{meta} 13 March 2020 - 27 March 2020

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

25/03/2020 - Request for Approval - Appointment of Contractor - Council New build Housing ref: 660    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 25/03/2020 - Procurement Board

Decision published: 27/03/2020

Effective from: 04/04/2020

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 appointment of Wates Construction Limited as detailed below to assist in the development of a business case for the delivery of new build council housing as detailed below

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

To deliver works to assist the Council in taking forward proposals for the delivery of Council new build affordable housing on the Longshaw Drive site in Little Hulton

Name of Successful Contractor

Wates Construction Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

09177848

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

£235,000 excl VAT

Full Project

Contract Duration

2-4 months

Contract Start Date

02/04/2020

Contract End Date

28/08/2020

Optional Extension Period 1

1 Month

Optional Extension Period 2

0 months

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Peter Openshaw x 3050

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Scape Framework

Framework Details (where applicable)

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

Scape Framework

Funding Source

Capital Programme

 

 

 


 

The Reasons are – That the appointment of Wates, and the work they will undertake, is necessary to assist the development of a business case for the delivery of around 200 new build units on the Longshaw Drive in Little Hulton.This forms part of a wider project for the delivery of new build housing on Council sites, by the Council for which a detailed business case is being prepared for consideration by the City Mayor in June 2020.

Options considered and rejected were- To do nothing and /or to seek proposals from other contractors

 

Assessment of Risk- Low in terms of the appointment and proposed works that will result in the submission of a planning application for the proposals.

The risk to the business case would be high if these works were not commissioned as the business case would lack critical information

 

The source of funding is -The approved Capital programme

 

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

 

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 call off exercise in accordance with the Scape Framework referred to in the body of the report.

 

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 a contracting authority, 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.

 

Assuming the Scape framework agreement permits direct allocation and the form of contracts referred to are as dictated by the framework, this is compliant with CSO’s and PCR. The only point I would mention is do we want to be more explicit when referring to the construction forms of contract i.e NEC 3 - Professional Services Contract. 

 

Legal would be happy to assist with preparing any subsequent contractual documentation upon receipt of instructions to ensure the Council’s position and interests are protected, and assume to be this to be an NEC 3 -Option A template, or as otherwise specified  by the framework agreement.  

Financial Advice obtained- Chris Mee, Strategic Finance Manager Tel 778. 0434

The cost of these works of £248k will be met from within the approved 2020/21 capital programme for Place, specifically from within the £500k virement of funding to be approved by the Lead Member for Finance and Support services on the 19th March 2020 in relation to proposals to advance the delivery of business case supporting the development of new build housing by the City Council.

 

Procurement Advice obtained- Deborah Derbyshire x 6244

 

The Scape framework agreement has been established with the option to direct award with Wates as the only contractor through the Framework under Lot 4, for contract values of between £10mil to £50mil for design and build.  This is the preferred option at this stage to utilise the direct award facility to Wates and then the option to continue to complete the works and services provided as identified above.  The framework has been advertised and awarded through an OJEU compliant procedure and this therefore conforms with the Procurement Contract Regulations and the Council’s Contractual Standing Orders

 

HR Advice obtained-Not applicable

 

Climate Change Implications obtained- This will be considered at a later date linked to the development proposals

 

Contact Officer: Peter Openshaw

Telephone number: 0161-793-3050

 

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 Panel.

 

 

Signed: COUNCILLOR BILL HINDS        Dated: 27 March 2020

                        Lead Member

 

 

*           This decision was published on 27 March 2020

*           This decision will come in force at 4.00 p.m. on 3 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.


25/03/2020 - Request for Approval - Contract Award - Water System Risk Assessments and Water Hygiene Monitoring Services ref: 659    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 25/03/2020 - Procurement Board

Decision published: 26/03/2020

Effective from: 03/04/2020

Decision:

Salford City Council - Record of Decision

 

I Councillor Bill Hinds  in exercise of the powers conferred on me by the Scheme of Delegation of the Council do hereby approve:-

 

(a)  The award of the following contract for a project approved under the current Corporate Revenue Funding:-

 

(i) Acceptance of the tender from hsl Compliance Limited in the sum of £155,090.70 over three years for water system risk assessments and water hygiene monitoring services on corporate and educational properties.

 

Detail required

Title/Description of Contracted Service/Supply/Project

Water system risk assessments and water hygiene monitoring services.

