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 the extension of Contract forElectoral
Services Printing, as detailed in the table below:
 

Detail required

Answers

Contract
Reference

Title/Description of Contracted
Service/Supply/Project

Electoral Services
Printing

Name
of Contractor

Civica Ltd

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
(£)

£150,000 per annum/ full
project

Existing Contract
Term

03/01/2021 to 07/01/2023

Extension
Period

08/01/2023 to 07/01/2025

Contact Officer (Name &
number)

Sara Bennett 0161 793
3626

Lead Service
Group

Service Reform &
Development

Funding
Source

Revenue Budget

Ethical Contractor (EC):
Mayor’s Employment Charter

EC: Committed to sign the
Charter

EC: Accredited Living Wage
Employer

 

 
The
reasons are:
The
unforeseen circumstances relate to the significant and far-reaching
changes contained in the Elections Act 2022 (which became law in
April 2022). The Act, which emerged because of 2019 Conservative
Party manifesto commitments, sets the foundations for the
introduction of a number of significant changes to the way in which
elections and electoral registration are run and delivered in the
future. This includes the requirement to show photographic Voter
identification in a polling station in order to vote; the
establishment of a system whereby electors can apply for a Voter
Authority Certificate (VAC), if they do not have any of the
permitted id; a move to online postal voting applications, which
will also include an elector id check as part of the application
process; reviewing the eligibility to vote for some EU citizens;
and changes to allow overseas electors to participate in
parliamentary general elections indefinitely, rather than for only
15 years as is currently the case. These changes also have
widespread implications for the specialist election print products
and services provided as part of Elections Print Framework/
Contracts in the future.
 
Options considered and rejected were: Tender exercise but risky with General Election due
to be called and ongoing changes to the Elections Act.
 
Assessment of risk:
High risk if contract isn’t extended. Without suitable print
service the election would not go ahead for Salford. The Returning
Officer would be dismissed.
 
The source of funding is:
Revenue Budget. During the last budget review the contract has been
factored in as part of future spending.
 
Legal advice obtained:
Yes, this contract is a joint contract with the rest of Greater
Manchester Elections Offices and is being lead by Manchester
Council who we share our legal team with. (Shared Legal
Team)
 
Financial advice obtained: Yes our budget manager has confirmed that the
contract fee is included in our monthly budget review and costs
have been covered. (Leanne Wrigley Finance Team)
 
Procurement advice obtained: Yes, the procurement team have been
informed of the proceedings and advice provided by Emma Heyes
Corporate procurement team.
 
HR advice obtained: N/A
 
Climate change implications obtained: Civica always use recycled
paper for all printed documents.
 
The following documents have
been used to assist the decision process:
·     
 Elections Act
2022.
 
Contact details:
Contact Officer: Sara Bennett      
Telephone number: 0161 793 3626
 
 
Please delete from the bullets
below any which are not relevant:
·     
This matter is not subject to consideration by
another Lead Member.
·     
This decision is urgent and is not subject to
call-in, in accordance with the Decision Making Procedure
Rules.
 
 

Signed:   Cllr J Youd
         
Dated:     11
October 2023.
           
    Lead Member
 

FOR DEMOCRATIC SERVICES USE
ONLY
 
*          
This decision was published on 11 October 2023  
*          
This decision will come in force at 4.00 p.m. on 19 October
2023 unless it is called-in in
accordance with the Decision Making Process Rules.