The Salford City Council has decided to award a contract to Kool-It Services Limited for the installation of ventilation in the Salford Civic Centre's first-floor committee rooms.

URL: https://sccdemocracy.salford.gov.uk/ieDecisionDetails.aspx?ID=2351

Decision Maker:

Outcome:

Is Key Decision?: No

Is Callable In?: No

Purpose:

Content: Salford City Council – Record of Decision   I Councillor Youd, Lead Member for Finance and Support Services and chairman of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby approve:   ·      to Award the Contract for installation of ventilation to the first-floor committee rooms at Salford Civic Centre, Old Town Hall   Detail required Answers Title/Description of Contracted Service/Supply/Project Installation of ventilation to first floor committee rooms, Salford Civic Centre Name of Successful Contractor Kool-It Services Limited Supplier Registration Number (to be supplied by Corporate Procurement) 04740958 Type of organisation (to be supplied by Corporate Procurement) Private Limited Company Status of Organisation (to be supplied by Corporate Procurement) SME Contract Value (£) £223,074.00    full project Contract Duration  6 weeks Contract Start Date 18/09/2023 Contract End Date 27/10/2023 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) Gary Bendle 07970 543761 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 NHS SBS Hard Facilities Management 2 Framework – Lot 5.1 Ventilation and Air Conditioning Funding Source Capital Programme Ethical Contractor (EC): Mayor’s Employment Charter   EC: Committed to sign Charter   EC: Accredited Living Wage Employer   The Reasons are: To install fixed mechanical ventilation services to the committee rooms and offices on the first floor. This will ensure that the rooms can be utilised as widely as possible and that there is the correct transfer of fresh air into the specified areas.   Options considered and rejected were: None. All procedures are in accordance with normal contractual standing orders.   Assessment of Risk: Medium Failure to undertake the works could continue to limit the use of meeting accommodation within the Civic Centre Campus. The works will enable fresh air to be circulated to the meetings and enable the rooms to be fully utilised as flexible meeting spaces.   The source of funding is: the Contain Grant Fund and the Corporate Property Capital Programme   Legal Advice obtained: supplied by Tony Hatton 0161 219 6323 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 NHS SBS Hard Facilities Management 2 Framework, Lot 5.1 Ventilation and Air Conditioning.   The purpose of a framework agreement is to select through a procurement/ evaluation process a number of providers who can meet the service requirements of the Council, as and when those services are required. If they are required then the Council will undertake an exercise to call off the services from one or more of the providers who have been selected to be on the framework and this may be through any number of ways e.g. mini-competition, direct allocation etc. depending on the circumstances. A contract will then be formed between the Council and the chosen provider/s.   The Council will need to have followed the procedure set out in the framework agreement for mini competition to ensure the procurement process is compliant. One company 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 Kool-it Services Limited. The procurement procedures therefore appear robust and compliant with the requirements of the Council’s CSO’s and PCR   Financial Advice obtained: submitted by Gemma Singleton, Senior Accountant Tel: 0161 793 2578 The works will be funded by Contain Grant (£90,000) and the remainder through the 2023/24 Property Capital Programme (MyWork Civic Ventilation).  Total cost £250,000 (Tender costs £223,074 plus surveys, professional fees and associated costs of £26,926) (Capital code: P00029)   Procurement Advice obtained: supplied by Colette Hilton x 6248 The project has been competitively tendered by means of a mini competition under the NHS SBS Hard Facilities Management 2 Framework, Lot 5.1 Ventilation and Air Conditioning, which complies with the Councils Contractual Standing Orders and the Procurement Contract Regulations.   Although 14 companies on the Framework were invited to bid, only one submission was submitted. The bid was evaluated in line with the conditions of the Framework.   HR Advice obtained: N/a   Climate Change Implications: 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 14th June 2023   Contact Officer: Gary Bendle Telephone number: 07970 543761   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 Youd           Dated:       14 June 2023.                 Lead Member   FOR DEMOCRATIC SERVICES USE ONLY   *           This decision was published on 14 June 2023 *           This decision will come in force at 4.00 p.m. on 21 June 2023 unless it is called-in in accordance with the Decision-Making Process Rules.    

Date of Decision: