{meta} 3 March 2019 - 17 March 2019

Decisions

In accordance with the constitution, the council publishes decisions taken by the City Mayor, Deputy City Mayors and Lead Members. Use the search options at the bottom of the page to find information regarding decisions taken at executive meetings after 24 January 2017.

Details of previous decisions are available as follows:

Officer decisions are not subject to call-in, however during the period of five working days from the publication of a decision taken by the City Mayor, Deputy City Mayors or a Lead Member, a request to 'call-in' a decision may be made by either:

Requests for call-in are only used in exceptional circumstances and if a decision is not called-in, it becomes effective at 4pm on the fifth working day following publication.

Decisions published

13/03/2019 - Request for Approval - Appointment of a Project and Programme Manager to Take a Client Lead on Grant Funded Infrastructure Projects ref: 452    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 13/03/2019 - Procurement Board

Decision published: 14/03/2019

Effective from: 22/03/2019

Decision:

Salford City Council - Record of Decision

 

I, Councillor Hinds, as Chair of the Procurement Board and Lead Member for Finance and Support Services, in exercise of the powers contained within the City Council constitution do hereby approve:

 

(1)       The appointment of an appropriately skilled consultant project and programme manager through the CAPPS Construction and Professional Services Framework or the STAR Procurement Framework to provide support in connection with the City Council’s growing workload of grant funded infrastructure projects.  This will initially be for a 12 month period.

 

(2)       An option to extend the appointment beyond the initial 12 month period, subject to future work load, availability of funding and reaching agreement with the Councils HR team and that;

 

(3)       Delegated Authority be given to the Strategic Director for Place to authorise an extension, subject to future workload, availability of funding and reaching agreement with the Councils HR team.

 

The Reasons are:

 

§  Salford City Council’s Regeneration Team has successfully made submissions for external funding for a range of infrastructure projects through both Growth Deal and the Greater Manchester Mayor’s Cycling and Walking Challenge Fund.

 

§  In addition, further funding bids are planned for a significant pipeline of new projects.

 

 

·       The City Council’s Regeneration Team had insufficient resource to adequately take the above projects forward and received authorisation from Procurement Board on the 23rd January 2019 to appoint 2 project and programme managers.  The process of procuring this support for a 12 month period through appropriate consultancy frameworks is currently underway.

 

·       However, further to resolving this resourcing issue a key member of staff who was already dealing with Growth Deal and the Greater Manchester Mayor’s Cycling and Walking Challenge Fund projects has handed in their notice and will be leaving in mid-March 19.  This resource is currently provided by Urban Vision Partnership and is funded through the Regeneration Capital Programme.

 

Options considered and rejected were not to appoint based on the following:

 

§  That without additional resource, the Council does not have the ability to deliver the infrastructure projects against which it has already secured funding.

 

§  Equally, the council’s ability to attract further grant funding for infrastructure projects is limited without additional resource in place.

 

Assessment of Risk: Overall risk to the Council is considered to be medium

This is based on the two bullet points immediately above, which relate to the council not being able to deliver externally funded projects.

Source of Funding:

 

The proposal to appoint a programme manager who will be working on projects   which are funded from the Growth deal grant and the Majors challenge fund, allow all costs to be re-claimed on a staged basis from the grant funding body at the Greater Manchester Combined Authority (GMCA).

Legal Advice obtained from Tony Hatton- 0161 219 6323

 

Financial Advice obtained from Natalie Birchall – ext 2316

 

Procurement Advice obtained from Jennifer Hilton – ext  6241

 

Contact Officer: Perry Twigg ext 6053

 

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

*         The appropriate scrutiny committee to call-in the decision is the      Growth and Prosperity Scrutiny Panel.

 

 

Signed:         BILL HINDS                                 Dated:     13 March 2019                                   

                     LEAD MEMBER


 

This decision was published on 14 March 2019.          

This decision will come in force at 4:00 p.m. on 21 March 2019 unless it is called-in in accordance with the Decision Making Process Rules.

