Board Report - Contract Authorisation Report for Trinity High School – Upgrade of 3G Pitch
Renfrewshire Council · 23 April 2026
Back to Finance, Resources and Customer Services Policy Board — 23 April 2026 and its agenda
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PUBLIC ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 23 April 2026 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for Trinity High School – Upgrade of 3G Pitch (RC-CPU-25-128) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Works Contract for Trinity High School – Upgrade of 3G Pitch (reference RC- CPU-25-128) to Fairways Sportsgrounds Limited (Co.no.SC314941). 1.2 The recommendation to award the Trinity High School – Upgrade of 3G Pitch Contract follows a procurement process which was conducted in accordance with the Quick Quote procedure under the Council’s Standing Orders Relating to Contracts 2026 for a below Regulated (Works) Contract. 1.3 A Contract Strategy was approved by the Interim Strategic Category Manager on 20 January 2026 and Head of Facilities and Property Services on 21 January 2026. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorises the Head of Corporate Governance to award a Works Contract in the form of SBCC Minor Works Building Contract with
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PUBLIC Contractor’s Design for use in Scotland (MWD/Scot), 2013 Edition with Employer’s Amendments for Trinity High School – Upgrade of 3G Pitch (reference RC-CPU-25-128) to Fairways Sportsgrounds Limited (Co.no.SC314941). 2.2. Authorises the Total Tendered Contract Sum of £179,999.50 excluding VAT. 2.3 Authorises a contingency spend of £17,999.95 which equates to 10% of the Total Tendered Contract Sum. 2.4 Authorises a total Approved Contract value of £197,999.45 excluding VAT, which is the Total Tendered Contract Sum plus the contingency spend. 2.5 Notes, the anticipated Date of Commencement of the Works is 6 July 2026, and the anticipated Date for Completion is 13 August 2026. The actual dates will be as stated in the Award Schedule issued with the Council’s Letter of Acceptance to Fairways Sportsgrounds Limited. _________________________________________________________ 3. Background 3.1 Renfrewshire Council has a requirement to appoint a Contractor to carry out the upgraded work to the current artificial pitch at Trinity High School. 3.2 The Quick Quote procurement process was utilised for this Works Contract in accordance with Renfrewshire Council Standing Orders relating to Contracts, standing order 18. To initiate this procurement process, seven organisations were invited to participate in the Quick Quote. The tender documentation was published on Public Contracts Scotland – Tender Portal on Wednesday 21 January 2026 with the tender documentation available for the downloading from the PCS- tender portal from this date. 3.3 By the closing date for the return of electronic tender submissions, 12 noon, Tuesday 17 February 2026, three organisations submitted a tender response, four organisations did not respond for various reasons including due to time constraints and supply chain issues. 3.4 Tenderers were required to complete a Single Procurement Document (Scotland) (“SPD”) in accordance with the Renfrewshire Council Standing Orders relating to Contracts 11.5 and to submit this document with their tender submission. All three organisations were evaluated against a pre-determined set of criteria in the form of the SPD by representatives from the following Council Services: Property Services,
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PUBLIC the Corporate Procurement Unit, Corporate Risk and Corporate Health & Safety. 3.5 All three tender submissions complied with the minimum selection criteria within the SPD. The three tender submissions were each evaluated against the Award Criteria which were based on a weighting of 60% Price and 40% Quality. 3.6 The scores relative to the Award Criteria for each of the three tender submissions are noted below: Price (60%) Quality (40%) Total (100%) 1 Fairways Sportsgrounds Limited (SC314941) 60.00% 38.00% 98.00% 2 Allsports Construction & Maintenance Limited (SC291456) 54.25% 28.00% 82.25% 3 Tony Patterson Sportsgrounds Ltd (NI051896) 43.69% 31.00% 74.69% 3.7 The evaluation of tender submissions received identified that the submission by Fairways Sportsgrounds Limited is the most economically advantageous tender. 3.8 Community Benefits were requested as part of the procurement process and Fairways Sportsgrounds Limited have committed the following Community Benefits: Community Benefits Description No of People / Activity Financial Support for a Social Enterprise or other approved community initiative 4 ___________________________________________________________________ Implications of the Report 1. Financial – The Approved Contract Value is £197,999.45, excluding VAT, which includes the Total Tendered Contract Sum and the Contingency. The costs for this Contract will be met through the Lifecycle Maintenance Fund. 2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – • Our Renfrewshire is thriving – maximising economic growth, which is inclusive and sustainable.
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PUBLIC • Our Renfrewshire is well – supporting the wellness and resilience of our citizens and communities. • Our Renfrewshire is fair – addressing the inequalities which limit life chances. • Our Renfrewshire is safe – protecting vulnerable people and working together to manage the risk of harm. Place: - Working with partners to ensure our neighbourhoods are safe, vibrant and attractive places to live. Living our Values: - Ensuring Renfrewshire Council delivers best value for our citizens and customers, that we demonstrate we are a well governed, effective organisation. 4. Legal - The procurement of this Contract was conducted in accordance with the requirements of the Renfrewshire Council’s Standing Orders Relating to Contracts for a below Regulated value Works Contract using the Quick Quote Procedure, in accordance with Standing Order 18. 5. Property/Assets – The current artificial pitch is due for renewal; this work will upgrade it to ensure it maintains its standards for usage. 6. Information Technology - None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety - Fairways Sportsgrounds Limited Health and Safety credentials were evaluated by the Council’s Corporate Health & Safety team and met the requirements regarding Health & Safety. 9. Procurement - The procurement procedure outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency, and modern Government. 10. Risk - Fairways Sportsgrounds Limited insurance has been assessed and evaluated to confirm they meet the minimum requirements regarding insurance risk. 11. Privacy Impact - None directly arising from this report. 12. Climate Risk – The level of impact associated with the provision of these works have been assessed using the Scottish Government Sustainability Test and is considered High Risk:
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PUBLIC To mitigate against the High Risk, the Contractor will: - promote environmentally safe working practices. - Minimise avoidable waste, use of energy, materials & natural resources by following the discipline of prevent, reduce, segregate, re- use and recycle. 13. Children’s Rights – This contract supports Article 31 of the United Nations Convention on The Rights of the Child (UNCRC), which states that children and young people have the right to have fun in the way they want to, whether by playing sports, watching films, or doing something else entirely. 14. Cosla Policy Position – None directly arising from this report. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Kevin Milliken, Senior Procurement Specialist, Corporate Procurement Unit, (kevin.milliken@renfrewshire.gov.uk)