Procurement Board meeting held via MS Teams Live 9th December 2020 Meeting commenced: 10:00 Meeting ended: 10:52 Present Councillors Hinds (in the chair) and Merry In Attendance Opu Anwar Senior Engineer Jackie Ashley Senior Project Manager Anene Chiegboka Principal Engineer Helen Dugdale Public Health Strategy Manager Greg Durkin Planning and Development Manager Lee Evans Transport Engineer Paul Gill Senior Development Manager Chris Hesketh Head of Financial Management Anthony Hilton Head of Strategic Procurement Gillian Mclauchlan Deputy Director of Public Health Shoaib Mohammad Assistant Director Technical Services Chris Smith Head of Infrastructure Carol Eddleston Democratic Services 1. Apologies for Absence Apologies for absence were submitted on behalf of City Mayor Paul Dennett and Cllr Kelly. 2. Declarations of Interest There were no declarations of interest. 3. Minutes of Proceedings The minutes of the meeting held on 2nd December 2020 were approved as a correct record. 4. Matters Arising There were no matters arising. ITEMS FOR DECISION – PART 1 (OPEN TO THE PUBLIC) 5. Request for Approval – Exception to Contractual Standing Orders – Sexual and Reproductive Health Services for Salford and Bolton Consideration was given to a report of the Director of Public Health seeking approval for an exception to Contractual Standing Orders to allow an extension to a contract with the current provider of Sexual and Reproductive Health Services for Salford and Bolton. It was explained that an extension to the current contract was required for a number of reasons. These included the fact that the resilience and ability of any provider (current or new) to produce high quality bids, as part of a competitive tender exercise, would be affected by the additional pressures relating to Covid-19; for a contract retender commissioners would undertake a sexual health needs assessment, including all the relevant latest data, stakeholder and service user consultation exercises regarding current, unmet and future need; a new service specification would need to be developed and some market testing carried out to assess and stimulate interest in tendering for the contract; commissioners and providers were currently responding to Covid-19. It was noted that Bolton Council had confirmed their intention to extend the joint contract with Salford City Council on the condition that Bolton NHS Foundation Trust agree to make savings. Those savings had not yet been finalized but, in response to questions about this from members of the Procurement Board, it was understood that the savings Bolton was seeking would not impact on Salford in terms of service delivery or financial commitment. RESOLVED, THAT: subject to confirmation that any savings agreed by Bolton Council would not impact on either the delivery of the services to Salford City Council or the financial commitment from Salford City Council, the City Mayor be recommended to approve that: 1) An exception to Contractual Standing Orders be approved because the continuation of the services is required so urgently as not to permit compliance with the requirements of competition, and 2) A contract be awarded to Bolton NHS Foundation Trust for an initial period of 12 months from 1st July 2021, with an optional extension period of a further 12 months up to 30th June 2023, with an estimated per annum average value of £3,284,838 (of which £1,794,437 relates to Salford). 6. Request for Approval – Exception to Contractual Standing Orders – SBNI DP3 Statutory Undertakers Diversions Consideration was given to a report of the Strategic Director Place seeking approval for an exception to Contractual Standing Orders to allow a contract to be awarded urgently for Salford Bolton Network Improvements (SBNI) – Package 3 (DP3) Statutory Undertakers Diversions. Whilst undertaking the works on the A666 scheme, it had transpired that there was a gas main that needed diverting. Cadent Gas was in the process of providing a detailed estimate for this diversion. As works would not be able to continue until the necessary diversions had been carried out, it was critical that the Purchase Orders be placed as soon as possible. As the gas main apparatus and equipment belonged to Cadent Gas, they were in a unique position, as statutory undertakers, to carry out the work. 1) An exception to Contractual Standing Orders be approved because the execution of the works is controlled by a statutory body and the works are obtainable from only one supplier, and 2) A contract with an estimated full project value of £332,605 be awarded to Cadent Gas for Statutory Undertakers Diversions relating to Salford Bolton Network Improvements (SBNI) Delivery Package 3(DP3). 