Public Document Pack Procurement Board Dear Member, You are invited to attend the meeting of the Procurement Board to be held as follows for the transaction of the business indicated. Miranda Carruthers-Watt Proper Officer DATE: Wednesday, 9 January 2019 TIME: 10.00 am VENUE: The Boardroom, Salford Civic Centre, Chorley Road, Swinton In accordance with ‘The Openness of Local Government Bodies Regulations 2014,’ the press and public have the right to film, video, photograph or record this meeting. AGENDA 1 Apologies for absence 2 Declarations of interest 3 To approve, as a correct record, the minutes of the meeting held (Pages 1 - 4) on 12 December 2018 4 Matters arising 5 Decision items - Part 1 (open to the public) 5a Request for Approval - Contract Award - Storage Area Network (Pages 5 - 10) Refresh 5b Request for Approval - Contract Extension - Foundations Support & (Pages 11 - 40) Care Services 5c Request for Approval - Exception to Contractual Standing Orders - (Pages 41 - 52) Communities of Identity 5d Request for Approval - Exception to Contractual Standing Orders - (Pages 53 - 90) Contract for Archaeological Planning Services for the 10 GM Authorities 5e Request for Approval - Appointment of Contractors under the Minor (Pages 91 - 98) Works Framework Agreements. 6 Any other business - Part 1 (open to the public) 7 Exclusion of the public 8 Decision items - Part 2 (closed to the public) 9 Date and time of next meeting Wednesday 23 January 2019 at 10:00 a.m. in the Boardroom, Salford City Council, Civic Centre, Chorley Road, Swinton, M27 5DA. Contact Officer: Tel No: 0161 793 3316 Carol Eddleston, Senior Democratic Services E-Mail: [email protected] Advisor Agenda Item 3 PROCUREMENT BOARD 12 December 2018 Meeting commenced: 10:05 a.m. Meeting ended: 11:00 a.m. PRESENT: Councillors Bill Hinds (in the chair) and City Mayor Paul Dennett IN ATTENDANCE: Opu Anwar Infrastructure Team Simon Cook Associate Director – Urban Vision Chris Hesketh Head of Financial Management David Hunter Assistant Director ICT Rhys Morris Engineer – Urban Vision Paul Nugent Head of Strategic Procurement Cliff Peacock Risk and Insurance Manager Neil Watts Electoral Services Manager Carol Eddleston Senior Democratic Services Advisor 1. APOLOGIES FOR ABSENCE Apologies for absence were submitted on behalf of Councillors Boshell and Merry. 2. DECLARATIONS OF INTEREST There were no declarations of interest. 3. MINUTES OF PROCEEDINGS The minutes of the meeting held on 28 November 2018 were approved as a correct record. 4. MATTERS ARISING There were no matters arising. ITEMS FOR DECISION – PART 1 5. REQUEST FOR APPROVAL – CONTRACT AWARD – ELECTORAL SERVICES PRINTING Consideration was given to a report of the Director of Service Reform seeking approval to award the contract for Electoral Services printing. It was confirmed that ERS Limited had provided a very satisfactory service in the course of the current contract and had built in Social Value and lowered the price in its tender submission. Social value would be closely monitored throughout the contract. Page | 1 Page 1 The board noted that the company was based in London and wondered what might be done to develop the market locally, especially given that the total value of the contract across the region could be well in excess of £1million. With this in mind, the Electoral Services Manager confirmed that he would be happy to discuss this with AGMA colleagues to ascertain what potential capacity and capability there might be among local printing and reprographic companies. RESOLVED: THAT, a 24 months contract be awarded to ERS Limited, for the provision of Electoral Services printing, with an estimated average value of £145,000 per annum. 6. REQUEST FOR APPROVAL TO APPOINT – CENTENARY CIRCLE AND CENTENARY WAY – HIGHWAY IMPROVEMENT WORKS Consideration was given to a report of the Strategic Director Place seeking approval to appoint a contractor to carry out the works for the Centenary Circle and Centenary Way highway safety scheme project and approve the fees for the additional required works and services. It was confirmed that there had been a number of incidents recently where street furniture had been struck by vehicles. These incidents tended not to be reported or registered by the police so the drivers responsible were not identified and costs were not recovered. The board was informed that there was an approved Highways Block 3 capital grant allocation for the works for 2018/19 so the timing of the works was critical. Three companies had submitted tenders and these had all been fully evaluated. The board had previously queried the level of fees and depot overheads in relation to works carried out by Urban Vision but was assured that direct allocation of works had a number of benefits. RESOLVED: THAT, (1) Urban Vision Highway Services be appointed to carry out the Centenary Circle and Centenary Way highway safety scheme works at a target price of £216,459.19, and (2) the following additional fees associated with the above works be approved: Supervision and Road Safety Audits - £13,605.19 – Urban Vision Professional Services, and Carriageway coring and material testing for Tar content – £600.00 - MATest Midlands Limited. 