon reduction targets. Projects are required to support the Council’s objectives of becoming carbon neutral by 2028.

 

The works will be programmed to minimise the traffic impact in the area.  Any waste materials will be removed and taken to a transfer station for systematic sorting and recycling to ensure minimal landfill waste.

 

Sustainability plans would be targeted to also align with opportunities to continue to deliver social value outcomes.

 

Contact Officer: Melissa Caslake

Telephone number:

 

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

 

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 Scrutiny Committee.

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*   This decision was published on 15 March 2023.

*   This decision is not subject to call-in and comes into force with immediate effect.

 

Executive Decision Exemption from Call-in

 

Request to a Scrutiny Chair that an Executive Decision be exempt from Call-In for Scrutiny

 

Decision maker	Procurement Board
Nature of the decision	To award the Highways Drainage Maintenance Contract
Non-confidential reports Can be made available to the public	Yes
Confidential reports Containing confidential or exempt information	No
Reason for confidentiality	N/A
Intended date of decision	15th March 2023
Officer contact details For any further information	Name: Tel: Email:	Paul Jackson 07812 781 562 paul.jackson@salford.gov.uk
Is exemption from call-in for scrutiny needed?	The contract is to be awarded to a contractor that sits on the current Technical Services Framework for a 12-month period.  A decision is required in order to commission the works from this year’s allocated funds before the end of the fiscal year.  This matter has been delayed due to issues with the initial tender process that was issued in late 2022 and how now become urgent.
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr Mullen (Chair of Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

 

Request prepared by:

Paul Jackson

 

 

 

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:

 

·      Approval to Award the Contract forHighways Drainage Maintenance Programme

 

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Highways Drainage Programme and Maintenance Delivery
Name of Successful Contractor	General Utilities Northwest
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 (£)	£376,000
Contract Duration	12 months
Contract Start Date	20/03/2023
Contract End Date	18/03/2024
Optional Extension Period 1	Nil
Optional Extension Period 2	Nil
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Paul Jackson
Lead Service Group	Place
How the contract was procured? (to be supplied by procurement)	Open Tender on the Chest
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	Technical Services Framework 2022 was used with tenders invited from businesses who had successfully bid for a position on that framework
Funding Source	Revenue Budget
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

 

The Reasons are: The preferred bidder was best overall when evaluated via the moderation process. GUN are a known entity to Salford City Council’s Technical Services Team as they have delivered a local service for Salford for over ten years. As such there is a high level of confidence that the statements made in the bid tender will be followed through on and that a high-quality service that is within budget will be delivered for the contract period.

 

Options considered and rejected were: As always there is the consideration of insourcing this type of works. At present there is not the level of funding available that would be required to develop an in-house drainage team. The work is specialised and would need a significant level of investment to train, equip and recruit headcount to.  Money that is not budgeted for in current financial plans. GUN are geared up to deliver a bespoke service to SCC and their pricing structure is highly competitive. It is not clear than delivering this service in house would provide any significant financial benefits. As such it can justifiably be argued that the decision to outsource this specialism, is the correct one at this time.

 

Assessment of Risk: If the contract is not awarded it runs the risk of the highways drainage system not being maintained to the required standards expected and increasing a health and safety risk to residents as well as increased flooding occurrences within the City.

 

The source of funding is: This will be funded via the annual Highways Maintenance Capital and Revenue Budget.

 

Legal Advice obtained: The Shared Legal Service:

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. CSO’s stipulate that where a suitable framework agreement exists, this must be used unless there is an auditable reason not to. The proposed award of the contract follows a competitive tender exercise in accordance with an Open Tender procedure via The Chest portal using the Council’s Technical Services framework.

 

The procurement procedure undertaken in this matter appears robust, and the appointment of the provider for this service follows an open tender process which is outlined within the body of the report, with 5 bidders submitting tenders and being evaluated on the most economically advantageous tender basis, resulting in the proposed award of the contract to General Utilities Northwest, which is compliant with the requirements of CSO’s and public procurement legislation. Undertaking the open tender exercise in the recommendation will also give some comfort to the Council in ensuring that value for money is being obtained and periodically tested, with open competition maintained

 

Financial Advice obtained: Alison Woods, Interim Commercial Finance Manager

Date: 21^st February 2023 – There are approved revenue and capital budgets in place, to provide for both the programmed and potential reactive spend levels associated with this contract award, for a period of 12 months to March 2024.

