Decision Maker:

Outcome:

Is Key Decision?: No

Is Callable In?: Yes

Date of Decision: June 23, 2025

Purpose:

Content: Salford City Council – Record of Decision   I Paul Dennett, City Mayor, accept the recommendation of the Procurement Board and in exercise of the powers contained within the Council Constitution do hereby:   ·      approve to Award the Contract forreplacement and refurbishment of lifts at Salford Museum and Art Gallery and Civic Centre Phase 1, as detailed in the table below:     Detail required Answers Title/Description of Contracted Service/Supply/Project Lift replacements and refurbishments – Salford Museum & Art Gallery and Civic Centre Phase 1 Procurement Reference numbers (DN and CR number supplied by Procurement) S1719 Name of Successful Contractor Rubax Lifts Supplier Registration Number (to be supplied by Procurement 01509899 Proclass Classification No. (to be completed by procurement) 190000 – Facilities & Management Services Type of organisation (to be supplied by Procurement) Private Limited Company Status of Organisation (to be supplied by Procurement) SME Contract Value (£) £  335,448 Construction annum Total contract value £ (including extensions) £ 380,000 Full project costs including fees, surveys and other associated works Contract Duration 4 months Contract Start Date 14/07/2025 Contract End Date 17/10/2025 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) Adam Vanden       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 Fusion 21 – Lifts Framework Lot 3 – Installation, Refurbishment & Upgrading – 18410 – 08/07/24 to 07/07/28 Funding Source Capital Programme Ethical Contractor (EC): Mayor’s Employment Charter No   EC: Committed to sign The Mayor’s Employment Charter No     EC: Committed to the principles outlined in the Mayor’s Employment charter Yes   EC: Accredited Living Wage Employer No   EC: Committed to becoming Accredited Living wage Employer Yes     The Reasons are: to replace and refurbish lifts at Salford Museum & Art Gallery and Civic Centre that are beyond their serviceable life.   Options considered and rejected were: None. All procedures are in accordance with normal standing orders.   Assessment of Risk: High The lifts are beyond their serviceable life and could/have failed. This could lead to the council not complying with the Equality Act 2010 ensuring that people with disabilities have equal access employment and public places and facilities.   The source of funding is: Corporate Capital Programme.   Legal Advice obtained: Tony Hatton When commissioning contracts for the procurement of goods, service, 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. CSO’s stipulate that where a suitable framework agreement exists, this must be used unless there is an auditable reason not to. The proposed award of the contract follows a tender exercise by mini competition in accordance with the Fusion21 Lifts Framework Lot 3 – Installation, Refurbishment & Upgrading.   The Council will need to have followed the procedure set out in the framework agreement for mini competition to ensure that the procurement process is compliant. Three companies from the framework suppliers submitted a tender, and the bid has been evaluated on the most economically advantageous tender basis in line with published procedure resulting in the proposed award of the contract to Rubax Lifts Limited. The procurement procedures therefore appear robust and compliant with the requirements of the Council’s CSO’s and PCR.   Financial Advice obtained: Daniel Hillman, Senior Accountant, 09.06.2025 Cost code: P00001 SMAG, P00029 Civic Centre The Procurement Board report seeks approval to award the contract for the lift replacements and refurbishments at Salford Museum & Art Gallery and Civic Centre Campus to Rubax Lifts Limited. Following a successful tender process which was completed by mini competition under the Fusion21 Lifts Framework Lot 3 – Installation, Refurbishment & Upgrading. Rubax scored 86% overall.   The total project cost if replacement & refurbishment is £0.380m which consists of a contract cost of £0.335m plus surveys, professional fees and associated costs of £0.045m.   The scheme is recognised in the Place, Property Capital Programme for 2025/26 and is funded from general unsupported borrowing.   Procurement Advice obtained: Daniel Cunliffe, Category Manager – 0161 686 6249. The project has been procured by the Fusion 21 on behalf of Salford City Council, utilising their framework - Fusion21 Lifts Framework Lot 3 – Installation, Refurbishment & Upgrading, utilising a further competition with all suppliers listed on the framework. This is a compliant route to market that conforms with the Public Contract Regulations 2015 and the Council’s Contractual Standing Orders of SCC.   As part of the Council's budget challenges, the service group should consider efficiencies, and enhanced contract management KPI’s as part of this contract.   HR Advice obtained: N/A   Climate Change Implications obtained: Building Surveying & Facilities Management Team No significant Climate Change implications in this project.  All projects are developed to meet or exceed current legislation and requirements 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 23 June 2025.   Contact Officer: Adam Vanden Telephone number:   ·      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:    Paul Dennett       Dated:  23 June 2025.                   City Mayor   FOR DEMOCRATIC SERVICES USE ONLY:   *           This decision was published on 24 June 2025 *           This decision will come in force at 4.00 p.m. on 3 July 2025 unless it is called-in in accordance with the Decision Making Process Rules.