Contract Award Proposals for Repair and Maintenance of Catering Equipment
North Lanarkshire Council · 30 November 2022
Back to Finance and Resources Committee — 30 November 2022 and its agenda
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North Lanarkshire Council Report Finance and Resources Committee Does this report require to be approved? ☒ Yes ☐ No Ref: BF/JMcK Date: 30 November 2022 Contract Award Proposals for Repair and Maintenance of Catering Equipment From James McKinstry, Head of Asset and Procurement Solutions E-mail mckinstryj@northlan.gov.uk Telephone 07939 281102 Executive Summary Committee is asked to approve Facility Support Services to award call-off contracts from the Scotland Excel Framework for ‘Repair and Maintenance of Catering Equipment’. The new framework was established for the period 07/05/2022 until 30/04/2025, with an option to extend by twelve months until 30/04/2026. The Council’s anticipated spend over the maximum period of the Framework (30/04/2026) is: • Lot 1 Commercial Gas - £ 67,745 • Lot 2 Electrical - £750,650 • Lot 3 Refrigeration - £ 274,255 The total spend is £ 1,092,650 however the values are indicative only and actual spend will depend on the performance of the existing equipment. Recommendations It is recommended that Committee approves Facility Support Service’s proposals to call-off future requirements for Repair and Maintenance of Catering Equipment from the Scotland Excel framework. This recommendation is based on the framework being established as a National, collaboratively procured arrangement that was competitively tendered and setup to meet the requirements of the Council (and other Scotland Excel members). The Plan for North Lanarkshire Priority Improve North Lanarkshire's resource base Ambition Statement (22) Facilitate a North Lanarkshire wide approach to asset rationalisation, including with communities and partners
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1. Background 1.1. Scotland Excel has a delivery plan to lead a range of procurements that establish collaborative Framework Agreements that are relevant for use by the bulk of its members, particularly Scottish Local Authorities. The delivery plan includes multiple Framework Agreements for supplies and services that provide a compliant route to market for members to purchase the various requirements for the operation of their general business services. 1.2. The Council participated with Scotland Excel in the procurement activity to establish the collaborative Framework Agreement for ‘Repair and Maintenance of Catering Equipment ref. 1921’ (the “Framework”), which covers the period 07/05/2022 until 30/04/2025. Scotland Excel reserve the option to extend the Framework until 30/04/2026. 1.3. The Framework has three lots for repairs; 1. Commercial Gas, 2. Electric and 3. Refrigeration. 1.4. While ten Contractors were appointed to the Framework, one Contractor does not have the ability, due to location, to serve in North Lanarkshire. The Contractors who can serve North Lanarkshire are listed below in alphabetical order, with ‘Yes’ indicating the Lots that they are appointed to: Framework Contractor Lot 1 Lot 2 Lot 3 C & M Environmental Limited. No No Yes Catering Supplies & Repairs Company Limited Yes Yes Yes Fast Fixx Catering Engineers Limited Yes Yes Yes Fusion CLC Limited Yes Yes No ITW Limited Yes Yes Yes Lovat's Catering Engineering Services Limited Yes Yes Yes Merchant City Refrigeration (Scotland) Ltd No No Yes ScoMac Catering Equipment Limited Yes Yes Yes Scott Pollock t/a A1 Repairs Yes Yes Yes 1.5. Contractors have been ranked in the respective Lots by overall their tender score, which makes it easy for Council’s to identify the order of Contractors to use. 1.6. The Framework is now live and available for the Council to use for new requirements. 2. Report 2.1. The Council’s most recent call-off contracts for Repair and Maintenance of Catering Equipment ends 30/11/2022. 2.2. To maintain compliance with the Procurement Regulations and the Council’s General Contract Standing orders, approval is sought to call-off new requirements from the latest Scotland Excel Framework, with commencement date of 01/12/2022. 2.3. The Council’s anticipated spend over the maximum period of the Framework (30/04/2026) is: • Lot 1 Commercial Gas - £ 67,745 • Lot 2 Electrical - £750,650 • Lot 3 Refrigeration - £ 274,255 The total spend is £ 1,092,650 however the values are indicative only and actual spend will depend on the performance of the existing equipment.
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2.4. Call-off contracts would be made to the Contractors in each Lot that represent best value to the Council; initially this will made as direct awards to the Contractors who are ranked 1 on the respective Lots, subject to capacity and ability to serve. If necessary, the next ranked Contractor(s) may be used to ensure timely completion of repairs and minimise any service disruption and downtime. 2.5. All call-off contracts will be made under the terms, conditions and pricing set by the Framework Agreement. 2.6. The call-off contract spend with the various Framework Contractors will be published in the Council’s Annual Procurement Reports. Price Stability 2.7. The standard terms and conditions of frameworks established by Scotland Excel include provision for price reviews with Framework Contractors; this process is managed by Scotland Excel. Community Benefits 2.8. Provision of community benefits are built into the establishment of Scotland Excel frameworks and delivered at a national level. Contract Management 2.9. Officers from Facility Support Services will be responsible for managing the call-off contracts which will be undertaken in accordance with the requirements set out in General Contract Standing Orders. 3. Measures of success The Call-off Contracts will deliver the following outcomes: • Compliance with Procurement Regulations and General Contract Standing Orders • Best value for the Council, including competitive pricing for the various services 4. Supporting documents None. James McKinstry Head of Asset and Procurement Solutions
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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? The report is not about a key strategic decision and not subject to the Fairer Scotland Duty 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 estimated total value of all call-off contracts from 01/12/2022 until Framework end date 30/04/2026 is £1,092,650 exclusive of VAT. The Council does not warrant or guarantee the amount of the expenditure under the call-offs, the amounts are indicative only. The costs associated with contract delivery will be contained within the revenue budget for Facility Support Services. 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? 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)?
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Yes ☐ No ☒ 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? 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? 5.8 Communications Impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☐ No ☒
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If Yes, please provide a brief summary of the impact? 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? The terms and conditions of the Frameworks provide a facility for Framework Contractors to seek ‘price review’. Any applications for price increase are carefully managed by the Framework owner Scotland Excel and the Council (and other members) are notified on the outcomes of these.