Capital - programmed

·         £132k for the Drainage Improvement Programme (DIP)

·         £86k for the Culvert Improvement Programme (CIP)

Revenue – reactive

·         £58k for revenue maintenance work. 

·         £100k for reactive investigation and repair works to be awarded should the need arise. 

 

Implications in respect of the Innovate programme have been fully considered

 

Procurement Advice obtained: Heather Stanton, Category Manager xt 6241 – the drainage contract has been tendered as a further competition under Lot 3 Drainage of the Technical and Highways Works Framework.  This is a compliant route to market in line with PCR 2015 and SCC standing orders.

 

HR Advice obtained: N/A

 

Climate Change Implications obtained: N/A

 

Contact Officer: Paul Jackson

Telephone number: 07812 781 562

 

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

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

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

 

This document records a key decision but the matter was not included in the Council’s Forward Plan and it has been dealt with under the emergency procedure.

 

This decision is urgent and is not subject to call-in, in accordance with the Decision-Making Procedure Rules.

 

The appropriate Scrutiny Committee to call-in the decision is the

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*   This decision was published on 15 March 2023.

*   This decision is not subject to call-in and comes into force with immediate effect.

 

Executive Decision Exemption from Call-in

 

Request to a Scrutiny Chair that an Executive Decision be exempt from Call-In for Scrutiny

 

Decision maker	Procurement Board
Nature of the decision	To award the Vehicle Restraint Systems Maintenance Contract
Non-confidential reports Can be made available to the public	Yes
Confidential reports Containing confidential or exempt information	No
Reason for confidentiality	N/A
Intended date of decision	15th March 2023
Officer contact details For any further information	Name: Tel: Email:	Paul Jackson 07812 781 562 paul.jackson@salford.gov.uk
Is exemption from call-in for scrutiny needed?	The contract is to be awarded to a contractor that sits on the current Technical Services Framework for a 12-month period.  A decision is required in order to commission the works from this year’s allocated funds before the end of the fiscal year.  This matter has been delayed due to legal discussions and issues with the initial tender process that was issued in late 2022 and how now become urgent.
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr Mullen (Chair of Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

 

Request prepared by:

Paul Jackson

 

 

 

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:

 

• Approval to Award the Contract forVehicle Restraint Systems Maintenance Programme

 

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Vehicle and Maintenance Delivery
Name of Successful Contractor	Coating Services 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 (£)	£240,000
Contract Duration	12 months
Contract Start Date	20/03/2023
Contract End Date	18/03/2024
Optional Extension Period 1	Nil
Optional Extension Period 2	Nil
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Paul Jackson
Lead Service Group	Place
How the contract was procured? (to be supplied by procurement)	Open Tender on the Chest
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	Technical Services Framework 2022 was used with tenders invited from businesses who had successfully bid for a position on that framework
Funding Source	Revenue Budget
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

 

The Reasons are: The bid was the best overall from the companies that submitted a tender and came out top in terms of quality, price and social value.  The preferred bidder is a known entity to Salford City Council, having completed works for us in the past in the areas of bridges and structures. The Technical Services Team have a high level of confidence that this work can be awarded and delivered to budget and programme by the preferred bidder.

 

Options considered and rejected were: There is always a question as to whether this type of work can be delivered in-house however the nature of the work is highly specialised and requires a certain level of expertise and skills to deliver.  Given the small amount of VRS infrastructure that exists within the boundaries of Salford, this approach would no be of economic value as it would require a heavy level of training, plant, equipment and extra headcount to deliver that would outweigh the need year on year.  In this instance it is more financially viable to outsource this work.

 

Assessment of Risk: If the contract is not awarded it runs the risk of the VRS systems not being maintained to the required standards expected and increasing a health and safety risk to residents and road users.

 

The source of funding is: This will be funded via the annual Highways Maintenance Capital and Revenue Budget.

