Decision Maker:

Outcome:

Is Key Decision?: No

Is Callable In?: Yes

Date of Decision: July 14, 2025

Purpose:

Content: Salford City Council – Record of Decision   I Councillor Youd, Lead Member for Finance and Support 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 Award the Contract for the installation of a new air handling unit at Worsley Leisure Centre, as detailed in the table below: Detail required Answers Title/Description of Contracted Service/Supply/Project Replacement of air handling unit at Worsley Leisure Centre Procurement Reference numbers (DN and CR number supplied by Procurement) S1596-1 Name of Successful Contractor Kool-it Services Ltd Supplier Registration Number (to be supplied by Procurement 04740958 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 (£) £ 169,274.10         construction costs Total contract value £ (including extensions) £195,000          total project value including fees and associated costs Contract Duration 1 month Contract Start Date 20/10/2025 Contract End Date 22/11/2025 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) Steve Povall       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 Consortium Procurement DPS HVAC+R Drainage and Plumbing Services, Category 33: Air Conditioning and Ventilation Systems – Design, Supply and Installation 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 Yes   EC: Committed to becoming Accredited Living wage Employer No ?   The Reasons are: The works are essential repairs to maintain the ambient temperatures in the pool area at Worsley Leisure Centre.   Options considered and rejected were: None. All were in accordance with normal contractual standing orders.   Assessment of Risk High The current units have failed and the temperatures cannot be maintained which is causing reputational damage.   The source of funding is: There is funding available under the Capital Programme to cover the costs of the project.   Legal Advice obtained: 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. 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 Consortium Procurement DPS HVAC+R Drainage and Plumbing Services Category 33: Air Conditioning and Ventilation Systems – Design, Supply and Installation.   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 Kool-it Services Ltd.  The procurement procedures therefore appear robust and complaint with the requirements of the Council’s CSO’s and PCR.   Financial Advice obtained: Daniel Hillman, Finance Manager 26.06.2025. The Procurement Board report, requests approval to award a contract for the  replacement of the air handling unit at Worsley Leisure Centre to Kool it services limited. Following a successful tender process Kool it scored 86.97 % the tender for the project was completed by mini competition under the Consortium Procurement DPS HVAC+R Drainage and Plumbing Services Category 33: Air Conditioning and Ventilation Systems – Design, Supply and Installation.   The total project cost of £0.195m is a contract cost of £0.168m plus surveys, professional fees and associated costs of £0.027m.   The scheme is recognised in the Place, Property Capital programme for 2025/26. and will be funded from general unsupported borrowing.   Procurement Advice obtained: Colette Hilton, Procurement Officer, Corporate Procurement Team The project has been procured by the use of Consortium Procurement DPS HVAC+R Drainage and Plumbing Services Category 33: Air Conditioning and Ventilation Systems – Design, Supply and Installation inviting all companies under this lot by means of mini competition. This is a complaint route to market that conforms with Public Contract Regulations 2015 and the Council’s Contractual Standing Orders. 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 14th July 2025 titled, Approval to Award the Contract for the installation of a new air handling unit at Worsley Leisure Centre.   Contact Officer: Steve Povall. 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:    Cllr J Youd          Dated:    14 July 2025.                Lead Member       *           This decision was published on 15 July 2025 *           This decision will come in force at 4.00 p.m. on 22 July 2025 unless it is called-in in accordance with the Decision Making Process Rules.