Decision Maker: Procurement Board

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Date of Decision: September 9, 2024

Purpose:

Content: Salford City Council - Record of Decision   I Councillor Jack Youd, Deputy City Mayor, Lead Member for Finance, Support Services and Regeneration, and chairman of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby approve: To Award the Contract for repairs and refurbishment works at 20 Devonshire Road     Detail required Answers Title/Description of Contracted Service/Supply/Project Repairs and Refurbishment at 20 Devonshire Road Name of Successful Contractor Schofield and Sons Supplier Registration Number (to be supplied by Corporate Procurement) 02459259 Type of organisation (to be supplied by Corporate Procurement) Private Limited Company Status of Organisation (to be supplied by Corporate Procurement) SME Contract Value (£) £165,382.82 (£185,000 full project costs including fees and associated costs)  Contract Duration 4 Weeks Contract Start Date 30/09/2024 Contract End Date 25/10/2024 Optional Extension Period 1 months Optional Extension Period 2 months 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) Mini Competition Framework Details (where applicable) (procurement body, framework reference & title, start/ end date Minor Works and Refurbishment Lot 1 Funding Source Capital Programme Ethical Contractor (EC): Mayor’s Employment Charter   EC: Committed to sign Charter   EC: Accredited Living Wage Employer   The Reasons are: The works are essential repairs and maintenance to meet Ofsted requirements.   Options considered and rejected were: None.  All procedures are in accordance with normal contractual standing orders.     Assessment of Risk: High Failure to undertake the planned works cold result in the building being closed with the authority being unable to provide sufficient facilities for children in its care.   The source of funding is: Capital Programme   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.  The proposed award of the contract follows a tender exercise by mini competition in accordance with the Minor Building Works Framework Agreement Lot 1. 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.  Two 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 procedures resulting in the proposed award of the contract to Schofield and Sons Ltd.  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, 05.09.2024 The Procurement board report request approval to award Schofield and sons the contract for repairs and refurbishment at 20 Devonshire road. The tender process was completed by mini competition under Minor works and refurbishment lot 1. The works will be funded from the Place, Property Capital programme 2024/25 and will be funded from general unsupported borrowing. Tender costs £165,372.82 Plus surveys, professional fees and associated costs of £19,627.18.   Procurement Advice obtained:  Deborah Derbyshire 05/09/24 The project has been procured by the use of SCC own minor works framework Lot 1 inviting all companies under this lot by means of mini competition.  This is a compliant route to market that conforms with the Public Contract Regulations and the Council’s Contractual Standing Orders. As part of the Council’s Innovate programme and budget challenges over the next three years, the service group should consider efficiencies, revenue savings opportunities and enhanced contract management KPI’s as part of this contract.   HR Advice obtained: N/a   Climate Change Implications obtained:   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 9th September 2024 Contact Officer: Adam Vanden Telephone number: 07546764326   This decision is urgent and is not subject to call-in, in accordance with the Decision Making Procedure Rules.       Signed: Councillor Jack Youd Deputy City Mayor, Lead Member for Finance, Support Services and Regeneration Dated: 9 September 2024     *           This decision was published on 12th September 2024 is not subject to call-in and comes into immediate effect