 

Legal Advice obtained: The Shared Legal Service:

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. CSO’s stipulate that where a suitable framework agreement exists, this must be used unless there is an auditable reason not to. The proposed award of the contract follows a competitive tender exercise in accordance with an Open Tender procedure via The Chest portal using the Council’s Technical Services framework.

 

The procurement procedure undertaken in this matter appears robust, and the appointment of the provider for this service follows an open tender process which is outlined within the body of the report, with 5 bidders submitting tenders and being evaluated on the most economically advantageous tender basis, resulting in the proposed award of the contract to General Utilities Northwest, which is compliant with the requirements of CSO’s and public procurement legislation. Undertaking the open tender exercise in the recommendation will also give some comfort to the Council in ensuring that value for money is being obtained and periodically tested, with open competition maintained

 

Financial Advice obtained: Adam Flaherty, Senior Accountant – budget agreed within the 23/24 highways capital programme (Code: D08870/ Date: 22.02.2023). Implications in respect of the Innovate programme have been fully considered.

 

Procurement Advice obtained: Heather Stanton, Category Manager xt 6241 – the VRS contract has been tendered as a further competition under Lot 2 VRS of the Technical and Highways Works Framework.  This is a compliant route to market in line with PCR 2015 and SCC standing orders.

 

HR Advice obtained: N/A

 

Climate Change Implications obtained: N/A

 

Contact Officer: Paul Jackson

Telephone number: 07812 781 562

 

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

• This matter is also subject to consider by the Lead Member for         . The Lead Member has been consulted and is supportive of the proposed contract.
• This matter is not subject to consideration by another Lead Member.

 

This document records a key decision but the matter was not included in the Council’s Forward Plan and it has been dealt with under the emergency procedure.

 

This decision is urgent and is not subject to call-in, in accordance with the Decision-Making Procedure Rules.

 

The appropriate Scrutiny Committee to call-in the decision is the

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*   This decision was published on 15 March 2023.

*   This decision is not subject to call-in and comes into force with immediate effect.

 

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:

 

·      Approval to Award the Contract forPalatine Bridge Painting Scheme

 

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Palatine Bridge Painting Scheme
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 (£)	£398,413.90 / full project
Contract Duration	10 weeks
Contract Start Date	10/04/2023
Contract End Date	16/06/2023
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 4
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 painting of Palatine Bridge.

 

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

 

Assessment of Risk: Low – Funding is available from the Highways Capital Programme 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.

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*           This decision was published on 15 March 2023

*           This decision will come in force at 4.00 p.m. on 23 March 2023 unless it is called-in in accordance with the Decision Making Process Rules.

 

Executive Decision Exemption from Call-in

 

Request to a Scrutiny Chair that an Executive Decision be exempt from Call-In for Scrutiny

 

Decision maker	Procurement Board
Nature of the decision	Approve to award for Provision of End User devices
Non-confidential reports Can be made available to the public	Yes – Approval to Award the Contract for the provision of End User Devices
Confidential reports Containing confidential or exempt information	None
Reason for confidentiality	N/A
Intended date of decision	15th March 2023
Officer contact details For any further information	Name: Tel: Email:	Peter Cowling/ Matt Wall 0161 793 3993 peter.cowling@salford.gov.uk / matt.wall@salford.gov.uk
Is exemption from call-in for scrutiny needed?	Yes – Requirement to deliver equipment needed asap as SCC has no working laptop stock to provide to New Starters or replace damaged equipment, Call in window may lead to officers not being able to carry out duties
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr J Mullen (Chair of the Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

 

Request prepared by:

Peter Cowling

 

 

 

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:

 

• Approval to Award the Contract forThe provision of End User Devices

 

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Provision of End user Devices
Name of Successful Contractor	Insight
Supplier Registration Number (to be supplied by Corporate Procurement)	02579852
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 (£)	£          226,000 Full project
Contract Duration
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	Service Reform & Development
How the contract was procured? (to be supplied by procurement)
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	RM6068 Provision of End user Laptops
Funding Source	Capital Programme
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

 

The Reasons are: Historically Salford City Council had a desktop (PC) estate and in the financial year 2018/19, the authority undertook a project to remove all fixed digital end-user equipment and move towards an agile approach complementing the [MY]Work methodology and agility of workforce to work anytime and anywhere. This included the purchase of circa 2000+ laptops comprised of two different models. These devices procured at that time had a 3-year warranty and life cycle. As part of the end-user replacement programme Digital, Data and Technology secured capital funding to continue the modernisation of end-user devices. This procurement is the first phase of the rolling replacement programme of the first 300 devices.