7. Request for Approval – Contract Award – RHS Walking & Cycling Links Scheme Consideration was given to the Strategic Director Place seeking approval to award a contract for the RHS Walking & Cycling links scheme. RHS Garden Bridgewater was due to open in May 2021 and, alongside investment in purchasing the land for the garden and part-funding of the on-site works, the City Council had already built a new access junction into the garden from Leigh Road (A572) and undertaken improvement works at junction 13 to improve local traffic flows. The final piece of off-site highway works was to improve walking and cycling links to the site and to that end SCC secured programme entry funding from the Mayor’s Challenge Fund (MCF) in July 2019 to develop an RHS Walking & Cycling Links scheme. A business case seeking approval to the funds for this scheme was due to be presented to the Greater Manchester Combined Authority on 11th December. In the highly unlikely event that the business case was not approved, the scheme would not go ahead. Members of the board noted that the £30,000 social value contribution was low relative to the total value of the project but acknowledged that whatever value commitment the city council asked for in the tender exercise would be built into the bid price. In addition to the financial commitment the successful bidder had committed to a number of additional non financial social value outcomes. Officers would work closely with Landscape Engineering Ltd to ensure that their social value commitments were delivered and measured. RESOLVED, THAT: Subject to Greater Manchester Combined Authority (GMCA) approval of a full business case and delivery agreement, the City Mayor be recommended to approve: 1) The award of a nine months contract with a full project value of £2,724,601.57, to Landscape Engineering Ltd, to undertake the RHS Walking & Cycling Links scheme, and 2) A risk allocation of £269,155.88, based on the quantified risk assessment (QRA) for the project that can be drawn down on by the project team. 8. Request for Approval to Go Out to Competition - Pendleton Leisure Centre Project Consideration was given to a report of the Strategic Director Place seeking approval of the procurement strategy for the Pendleton Leisure Centre project, including both the professional design services and the contractor. The design team appointment for the RIBA Stage 2 commission comprised of both external and internal (Salford City Council), design professionals. The external team, the overall design team lead was GT3 Architects who were appointed via a mini competition utilising Bloom Procurement. Uncertainty surrounding the project at the time of this appointment (Winter 2019/20), resulted in the commission being purely for RIBA 2. The next stage would be designed to a RIBA 3+ WorkStage which would include the submission of the planning application and any necessary actions required whilst the application was being assessed. The novation of the design team to the contractor would occur upon commencement of WorkStage 4. It was intended to continue with the current full design team and utilise the fully compliant route of a direct appointment via Bloom Procurement for the external team. In relation to the procurement of a contractor, Post RIBA WorkStage 3⁺ PLC would be delivery via a design and build contractor. The project comprised of standard construction techniques / solutions making it highly suited to a design and build procurement strategy. It was proposed to use a Two Stage procurement strategy via an established Framework. It was intended for Procurement Board to be asked to approve the design team’s appointment in January 2021 and the contractor’s initial appointment in early to mid March 2021. RESOLVED, THAT: authority be granted for the Pendleton Leisure Centre project to be procured in accordance with the Council’s Contract Procedure Rules as follows: a) The fully compliant route of a direct appointment via Bloom Procurement for the design external team, and b) The framework Procure Partnership North West Framework – Lot 3 for the appointment of the contractor. 9. Request for Approval to Go out to Tender – Window Cleaning Contract Consideration was given to a report of the Strategic Director Place seeking approval to go out to competition for the window cleaning contract. The contract would include the cleaning of windows both external and internal of the Council’s estate. Should there be significant interest from Salford schools it was proposed to award the contract in two lots: Council Properties and School Properties. RESOLVED, THAT: authority be granted for the window cleaning contract to be procured in accordance with the Council’s Contract Procedure Rules through an open tender. 10. Request to Go out to Tender – Trinity Way/Springfield Lane Junction Improvement Scheme Consideration was given to a report of the Strategic Director Place seeking approval to out to tender for the proposed Trinity Way / Springfield Lane junction improvement scheme. Once completed the scheme would provide safer walking and cycling facilities at this junction which was along the very busy Trinity Way corridor. The scheme would remove the existing barrier for pedestrians and cyclist movement between neighbouring communities.