{meta} Decisions for call-in

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 recommendations approved (subject to call-in)

20/02/2019 - Request for Approval - Contract Award - Cash Receipting Software - Civica Pay ref: 438    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 20/02/2019 - Procurement Board

Decision published: 20/02/2019

Effective from: 28/02/2019

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 the award of the contract for cash receipting software as outlined below:

 

 

Detail required

Title/Description of Contracted Service/Supply/Project

Cash Receipting Software (Civica Pay)

Name of Successful Contractor

Civica Group Limited

Supplier Registration Number

(to be supplied by Corporate Procurement)

04968437

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

£314,200

Full Project

Contract Duration

 60 Months

Contract Start Date

01/09/2019

Contract End Date

31/08/2024

Optional Extension Period 1

 

Optional Extension Period 2

 

Who will approve each Extension Period?

Choose an item.

Contact Officer (Name & number)

Lead Service Group

Finance & Corporate Business

How the contract was procured?

(to be supplied by Corporate Procurement)

Quotation (Formal)

Framework Details (where applicable)

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

Funding Source

Combination of Above (please detail below)

Implementation costs will be funded on the capital programme, on-going costs will be met from the revenue budgets


 

The Reasons are: It provides continuity with the existing system with the consultants for the current system and for the new system being provided by the same supplier. 

Options considered and rejected were .Alternative providers were more expensive and would involve managing two suppliers which would inevitably mean more staff time and resources being required to manage two supplier relationships.

 

Assessment of Risk . By moving to CivicaPay the Council will ensure that it remains compliant with PCI regulations.  If the Council did not move to CivicaPay and remained with PARIS it would not be able to take card payments from November 2019, which would heavily impact on income.

The source of funding: The implementation costs will be met from the capital programme (IT refresh) and the running costs will be met from the existing budgets within customer services

 

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 risk of challenge increases with the value and duration of a proposed contract being awarded. Here the period proposed is a relatively long one and for a reasonably high value. However, the provider appears to be within a very limited market to provide the services, which will realise the benefits set out at section 3 of the report.

Direct awards of contracts may be made in limited circumstances, set out at regulation 32 of the PCR (“Negotiated procedure without prior publication”) such that reg 32 (2)(b)(ii) confirms use of the procedure:

“…where the works, supplies or services can be supplied only by a particular economic operator for any of the following reasons:—

 (ii)  competition is absent for technical reasons,

 but only….where no reasonable alternative or substitute exists and the absence of competition is not the result of an artificial narrowing down of the parameters of the procurement;”

Assuming the Council is able to satisfy that test should any challenge materialise, the risk of any such challenge being successful may be regarded as low.


Financial Advice obtained . The implementation costs will be met from the capital programme (IT refresh) and the running costs will be met from the existing budgets within service reform

 

Procurement Advice obtained . There are always risks associated with awarding contracts directly to suppliers without following open competition as this could potentially lead to a challenge from an aggrieved supplier if the contract opportunity was not sufficiently advertised in accordance with the Public Contract Regulations (PCR).  The risk increases in tandem with the value and length of the proposed contract, and would be on the principle that there are possibly other suppliers within the EU member states who could offer similar services.  Without evidence to support a single supplier market, this risk would remain.

 

There is provision in the PCR which permits negotiation of a contract without prior publication of a contract notice.  The grounds for applying it in this instance would exist in Regulation 32, where the service can only be supplied by a particular economic operator because competition is absent for technical reasons.

 

The market for this type of software is extremely limited therefore the risk of challenge to the proposed award is therefore considered to be low.

 

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

Report to procurement board 20 February 2019

Contact Officer:  Tony Thompstone                             Tel No 793 2016

 

 

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

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

 

 

 

 

Signed:    BILL HINDS                                      Dated: 20 February 2019

                     Lead Member

 

 

*         This decision was published on 20 February 2019

                                            

*         This decision will come in force at 4.00 p.m. on 27 February 2019 unless it is called-in in accordance with the Decision Making Process Rules.


20/02/2019 - Request for Approval - Contract Extension - Active Lifestyle Service Schedule ref: 439    Recommendations Approved

Decision Maker: Procurement Board

Made at meeting: 20/02/2019 - Procurement Board

Decision published: 20/02/2019

Effective from: 28/02/2019

Decision:

Salford City Council - Record of Decision

 

I, Councillor Bill 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 maintenance of the arrangement for the Public Health commissioned Active Lifestyle service to be incorporated into the Agreement with Salford Council and Salford Community Leisure, from 1st April 2019 to 31st March 2021.

