Item 7 - Contract Award - Tenanted Properties Internal Refurbishment
Renfrewshire Council · 12 September 2024
Back to Finance, Resources and Customer Services Policy Board — 12 September 2024 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Award: Tenanted Properties – Internal Refurbishment (RC- CPU-24-088) ___________________________________________________________________ 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 Measured Term Contract for Tenanted Properties – Internal Refurbishment (RC- CPU-24-088) to Bell Group Ltd. 1.2 The recommendation to award the Contract follows a procurement exercise conducted in accordance with the Public Contracts (Scotland) Regulations 2015 and in accordance with the Scotland Excel Framework Agreement for Property Maintenance and Refurbishment: Ref 1821 (“Framework”) under Lot 15 – Multi Trades (“Lot 15). 1.3 A Contract Strategy was approved by the Corporate Procurement Manager, and the Head of Housing Services in on 23 April 2024. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board:
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(a) Authorises the Head of Corporate Governance to award a Works Contract in the form of SBCC Measured Term Contract for use in Scotland, MTC/Scot (2011 Edition) incorporating the Employer’s Amendments for Tenanted Properties – Internal Refurbishment (RC-CPU-24-088) to Bell Group Ltd; (b) Authorises the approved contract value of up to £3,000,000.00 excluding VAT for the Contract Period; (c) Authorises a Contract Period of 12 months. The Starting Date is anticipated to be 01 October 2024. Any changes to this date will be confirmed in the Council’s Letter of Acceptance; and (d) Notes the award of this Contract requires the provision of a Data Processor Agreement as indicated within the tender documentation. _________________________________________________________ 3. Background 3.1 A central requirement of the Environment, Housing and Infrastructure Service is to ensure that statutory legislative requirements are being met to ensure that Council operated properties, facilities and assets are properly maintained in line with the relevant legislation. 3.2 The Council has a requirement for an experienced Contractor to carry out the Internal Refurbishment Works at Council Tenanted Properties. This contract is to carry out circa 200 replacement kitchen/ bathroom/ rewire to properties within Council owned stock which are due for lifecycle replacement. 3.3 The procurement exercise was conducted as a mini competition under lot 15 Multi-Trades of the Scotland Excel Framework Agreement for Property Maintenance and Refurbishment: Ref 1821. 3.4 In accordance with the Framework the Council invited all 17 Contractors appointed to Region 2, the Renfrewshire Council area, for Lot 15 to participate in the mini-competition, via the Public Contract Scotland – Tender Portal on 01 July 2024. 3.5 By the closing date set for the return of electronic tender submissions, 12 noon on 30 July 2024, four organisations submitted a tender response, three organisations declined to respond, and ten organisations did not respond.
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3.6 As per the Framework Terms and Conditions the option was taken to only open the commercial evaluation as part of the mini-competition submission and use the quality scores from inception of the Framework. 3.7 The four tender submissions were each evaluated against the Award Criteria which were based on a weighting of 60% Price, 40% Quality (taken from the Framework). 3.8 The scores relative to the Award Criteria for each of the four tender submissions are noted below: Tenderer Price (60%) Quality (40%) Total Score Bell Group Ltd 58.44% 37.50% 95.94% Everwarm Ltd 57.09% 38.75% 95.84% Procast Building Contractors Ltd. 60.00% 31.25% 91.25% Ogilvie Construction Limited 33.96% 38.75% 72.71% 3.9 The evaluation of tender submissions received identified that the submission by Bell Group Ltd is the most economically advantageous tender. 3.10 The form of contract is SBCC Measured Term Contract for use in Scotland, MTC/Scot (2011 Edition) incorporating the Employer’s Amendments. 3.11 The costs for this Contract will be met from the Housing Capital Account. 3.12 Community Benefits were requested as part of this procurement exercise. Bell Group Ltd has confirmed to deliver 150 Community Benefit points and, as per the Framework Terms and Conditions, the specific Community Benefits to be delivered will be agreed between Bell Group Ltd and Renfrewshire Council at the mobilisation meeting. ___________________________________________________________________
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Implications of the Report 1. Financial – The costs of up to £3,000,000 excluding VAT (including extension periods) over the 12-month contract period will be met through the Housing Capital Account. The anticipated start date is 01 October 2024. 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. 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: - Delivering those strong universal services, we all receive, and all rely on like making Renfrewshire a great place to live. Economy: - Improving lives and securing wellbeing through a stronger, inclusive and sustainable economy, being creative, imaginative and linking opportunities to enhance the benefits for Renfrewshire. - Creating sustainable employment opportunities for people who live in Renfrewshire, attracting good employers to the area and encouraging growth of businesses already operating here, ensuring that all people can benefit from the inclusive growth in Renfrewshire. - Supporting our citizens, particularly those furthest from the jobs market, into fair work – well paid, fulfilling employment. - Matching the skills developed in Renfrewshire with the opportunities available in Renfrewshire and equipping all children and young people to achieve success in life. Fair: - Reducing inequalities. - Supporting improved health and wellbeing for our citizens. - Protecting vulnerable people.
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Green: - Working across partners and communities to deliver the priority area highlighted in our Plan for Net Zero, working towards a net zero Renfrewshire by 2030. - Protecting and enhancing nature in Renfrewshire and encouraging equal access to opportunities to enjoy nature across all people and communities. Living our Values: - Sharpening the focus of our organisation to ensure future financial sustainability. - Ensuring Renfrewshire Council delivers Best Value for our citizens and customers, that we are a well governed, effective organisation. 4. Legal – The Procurement of this Contract was conducted in accordance with the Scotland Excel Framework Agreement for Property Maintenance and Refurbishment: Ref 1821 and the Council’s Standing Orders relating to Contracts. 5. Property/Assets - is to ensure that statutory legislative requirements are being met to ensure that Council operated properties, facilities and assets are properly maintained in line with the legislation. 6. Information Technology - None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety – Bell Group Ltd health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s minimum requirements regarding health and safety. 9. Procurement – The procurement procedures outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency, and modern Government. 10. Risk - Bell Group Ltd. insurances have been assessed and evaluated to confirm that they meet the requirements regarding insurance risk. 11. Privacy Impact - A Data Processor Agreement will be in place between Renfrewshire Council and Bell Group Ltd. 12. Children’s Rights – None directly arising from this report.
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13. Climate Risk – The level of impact associated with provision of these services have been assessed using the Scottish Government Sustainability Test and is considered Low Risk. 14. Cosla Policy Position – None directly arising from this report. List of Background Papers (a) None ___________________________________________________________________ Author: Joanna Tannock, Assistant Category Manager, Corporate Procurement Unit, joanna.tannock@renfrewshire.gov.uk.