 

Options considered and rejected were: None

 

Assessment of Risk: High – The reasoning behind the high assessment of risk is due to organisation demand through turnover of equipment/ end of warranty devices and updated security features, failure to procure will lead to significant delays in onboarding new staff, replacement of ageing equipment and impact to services due to breakages. Additionally, the new equipment complies with the latest security standards the authority is applying across services and will help to strengthen against cyber incidents.

 

The source of funding is: Capital Programme

 

Legal Advice obtained: Yes

 

Financial Advice obtained: Yes

 

Procurement Advice obtained: Yes

 

HR Advice obtained: Not applicable, aligns with Mywork methodologies

 

Climate Change Implications obtained: Yes

 

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

·      Procurement board report 7^th December 2021 (Approval to go out to competition for End user Hardware replacement).

 

Contact Officer: Peter Cowling/ Matthew Wall

Telephone number: 0161 779 4996

 

This matter is also subject to consider by the Lead Member for Finance and Support Services The Lead Member has been consulted and is supportive of the proposed contract. The appropriate Scrutiny Committee to call-in the decision is the Procurement Board

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*   This decision was published on 15 March 2023.

*   This decision is not subject to call-in and comes into force with immediate effect.

 

Executive Decision Exemption from Call-in

 

Request to a Scrutiny Chair that an Executive Decision be exempt from Call-In for Scrutiny

 

Decision maker	Procurement Board
Nature of the decision	Approval to Award the Contract for Refurbishment of Tennis Courts
Non-confidential reports Can be made available to the public	Report of The Strategic Director for Place - Approval to Award the Contract for Refurbishment of Tennis Courts.
Confidential reports Containing confidential or exempt information	No
Reason for confidentiality	N/A
Intended date of decision	15th March 2023
Officer contact details For any further information	Name: Tel: Email:	Ian Worsley 07977 508767 Ian.worsley@salford.gov.uk
Is exemption from call-in for scrutiny needed?	Yes. The Council are required to accept the terms and conditions of the grant funding agreement made between the Department for Culture, Media & Sport (DCMS) and the LTA. This includes dates for the award of contract and subsequent programme of delivery. Exemption is required to enable these milestones to be met.
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr J Mullen (Chair of Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

 

Request prepared by:

Ian Worsley

 

 

 

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:

 

• Approval to Award the Contract forRefurbishment of Tennis Courts

 

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Refurbishment of Tennis Courts
Name of Successful Contractor	Blakedown Sport & Play Ltd
Supplier Registration Number (to be supplied by Corporate Procurement)	04413186
Type of organisation (to be supplied by Corporate Procurement)	Private Limited Company
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£          636,143.46/ full project
Other Costs	N/A
Contract Duration	2 months
Contract Start Date	13/03/2023
Contract End Date	28/04/2023
Optional Extension Period 1	1 month
Optional Extension Period 2	1 months
Who will approve each Extension Period?	Strategic Director (extension < £150k)
Contact Officer (Name & number)	Ian Worsley 07977 508767
Lead Service Group	Place
How the contract was procured? (to be supplied by procurement)	Direct award through grant funder’s framework
Framework Details (where applicable) (procurement body, framework reference & title, start/ end date	N/A
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: As per the terms and condition of the external grant award the Council are required to accept the terms and conditions of the grant funding agreement made between the Department for Culture, Media & Sport and LTA Tennis Foundation (“LTA TF”) as those to be used by LTA TF for the making of individual grants from the DCMS monies.   Likewise, the terms and conditions of the call off contract (based on the JCT minor works building contract with contractor’s design) under the framework agreement have been accepted by the appointed contractors through the public procurement tender process. The works to the tennis facilities are to be administered on a site by site basis.