 

The Reasons are:

The services were incorporated into the Agreement as Schedules in 2018. The basis for this was to bring the contracting process for these services in line with the Council’s approach (i.e. into the Agreement).

 

This arrangement will ensure that the Active Lifestyles programme remains aligned with other exercise of referral programmes provided by this team and also provides the basis for further developing these services with the investment provided.

Options considered and rejected were: To not maintain the Schedule.

Assessment of Risk: There is a high risk of destabilising the Active Lifestyle Team if the Schedule is not maintained.

The source of funding is the Public Health Revenue Budget

Legal Advice obtained: Yes

Financial Advice obtained: Yes

Procurement Advice obtained: Yes

 

Contact Officer: Robert Green                Tel No 0161 793 3522

 

*         The Lead Member for Adult Services, Health and Wellbeing was         consulted on the proposals in advance of the decision being taken.

 

*         The appropriate scrutiny committee to call-in the decision is the Health and Social Care Scrutiny Panel.

 

 

Signed:       BILL HINDS                                   Dated: 20 February 2019

                     Lead Member

 

 

*         This decision was published on 20 February 2019

                                             

*         This decision will come in force at 4.00 p.m. on 27 February 2019 unless it is called-in in accordance with the Decision Making Process Rules.

 


19/02/2019 - Stablefold / Lower Brook Lane, Worsley TRO 2121. ref: 437    Recommendations Approved

Decision Maker: Joint Lead Member Briefing Planning & Sustainable Development and Housing & Neighbourhoods

Made at meeting: 19/02/2019 - Joint Lead Member Briefing Planning & Sustainable Development and Housing & Neighbourhoods

Decision published: 19/02/2019

Effective from: 27/02/2019

Decision:

Salford City Council - Record of Decision

 

I, Councillor Antrobus, Lead Member for Planning and Sustainable Development, in exercise of the powers contained within the Council Constitution, do hereby

(i) accede to the objections in part, (ii) approve the modified prohibitions of waiting; and (iii) authorise the making of the City of Salford (Stablefold and Lower Brook Lane,Worsley)(Prohibition of Waiting) Order 2018 in the modified form – as set out in the Report

 

The Reasons are:  

A traffic management scheme has been designed to introduce waiting restrictions on Stablefold and Lower Brook Lane area in Worsley.

 

Assessment of Risk:   

 

Implementation of the prohibition of waiting would decrease the risk of collisions and improve access and road safety for both pedestrians and vehicles.

 

The source of funding is:

 

Block 3 Highways Capital allocation for Worsley & Boothstown, in the 2018/19 financial year.

 

Legal Advice obtained: 

 

Contact officer and telephone number: Azra Furheen Tel: 0161 234 4173

 

Where objections are received by the Council following the advertisement of proposals, the decision regarding the implementation of the proposals is delegated to the relevant Lead Member for determination, following consultation with the Council’s Traffic Advisory Panel.  Adhering to this procedure should not give rise to any legal implications.

 

Regulation 14 of The Local Authorities’ Traffic Orders (Procedure)(England and Wales) Regulations 1996 provides that an order making authority may modify an order whether in consequence of any objections or otherwise before it is made.  Where the modification is a ‘substantial change’ the authority must inform the persons likely to be affected by the modifications and consider any representations.  The modified proposals are not considered a ‘substantial change’ in the context of the overall scale and purpose of the scheme.


Financial Advice obtained:

 

Supplied by: Alison Woods, Finance Officer, Tel. 925 1135

 

Date: 14th January 2019

 

It is intended that the cost of the proposed scheme will be funded from the approved Highways Block 3 Devolved Capital allocation for Worsley & Boothstown, in the 2018/19 financial year.

 

Procurement Advice obtained:

 

The works and services detailed within this report should be procured directly with Urban Vision Partnership Limited under the councils’ Development Partnering Agreement.  This is in compliance with contractual standing orders

 

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

Proposal plan, Lead Member report, letters of objection

 

Contact Officer: Steven Ashton                Tel No 0161 779 4912

 

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

 

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

 

 

Signed:  Councillor Antrobus                    Date:  19th February 2019

Lead Member for Planning & Sustainable Development

 

FOR DEMOCRATIC SERVICES USE ONLY

 

This decision was published on 19th February 2019.

 

This decision will come in force at 4.00 p.m. on 26th February 2019, unless it is called-in, in accordance with the Decision Making Process Rules.