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
for installation of ventilation to the first-floor committee rooms
at Salford Civic Centre, Old Town Hall
 

Detail required

Answers

Title/Description of Contracted
Service/Supply/Project

Installation of ventilation to first floor committee
rooms, Salford Civic Centre

Name of Successful
Contractor

Kool-It Services Limited

Supplier Registration Number

(to be supplied by Corporate
Procurement)

04740958

Type of organisation

(to be supplied by Corporate
Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate
Procurement)

SME

Contract Value (£)

£223,074.00    full project

Contract Duration

 6 weeks

Contract Start Date

18/09/2023

Contract End Date

27/10/2023

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)

Gary Bendle 07970 543761

Lead Service Group

Place

How the contract was procured?

(to be supplied by
procurement)

Mini Competition

Framework Details (where
applicable)

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

NHS SBS Hard Facilities Management 2 Framework
– Lot 5.1 Ventilation and Air Conditioning

Funding Source

Capital Programme

Ethical Contractor (EC): Mayor’s
Employment Charter

 

EC: Committed to sign Charter

 

EC: Accredited Living Wage
Employer

 
The Reasons are: To install fixed mechanical
ventilation services to the committee rooms and offices on the
first floor. This will ensure that the rooms can be utilised as
widely as possible and that there is the correct transfer of fresh
air into the specified areas.
 
Options considered and rejected
were: None. All procedures are
in accordance with normal contractual standing orders.
 
Assessment of Risk: Medium
Failure to undertake the works could continue to
limit the use of meeting accommodation within the Civic Centre
Campus. The works will enable fresh air to be circulated to the
meetings and enable the rooms to be fully utilised as flexible
meeting spaces.
 
The source of funding
is: the Contain Grant Fund and
the Corporate Property Capital Programme
 
Legal Advice obtained: supplied by Tony Hatton 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 NHS SBS Hard Facilities Management 2 Framework,
Lot 5.1 Ventilation and Air Conditioning.
 
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. One company from the framework suppliers submitted a
tender, and the bid has been evaluated on the most economically
advantageous tender basis in line with published procedures
resulting in the proposed award of the contract to Kool-it Services
Limited. The procurement procedures therefore appear robust and
compliant with the requirements of the Council’s CSO’s
and PCR
 
Financial Advice
obtained: submitted by
Gemma Singleton, Senior Accountant Tel: 0161 793 2578
The works will be
funded by Contain Grant (£90,000) and the remainder through
the 2023/24 Property Capital Programme (MyWork Civic
Ventilation).  Total cost £250,000
(Tender costs £223,074 plus surveys, professional fees and
associated costs of £26,926) (Capital code:
P00029)
 
Procurement Advice obtained:
supplied by Colette Hilton x 6248
The project has been
competitively tendered by means of a mini competition under the NHS
SBS Hard Facilities Management 2 Framework, Lot 5.1 Ventilation and
Air Conditioning, which complies with the Councils Contractual
Standing Orders and the Procurement Contract
Regulations.
 
Although 14 companies
on the Framework were invited to bid, only one submission was
submitted. The bid was evaluated in line with the conditions of the
Framework.
 
HR Advice obtained:
N/a
 
Climate Change
Implications:
No
significant Climate Change implications in this project. All
projects are developed to meet or exceed current legislation and
requirements relating to energy efficiency and carbon reduction
targets. Projects are required to support the Council’s
objectives of becoming carbon neutral by 2038.
 
The works will be programmed to
minimise the traffic impact in the area.  Any waste materials will be removed and taken to a
transfer station for systematic sorting and recycling to ensure
minimal landfill waste.
 
Sustainability plans would be
targeted to also align with opportunities to continue to deliver
social value outcomes.
 
The following documents have
been used to assist the decision process.
·     
Report to Procurement Board dated 14th
June 2023
 
Contact Officer: Gary Bendle
Telephone number: 07970 543761
 
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 and the Overview and Scrutiny Board.
 
 

Signed:      Cllr Youd           Dated:       14 June 2023.
           
    Lead Member
 

FOR DEMOCRATIC SERVICES USE
ONLY
 
*          
This decision was published on 14 June 2023
*          
This decision will come in force at 4.00 p.m. on 21 June 2023
unless it is called-in in
accordance with the Decision-Making Process Rules.