7. REQUEST FOR APPROVAL – INSURANCE POLICY AND COVER RENEWAL EXPENDITURE – LIABILITY, PROPERTY & MOTOR FLEET INSURANCE ARRANGEMENTS Consideration was given to a report of the City Solicitor seeking approval of the 2019 expenditure of the catastrophe cover insurance for the council’s main classes of insurance including liability, property and motor fleet. It was explained that whilst the 2019 liability and motor premiums remained unchanged, the overall 3% increase when compared with 2018 figures reflected an increase in the volume of property assets that required cover. Page | 2 Page 2 Discussions had been held across the region about the potential savings from aggregating procurement but it was accepted that (a) high value claim(s) from any one authority would impact negatively on the others. RESOLVED: THAT, the renewal expenditure for 2019 for catastrophe cover for the Council’s main classes of insurance, including liability, property and motor fleet, be approved. Page | 3 Page 3 This page is intentionally left blank Agenda Item 5a Part 1 ITEM NO. ___________________________________________________________________ REPORT OF The Strategic Director for Service Reform TO Procurement Board ON 9th January 2019 ___________________________________________________________________ TITLE: Approval to Award the Contract Storage Area Network Refresh ___________________________________________________________________ RECOMMENDATION: That Procurement Board Approve the award of the Contract for refresh of the Council’s storage area network and maintenance as detailed below Detail required Title/Description of Contracted Storage Area Network Refresh Service/Supply/Project Name of Successful Contractor ANS Group Limited Supplier Registration Number 1569256 (to be supplied by Corporate Procurement) Type of organisation Private Limited Company (to be supplied by Corporate Procurement) Status of Organisation Non-SME (to be supplied by Corporate Procurement) Contract Value £409,101.17 Full Project Contract Duration 36 months Contract Start Date 21/01/2019 Contract End Date 20/01/2022 Optional Extension Period 1 0 months Optional Extension Period 2 months Who will approve each Extension Choose an item. Period? Contact Officer (Name & number) Jon Burt Lead Service Group Customer & Support Services Page 5 How the contract was procured? Framework Call-off (Mini Competition) (to be supplied by Corporate Procurement) Framework Details (where applicable) Crown Commercial Services Technology (Procurement Body, Framework Reference & Products 2 (RM 3733) framework Title, Start/End Dates, Hyperlink, etc.) Funding Source Capital Programme ___________________________________________________________________ EXECUTIVE SUMMARY: The purpose of this report is to seek approval for the award of the above mentioned contract. ___________________________________________________________________ BACKGROUND DOCUMENTS: Report to Procurement Board 18th October 2017 stating planned procurement activities Appendix B 2018/19 Capital Programme Report ___________________________________________________________________ KEY DECISION: Yes ___________________________________________________________________ DETAILS: 1. Background, The Storage Area Network stores all data held by the City Council and organisations supported by SCC ICT Services. This includes user files, servers and system data for all services, therefore this is a critical element of the ICT Data Centre infrastructure. The current platform had a similar refresh 3 years ago with the original platform installed in 2012 as part of a wider total transformation of the Data Centre infrastructure. The partial refresh allows for new controllers and End of Support elements to be changed whilst keeping the majority of the disk drives in place and purchasing support and maintenance up front. This attracts larger discounts from the manufacture than simply extending the maintenance agreements breaking even after two years typically. SCC ICT Services are currently architecting the next generation of Data Centre infrastructure which will based on a migration to Public Cloud, this will likely take at Page 6 least three years to migrate to therefore the refresh of the storage area network within the data centre is required to support the current architecture. 2. The Procurement