Ukrainian Resettlement Programme
North Lanarkshire Council · 16 November 2022
Back to Housing Committee — 16 November 2022 and its agenda
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North Lanarkshire Council Report Housing Committee Does this report require to be approved? ☐ Yes ☒ No Ref Ukrainian Resettlement NTP Date 16/11/22 Ukrainian Resettlement - Negotiated Tender Procedure From Brian Lafferty, Head of Business (Housing Property and Projects) E-mail starbucks@northlan.gov.uk Telephone Siobhan Starbuck -Contract Support Manager via MS Teams Recommendations It is recommended that Committee acknowledges the actions of the Deputy Chief Executive to award a Negotiated Tender to Mears Scotland LLP. 1. Background 1.1 Due to the ongoing war in Ukraine, the Scottish Government requested North Lanarkshire Council step in and offer housing for Ukrainians fleeing the conflict. 1.2 Birkshaw Tower, Wishaw and High Coats, Coatbridge were originally included within the phase 1 demolition programme and as a result most properties were void. 1.3 The Scottish Government have provided additional funding to assist with this resettlement programme for up to 3 years. The towers will be used for up to 3 years Executive Summary Committee is asked to acknowledge the actions of the Deputy Chief Executive to award a Negotiated Tender for the Ukrainian Resettlement Works to recommission the previously decommissioned properties at Birkshaw Tower, Wishaw and High Coats, Coatbridge (the ‘Contract’) to Mears Scotland LLP. The Contract commenced on 18th July 2022 for approximately 24 weeks. The Value of the Contract is approximately five Million Pounds (£5,000.000.00) exclusive of VAT. The Plan for North Lanarkshire Priority Improve the health and wellbeing of our communities 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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and the demolition temporarily postponed but these will still form part of the phase 1 demolition programme. 1.4 This is a stand-alone exercise and therefore there is no incumbent contractor for the works. 2. Report 2.1 Due to the ongoing conflict the contract award recommendation was made based on the urgency of the requirement. A negotiated Tender procedure was carried out with the current partnership contractor (Mears Scotland LLP) to mobilise with immediate effect. Further details of the procurement procedure are included in Appendix 1 and the SME status and location of the tenderer is located within Appendix 2. 2.2 The value of the Contract is approximately £5,000.000.00 and will be fully funded from the Scottish Government grant. Price Savings / Increases 2.4 Not applicable. Price Stability 2.5 The pricing is fixed for the duration of the contract. Community Benefits 2.6 The procurement did not include a community benefit requirement due to the urgency of the award. Fair Work First 2.7 The procurement did not include ‘Fair Work First’ as part of the award criteria due to the urgency of the award. Contract Strategy 2.8 Officers from Housing Property and Projects will be responsible for managing the Contract which will be undertaken in accordance with the Council’s agreed approach to contract and supplier management.
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3. Measures of success It is anticipated that the award of the Contract will deliver the following successful outcomes: 3.1 a safe and secure residence for Ukrainians escaping the conflict in their country; 3.2 the appointment of a Service Provider who has the experience and capability to deliver an innovative, high quality and responsive service; 3.3 the procurement procedure is compliant with procurement legislation and internal procedures; 3.4 that Best Value is both demonstrable and achieved.
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4. Supporting documentation Appendix 1 Summary of Procurement Process Appendix 2 SME Status and Location of Tenderer Brian Lafferty Head of Business (Housing Property and Projects)
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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? This Contract will work towards improving outcomes for people and communities by assisting the Council to reduce inequalities of outcomes caused by socio-economic disadvantage. The Council will continue to carry out equality impact assessments to determine if policies, practices, decisions, functions and strategies identify any negative impact on any particular group covered by the protected characteristics of the Equality Act 2010. 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 cost associated with contract delivery will be fully funded by the Scottish Government. 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?
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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, please provide a brief summary of the impact? Risks associated with legal proceedings exist if the award decision is formally challenged. 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? N/A 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?
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N/A 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? N/A 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? Risks associated with legal proceedings exist if the award decision is formally challenged.
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Appendix 1 – Summary of Procurement Process Response Procurement Procedure Utilised: Negotiated Tender (NTP) Governing Legislation / Regulations: Public Contracts (Scotland) Regulations 2015 Date Contract Strategy Approved: 12 July 2022 Number of Companies Invited to Take Part: 1 SME % of Expressions of Interest: 0 NLC Based % of Expressions of Interest: 1 Tender Return Deadline: 15th July 2022 Number of Tenders Received: 1 Where Only One Tender Is Received, Why?: Tender was negotiated due to extreme urgency (humanitarian crisis in Ukraine) Tenders Received from SME’s: 0 Tenders Received from NLC Based Tenderers: 1 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: Staff from Housing Property and Projects Anticipated Contract Start Date: 18 July 2022 Total Contract Period (Months): Approximately 24 months Maximum Total Contract Value: £5,000,000
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Appendix 2 – SME Status and location of Tenderer Name of Tenderer Size of Tendering Organisation (Micro, Small, Medium or Large) Location (Local Authority / Council Area) Mears Scotland LLP Large North Lanarkshire