 


13/03/2019 - Request for Approval - Contract Extension - Salford Handyperson Service ref: 451    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 13/03/2019 - Procurement Board

Decision published: 14/03/2019

Effective from: 22/03/2019

Decision:

Salford City Council – Record of Decision

 

I, Councillor Bill Hinds, as chair of the Procurement Board, in exercise of the powers conferred on me by the Scheme of Delegation of the Council do hereby approve:

The extension of the Contract for the Salford Handyperson Service as detailed in the table below:

Detail required

Contract Reference

Title/Description of Contracted Service/Supply/Project

Salford Handyperson Service

Name of Contractor

Swinton Community Business t/a Helping Hands

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Value of Contract Extension

£350,000

Per Annum (estimated average)

Existing Contract Term

01/04/2016

to

31/03/2019

Extension Period Requested

01/04/2019

to

31/03/2021

Contact Officer (Name & number)

Caren Green (0161 793 2835)

Lead Service Group

Place

Funding Source

Capital Programme


The Reasons are:   

 

Procurement Board granted approval on 29th April 2015 to go out to competition for the Citywide Handyperson service. The contract was awarded for an initial period of three years, with two optional extensions of 12 months each.  The extensions require approval by the Procurement Board. The initial 3 year period of the contract will expire on 31st March 2019.

 

Provision is made in the Council’s Private Sector Housing Assistance Policy for the Council to provide handyperson services and the policy sets out the eligibility criteria and the types of works which are expected from the delivery of the contract.

 

An OJEU compliant tender process was undertaken appointing Swinton Community Business t/a Helping Hands as the successful provider from April 2016.

 

An extension is in the best interests of the Council as the current provider is delivering a valued service that is meeting all contractual requirements. There is a robust business case for the extension of the Citywide Handyperson Service that includes evidence of the social value of the contract investment, good support from a wide range of professional stakeholders and demand from an important older, vulnerable demographic.

Members of the Procurement Board have expressed the view that there is merit in awarding an extension for the two additional years at this time in order to facilitate maximising value for money under the contract. 

Options considered and rejected were: Not to extend the Contract 


ASSESSMENT OF RISK: 

 

Medium: the contract will continue to be managed through established arrangements, which have been audited internally. It will be managed and monitored by a Contract Management Group and will comply with the performance and quality requirements of Salford City Council. As per existing arrangements, project management and further support will be provided by officers of Regulatory Services. Expenditure of the capital funding is monitored through the Housing and Regeneration Capital Programme Monitoring Group.

 

If the service is decommissioned it should be recognised that this contract is the main funding of the current provider and it will put at risk a significant number of the 19 posts currently managing and delivering the handypersons service.

Risk relates to the implications if the scheme does not continue or any risk if there is a potential delay in extending the contract.


SOURCE OF FUNDING:  

The Housing Capital Programme 2019/20 and 2020/21 - subject to approval through the annual budget setting process.


LEGAL IMPLICATIONS Submitted by: The Shared Legal Service

Tony Hatton, Principal Solicitor, tel. 219 6323

 

When commissioning goods, services or works the Council must comply with the public procurement regulations and its own Contractual Standing Orders (CSO’s). In that regard, the handyperson services contract described in the report was awarded in 2016 for a 3 year period with the option to extend for up to 2 further years.

 

It is an established principle that an existing public contract is capable of being extended (or modified providing any modification does not affect the overall nature of the contract) where the original agreement makes provision for the extension. CSO’s also allow for contract extensions to be made.

 

When the contract was originally awarded, it was clear that the initial term would be subject to a potential extension of two years, hence any risk that any extension granted could be subject to realistic challenge by an aggrieved provider, on the basis that it ought to have been put out again to tender and advertised in accordance with public contract regulations and CSO’s, is extremely low, and the option to extend within the original agreement is now being properly exercised.

 

It is not clear in the report what the value of the extension may be, but in accordance with CSO’s, where provision is made within an existing contract for an extension to the term, and the value is over £150,000, approval should be sought from Procurement Board.


FINANCIAL IMPLICATIONS Submitted by:  The Finance Team

Natalie Birchall Tel, 2316 06/02/2019

 

The proposal to extend the agreement for a further 12 month period from 1st April 2019 to 31st March 2020, will be funded from the 2019/20 approved capital programme.


