Contract Award for Professional and Technical Support around Environmental Improvements and Community Engagement
North Lanarkshire Council · 8 February 2023
Back to Environment and Climate Change Committee — 8 February 2023 and its agenda
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North Lanarkshire Council Report Environment & Climate Change Committee Does this report require to be approved? ☐ Yes ☒ No Ref: AMcP/JA Date: 08 February 2023 Contract Award for Professional and Technical Support around Environmental Improvements and Community Engagement From Andrew McPherson, Chief Officer (Community Operations) E-mail mcphersona@northlan.gov.uk Telephone 01236 638575 Executive Summary Committee is asked to acknowledge the actions of the then Head of Regulatory Services and Waste Solutions to award a Negotiated Tender for Professional and Technical Support around Environmental Improvements and Community Engagement (the ‘Contract’) to Keep Scotland Beautiful. The Contract is for an initial period of 18 months and commenced in November 2022. The Council reserves the right to extend the Contract for additional periods up to a maximum of a further 12 months. The value of the Contract shall not exceed Eighty Thousand Pounds Sterling (£80,000) exclusive of VAT. Recommendations It is recommended that Committee acknowledges the actions of the Head of Regulatory Services and Waste Solutions to award a Negotiated Tender to Keep Scotland Beautiful. The Plan for North Lanarkshire Priority Improve North Lanarkshire's resource base Ambition Statement (17) Ensure we keep our environment clean, safe, and attractive
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1. Background 1.1 The requirements of the Contract have never been contracted before by the Council therefore historical contract information is not available. 1.2 As part of the council’s Recover NL programme, it was essential that the council undertook a more proactive role to discourage the inappropriate disposal of litter and waste. Keep Scotland Beautiful (KSB) are a recognised charity that do significant work on this subject, and they work with a range of local authorities and the Government to develop strategies and policies to tackle these issues. KSB are also well experienced within Industry and experienced in engendering local community support. 1.3 Given KSB’s extensive experience in this area and the lack of capacity within the Council to deliver such campaigns, it is proposed to engage them to develop a North Lanarkshire Campaign around litter and dog fouling in line with their national campaigns. KSB also work closely with business to reduce litter and waste and it is hoped that the council can benefit from these contacts. 1.4 In addition to developing campaigns for the council, KSB would also work with local community groups to build local resilience, develop local areas wide interventions, and engage with schools to further to enhance this proactive approach to litter and waste 2. Report 2.1 A user intelligence group (the ‘UIG’) of technical and procurement representatives was formed to review technical specifications, discuss trading processes, market conditions and trends, ways to maximise community benefits and sustainability and to agree the procurement strategy that would deliver maximum benefit for the Council via the Contract. 2.2 The initial estimated value of the Contract dictated that the procurement procedure be undertaken in accordance with the Procurement (Scotland) Regulations 2016. 2.3 The procurement procedure was undertaken as a “Negotiated Tender Procedure” (NTP) in accordance with Regulation 6. of the Procurement (Scotland) Regulations 2016. Following advice from the Head of Asset and Procurement Solutions and the Head of Legal and Democratic Solutions, the Head of Environmental Assets approved the progression of the NTP on 10 August 2022. 2.4 The Contract award recommendation is made on the basis of the tenderer who submitted the most economically advantageous tender. 2.5 The tender(s) submitted by Keep Scotland Beautiful has been evaluated as representing the most economically advantageous tender for this Contract. 2.6 Appendix 1 confirms the scoring achieved by each tenderer, further details of the procurement procedure is provided in Appendix 2 and the SME status and location of all tenderers is located within Appendix 3. 2.7 The value of the Contract is Eighty Thousand Pounds Sterling (£80,000) exclusive of VAT including any option to extend the Contract. 2.8 The costs associated with contract delivery will be contained within the Community Operations revenue budget for Recover NL.
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Price Stability 2.9 The contract is a fixed price contract, with costs allocated to project management and planning, community engagement, area-wide interventions, communications and monitoring and evaluation of the project Community Benefits 2.10 The procurement did not include a community benefit requirement as this is a low value engagement with no opportunity for community benefits. Contract Strategy 2.11 Officers from Community Operations will be responsible for managing the Contract which will be undertaken in accordance with the Council’s agreed approach to contract and supplier management. 3. Measures of success The Contract will endeavour to deliver the following outcomes; 3.1 Introduction of pro-active messaging around the local environment. 3.2 Increased engagement with local community groups. 3.3 Improved local environmental quality. 4. Supporting documents Appendix 1 Summary of Procurement Process Appendix 2 SME Status and Location of All Tenderers Andrew McPherson Chief Officer (Community Operations)
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5. Impacts ( http://connect/report-template-guidance ) 5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer-scotland- duty-impact-assessments Yes ☐ No ☐ 5.2 Financial Impact Does the report contain any financial impacts? Yes ☒ No ☐ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? The contract value of £80,000 will be met from the Recover NL fund approved by Council in February 2022. 5.3 HR Policy Impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? XXX 5.4 Legal Impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☐ No ☒
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If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? XXX 5.5 Data Protection Impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☐ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e-mailed to dataprotection@northlan.gov.uk Yes ☐ No ☐ 5.6 Technology / Digital Impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☐ 5.7 Environmental / Carbon Impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? The procurement looks to raise awareness around local environmental quality around issues of littering and dog-fouling. This would see a proactive approach to messaging, community engagement with the aim of improving awareness leading to local environmental quality improvements. 5.8 Communications Impact
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Does the report contain any information that has an impact on the council’s communications activities? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? As part of the project there are a number of activities such as Road Side Litter Campaigns, Cross Border work with other local authorities and dog fouling campaign. The council’s Corporate Coms team would liaise with KSB to ensure these are developed and promote through the council’s media channels. 5.9 Risk Impact Is there a risk impact? Yes ☐ No ☒ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed?
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Appendix 1 – Summary of Procurement Process Response Procurement Procedure Utilised: Negotiated Tender Procedure Governing Legislation / Regulations: Procurement (Scotland) Regulations 2016 Date Contract Strategy Approved: 10 August 2022 Number of Companies Invited to Take Part: 1 Number of Tenders Received: 1 Where Only One Tender Is Received, Why?: Only one supplier and used NTP Tenders Received from SME’s: 1 Tenders Received from NLC Based Tenderers: 0 Number of Non−compliant Tenders: 0 Number of Compliant Tenders: 1 Number of Recommended Tenderers: 1 Basis of Contract Award: Quality: Price: 100 Evaluation Team: John Ashcroft Anticipated Contract Start Date: 01 November 2022 Total Contract Period (Months): 18 Maximum Total Contract Value: 80,000
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Appendix 2 – SME Status and location of all Tenderers Name of Tenderer Size of Tendering Organisation (Micro, Small, Medium or Large) Location (Local Authority / Council Area) Keep Scotland Beautiful Small Stirling