Contract Award for MTC for Fire Alarm, Smoke Alarm and Protection System Service and Maintenance in Non-Domestic Properties 2022-2026
North Lanarkshire Council · 29 August 2022
Back to Enterprise, Growth and Fair Work Committee — 29 August 2022 and its agenda
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North Lanarkshire Council Report Enterprise, Growth and Fair Work Committee Does this report require to be approved? ☒ Yes ☐ No Ref NLC-CPT-21-057(HO PM 21 046) Date 29/08/22 Contract Award for MTC for Fire Alarm, Smoke Alarm and Protection Systems Service and Maintenance in Non-Domestic Properties 2022-2026 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 Executive Summary Committee is asked to approve the award of a contract for “MTC for Fire Alarm, Smoke Alarm and Protection Systems Service and Maintenance in Non-Domestic Properties 2022-2026” (the ‘Contract’) to SPIE Scotshield Limited. The Contract is for an initial period from 1st December 2022 until 21st January 2024. 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 Eight Hundred Thousand Pounds (£800,000.00) exclusive of VAT. Recommendations It is recommended that Committee approves the award of the Contract to SPIE Scotshield Limited up to a maximum of Eight Hundred Thousand Pounds (£800,000.00) exclusive of VAT. This recommendation follows the completion of a procurement procedure, where the tender recommended for award has been evaluated as providing the most economically advantageous Tender in terms of cost and quality for the Council. The Plan for North Lanarkshire Priority Improve economic opportunities and outcomes Ambition statement (14) Ensure the highest standards of public protection
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1. Background 1.1 The incumbent contractor for the services to be provided under this contract is SPIE Scotshield Limited. This contract is due to expire on 30th November 2022. 1.2 This procurement is an above GPA threshold Regulated Procurement and has been discharged using a single stage procurement process. 1.3 This procurement was carried out as a single lot. 1.4 This is the renewal of an existing contract which was awarded on 11 March 2022 following the conclusion of a negotiated tender procedure. 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 Public Contracts (Scotland) Regulations 2015. The contract opportunity was published on the Public Contracts Scotland and the UK Find a Tender (FTS) website with a “Open” procurement procedure adopted. 2.3 Based on the evaluation criteria and scoring methodology set out in the invitation to tender package within the procurement procedure, an evaluation of tender responses was completed by members identified by the UIG. Award stage responses were evaluated first, then the most economically advantageous tender was taken forward to selection stage to ensure the tender satisfied the minimum selection stage criteria applied. 2.4 The Contract award recommendation is made on the basis of the bidder who submitted the most economically advantageous tender. 2.5 The tender submitted by SPIE Scotshield Limited has been evaluated as representing the most economically advantageous tender for this Contract. 2.6 Appendix 1 confirms the scoring achieved by each bidder, further details of the procurement procedure is provided in Appendix 2 and the SME status and location of all bidders is located within Appendix 3. 2.7 The value of the Contract is a maximum of Eight Hundred Thousand Pounds (£800,000.00) exclusive of VAT. 2.8 The costs associated with contract delivery will be contained within the HRA Revenue budget set for each financial year of the Contract period.
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Price Savings / Increases 2.9 Contract pricing is fixed until March 2023. Thereafter, prices will be adjusted annually by the application of the RICS Mechanical and Engineering Cost Index. Price Stability 2.10 Schedule of Rates with prices for adjustment by overall percentage and annual BCIS fluctuation percentage. Community Benefits 2.11.1 The Council is committed to maximising the delivery of community benefits. The procurement included a community benefit requirement, this approach is designed to deliver local community benefits where possible. 2.11.2 Within their tender SPIE Scotshield Limited committed to deliver the following community benefits within the Contract: Community Benefit Type Quantity Committed Modern Apprenticeships 2 Work Experience Placement (16+ Year Olds) 1 Educational Visits 2 Supply Chain Event 2 Business Advice / Support 1 Financial Support for the Community 1 Non-Financial Support for the Community 2 2.11.3 The community benefits delivered as part of the Contract includes the creation of jobs or apprenticeships. Fair Work First 2.12 Within their tender submission, SPIE Scotshield Limited advised that they would commit to the following areas of the Scottish Governments “Fair Work First” initiative: • Commitment to pay at least Living Wage • No zero hours contracts • Flexible working and supportive of a wider work life balance • Promote diversity, equality and fair employment practices • Support for learning and development, are supportive of further education opportunities for employees • Gender balance and wider representative workforce
