Contract Award for the Provision of a Payment Solution for Tower Laundries
North Lanarkshire Council · 31 August 2022
Back to Housing Committee — 31 August 2022 and its agenda
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North Lanarkshire Council Report Housing Committee Does this report require to be approved? ☐ Yes ☒ No Ref: SL/LS/JB Date: 31 August 2022 Contract Award for the Provision of a Payment Solution for Tower Laundries (NLC-CPT-21-083) From Stephen Llewellyn, Head of Housing Solutions E-mail Llewellyns@northlan.gov.uk Telephone 01698 274192 Executive Summary The purpose of this report is to notify the Housing Committee of a contract award made for the Provision of a Payment Solution for Tower Laundries to Electrolux Professional Services, utilising the Negotiated Tendering Procedure (NTP). The Contract is for an initial period of 36 months and commenced on 1 February 2022. The council reserves the right to extend the contract for additional periods up to a maximum of a further 24 months. The value of the contract shall not exceed Ninety Three Thousand One Hundred and Twenty Pounds Sterling (£93,120) exclusive of VAT. Recommendations It is recommended that the Housing Committee note the action taken to award the Contract to Electrolux Professional Services at a maximum value of £93,120.00 exclusive of VAT. This recommendation followed the completion of a procurement procedure, utilising the Negotiated Tendering Procedure, where the tender recommended for award was evaluated as providing the most economically advantageous tender in terms of cost and quality for the Council. The Plan for North Lanarkshire Priority Improve North Lanarkshire's resource base Ambition Statement (12) Ensure our residents are able to achieve, maintain, and recover their independence through appropriate supports at home and in their communities
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1. Background 1.1 The purpose of this solution is to provide a more efficient payment method for tenants living within the multi storey towers need to charge up their laundry fobs within the tower rather than travelling to a cash office or library. 1.2 The Council are limited by available providers for such payment solutions as the Electrolux system is only compatible with the payment system provided by Electrolux due to the complexity of the software provided within the platform. This includes readers on the machines and any charging devices. 1.3 This new payment method provides modern technology and the customer with a more efficient and convenient service. 1.4 Some challenges faced recently which has accelerated the need for the implementation of such a solution are: • Libraries were not able to provide the top up facility during lock-down and cannot provide a cashless solution; • The cash collection facilities (municipal banks) are only open Monday to Friday; and • During lockdown the system had to be placed on free vend as top up facilities were not available and travel was restricted, resulting in lost income. 1.5 The compact size and the simple design make it suitable to be installed in laundry rooms within the towers. The fixed structure, the enhanced locking systems and the strong safety lock make it resistant to break-in or tampering attempts. Easy Charge is equipped with a simple display which shows the remaining credit on the screen during the recharging operation. 1.6 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. 1.7 The procurement procedure was undertaken as a “Negotiated Tender Procedure” (NTP) in accordance with Regulation 6 of the Procurement (Scotland) Regulations 2016 and following advice from the Head of Asset and Procurement Solutions and the Head of Legal Democratic Solutions, the Head of Housing Solutions approved the progression of the NTP to Contract Award on 5 January 2022. 1.8 The contract award recommendation was made on the basis of the tenderer who submitted the most economically advantageous tender. 2. Report 2.1 The tender submitted by Electrolux Professional Services was evaluated as representing the most economically advantageous tender for this contract. 2.2 Appendix 1 confirms the scoring achieved by the tenderer, further details of the procurement procedure is provided in appendix 2 and the SME status and location of the tenderer is located within appendix 3.
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2.3 The value of the contract is Ninety-Three Thousand, One Hundred- and Twenty-Pounds Sterling (£93,120.00) exclusive of VAT including any option to extend the contract. 2.4 The costs associated with contract delivery will be contained within the capital and revenue budgets for Housing Solutions. 2.5 Officers from Housing Solutions and Business Development and Support will be responsible for managing the contract which will be undertaken in accordance with the councils agreed approach to contract and supplier management. 3. Measures of success 3.1 The contract will deliver a more efficient convenient payment method using modern technology for tenants living within the multi storey towers within Motherwell and Airdrie to charge their laundry fobs. 4. Supporting documents Appendix 1 Summary of Tender Evaluation Process Appendix 2 Summary of Procurement Process Appendix 3 SME Status and Location of Tenderer Stephen Llewellyn Head of Housing 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? 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? Provision has been made within current capital budget provision and recurring cost will be met from revenue budgets. 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)? 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 ☒
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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? This policy is intended to work with tenants and residents to help them sustain their home and may involve advice and support to tackle fuel poverty and debt issues. 5.8 Communications impact 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? 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? Approved by Procurement Lead Approved by Service Lead Name: Audrey Telfer Name: Jane Brentnall Position: Category Manager, Corporate & Digital Position: Business Systems Manager Signature: Signature: Date: Date: Approved by Senior Responsible Officer Approved by Chief Officer Name: Lynsey Smith Name: Stephen Llewellyn Position: Business Development Manager Position: Head of Housing Solutions Signature: Signature: Date: Date:
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Appendix 1 – Summary of Tender Evaluation Process Final Rank Tenderer Name Total Tender Score (%) Recommended for Contract Award (Y / N) 1 Electrolux Professional Services 100% Y Appendix 2 – Summary of Procurement Process Response Procurement Procedure Utilised: Negotiated Tendering Procedure Governing Legislation / Regulations: Procurement (Scotland) Regulations 2016 Number of Tenders Received: 1 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: Best Value Evaluation Team: Housing Solutions, Business Development & Support Anticipated Contract Start Date: 01 February 2022 Total Contract Period (Months): 36 months + 24 months extension Maximum Total Contract Value: £93,120.00 Appendix 3 – SME Status and location of all Tenderers Name of Tenderer Size of Tendering Organisation (Micro, Small, Medium or Large) Location (Local Authority / Council Area) Electrolux Professional Services Medium London