PROCUREMENT IMPLICATIONS: Submitted by:  The Corporate Procurement Team, Deborah Derbyshire x 6244 

There was provision within the existing tender for the option to extend for a further one year, therefore this complies with the Public Contract Regulations and the City’s Contractual Standing Orders.

Going forwards a full analysis of the service will be carried out and approval requested before a procurement process is undertaken.


CONTACT OFFICER:     Caren Green                       TEL. NO. 0161 793 2835


This decision is not subject to consideration by another Lead Member

The appropriate Scrutiny Committee to call-in the decision is the Growth & ProsperityScrutiny Panel

 

Signed:         BILL HINDS                                 Dated:           13 March 2019                                  

                     LEAD MEMBER


 

This decision was published on 14 March 2019.          

This decision will come in force at 4:00 p.m. on 21 March 2019 unless it is called-in in accordance with the Decision Making Process Rules.

 


06/03/2019 - Swinton Town Centre ref: 449    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 06/03/2019 - Procurement Board

Decision published: 06/03/2019

Effective from: 14/03/2019

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:

 

(1)       An exception to Contractual Standing Orders in accordance with Paragraph 3.1 as follows:

·        The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the council’s interests.

·        Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, or materials or services exclusively provided by a statutory undertaker or other bodies.

 

(2)       The award of the contract for advice as part of the Swinton Transformation Masterplan from Cheetham and Mortimer as detailed in the table below:

Detail required

Title/Description of Contracted Service/Supply/Project

Swinton Transformation Masterplan

Name of Successful Contractor

Cheetham & Mortimer

Supplier Registration Number

(to be supplied by Corporate Procurement)

03151105

Type of organisation

(to be supplied by Corporate Procurement)

Limited Liability Partnership

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£50,000

Full Project

Contract Duration

4 months

Contract Start Date

13/03/2019

Contract End Date

12/07/2019

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

N/A Choose an item.

Contact Officer (Name & number)

Kurt Partington 779 4913

Lead Service Group

Place

Reason for CSO Exception

(select all that apply)

The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interests

X

Specialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodies

X

For reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturer

Where any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevail

Where the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end dates

There are value for money reasons justifying a CSO Exception

School Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing orders

The shared legal service, in respect of the appointment of counsel

Strategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990

Funding Source

Capital Programme

 

The Reasons are: The masterplan for Swinton is at an early stage and additional advice is needed to inform the preparation of further work.

Assessment of Risk: In view of the reasons presented for the proposed exception and the value of the tender threshold, the risk of any such challenge may be regarded as extremely low.

 

The source of funding is Capital Programme 18/19.

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

Financial Advice obtained by Alex Archer, Finance Manager, 778 0498.

Procurement Advice obtained by Jennifer Hilton, 686 6241.


Contact Officer: Kurt Partington                        Tel No 779 4913

 

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

 

*         The appropriate scrutiny committee to call-in the decision is the Growth and Prosperity Scrutiny Panel.

 

 

Signed:      BILL HINDS                          Dated:        06 March 2019                   

                     Lead Member

 

 

*         This decision was published on 06 March 2019

 

*         This decision will come in force at 4.00 p.m. on 13 March 2019 unless it is called-in in accordance with the Decision Making Process Rules.

 


06/03/2019 - Request for approval - Contract renewal - Over 100kW Electricity and Unmetered Street Lighting ref: 450    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 06/03/2019 - Procurement Board

Decision published: 06/03/2019

Effective from: 14/03/2019

Decision:

Salford City Council - Record of Decision

 

I Paul Dennett, the City Mayor, in exercise of the powers contained within the City Council constitution do hereby:

  1. Approve that the contract for the supply of unmetered public lighting be awarded to Scottish & Southern electric (SSE). The contract will commence 1 April 2019 for a 24 month period.
  2. Approve that the over 100kW contract for the supply of electricity be awarded to Haven Power. The contract will commence 1 April 2019 for a 24 month period.

The Reasons are following the procurement of the energy contracts via a fully compliant Manchester multi-supplier framework, the above suppliers submitted the most overall economically advantageous contracts. It is anticipated the 24 month contract durations for the unmetered public lighting and over 100kW electricity supplies will result in an overall cost increase of £307,622 and £519,727 respectively per annum.