Name of Successful Contractor

hsl Compliance Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

                                 02425951

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

              Status of Organisation           

(to be supplied by Corporate Procurement)

SME

Contract Award Price

£51,696.90 per annum split between £11,793.30 for schools and £39,903.60 for corporate properties

Per Annum (estimated average)

Contract Value Including Fees and approved QRA

(if applicable )

£155,090.70 over 3 years

Full Project

Contract Duration

3 years

Contract Start Date

01/04/2020

Contract End Date

31/03/2023

Optional Extension Period 1

12 months

Optional Extension Period 2

12 months

Who will approve each Extension Period?

Strategic Director (extension < £100k)

Contact Officer (Name & number)

Gregory Durkin 0161 779 4942

Lead Service Group

Place Directorate 

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.)

ESPO Framework 198 – Water System Risk Assessment and Water Hygiene Monitoring Services 

Funding Source

SCC Corporate Revenue Budget and Third Party ((Schools) Direct Payments

 

The Reasons are:   To enable the service contract to progress as programmed and be commissioned to start for April 2020. 

 

Options considered and rejected were:None.  All procedures are in accordance with normal Standing Orders.

 

Assessment of Risk:  High. It is a statutory requirement that the Council comply with the water hygiene and testing regulations. The existing service contract expires at the end of March 2020 and a new contract is required to be in place from April 2020.

 

 The source of funding is: The funding sources available for the corporate property water testing and monitoring are those under the 2020/21 Corporate Revenue Budget and are detailed in reports previously submitted to Cabinet for approval. Third party (schools) costs will be paid directly by themselves.

 

Legal Implications: Supplied by: Tony Hatton, Principal Solicitor, tel. 0161 219 6323.

 

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 ESPO Framework 198 – Water System Risk assessment and Water Hygiene Monitoring Services framework agreement.

 

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. Two tenders were received from framework suppliers for this project, which have been evaluated on the most economically advantageous tender basis in line with procurement procedures resulting in the proposed award of the contract to hsl Compliance Limited. The procurement procedures therefore appear robust and compliant with the requirements of the Council’s CSO’s and public procurement legislation.

 

Legal Services will assist with preparing any contractual documentation upon receipt of instructions to ensure the Council’s position and interest are protected.

 

 

 

 

 

Financial Implications: Supplied by Gemma Singleton (Finance Officer – Level 2)  Tel: 0161 793 2578.

 

There is funding available under the approved Corporate Revenue Budget to meet the annual scheme costs for corporate property water hygiene testing and monitoring - (£39,903.60 per annum for three years totalling £119,710.80). Third party (schools) costs estimated at £11,793.30 per annum will be paid directly by themselves.

 

 

Procurement Implications: Christine Flisk (Category Manager - Corporate Procurement Team) Tel 0161 686 6245

 

The project has been competitively tendered under the Council’s Constitution governing contract procurement in accordance with a mini competition under the ESPO Framework 198 – water Risk assessment and Water Hygiene Monitoring Services framework agreement. The winning tenderer has submitted the most economically advantageous offer which also supports the Council’s objectives of delivering social value on this contract.

 

Contact Officer: Peter Openshaw - Assistant Director (Regulatory and Client Services) Tel. 0161 793 3050      

 

This matter 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:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 


25/03/2020 - Request for Approval - Contract Award - Arboricultural Services ref: 658    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 25/03/2020 - Procurement Board

Decision published: 26/03/2020

Effective from: 03/04/2020

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:

 

Approval to award a contract for Arboricultural Services

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Arboricultural Services

Name of Successful Contractor

GM Tree Station

Supplier Registration Number

(to be supplied by Corporate Procurement)

31552R (regulated by The FCA not Companies House)

Type of organisation

(to be supplied by Corporate Procurement)

Other

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£130,000

Per Annum (estimated average)

Contract Duration

22 months

Contract Start Date

01/06/2020

Contract End Date

31/03/2022

Optional Extension Period 1

12 months

Optional Extension Period 2

12 months

Who will approve each Extension Period?

Strategic Director (extension < £150k)

Contact Officer (Name & number)

Annie Surtees x 1153

Lead Service Group

Place

How the contract was procured?

(to be supplied by procurement)

Open Procedure

Framework Details (where applicable)

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

n/a

Funding Source

Combination of Above (please detail below)

 

 

 


 

The Reasons are

 

The Arboricultural Service contract has been in place since August 2004, with the existing contract being entered into in April 2016 and scheduled to expire on the 31st March 2020, extended to 31st May 2020.

 

The contract relates to the provision of tree works within the City.

In accordance with the approval in September 2019 and in order to comply with the EU regulations and Contractual Standing Orders it was agreed that the contract be re – tendered.

