Report - Framework Agreement for Roads Related Maintenance Works
Renfrewshire Council · 10 September 2026
Back to Finance, Resources and Customer Services Policy Board — 10 September 2026 and its agenda
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PUBLIC ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 10 September 2026 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for Framework Agreement for Roads Related Maintenance Works (reference RC-CPU-24-335) ___________________________________________________________________ 1. Summary 1.1 The purpose or this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Framework Agreement with a number of suitably qualified and experienced Suppliers for roads related maintenance works. 1.2 The procurement procedure for this Works Framework Agreement was conducted as an Open Procedure in accordance with the Public Contracts (Scotland) Regulations 2015, as amended, and the Renfrewshire Council’s Standing Orders Relating to Contracts for an over Government Procurement Agreement (GPA) Threshold Works Framework Agreement. 1.3 A Contract Strategy was approved by the Head of Climate, Public Protection and Roads, the Strategic Category Manager and the Corporate Procurement Manager on 12 May 2026. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board:
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PUBLIC 2.1 Authorises the Head of Corporate Governance to enter into a Framework Agreement for Roads Related Maintenance Works (reference RC-CPU-24-335) (“Framework Agreement”) consisting of Lot 1, Lot 2 and Lot 4 only with the Suppliers listed in Appendix 2 of this report. 2.2 Authorises a maximum approved contract value of £30,000,000 excluding VAT for the entire period. 2.3 Authorises the Framework Agreement for a period of 3 years with the option to extend on 1 occasion for a period of up to 12 months at the sole discretion of the Council. 2.4 Notes the anticipated Framework Start Date is 5 October 2026 however the exact date will be confirmed in the Council’s Letter of Acceptance issued to each Supplier. 2.5 Notes that Call-Off Contracts made under this Framework Agreement will be awarded by way of a Work Order using the selection procedure or the quotation procedure. The most appropriate procedure is at the discretion of the Council and will be subject to the Renfrewshire Council Standing Orders Relating to Contracts, the requirements of the Work Order (Call-Off Contract) for the Works and the need to secure best value. _________________________________________________________ 3. Background 3.1 Renfrewshire Council has a statutory obligation to maintain and improve all public roads (excluding trunk roads) within the Council boundary. 3.2 This Council Framework Agreement for Roads Related Maintenance Works (reference RC-CPU-24-335) includes maintenance and improvements of roads related maintenance works for the Council’s road maintenance programme. 3.3 The Framework Agreement was tendered with 6 Lots as detailed below: • Lot 1 – Carriageway Resurfacing • Lot 2 – Footway Resurfacing • Lot 3 – Road Markings • Lot 4 – Minor Traffic Improvements • Lot 5 – Road Lighting • Lot 6 – Drainage Improvement Works
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PUBLIC 3.4 The Framework Agreement will be formed under the NEC4 Framework Contract, June 2017 edition with bespoke Z Clauses. Call-Off Contracts (“Work Order”) awarded under the Framework Agreement will be formed using the NEC4 Engineering and Construction Short Contract, June 2017 edition with bespoke Z Clauses or, alternatively, the NEC4 Term Service Short Contract June 2017 edition with bespoke Z Clauses. The Council will determine the most appropriate terms as part of defining the requirements of the individual Work Order. 3.5 The Framework Agreement was tendered as an above GPA Threshold Works Framework Agreement using the Open Procedure in accordance with the Public Contracts (Scotland) Regulations 2015, as amended and the Renfrewshire Council Standing Orders relating to Contracts. The Contract Notice was dispatched via the Public Contracts Scotland portal on 26 May 2026 and advertised on the Find a Tender Service (FTS) on the same date. The Tender Documents were available for immediate download through the Public Contracts Scotland – Tender portal. 3.6 During the tendering period, 61 organisations expressed an interest in the Framework Agreement. By the closing date set for return of electronic tenders, 12 noon on Thursday, 2 July 2026, 20 organisations provided a response, 10 declined to respond and 31 were unresponsive. The 20 Tender Submissions received were evaluated by a panel comprising representatives from Environment, Housing and Infrastructure, the Corporate Procurement Unit, Health and Safety and Risk. 3.7 The Tenderers were initially evaluated against a pre-determined set of criteria in the form of the Single Procurement Document, SPD (Scotland). One Tenderer failed to respond to a clarification request relating to the SPD(Scotland), as a result their Tender Submission was deemed irregular and not evaluated further. The remaining 19 Tenderers satisfied the Council’s requirements in respect of their responses to the SPD (Scotland). 3.8 The technical and commercial responses contained in the Tender Submission were each scored against the published award criteria for the Framework Agreement of 40% technical (Quality) and 60% commercial (Price) for each Lot. At this stage, one Tenderer withdrew their bid for Lot 2 – Footway Resurfacing and one Tenderer withdrew their bid for Lot 6 – Drainage Improvement Works. 3.9 Following evaluation of Tender Submissions for Lot 3 – Road Markings, Lot 5 – Road Lighting and Lot 6 – Drainage Improvement Works, the Council determined that best value could not be derived from awarding each of these Lots. Therefore, the Council has decided not to recommend the award of these Lots, as permitted within the Invitation to Tender.