Options considered and rejected were 12 month fixed contract durations as opposed to the 24 months due to relatively small margin of less than 1% and the potential risk of a significant increase in energy prices in the short term.  The 24 month contracts therefore provide budget certainty at time of rising energy prices.

The contract agreed for both unmetered public lighting and over 100kW electricity are 100% green, therefore showing Salford City Council’s support for the generation of electricity from renewable sources to tackle climate change.

Assessment of Risk           Low

The source of funding is general fund revenue budget and schools responsible for own funding.

Legal Advice obtained from Tony Hatton, Principal Solicitor

Financial Advice obtained from Gemma Singleton, Finance Officer

Procurement Advice obtained from Jennifer Hilton, Category Manager

Contact Officer: Majid Maqbool                         Tel No 607 6987

 

This decision is not subject to consideration by another Lead Member

The appropriate scrutiny panel to call-in the decision is the Growth and Prosperity Scrutiny Panel and the Overview and Scrutiny Board.

 

Signed:         PAUL DENNETT                          Date:    06 March 2019  

                     City Mayor

 

 

*         This decision was published on 06 March 2019.          

*         This decision will come in force at 4.00 pm on 13 March 2019 unless it is called-in in accordance with the Decision Making Process Rules.

 


06/03/2019 - Greening the Grey - Lowry Plaza Improvement Project ref: 448    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 06/03/2019 - Procurement Board

Decision published: 06/03/2019

Effective from: 14/03/2019

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:

 

A total expenditure of £338,712.21 for the implementation of the Greening the Grey: Lowry Plaza Improvement project comprising of:

 

  1. A Target Price of £306.506 submitted by Groundworks Landscapes LTD to carry out the works.

 

  1. Urban Vision Professional Services fees of £32,206.21Landscape Design, Supervision, and CDM duties associated with the above works.

 

Detail required

Title/Description of Contracted Service/Supply/Project

Greening the Grey: Lowry Plaza Improvement Project 

Name of Successful Contractor

Groundworks Landscape Ltd

Supplier Registration Number

(to be supplied by Corporate Procurement)

1339901

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

Other Costs

£306.506

£32,206.21

Full Project

Contract Duration

3 Months

Contract Start Date

13/03/2019

Contract End Date

19/06/2019

Optional Extension Period 1

months

Optional Extension Period 2

months

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Peter O’Hare x6040

Lead Service Group

Place

How the contract was procured?

(to be supplied by Corporate Procurement)

Framework Call-off (Mini Competition)

Framework Details (where applicable)

(Procurement Body, Framework Reference & Title, Start/End Dates, Hyperlink, etc.)

Landscape

Funding Source

Combination of Above (please detail below)

Capital Programme & s.106

 


 

The Reasons are: The project will provide significant environmental improvements to one of Salford’s major visitor attractions. It will also improve safety and enhance access across the plaza through enhanced lighting and the reprofiling of adjoining spaces.

Options considered and rejected were: Do nothing; it would not have achieved the strategic aim to increase greening across the Salford Quays.  More comprehensive development; Cost would have been prohibitive and would not have met Value for Money assessments. 

Assessment of Risk: Low/Medium; contract value is relatively low and works are not extensive.  Legal advice highlights that any section 106 works could be challenged by developer as to appropriateness; it is deemed that the works conform to original description. There is a retained risk that 

The source of funding is a combination of Capital Programme 2018/2019 & s.106 payments (received).

Legal Advice obtained: Tony Hatton 0161 219 6323 .

Financial Advice obtained: Natalie Birchall  0161 793 2316 .

Procurement Advice obtained Deborah Derbyshire 0161 686 6244 .

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

008814-UVP-ELS-XX-DR-L-0002_D2_P08 Landscape General Arrangement

 


Contact Officer: Peter O’Hare                           Tel No: 0161 779 6040

 

*         This matter is not subject to consideration by any other Lead Member

 

*         The appropriate scrutiny committee to call-in the decision is the Growth and Prosperity Scrutiny Panel.

 

 

 

Signed:      BILL HINDS                          Dated:        06 March 2019                   

                     Lead Member

 

 

*         This decision was published on 06 March 2019

 

*         This decision will come in force at 4.00 p.m. on 13 March 2019 unless it is called-in in accordance with the Decision Making Process Rules.