 

Options considered and rejected were to use an existing framework within Greater Manchester or in-house service

 

Assessment of Risk: High

 

The city council as tree owner needs to ensure that its trees do not pose a danger to the public or property and are managed appropriately, it is therefore essential that an arboricultural contract is in place to maintain the city’s tree asset.

 

The source of funding is: Revenue and capital

 

Legal Advice obtained: Yes

 

Financial Advice obtained: Yes

 

Procurement Advice obtained: Yes

 

HR Advice obtained: n/a

 

Climate Change Implications obtained: Yes

 

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

Report to Procurement Board, 25th March 2020

Arboricultural Service Award from tender

 

 

Contact Officer: Annie Surtees

Telephone number: 925 1153

 

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

 

 

Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 


25/03/2020 - Request for Approval - Contract Award - Supply, Installation and Maintenance of Multi-Functional Printers and Print Centre Equipment ref: 657    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 25/03/2020 - Procurement Board

Decision published: 26/03/2020

Effective from: 03/04/2020

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 a contract for the Supply, Installation and Maintenance of Multi-Functional Printers and Print Centre Equipment

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Supply, Installation and Maintenance of Multi-Functional Printers and Print Centre Equipment

Name of Successful Contractor

Ricoh UK Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

01271033

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

£180,000

Per Annum (estimated average)

Contract Duration

60 months

Contract Start Date

01/09/2020

Contract End Date

31/08/2025

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)

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 Service (CCS) RM3781 Lot 2 Multifunctional Devices, Managed print and content services and records management

Framework Start Date: 26.10.16

Framework End Date: 25.10.20

https://www.crowncommercial.gov.uk/agreements/rm3781

Funding Source

Revenue Budget

 

 

 


 

The Reasons are

To seek approval for the award of the above-mentioned contract, The authority’s contract for provision of multifunction device will expire on 31/08/2020. The award of this contract will ensure that the authority can continue to provide printed output across the business until 2025. Significant cost savings and equipment improvements have been negotiated

 

Options considered and rejected were

None

 

Assessment of Risk

If the Council chose not to award a contract following this procurement exercise, the Council will be at risk of not having an MFP fleet beyond 31st August 2020 due to the inability of the incumbent provider to continue to service the equipment past this date and there are no further opportunities to extend the contract. This would ultimately impact on the ability of certain functions to deliver their services who have a reliance on printed materials

 

The source of funding is

Revenue Budget

 

Legal Advice obtained

Yes

 

Financial Advice obtained

Yes

 

Procurement Advice obtained

Yes

 

HR Advice obtained

Yes

 

Climate Change Implications obtained

Yes

 

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

None

 

Contact Officer: Peter Cowling

Telephone number:0161 779 4996

 

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

 

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

 

Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 


25/03/2020 - Request for Approval - Contract Award - Vehicle Replacement Programme ref: 661    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 25/03/2020 - Procurement Board

Decision published: 26/03/2020

Effective from: 03/04/2020

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)    The purchase of Electric Car/Derived Vans as detailed in the table below: -

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Electric Car/Derived Vans

Name of Successful Contractor

Pentagon

Supplier Registration Number

(to be supplied by Corporate Procurement)

01862751

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

£239,489.22

Full Project

Contract Duration

One off project

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

Place

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

YPO Supply of Electric Car/Vans 799 managed by GMP

 

Funding Source

Capital Programme

 


 

The Reasons are:-

The purpose of this report is to seek approval for the purchase of electric car/derived vans.

 

Options considered and rejected were N/A

 

Assessment of Risk - Low

 

The source of funding is - Capital

 

Legal Advice obtained - Yes

 

Financial Advice obtained - Yes

 

Procurement Advice obtained - Yes

 

HR Advice obtained – N/A

 

Climate Change Implications obtained - Yes

 

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

 

The relevant documents contain exempt or confidential information and are not available for public inspection.

Contact Officer: Terry Dixie

Telephone number: 925 1046

 

The appropriate Scrutiny Committee to call-in the decision is the Growth and Prosperity.

 

Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

2. The purchase of Grounds Maintenance Vehicles and Street Cleansing vehicles as detailed in the table below: -

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Purchase of Grounds Maintenance Vehicles, Street Cleansing Vehicles and Vehicles Management Services

Name of Successful Contractor

Ford

Supplier Registration Number

(to be supplied by Corporate Procurement)

03323849

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

£976,000

Full Project

Contract Duration

One off project

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

Place

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

YPO Supply of specialist Vehicles 960

Funding Source

Capital Programme

 

 

 


 

The Reasons are:-

The purpose of this report is to seek approval for the purchase of Grounds Maintenance Vehicles and Street Cleansing vehicles.

 

Options considered and rejected were N/A

 

Assessment of Risk - Low

 

The source of funding is - Capital

 

Legal Advice obtained - Yes

 

Financial Advice obtained - Yes

 

Procurement Advice obtained - Yes

 

HR Advice obtained – N/A

 

Climate Change Implications obtained - Yes

 

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

 

The relevant documents contain exempt or confidential information and are not available for public inspection.

Contact Officer: Terry Dixie

Telephone number: 925 1046

 

The appropriate Scrutiny Committee to call-in the decision is the Growth and Prosperity.

 

 

Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

3. The purchase of purchase of 26 tonne and 18 tonne Refuse Collection Vehicles

as detailed in the table below: -

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

Refuse Collection Vehicles 26 tonne and 18 tonne

Name of Successful Contractor

Dennis Eagle

Supplier Registration Number

(to be supplied by Corporate Procurement)

03794455

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

 

£981,158

Full Project

Contract Duration

One off project

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

Place

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

YPO Supply of specialist Vehicles 960

Funding Source

Capital Programme

 

 

 


 

The Reasons are:-

The purpose of this report is to seek approval for the purchase of 26 tonne refuse collection vehicles and 18 tonne refuse collection vehicles.

 

Options considered and rejected were N/A

 

Assessment of Risk - Low

 

The source of funding is - Capital

 

Legal Advice obtained - Yes

 

Financial Advice obtained - Yes

 

Procurement Advice obtained - Yes

 

HR Advice obtained – N/A

 

Climate Change Implications obtained - Yes

 

 

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

 

The relevant documents contain exempt or confidential information and are not available for public inspection.

Contact Officer: Terry Dixie

Telephone number: 925 1046

 

The appropriate Scrutiny Committee to call-in the decision is the Growth and Prosperity.

 

 

Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 

4. The purchase of 3 Large Sweepers and 8 Mini Sweepers as detailed in the table below: -

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

3 x Large Sweepers

Name of Successful Contractor

Scarab

Supplier Registration Number

(to be supplied by Corporate Procurement)

04988960

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£351, 402

Full Project

Contract Duration

One off project

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

Place

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

YPO Supply of specialist Vehicles 960

Funding Source

Capital Programme

 

Detail required

Answers

Title/Description of Contracted Service/Supply/Project

8 x Mini Sweepers

Name of Successful Contractor

Hako

Supplier Registration Number

(to be supplied by Corporate Procurement)

01414225

Type of organisation

(to be supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate Procurement)

SME

Contract Value

£664,868.80

Full Project

Contract Duration

One off project

Contract Start Date

Contract End 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)

Terry Dixie 925 1046

Lead Service Group

Place

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

YPO Supply of specialist Vehicles 960

 

Funding Source

Capital Programme

 

 

 

 


 

The Reasons are:-

The purpose of this report is to seek approval for the purchase of 3 Large Sweepers and 8 Mini Sweepers.

 

Options considered and rejected were N/A

 

Assessment of Risk - Low

 

The source of funding is - Capital

 

Legal Advice obtained - Yes

 

Financial Advice obtained - Yes

 

Procurement Advice obtained - Yes

 

HR Advice obtained – N/A

 

Climate Change Implications obtained - Yes

 

 

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

 

The relevant documents contain exempt or confidential information and are not available for public inspection.

Contact Officer: Terry Dixie

Telephone number: 925 1046

 

The appropriate Scrutiny Committee to call-in the decision is the Growth and Prosperity.

 

 

Signed:  COUNCILLOR BILL HINDS       Dated: 25 March 2020

                        Lead Member

 

 

*           This decision was published on 25 March 2020

*           This decision will come in force at 4.00 p.m. on 1 April 2020 unless it is called-in in accordance with the Decision Making Process Rules.

 


23/03/2020 - Land Acquisition - Brackley Housing Development Projected Future Pupil Yield ref: 656    Recommendations Approved

Decision Maker: Property / Regeneration Briefing

Made at meeting: 23/03/2020 - Property / Regeneration Briefing

Decision published: 23/03/2020

Effective from: 31/03/2020

Decision:

Salford City Council - Record of Decision

 

I, Paul Dennett, City Mayor, in exercise of the powers contained within the City Council constitution do hereby approvethe acquisition of identified land located in Little Hulton, within the current market valuation to support projected pupil yield demand arising from the Blackley Housing development.