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PUBLIC 3.10 The scores achieved by each Tenderer for Lot 1 – Carriageway Resurfacing, Lot 2 – Footway Resurfacing and Lot 4 - Minor Traffic Improvements are set out in Appendix 1- Evaluation Scoring to this report. The Invitation to Tender identified that 4 Suppliers would be approved for inclusion in each Lot, but the Council reserved the right to increase or decrease the number of Suppliers per Lot as determined appropriate by the Council. The Council has opted to recommend a maximum number of 4 Suppliers per Lots 1, 2, and 4 and the recommended suppliers and their associated ranking are detailed in Appendix 2 to this report. 3.11 The Framework Agreement ordering procedures are either the selection procedure or the quotation procedure. Where the selection procedure is applied, then the Supplier ranked first in each Lot will be invited to apply for the Work Order. Should the first ranked Supplier reject the invitation, the second ranked Supplier will be invited to apply for the Work Order, and so on until the Work Order has been awarded. The Framework Agreement does not afford any Supplier any exclusivity. 3.12 The Supplier ranking information as detailed in Appendix 2 to this report will be fixed for the first year of the Framework Agreement. On an annual basis the Council will invite Suppliers to submit a price refresh. Where the revised prices and rates are accepted, the Council shall re-evaluate the commercial score and add this score to the original Quality score achieved by each Supplier. Suppliers will be re- ranked in accordance with the revised scores across each Lot. The new ranking will apply to any Work Order awarded after the applicable Framework Agreement anniversary. 3.13 All Suppliers accepted for this Framework Agreement have committed to providing five Community Benefit Points for every £150,000 (excluding VAT) spent through Work Orders. The Community Benefits to be delivered will be consistent with the Council’s Community Benefits Outcome Menu. ___________________________________________________________________ Implications of the Report 1. Financial – The total approved Framework Agreement value will be up to a maximum of £30,000,000, excluding VAT, for the total 4-year framework period, including the 12-month extension. The costs of all Work Orders issued under this Framework Agreement will be met by both Roads capital and revenue budgets, and in some cases from external funding. 2. HR & Organisational Development – None directly arising from this report.
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PUBLIC 3. Community/Council Planning – Place – Working with partners to ensure our neighbourhoods are safe, vibrant and attractive places to live. The Framework Agreement will support the delivery of this outcome. 4. Legal – The tendering procedure for this Framework Agreement was conducted in accordance with the Open Procedure under the Public Contracts (Scotland) Regulations 2015, as amended, and the Renfrewshire Council’s Standing Orders Relating to Contracts under for above GPA threshold Works Framework Agreement. Work Orders issued by the Council under this Framework Agreement will be contracted under either the NEC4 Engineering and Construction Short Contract, June 2017 edition incorporating the Council’s amendments (Z Clauses) or using the NEC4 Term Service Short Contract, June 2017 edition incorporating the Council’s amendments (Z Clauses) as issued as part of the Invitation to Tender. 5. Property/Assets – The Council’s roads infrastructure will be maintained to a high standard. 6. Information Technology – None directly arising from this report. 7. Equality & Human Rights – None directly arising from this report. 8. Health & Safety – All Suppliers health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s requirements regarding health and safety. 9. Procurement – The procurement procedures outlined within this report will ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern government. 10. Risk – All Suppliers insurances were evaluated by Risk and met the Council’s requirements regarding insurable risk. 11. Privacy Impact – None directly arising from this report. 12. Climate Risk – The level of impact associated with works connected with the Framework Agreement has been assessed using the Scottish Government Sustainability Test and is considered to be high risk. Suppliers awarded Work Orders under the Framework Agreement will be required to organise their activities in such a way that the impact they have on the environment is minimised.
