Content

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:
 
·     
to Award the Contract foracceptance of a tender for
the maintenance and repairs of boilers and heating systems for the
Corporate and School estates, as detailed in the table
below:

Detail
required

Answers

Title/Description of Contracted
Service/Supply/Project

Gas and Oil Boiler Repair and
Servicing Contract

Procurement Reference numbers (DN
and CR number supplied by Procurement)

DN753642

Name of Successful
Contractor

J Fletcher Engineers
Ltd

Supplier Registration
Number
(to be supplied by
Procurement

1828722

Proclass Classification
No.
(to be completed by
procurement)

 

Type of
organisation
(to be supplied by
Procurement)

Private Limited
Company

Status of
Organisation
(to be supplied by
Procurement)

SME

Contract Value
(£)

£108,781 per annum (estimated
average) split between £67,415 for corporate properties and
£41,366 for schools

Total contract value £
(including extensions)

£326,343 estimated total project
value

Contract
Duration

36 months

Contract Start
Date

01/04/2025

Contract End
Date

31/03/2028

Optional Extension Period
1

12 months

Optional Extension Period
2

12 months

Who will approve each Extension
Period?

Executive Director (extension <
£150k)

Contact Officer (Name &
number)

 

 

 

 

Lead Service
Group

Place

How the contract was
procured?
(to be supplied by
procurement)

ITT

Framework Details (where
applicable)
(procurement body, framework
reference & title, start/ end date

Open Tender via The
Chest

Funding
Source

Revenue Budget

Ethical Contractor (EC):
Mayor’s Employment Charter

Yes
 

EC: Committed to sign The
Mayor’s Employment Charter

N/A
 
 

EC: Committed to the principles
outlined in the Mayor’s Employment
charter

N/A
 

EC: Accredited Living Wage
Employer

Yes
 

EC: Committed to becoming
Accredited Living wage Employer

N/A
?

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
The Reasons are: To enable the service contract to
progress as programmed and be commissioned to start on
1st April 2025.
 
Options considered and rejected
were: None. All procedures are
in accordance with normal contractual standing orders.
 
Assessment of Risk:
High
It is a statutory requirement
that the Council comply with the Gas Safety (Installation and Use)
Regulations 1998 (GSIIUR) as amended 6 April 2018.
 
The source of funding
is: The funding sources
available for the corporate property gas and boiler plant heating
systems service and maintenance are those under the Corporate
Revenue Budget. Third party (school) costs will be paid directly by
themselves.
 
Legal Advice
obtained: Supplied by 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 competition in accordance
with an Open Tender arrangement via The Chest.
 
The Council will need
to have followed the procedure set out under the CSO’s for
open competition to ensure the procurement process is compliant.
Thirteen tenders were received from 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 J Fletcher Engineering Ltd. The
procurement procedures therefore appear robust and compliant with
the requirements of the Council’s CSO’s and public
procurement legislation.
 
The Council has a
statutory responsibility under the Gas Safety (Installation and
Use) Regulations 1998 (as amended), to prevent misuse, undue
consumption, and adherence to safety requirements contained within
the Regulations, and as such enters into arrangements with
specialist companies to provide servicing, testing, repair etc. in
its corporate buildings as required to comply with the
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 Advice
obtained: Supplied by
Grace Rogerson – Senior Accountant –
07/02/2025
This report seeks
approval to award a contract for the maintenance and repair of the
City Council’s boilers and heating systems to J Fletcher
Engineers Ltd. The contract will span three years, with an annual
value of £108,781, and a total contract value of
£326,343.
 
In accordance with the
Gas Safety Regulations 1998, it is a statutory requirement for the
Council to ensure compliance with these regulations. Therefore, it
is imperative to enter into this contract to maintain adherence to
the safety standards.
 
Funding for this contract is
available within the Property Revenue repairs and maintenance
budgets. The annual contract costs are estimated to be allocated as
follows: £67,415 from property revenue, and £41,366
from third-party users (e.g., schools), who will directly cover
their respective costs.
 
Procurement Advice obtained: Supplied by Colette Hilton,
Procurement Officer
The project has been
competitively tendered under the Council’s Constitution
governing contract procurement in accordance with a competition
under an Open Tender arrangement via The Chest, with a total of 13
bids received of which 2 were non-compliant. The winning tendered
has submitted the most economically advantageous offer which also
supports the Council’s objectives of delivering social value
on this project.
 
As part of the
Council’s Innovate Programme and budget challenges, the
service group should consider efficiencies, revenue saving
opportunities and enhanced contract management KPI’s as part
of this contract.
 
HR Advice obtained:
N/A.
 
Climate Change Implications
obtained:
The routine servicing and
repairs to boilers and heating systems will help ensure minimum
usage of energy requirements and result in reduced emission
outputs. The locality of the providers operatives will help reduce
travel distances and result in vehicle fuel efficiencies and hence
a further saving on carbon and other emissions.
 
The following documents have
been used to assist the decision process:
·     
Report to Procurement Board dated 24th
February 2025.
 
Contact Officer: Steve Povall
Telephone number: 07713 998372
 
This matter is not subject to
consideration by another Lead Member.
 
The appropriate Scrutiny
Committee to call-in the decision is the
 
 

Signed:     Cllr J
Youd         Dated:   24 February
2025.
           
    Lead Member
 

FOR DEMOCRATIC SERVICES USE ONLY:
 
*          
This decision was published on 24 February 2025
*          
This decision will come in force at 4.00 p.m. on 3 March 2025
unless it is called-in in
accordance with the Decision Making Process Rules.