 

The Reasons are the acquisition and retaining of the land for future education use provides an available solution to manage the potential demand risk that could arrive from the projected pupil yield.

 

Options considered and rejected were: There is only one primary school that would allow for any further on site expansion within the statutory two mile travel threshold of the planning area. This would still leave a shortfall of places based on the current projected pupil yield.  

 

Assessment of Risk: The City Council will need to have a clear strategy for ensuring there are sufficient places available. A potential added advantage of purchasing the site is should pupil yield and demand not arrive then land could be released for housing and the Basic Need reimbursed.

 

The source of funding is: Basic Need Capital Funding

 

Legal Advice obtained: N/A

Financial Advice obtained: N/A

Procurement Advice obtained: N/A

 

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

 

The relevant documents contain exempt or confidential information and are not available for public inspection.

Contact Officer:  Craig Monaghan                        Tel 778 0339

 

This decision is not subject to consideration by another Executive Lead Member/Director

 

 

 

The appropriate scrutiny panels to call-in the decision are the Children’s Scrutiny Panel and the Growth and Prosperity Scrutiny Panel

 

 

 

 

Signed: Paul Dennett         

City Mayor

Dated: 23 March 2020

 

This decision was published on Monday 23 March 2020     

                                   

This decision will come in force at 4.00 p.m. on Monday 30 March 2020                                    unless it is called-in in accordance with the Decision Making Process Rules.

 

 


23/03/2020 - Unit 3 Ralli Courts, Stanley Street, Salford ref: 655    Recommendations Approved

Decision Maker: Property / Regeneration Briefing

Made at meeting: 23/03/2020 - Property / Regeneration Briefing

Decision published: 23/03/2020

Effective from: 31/03/2020

Decision:

Salford City Council - Record of Decision

 

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

 

  1. Approve the level of compensation in respect of the compulsory purchase of the claimant’s interest in Unit 3 Ralli Court, Stanley Street, Salford.
  2. Approve the payment of the balance of compensation in full and final settlement of all claims made against the Council, adjusted to reflect the previous advance payment paid in accordance with Section 52 of the Land Compensation Act 1973 as detailed in this report.

3.    Authorise the Shared Legal Service to complete all necessary documentation and to take all steps which are required to give effect to the above recommendations.

 

The Reasons are:   The subject property shown edged red on the attached plan vested with the City Council on 30th April 2014 as part of the Salford City Council (Salford Central) Compulsory Purchase Order 2010.

 

An advance payment of compensation was paid to the claimant on 24th October 2014 based on 90% of the Council’s estimated level of compensation at that date and in accordance with Section 52 of the Land Compensation Act 1973.

 

The level of compensation has now been provisionally agreed and approval is sought to the level of compensation and to pay the balance of compensation in full and final settlement of all claims made against the Council.

 

Options considered and rejected:             Not applicable

 

Assessment of Risk:                                    Low

 

The source of funding is:                            Revolving Acquisition Fund (RAF)

 

Legal Advice obtained:                               Yes Michelle Brice, Manchester and Salford Shared Legal Services.

 

Financial Advice obtained:                         Yes, Chris Mee Strategic Finance Manager

 

Procurement Advice obtained:                  Not applicable

 

 

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

The relevant documents contain exempt or confidential information and are not available for public inspection.

Contact Officer:        Sarah Malone                       Tel No 0161 779 6073

 

 

 

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

 

 

 

 

 

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

 

 

 

 

Signed: Paul Dennett

City Mayor

Dated: 23 March 2020

 

 

 

*           This decision was published on Monday 23 March 2020                                         

*           This decision will come in force at 4.00 p.m. on Monday 30 March 2020                                                unless it is called-in in accordance with the Decision Making Process Rules.

 

 


23/03/2020 - Islington Mill, Ordsall ref: 654    Recommendations Approved

Decision Maker: Property / Regeneration Briefing

Made at meeting: 23/03/2020 - Property / Regeneration Briefing

Decision published: 23/03/2020

Effective from: 31/03/2020

Decision:

Salford City Council - Record of Decision

 

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

 

1.    The tender process for the Islington Mill project proceeding.

 

2.    Islington Mill Arts Club as the contracting organisation for the Islington Mill/New Islington Mill project and that:

 

3.    The City Council and Islington Mill Arts Club draw up and enter into a grant funding agreement (subject to a successful ERDF (European Regional Development Fund) funding bid).