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Contract Strategy 2.13 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. 3. Measures of success It is anticipated that the award of the Contract will deliver the following successful outcomes: 3.1 the appointment of a Service Provider who has the experience and capability to deliver an innovative, high quality and responsive service; 3.2 the procurement procedure is compliant with procurement legislation and internal procedures; 3.3 that Best Value is both demonstrable and achieved; and 3.4 that the contract secures a range of community benefits. 4. Supporting documentation Appendix 1 Summary of Tender Evaluation Process Appendix 2 Summary of Procurement Process Appendix 3 SME status and location of all Bidders 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 costs associated with contract delivery will be contained within the HRA Capital budget. 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 ☐
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If Yes, please provide a brief summary of the impact? N/A 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? N/A 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 ☐
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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 Contract conditions encourage a sustainable and safe working environment; promote health and wellbeing, safe removal and disposal of materials The proposed contractor is BS EN ISO 14001 (or equivalent) and BS EN ISO 9001 (or equivalent) accredited and has provided appropriate evidence of accreditation. 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? 5.9.1 Risk will be minimised and managed by a designated Contract Manager in accordance with the specification and in line with the Council’s agreed approach to Contract and Supplier Management. 5.9.2 Health and Safety Risk The proposed contractor is UKAS (BS EN ISO 45001) Accredited and has provided appropriate evidence of their accreditation. 5.9.3 Contract Award ( COVID-19 Considerations) The Contract will be awarded in accordance with the Council’s General Contract Standing Orders and Legal and Procurement advice will be sought and adhered to as required in relation to commencing the Contract whilst COVID-19 restrictions remain in place and/ or are being reviewed. Risk of awarding the Contract whilst any COVID- 19 restrictions remain in place will be identified and mitigated where possible.
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5.9.4 Furthermore, the Council may develop a Contract Mobilisation Plan with the successful Bidder which shall take cognisance of any COVID-19 precautions in place, any changes to restrictions will be closely monitored.
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Appendix 1 – Summary of Tender Evaluation Process In the Award Stage, Bidders price scores were added to their quality scores to obtain their final tender scores. Only the first ranking bidder from Award Stage underwent Selection Stage evaluation. Details are contained in the tables below. Table 1: Stage 1 – Award Stage Evaluation Outcome Final Rank Bidder Name Total Tender Score (%) Recommended for Contract Award (Y / N) 1 SPIE Scotshield Limited 93.93 Y 2 DM Integrated Limited 93.88 N 3 Secureshield Limited 66.54 N 4 DFP Services Limited 58.23 N 5 Churches Fire Safety Limited -55.60 N Table 2: Stage 2 – Selection Stage Evaluation Outcome Bidder Name Part 3 A, B, C & D Part 4 A & B Part 4 C Part 4 D Selection Requirements Met? (Yes/No) Selection Criteria Selection Criteria Selection Criteria Selection Criteria Pass/Fail Pass/Fail Score (min = 50) Pass/Fail SPIE Scotshield Limited Pass Pass 88.93 Pass Yes
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Appendix 2 – Summary of Procurement Process Contract Title Response Procurement Procedure Utilised: Open Procedure Governing Legislation / Regulations: The Procurement (Scotland) Regulations 2015 Date Contract Strategy Approved: 1 March 2022 Date Contract Notice Published: 1 March 2022 SME % of Expressions of Interest: 70.83% NLC Based % of Expressions of Interest: 20.83% Tender Return Deadline: 1 April 2022 Number of Tenders Received: 5 Tenders Received from SME’s: 4 Tenders Received from NLC Based Bidders: 2 Number of Non−compliant Tenders: 0 Number of Compliant Tenders: 5 Number of Recommended Bidders: 1 Basis of Contract Award: Quality: 40% Price: 60% Evaluation Team: Staff from Housing Property and Projects and external consultant Anticipated Contract Start Date: 1 December 2022 Total Contract Period: 1 December 2022 to 21 January 2024 plus up to a maximum of 24 months optional extension (in 3-month periods) Maximum Total Contract Value: £800,000.00
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Appendix 3 – SME Status and location of all Bidders Name of Bidder Size of Tendering Organisation (Micro, Small, Medium or Large) Location (Local Authority / Council Area) SPIE Scotshield Limited Medium South Lanarkshire DM Integrated Limited Small North Lanarkshire Secureshield Limited Medium North Lanarkshire DFP Services Limited Medium Durham Churches Fire Safety Limited Large Hampshire