Item 8 - Notification of the Award of the contract for Surface Treatment 2024-25
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 & Infrastructure Services ___________________________________________________________________ Heading: Notification of the award of the Contract for Surface Treatment 2024/2025 (RC-CPU-24-020) under delegated authority granted to the Corporate Procurement Manager ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to notify the Finance, Resources and Customer Services Policy Board of the award of a Call-Off Contract for Surface Treatment 2024/2025, reference RC-CPU-24-020, approved for award under the delegated authority for the Framework Contract for Roads Related Maintenance Works, reference RC-CPU-20-172 (Framework), granted to the Corporate Procurement Manager by the Finance, Resources and Customer Services Policy Board on 2 February 2022. 1.2 The Call-Off Contract was awarded following a mini-competition under Lot 5 – Surface Treatment of Renfrewshire Council’s Framework Contract for Roads Related Maintenance Works, reference RC-CPU- 20-172. ___________________________________________________________________
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2. Recommendations The Finance, Resources and Customer Services Policy Board is asked to note: 2.1.1 A Call-Off Contract for Surface Treatment 2024/2025, reference RC- CPU-24-020, was approved for award under delegated authority granted to the Corporate Procurement Manager by the Finance, Resources and Customer Services Policy Board on 2 February 2022 for the Framework Contract for Roads Related Maintenance Works, reference RC-CPU-20-172. 2.1.2 The Call-Off Contract value is £378,642.00 excluding VAT. 2.1.3 The starting date was 1 July 2024 and the completion date is 3 months from the starting date as confirmed in the Employer’s Acceptance. _________________________________________________________ 3. Background 3.1 Environment, Housing and Infrastructure Services are responsible for the management and maintenance of all roads, excluding trunk roads, within the Council’s boundaries. 3.2 This Call-Off Contract is to apply surface treatment to carriageways. 3.3 The recommendation to approve this Call-Off Contract for award was made under delegated authority granted to the Corporate Procurement Manager by the Finance, Resources and Customer Services Policy Board on 2 February 2022 for the Framework Contract for Roads Related Maintenance Works, reference RC-CPU-20-172. 3.4 This Call-Off Contract was tendered as a mini-competition under the Framework, Lot 5 – Surface Treatment for a below Regulated Works Contract in accordance with the Framework and the Council’s Standing Orders Relating to Contracts. The mini competition documents were made available on the Public Contracts Scotland – Tender portal on Thursday, 9 May 2024 to the two suppliers awarded a Framework Contract for this Lot 5 – Surface Treatment. 3.5 The Tenders received were assessed on the basis of the most economically advantageous tender which included an evaluation of both price and quality parts of the tender submissions. The Bid Submission was evaluated against the award criteria of 30% technical (quality) and 70% commercial (price).
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3.6 The scores relative to the award criteria of the Bidder are noted below. Price (70.00%) Quality (30.00%) Total (100.00%) 1 Kiely Bros. Limited 70.00% 22.50% 92.50% 3.7 In accordance with the authority granted by the Finance, Resources and Customers Services Policy Board on 2 February 2022 for the Framework, the Corporate Procurement Manager approved the award of this Call-Off Contract for Surface Treatment 2024/2025, reference RC-CPU-24-020 to Kiely Bros. Limited on 5 June 2024. 3.8 The approved spend under the Call-Off Contract is £378,642.00 excluding VAT. 3.9 Community Benefits were sought as part of this process and Kiely Bros. Limited have committed to the following Community Benefits: Community Benefit Description No of People / Activity Financial Support for a Community Project 2 3.10 Financial costs in respect of this contract will be met from the General Services (Roads) Capital Budget. Implications of the Report 1. Financial – the costs of £378,642.00 excluding VAT over the 3-month contract period will be met from the Capital General Services Budget. The starting date was 1 July 2024. 2. HR & Organisational Development Not applicable. 3. Community/Council Planning Place - Working with partners to ensure our neighbourhoods are safe, vibrant and attractive places to live.
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Economy - Supporting our citizens, particularly those furthest from the jobs market, into fair work - well paid, fulfilling employment through Community Benefits. 4. Legal None arising directly from this report.. 5. Property/Assets The Council’s roads infrastructure will be maintained to a high standard. 6. Information Technology None arising directly from this report 7. Equality & Human Rights None arising directly from this report 8. Health & Safety Kiely Bros. Limited health and safety credentials were evaluated by Corporate Health and Safety when tendering for the Framework Contract for Roads Related Maintenance Works, reference RC-CPU- 20-172, and met the Council’s requirements regarding health and safety. 9. Procurement The procurement procedures outlined within this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern government. 10. Risk Kiely Bros. Limited insurances were assessed and evaluated when tendering for the Framework Contract for Roads Related Maintenance Works, reference RC-CPU-20-172, to confirm that they have met the minimum requirements regarding insurable risk. 11. Privacy Impact None arising directly from this report 12. Climate Risk The level of impact associated with works connected with the Framework Contract for Roads Related Maintenance Works, reference RC-CPU-20-172, has been assessed using the Scottish Government Sustainability Test and is considered to be high risk. The supplier awarded this contract 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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13. Children’s Rights None arising directly from this report. 14. Cosla Policy Position Cosla Policy implications have arisen or are anticipated. _________________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Andrew Green, Procurement Advisor, andrew.green@renfrewshire.gov.uk