 

4.    The council underwriting and financing public sector match up to a maximum value of £1.5 million.

 

5.    Negotiation continuing with the owner of New Islington Mill to secure the sale of the property to the council and;

 

6.    Should it be necessary, purchasing the property ahead of a decision on the ERDF funding.

The Reasons

 

  • One of the key reasons for bringing this report forward now (ahead of a decision on the ERDF funding bid in June 2020) is that one element of match funding for the project (£858,000 from Arts Council England) is at risk, unless tangible progress is demonstrated on moving the project forward.

 

Discussions with Arts Council England and their advisors has indicated that we need to make meaningful use of the period of time, up to the expected decision on ERDF funding by progressing the procurement process.  Subject to a positive decision on the funding, the project could then be progressed without delay to achieve a programmed start on site in January 2021.

 

  • The other key reason is to de-risk the sale of New Islington Mill to the council from falling through.

 

Prior to the submission of the ERDF funding bid draft Heads of Terms were agreed with the owner of New Islington Mill to sell the property to the Council.  However, it has since emerged that the owner has also been in discussion with another interested party.

 

If the owner were to sell New Islington Mill to another party, then the ambition of the City Council and Islington Mill Arts Club (IMAC) to refurbish and expand managed workspace for a creative industries hub centred on Islington Mill could not be fully achieved.

 

Options considered and rejected were:

  • Not to bring forward the procurement process ahead of a decision on the ERDF funding bid.  However, this would have risked the loss of £858,000 Arts Council England match funding.

 

  • Not to continue negotiating with the owner of New Islington Mill and wait for a decision on the ERDF funding bid.  However, this could increase the risk of the council not securing the purchase of the property, which would result in the aims of the project not being fully achieved.

 

Assessment of Risk .

 

Medium: The key risks identified are as follows: -

 

1.    One of the key reasons for bringing this report forward now (ahead of a decision on the ERDF funding bid) is that one element of match funding for the project (£858,000 from Arts Council England) is at risk, unless tangible progress is demonstrated on moving the project forward.

 

Discussions with Arts Council England and their advisors has indicated that progressing the OJEU procurement process ahead of the ERDF decision would enable the project to progress as quickly possible should funding be confirmed.

 

2.    Prior to the submission of the ERDF funding bid draft Heads of Terms were agreed with the owner of New Islington Mill to sell the property to the Council.  However, it has since emerged that the owner has also been in discussion with another interested party.

 

If the owner were to sell New Islington Mill to another party, then the ambition of the City Council and Islington Mill Arts Club to refurbish and expand managed workspace for a creative industries hub centred on Islington Mill could not be fully achieved.

 

Continued negotiation with the owner of New Islington Mill is therefore crucial to mitigate against this risk.

 

3.    The Council has agreed to underwrite and finance public sector match up to a maximum of £1.5 million in the ERDF funding bid.  The Council will endeavour to secure funding from a range of potential sources to offset this amount.  However, the key risk to the Council is that some/all of this funding cannot be secured.

The source of funding is :

 

-       Salford City Council Grant (secured)

-       Arts Council England Grant (secured)

-       IMAC fundraising (secured)

-       Heritage Lottery Fund (secured)

-       ERDF Capital Grant (decision expected June 2020)

-       Public Sector Match to ERDF (City Council to underwrite, finance and work to secure additional funding to offset)

 

Legal Advice obtained  : Tony Hatton

 

Legal Services has attended two meetings with the Contact Officer and Procurement to discuss this Project. Legal Services is aware of the funding, procurement and contract structure as detailed above. The Council has previously undertaken projects with a similar grant funding and contract structure such as New Bailey Gateway.

 

Legal shall draft and advise on the grant funding agreement between the Council and Islington Mill Arts Club (IMAC) referred to in the report. It will be important to ensure that this grant funding agreement flows down any requirements placed upon the Council by ERDF onto IMAC.

 

IMAC will be the organisation which tenders for and enters into the works contracts referred to. Accordingly the Council will not be the contracting authority for the purposes of the procurement regulations in this scenario, but will be providing on-going advice, assistance, and support to IMAC, to ensure that IMAC complies with relevant legislation and the Council’s own procedures, which will be obligations under the grant funding agreement with and required by ERDF.

Legal services will remain engaged with the relevant officers and procurement throughout this process, and advise and assist where requested, including drafting and reviewing documentation.

 

Financial Advice obtained : Natalie Birchall Finance Officer L2 Ext 2316

 

The council committed, in December 2019, to continue developing the ERDF funding bid, a decision is expected in June 2020, and any associated costs will be funded from the approved 2019/20 capital programme.

