Decision

Salford City Council – Record of Decision

I Councillor Cusack, Lead Member for Corporate Services and Chairman of the Procurement Board, accept the recommendation of the Procurement Board and in exercise of the powers contained within the Council Constitution do hereby approve:

·     to go out to tender/ competition for mechanical services contracts:

a)  provision of water hygiene management at corporate properties (approx. value £55,000 per year) and at education properties (approx. value £15,000 per year, subject to schools buying into an SLA with Salford City Council),

b)  provision regular servicing and maintenance of air conditioning, air handling air source heat pumps at corporate properties (approx. value £45,000 per year) and at education properties (approx. value £6,000 per year, subject to schools buying into an SLA with Salford City Council), and

·     that Procurement Board recommends Councillor Cusack, Lead Member for Corporate Services and Chairman of the Procurement Board, to grant authority for the Mechanical Services Contracts:

a)  Water Hygiene Management,

b)  Servicing & Maintenance of Air Conditioning, Air Handling and Air Source Heat Pumps,

to be procured in accordance with the Council’s Contract Procedure Rules.

The Reasons are: to source suppliers who are able to undertake water hygiene management and servicing & maintenance of air conditioning, air handling and air source heat pumps. Both contracts terminate in March 2027.

Options considered and rejected were: None. All procedures are in accordance with normal standing orders.

Assessment of Risk: High.

Innovate/ Best Value: Good Growth – strengthening local businesses and inward investment.

The source of funding and financial advice obtained: Supplied by: Rafeeah Khan- senior Accountant – 13/10/2026.

This report seeks approval to undertake a procurement exercise for the provision of Water Hygiene Management Services and Air Conditioning, Air Handling and Air Source Heat Pump Maintenance services across the Council's property portfolio and participating schools. The contracts will be awarded for an initial period of two years, with the option to extend for a further three years, giving a maximum term of five years.

These services are required to ensure the Council remains compliant with its statutory health and safety obligations and maintenance regulations.

Funding for the contracts is available within existing Property Revenue maintenance budgets. The estimated annual cost is £100,000 for corporate properties, comprising approximately £55,000 for Water Hygiene Management Services and £45,000 for Air Conditioning, Air Handling and Air Source Heat Pump Maintenance. A further £21,000 per annum relates to participating schools, which will be funded directly from school budgets through Service Level Agreements. The total estimated annual contract value is therefore approximately £121,000.

Legal Advice obtained: Supplied by: Daniel Howard, Principal Lawyer, Legal Services – 0161 600 8733 Date: 13 October 2026.

When commissioning contracts for the procurement of goods, services, or the execution of works the Council must comply with the applicable procurement legislation as well as its own Contractual Standing Orders (CSO’s), Financial Regulations and the duties of Best and Social value. In addition, the procurement legislation requires that contracting authorities treat candidates equally and in a non-discriminatory way and act in a transparent manner, failing which the award of a contract may be subject to legal challenge.

The report sets out that the Council proposes to undertake a procurement process via a mini competition exercise in accordance with the ESPO and NHC Procurement frameworks which the Council may use as named as a contracting authority. The CSO’s stipulate that where a suitable framework exists, this must be used unless there is an auditable reason not to do so. Undertaking the mini competitions will give some comfort to the Council in ensuring that value for money is being obtained and periodically tested, with competition maintained. The carrying out of this procurement exercise will ensure that the risk of challenge to the award of the contract to the selected contractor(s) is minimal and that any challenge, should it materialise, is unlikely to be successful.

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

Procurement Advice obtained: Irfan Oomer, Procurement Category Manager Level 2 – Date : 13 October 2026.

The opportunity will be advertised under the ESPO and NHC Procurement frameworks inviting companies to tender for the works by way of further competition.

The procurements will be carried out on an evaluation criterion of Quality, Price and Social Value. The Procurement Team will work with the Project Team in compiling the necessary paperwork to ensure that the procedures followed are compliant with the Procurement Regulations 2015 or Procurement Act 2023 and the City Councils own Contractual Standing Orders.

HR Advice obtained: N/A.

Climate Change Implications obtained: Building Surveying & FM Team.

Consideration should be given to limiting energy use especially through polluting forms of transport and utilising local supply chains.

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

·     Report to Procurement Board title Approval to go out to tender/competition for mechanical services contracts.

Contact Details:

·     Contact Officer: Steve Povall

Please delete from the bullets below any which are not relevant:

·     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:    Cllr Cusack        Dated:   26 October 2026.

              Lead Member

FOR DEMOCRATIC SERVICES USE ONLY:

·     This decision was published on 26 October 2026.

·     This decision will come in force at 4.00 p.m. on 2 November 2026 unless it is called-in in accordance with the Decision Making Procedure Rules.