 

Options considered and rejected: N/A

 

Assessment of Risk: Low.

 

The source of funding is: Combination of an external grant award from the LTA and match funding from the Capital Programme.

 

Venue	LTA grant	Capital Programme	Total cost	SCC Funding source
Albert Park	£35,115.62	£4,474.56	£39,590.18	Capital programme
Boothsbank Park	£22,078.27	£0.00	£22,078.27
Buile Hill Park	£23,002.49	£1,062.00	£24,064.49	Capital programme - s106 ref 270
Lightoaks Park	£59,080.24	£76,930.54	£136,010.78	Capital programme - s106 ref's 234,280
Parr Fold Park	£156,570.37	£117,681.74	£274,252.11	Capital programme s106 ref's 402,417
Prince's Park	£22,111.64	£0.00	£22,111.64
Victoria Park	£111,533.01	£6,502.98	£118,035.99	Capital programme s106 ref's 234,280
TOTALS	£429,491.64	£206,651.82	£636,143.46

 

Legal Advice obtained: The procurement process referred to in the body of the report has been undertaken in line with and the Council’s own Contractual Standing Orders and the Public Contracts Regulations as the LTA invited tenders in accordance with their national framework which is compliant with the Public Contracts Regulations with the recommendation that Blakedown Sport & Play Ltd deliver the Parks Investment Programme which is a condition of the LTA grant award and their national framework agreement. It is a requirement of the terms and condition of the external grant award from the LTA that the Council are required to accept the terms and conditions of the grant  funding agreement made between the Department for Culture, Media & Sport (DCMS) and the  LTA (effectively a back-to-back agreement which flows down the agreed terms to the Council), which must be adhered to in the event that there are clawback provisions for failure to comply, and grant agreement terms will often refer to/ incorporate milestones, grant purposes, completion dates, compliance with PCR etc.

 

Financial Advice obtained: This programme will be funded by a grant of £429,491.64 from the LTA Tennis Foundation. Payment of the grant will be made in stages, within 10 days of notice by us, on completion of works. The signed grant funding agreement and grant offer letter has been received confirming these details.  Match funding of £206,651.82 will be provided via S106 agreements 234, 270, 280, 402 & 417.

 

Procurement Advice obtained: Daniel Cunliffe, Procurement Officer – This contract has been awarded directly to Blakedown Sport & Play (BS&P) due to the terms and conditions of the grant funding. The LTA Tennis Foundation has tendered for BS&P under the public sector regulations; therefore, I am happy that this is compliant with the Salford City Council Standing Orders.

 

HR Advice obtained: N/A

 

Climate Change Implications obtained: Climate change implications are considered through the planning application process, and where relevant appropriate mitigation is  identified through planning conditions and/ or planning obligations.

 

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

·      Report of The Strategic Director for Place to Procurement Board on 8^th March 2023.

·      Report of The Strategic Director for Place to Lead Member for Planning and Sustainable Development Briefing on 18th March 2022.

·      Record of Decision - Lead Member for Environment, Neighbourhoods and Community Safety - Investment from Lawn Tennis Association 27.06.22

·      Record of Decision - Lead Member for Planning & Sustainable Development -Expenditure of s106 contribution Buile Hill Park 18.03.22

·      Record of Decision - Lead Member for Planning & Sustainable Development Expenditure of s106 contribution Parr Fold Park 19.04.22

·      Record of Decision - Lead Member for Planning & Sustainable Development Expenditure of s106 contribution Lightoaks and Victoria Parks 19.07.22

 

Contact Officer:

Ian Worsley (Place)             Tel no: 07977 508767

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 Scrutiny Panel.

 

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*   This decision was published on 15 March 2023.

*   This decision is not subject to call-in and comes into force with immediate effect.