In January 2020 the council committed up to £1.5m, 50% of public sector match funding required. This report sets out the options being explored to reduce the gap, with potential contributions from ECF, Arts Council and HLF.

If none of the target funding can be secured in the next financial year the council will finance 2020/21 costs from the approved place programme.

Beyond 2020/21 would be subject to the normal capital bid / agreement process.

 

The proposals to progress option 3, at this stage are set out to reduce the risk and secure the Arts Council match of £858k.

Option 3 requires a grant funding agreement with IMAC and SCC.

 

The council is in negation with the owner of New Islington mill and should it be necessary, purchases the property ahead of a decision on the ERDF funding.

 

 

Procurement Advice obtained : Christine Flisk ext 6245

 

As the funding will be passed to IMAC through the formulation of a grant funding agreement the council will not act as the contracting authority for the 3 packages identified.  As outlined within the report the IMAC will have to follow public sector procurement regulations to ensure compliance with the funding organisations.  The procurement team will work closely with IMAC to ensure compliance with the Public Procurement regulations required by ERDF.

 

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

The background documents contain exempt information and are not available for public inspection

Contact Officer: Perry Twigg                                  Tel No 0161 779 6053

 

 

 

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

 

 

 

 

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

 

 

 

 

 

 

 

Signed: Paul Dennett

City Mayor

Dated: 23 March 2020

 

 

 

*           This decision was published on Monday 23 March 2020                                         

*           This decision will come in force at 4.00 p.m. on Monday 30 March 2020                                                unless it is called-in in accordance with the Decision Making Process Rules.

 


23/03/2020 - Land at Irlam Wharf, Cadishead ref: 653    Recommendations Approved

Decision Maker: Property / Regeneration Briefing

Made at meeting: 23/03/2020 - Property / Regeneration Briefing

Decision published: 23/03/2020

Effective from: 31/03/2020

Decision:

Salford City Council - Record of Decision

 

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

 

  1. Approve the disposal of land at Irlam Wharf Road, Irlam

 

  1. Authorise the Shared Legal Service to negotiate, agree and complete the necessary documentation and the taking of all steps which are expedient to give effect to the above recommendation.

 

The Reasons are:   To facilitate the future development of the site

 

Options considered and rejected:             n/a

 

Assessment of Risk:                                    Low

 

The source of funding is:                            n/a

 

Legal Advice obtained:                               Gaynor Corfe, Head of Property, City Solicitor’s Division

 

Financial Advice obtained:                         Chris Mee Strategic Finance Manager

 

Procurement Advice obtained:                  Not applicable

 

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

Report submitted to property/Regeneration Briefing on 23 March 2020

Contact Officer:        Angela Martens                    Tel No 0161 779 6077

 

 

This decision is not subject to consideration by another Lead Member or Strategic Director

 

 

 

 

 

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

 

 

Signed: Paul Dennett

City Mayor

Dated: 23 March 2020

 

 

 

*           This decision was published on Monday 23 March 2020                                         

*           This decision will come in force at 4.00 p.m. on Monday 30 March 2020                                                unless it is called-in in accordance with the Decision Making Process Rules.

 


19/03/2020 - New Housing Proposals: Capital Programme Virement. ref: 646    Recommendations Approved

Decision Maker: Lead Member for Finance and Support Services Briefing

Made at meeting: 19/03/2020 - Lead Member for Finance and Support Services Briefing

Decision published: 19/03/2020

Effective from: 20/03/2020

Decision:

Salford City Council - Record of Decision

 

I, Councillor Hinds, Lead Member for Finance and Support Services, in exercise of the powers contained within the Council Constitution, do hereby approve: -

 

The virement of £0.5m from the 2019/20 and 2020/21 Place Capital programme to support work on the Council’s new build housing proposals.

                             

The Reasons are:

The Council is working up proposals to deliver 300 new build housing units across the City. £0.5m of Funding is required to assist in the development of a detailed business case for these proposals

 

Capital resource of £0.5 m has been identified from within the current and 20/21 property repairs and maintenance allocations.  As a result, approval is sought to vire this value of capital resource to Housing.  The vired resource will allow the business case work for the new housing proposals to be concluded and allow the City Mayor to make a decision whether to proceed with the delivery of the new units.   

 

The virement of the monies will assist in the early delivery of the proposed units – subject to the approval of the business case. 

 

Options considered and rejected were: Not to undertake this action.

 

Assessment of Risk:

Low:  Any delay in agreeing the virement will reduce the development of the Council new build Housing business case.