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PUBLIC 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position – None directly arising from this report. _________________________________________________________ List of Background Papers - None ___________________________________________________________________ Author: Brian Bradley, Assistant Category Manager, 0141 487 1522, brian.bradley@renfrewshire.gov.uk
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PUBLIC Appendix 1 – Evaluation Scoring Lot 1 – Carriageway Resurfacing Tenderer Quality Price Total John McGeady Limited (SC080553) 36.67% 60.00% 96.67% JH Civil Engineering Limited (SC195621) 36.67% 59.14% 95.81% Hillhouse Quarry Group Limited (SC135103) 36.67% 54.60% 91.27% Maclay (Civil Engineering) Limited (SC058460) 30.83% 44.61% 75.44% William Hamilton trading as Hamilton Tarmac (Sole Trader) 35.42% 37.69% 73.11% Luddon Construction Limited (SC057943) 36.67% 35.71% 72.38% Stepford Group Ltd (SC644529) 33.33% 35.31% 68.64% Lot 2 – Footway Resurfacing Tenderer Quality Price Total John McGeady Limited (SC080553) 36.67% 60.00% 96.67% JH Civil Engineering Limited (SC195621) 36.67% 52.77% 89.44% Ipsum Infrastructure (SC263385) 36.67% 44.03% 80.70% Hillhouse Quarry Group Limited (SC135103) 36.67% 34.12% 70.79% Luddon Construction Limited (SC057943) 36.67% 32.44% 69.11% Bottom Groundworks & Plant Hire Limited (SC578729) 33.33% 34.81% 68.14% Stepford Group Ltd (SC644529) 33.33% 34.01% 67.34% Keal Contracts Limited (SC693824) 32.08% 34.68% 66.76% William Hamilton trading as Hamilton Tarmac (Sole Trader) 35.42% 25.90% 61.32% Rainton Construction (Scotland) Ltd (SC565812) 26.25% 34.69% 60.94% Landscapes and Contracts Limited (SC223969) 30.00% 27.48% 57.48% Lot 4 – Minor Traffic Improvements Tenderer Quality Price Total John McGeady Limited (SC080553) 36.67% 60.00% 96.67% Stepford Group Ltd (SC644529) 33.33% 34.10% 67.43% Luddon Construction Limited (SC057943) 36.67% 24.94% 61.61% Lochwynd Limited (SC143213) 36.67% 22.72% 59.39% Hillhouse Quarry Group Limited (SC135103) 36.67% 18.18% 54.85% Bottom Groundworks & Plant Hire Limited (SC578729) 33.33% 17.31% 50.64% Keal Contracts Limited (SC693824) 32.08% 15.42% 47.50% Maclay (Civil Engineering) Limited (SC058460) 30.83% 12.32% 43.15% Landscapes and Contracts Limited (SC223969) 30.00% 12.01% 42.01% Geo-Rope Ltd (SC231151) 28.75% 12.61% 41.36%
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PUBLIC Appendix 2 – Places on the Framework Agreement to be awarded Lot 1 – Carriageway Resurfacing Tenderer Ranking John McGeady Limited (SC080553) 1st JH Civil Engineering Limited (SC195621) 2nd Hillhouse Quarry Group Limited (SC135103) 3rd Maclay (Civil Engineering) Limited (SC058460) 4th Lot 2 – Footway Resurfacing Tenderer Ranking John McGeady Limited (SC080553) 1st JH Civil Engineering Limited (SC195621) 2nd Ipsum Infrastructure Limited (SC263385) 3rd Hillhouse Quarry Group Limited (SC135103) 4th Lot 4 – Minor Traffic Improvements Tenderer Ranking John McGeady Limited (SC080553) 1st Stepford Group Ltd (SC644529) 2nd Luddon Construction Limited (SC057943) 3rd Lochwynd Limited (SC143213) 4th