 

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:

 

·      Approval to Award the Contract for Salford Advocacy Hub

 

Detail required	Answers
Title/Description of Contracted Service/Supply/Project	Salford Advocacy Hub
Name of Successful Contractor	Mind in Salford
Supplier Registration Number (to be supplied by Corporate Procurement)
Type of organisation (to be supplied by Corporate Procurement)	Charitable Trust
Status of Organisation (to be supplied by Corporate Procurement)	SME
Contract Value (£)	£391,000 per annum estimated average
Contract Duration	3 years with an option to extend for 2 years
Contract Start Date	01/07/2023
Contract End Date	30/06/2026
Optional Extension Period 1	12 months
Optional Extension Period 2	12 months
Who will approve each Extension Period?	Procurement Board (extension > £150k)
Contact Officer (Name & number)	Lauren Fairey 07977260234
Lead Service Group	People Services
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	Revenue Budget
Ethical Contractor (EC): Mayor’s Employment Charter
EC: Committed to sign Charter
EC: Accredited Living Wage Employer

 

The Reasons: following a fair and transparent open tender process Mind in Salford are deemed to be the most economically advantageous tender. They scored high on quality and cost and have demonstrated that they are able to provide a robust Advocacy Service for the people of Salford.

 

Options considered and rejected were: Under the Care Act 2014 and Mental Health Act 1983, Local Authorities have a duty to commission an independent Advocacy service. The current Salford Advocacy Hub contract had been extended twice for a 12-month period and once for a 3-month period as an Exception to Contractual Standing Orders. Therefore, the option to carry out an open tender was the only option considered.

 

Assessment of Risk: The Salford Advocacy Hub is a statutory service that Salford City Council must provide. There would be a medium level of risk if there are delays in awarding as there could be an opportunity to extend the incumbents contract or spot purchase from another provider. However, the incumbent has been successful in the tendering process. There is a low level of risk awarding the contract as it would ensure that Salford City Council continue to meet their statutory duties to provide independent advocacy.

 

The source of funding is: TheBudget that will meet the cost of the scheme is part Integrated Fund and part People Adults revenue budget.

 

Legal Advice obtained: Yes

 

Financial Advice obtained: Yes

 

Procurement Advice obtained: Yes

 

HR Advice obtained: N/A

 

Climate Change Implications obtained: The terms and conditions of the contract is inclusive of a specific clause relating to climate change. This requires the provider to be actively supportive of the climate change agenda in achieving a carbon neutral status by 2038.

 

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

·      ‘Approval to Award the Contract for Salford Advocacy Hub’

 

(if the documents disclose exempt or confidential information, they should not be listed, but the following wording shall be inserted: "(The relevant documents contain exempt or confidential information and are not available for public inspection)":

Contact Officer: Lauren Fairey

Telephone number: 07977260234

 

This matter is also subject to consider by the Lead Member for Adult Services Health and Wellbeing. The Lead Member has been consulted and is supportive of the proposed contract.

 

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*           This decision was published on 15 March 2023

*           This decision will come in force at 4.00 p.m. on 23 March 2023 unless it is called-in in accordance with the Decision Making Process Rules.

 

Executive Decision Exemption from Call-in

 

Request to a Scrutiny Chair that an Executive Decision be exempt from Call-In for Scrutiny

 

Decision maker	Procurement Board
Nature of the decision	Approve contract Extension
Non-confidential reports Can be made available to the public	Yes – Approval for an Extension of Contract for Postal Services
Confidential reports Containing confidential or exempt information	None
Reason for confidentiality	N/A
Intended date of decision	15th March 2023
Officer contact details For any further information	Name: Tel: Email:	Peter Cowling 0161 793 3993 peter.cowling@salford.gov.uk
Is exemption from call-in for scrutiny needed?	Yes, Extension contract date was due for implementation on 1st March 2023
Scrutiny Chair Who has agreed the decision should be exempt from call-in	Name:	Cllr J Mullen (Chair of the Overview and Scrutiny Board)
	Signed:	J.A. Mullen
	Date:	10/03/2023

 

Request prepared by:

Peter Cowling

 

 

 

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:

 

·      Approval for an Extension of Contract for Postal Services

 

 

The reasons are:

·         In February 2015, a group of authorities from the Yorkshire and Humberside region agreed to form a collaborative group for the procurement of mail services in the region.  This was subsequently extended to include authorities from Greater Manchester with the intention of driving cost saving through volume-based discounts there has now been several contract renewals using this procurement group the group now consists of 24 authorities 

 

·         The aim of this procurement exercise was to establish a single service provider to deliver a robust postal service to the named contracting authorities that provide savings to all authorities and delivers social value

·         In February 2020 the Procurement Board approved the award of the postal service contract to Whistl Ltd.