Low: If the virement is not agreed, an alternative source of funding will be required if the required works are to proceed.

 

The source of funding is:

2019/20 and 2020/21 Place capital programme (Repairs and Maintenance)

 

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

As set out in the Council’s Constitution, each directorate is allocated a budget amount as their share of the annual revenue budget approved by Council, and capital virements (movement of budgets between approved capital schemes) are permitted subject to the approvals being made by authorised persons as set out in section 7.4 of the Budget and Policy Framework Procedure Rules. 

For a virement of the amount requested, it would appear that section 7.4 (g) applies and the approval of lead member for financial and support services in consultation with the section 151 officer is required. Section 7.4 reads as follows:

 

“7.4 The person set out below shall be entitled to vire across budget heads or budget amounts as follows:

 

a) a Chief Officer may vire between budget heads under their control and within their directorates £150,000 in any financial year.

 

b) the Member(s) of the Cabinet for a relevant service area(s) may, with the approval of the relevant Lead Member, vire between budget heads within their control sums of £150,000 and over, up to £350,000 in any financial year.

 

c) the elected City Mayor may vire sums up to £100,000,000 between the budget amounts of different directorates in any financial year.

 

d) the Assistant Director Finance shall be responsible for authorising all virements from the central inflation and contingency provision to other service budgets.

 

e) any such virement must be notified to the Assistant Director Finance and virements of above £150,000 must be reported for information to the next meeting of the Overview and Scrutiny Board.

 

f) any virement above £ 100,000,000 will require the approval of full Council.

 

g) Virements within the capital programme of up to £2,000,000 are subject to the approval of the lead member for financial and support services in consultation with the S151 Officer.

 

Financial Advice obtained: Submitted by Alex Archer, Finance Manager 778 0498

The £0.5m identified in this report is part of the 2019/20 capital programme as approved in February 2019. There are no financial implications relating to the virement within the Place directorate.

If the budget is not vired from Property, additional borrowing would be required in order to finance the business case for the new housing proposals.

 

Procurement Implications: Submitted by Deborah Derbyshire x 6244

Procurement have been working with Housing, Property and Legal staff to ensure that the correct procurement process is undertaken ensuring compliance with contractual standing orders in relation to how the £0.5m will be spent.

 

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

The relevant documents contain exempt or confidential information and are not available for public inspection.

 

Contact Officer: Peter Openshaw,                               Tel. 0161 793 3050

 

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

 

The appropriate Scrutiny Panel to call-in the decision is the Overview and Scrutiny Board.

 

 

Signed: Councillor Hinds                                             Date: 19 March 2020

Lead Member for Finance and Support Services

 

 

This decision was published on 19 March 2020.

This decision will come into force at 4.00pm on 26 March 2020 unless it is called-in in accordance with the decision-making process rules.

 

 


19/03/2020 - Write-off of Irrecoverable Debt - Housing Benefit Overpayments. ref: 645    Recommendations Approved

Decision Maker: Lead Member for Finance and Support Services Briefing

Made at meeting: 19/03/2020 - Lead Member for Finance and Support Services Briefing

Decision published: 19/03/2020

Effective from: 20/03/2020

Decision:

Salford City Council - Record of Decision

 

I, Councillor Hinds, Lead Member for Finance and Support Services, in exercise of the powers contained within the Council Constitution, do hereby approve the proposed write-off of irrecoverable debts as outlined below: -

                                                                 

Housing Benefit Overpayments              £   148,645.31                                 

 

All the amounts included in this report are within the £350,000 limit set for Lead Member approvals

The Reasons are: The liabilities mentioned in the report for write-off are irrecoverable.

Options considered and rejected were: To leave outstanding amounts on the accounts for a further period.

Assessment of Risk: The write-off of irrecoverable amounts is an essential part of account administration.

The source of funding is: The bad debt provision

Legal Advice obtained: N/A

Financial Advice obtained: The bad debt provision has been confirmed.

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

Some of the relevant documents contain exempt or confidential information and are not available for public inspection. Other documents which are in the public domain are the relevant write-off strategies

 

Contact Officer: Penny Higgins – Service Manager – Council Tax               Tel. 0161 793 3640

 

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

 

The appropriate Scrutiny Panel to call-in the decision is the Overview and Scrutiny Board.

 

 

Signed: Councillor Hinds                                             Date: 19 March 2020

Lead Member for Finance and Support Services

 

 

This decision was published on 19 March 2020.

This decision will come into force at 4.00pm on 26 March 2020 unless it is called-in in accordance with the decision-making process rules.