 

Financial benefits:

Following notification of extensions by other framework partners including the lead authority Kirklees the collaborative group has secured better commercial pricing and terms than would possible individually, One of the major strengths of the Whistl agreement is Volume related discounts (VRD) to all participants based on combined volumes.

 

The minimum for collective authorities to achieve the maximum VRD is 15 Million mail items per annum. Currently, the YHA/Whistl agreement currently process in excess of 15 million items per annum, therefore, Salford should benefit from maximum VRD. Salford CC sent 925,435 items during 2022 (Jan-Dec)

The total saving achieved by Salford during 2022 in comparison with Royal mail services is £181,804 (Jan-Dec)

 

Additional savings benefits of this contract were reflected following a recent increase by Royal Mail on postal prices announced at 20% due to the benefits of collaborative discount and volumes Whistl were able to reduce this pricing impact to 17%, which will result in a saving of approx. £13K based on Salford’s 2022 volumes.

 

Whistl has agreed through clarification that all volumes contribute to achieving the overall volume-related discount ‘thresholds’ however discounts will only apply to the DSA items (this excludes, recorded or special delivery items). This will ensure that the authorities can benefit from all of their volumes being included in the commercial proposition.

 

Best Value:

This contract was procured via a competitive tender process, therefore, ensuring the best value supplier was appointed. Whilst Salford have the ability to procure this service individually, we would be unable to match the savings applied from volume-based discounts achieved by the collaborative offer.

 

Social Value:

Throughout the process, the authorities prioritised the delivery of greater social value and added emphasis to the provision of training and employment opportunities to local people by the successful supplier. In their response, Whistl indicated its commitment to generating employment in the local areas and through its supply.

 

Whistl has provided a statement outlining their Social value process (See supporting document Whistl social value Document)

 

Whistl has since opening their super hub in Bolton worked with a number of local authorities including Salford. Wigan, Bolton local colleges and schools to provide opportunities for employment.

 

In addition to supporting local authorities whistle have created a driver training academy since 2021 to train potential HGV drivers via apprenticeships for anyone over 18 with a drivers licences. Whistl have recently created a Greater Manchester Careers and Enterprise Advisor network to operate at local/Regional levels working with local schools to provide the oppoertunity for students to experience working life before they leave school with schemes ranging from logistics to support functions such as HR, Marketing and Finance. Salford will be looking to engage with these services via our account manager

 

Whistl also have a commitment to disadvantaged communities as part of its EDI charter (Equality Diversity Inclusion)

 

KPIs and Contract Monitoring –

·           KPIs will be monitored at quarterly intervals between the allocated Whistl account manager, Peter Cowling (SCC Business Manager) & Christopher Eckersley  (Document services manger)

·           KPI monitoring will include

o   All volumes of post in the period

o   Postal Class reports (to identify potential to change service class)

o   Invoicing Values

 

Options considered and rejected were: None

 

Assessment of risk: Low

 

The source of funding is: Revenue Budget

 

Legal advice obtained: Yes

 

Financial advice obtained:Yes

 

Procurement advice obtained: Yes

 

HR advice obtained: Not Applicable

 

Climate change implications obtained:Yes

 

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

·      RM1063 Tender Report – Summary paper produced by Lead Authorities outlining the result of the tender process (available on request)

·      Record of Decision 17/02/2020

 

Contact details:

Contact Officer:        Peter Cowling

Telephone number: 0161 779 4996

 

Please delete from the bullets below any which are not relevant

• This matter is also subject to consider by the Lead Member for Finance and Support Services
• The Lead Member has been consulted and is supportive of the proposed contract.
• The appropriate Scrutiny Committee to call-in the decision is the Procurement board

 

FOR DEMOCRATIC SERVICES USE ONLY

 

*   This decision was published on 15 March 2023.

*   This decision is not subject to call-in and comes into force with immediate effect.