Agenda Document Pack - Finance, Resources and Customer Services Policy Board - 12/09/2024
Renfrewshire Council · 12 September 2024
Back to Finance, Resources and Customer Services Policy Board — 12 September 2024 and its agenda
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06/09/2024 Notice of Meeting and Agenda Finance, Resources and Customer Services Policy Board Date Time Venue Thursday, 12 September 2024 10:00 Via Teams Platform, Membership Councillor John Shaw (Convener): Councillor Fiona Airlie-Nicolson (Depute Convener): Councillor Alison Ann-Dowling: Councillor Jacqueline Cameron: Provost Lorraine Cameron: Councillor Graeme Clark: Councillor Audrey Doig: Councillor Chris Gilmour: Councillor Edward Grady: Councillor Neill Graham: Councillor Robert Innes: Councillor Alec Leishman: Councillor Bruce MacFarlane: Councillor Sam Mullin: Councillor Iain Nicolson: Further Information - online meetings only This meeting is on-line only but is a meeting which is open to members of the public by prior arrangement. A copy of the agenda and reports for this meeting will be available for inspection prior to the meeting at the Customer Service Centre, Renfrewshire House, Cotton Street, Paisley and online at http://renfrewshire.cmis.uk.com/renfrewshire/CouncilandBoards.aspx For further information, please email democratic-services@renfrewshire.gov.uk Webcasting of Meeting This meeting will be filmed for live or subsequent broadcast via the Council’s internet site – at the start of the meeting the Convener will confirm if all or part of the meeting is being filmed. To find the webcast please navigate to https://renfrewshire.public-i.tv/core/portal/home MARK CONAGHAN Head of Corporate Governance Page 1 of 272
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06/09/2024 Items of business Apologies Apologies from members. Declarations of Interest and Transparency Statements Members are asked to declare an interest or make a transparency statement in any item(s) on the agenda and to provide a brief explanation of the nature of the interest or the transparency statement. 1 Joint Consultative Board (Non-Teaching) Minute of meeting held on 13 June 2024. 5 - 8 2 Investment Review Board Note of inquorate meeting of the Investment Review Board held on 12 June 2024. 9 - 10 3 Revenue and Capital Budget Monitoring Report Report by the Director of Finance & Resources. 11 - 26 4 Revenue and Capital Budget Monitoring Overview Report Report by the Director of Finance & Resources. 27 - 40 5 Business Services Performance Report Report by the Director of Finance & Resources. 41 - 52 6 Customer Services Performance Report Report by the Director of Finance & Resources. 53 - 58 7 Civic Hospitality Report by the Director of Finance & Resources. 59 - 62 8 Business Services Write-Off Reports Report by the Director of Finance & Resources. 63 - 68 9 Code of Conduct for Officers on Acceptance of Gifts and Hospitality Report by the Director of Finance & Resources. 69 - 76 10 Data Protection Policy 2024 Report by the Director of Finance & Resources. 77 - 102 Page 2 of 272
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06/09/2024 11 Public Holidays for Renfrewshire Council Employees 2025 Report by the Director of Finance & Resources. 103 - 106 12 Facilities and Property Services - Service Update Report Report by the Director of Environment, Housing & Infrastructure. 107 - 120 13 Chief Executive's Service Improvement Plan 2024/27 Report by the Chief Executive. 121 - 152 14 Contract Award: Planned Preventative Maintenance, Servicing and Reactive (Un-Planned) Maintenance to Sheltered Housing Buildings Heating Systems (RC-CPU- 23-152) Joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure. 153 - 160 15 Contract Award: BMS, Bureau Service and Planned Preventative Maintenance (PPM) (RC-CPU-23-168) Joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure. 161 - 166 16 Flexible Framework for the Provision of Supported Living and Community Based Support Services for Adults with Social Care Needs (RC-CPU-23-210) Joint report by the Director of Finance & Resources, Renfrewshire Council and the Chief Officer, Renfrewshire Health & Social Care Partnership. 167 - 174 17 Notification of the award of a Contract for the Construction of a Bus Turning Loop at Linburn Road, Erskine (RC-CPU-24-013) understanding order 9.1k) of Council Standing Orders Relating to Contracts. Joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure. 175 - 180 18 Provision of a Technology Enabled Care Alarm Receiving Service (RCCPU- 24-079) 181 - 186 Page 3 of 272
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06/09/2024 Joint report by the Director of Finance & Resources, Renfrewshire Council and the Chief Officer, Renfrewshire Health and Social Care Partnership. 19 Contract Authorisation Report for Employee Benefits (RC-CPU-23- 198) Report by the Director of Finance & Resources. 187 - 194 20 Contract Award: Tenanted Properties – Internal Refurbishment (RCCPU- 24-088) Joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure. 195 - 200 21 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 Joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure. 201 - 206 22 Payment Processing Services (RC-CPU-23-236)– Notification of revised liabilities Report by the Director of Finance & Resources. 207 - 212 23 Contract Authorisation Report for The Supply and Delivery of Switches and Licences (RC-CPU-24-143) Report by the Director of Finance & Resources. 213 - 216 24 Housing Management System Joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure. 217 - 222 25 Annual Procurement Report for the period 1 April 2023 to 31 March 2024 Report by the Director of Finance & Resources. 223 - 272 Page 4 of 272
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Minute of Meeting Joint Consultative Board (Non-Teaching) Date Time Venue Thursday, 13 June 2024 15:00 Via Teams Platform, Present Councillor Fiona Airlie-Nicolson, Councillor Audrey Doig, Councillor Chris Gilmour, Councillor Lisa-Marie Hughes. Representing Trades Unions J Boylan (UNISON) and G Cochrane (UNITE). Appointment of Chairperson In accordance with the terms of the constitution of the Joint Consultative Board (Non- Teaching), which stated that the Chair of the Board should alternate between the management-side and the trade unions it was proposed and agreed that John Boylan chair this meeting of the JCB (Non-Teaching). DECIDED: That John Boylan chair the meeting. In Attendance R Cree, Head of People & Organisational Development, R Laouadi, HR Manager, S Fanning, Strategic Lead Partner (Health & Safety), J Barron, Committee Services Officer and D Cunningham, Committee Services & Licensing Officer (all Finance & Resources). Apologies Councillor Sam Mullin; and M Ferguson, S Hicks, M McIntyre (all UNISON). Item 1 Page 5 of 272
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Declarations of Interest There were no declarations of interest intimated prior to the commencement of the meeting. Transparency Statements Councillor Gilmour indicated that he had a connection to items 1, 2 and 3 of the agenda by reason of his membership of the Union UNITE. However, he indicated that he had applied the objective test and did not consider he had an interest to declare. Councillor Hughes indicated that she had a connection to items 1, 2 and 3 of the agenda by reason of her membership of the Union UNISON. However, she indicated that he had applied the objective test and did not consider she had an interest to declare. 1 Developments in Health, Safety and Wellbeing There was submitted a report by the Director of Finance & Resources relative to developments in relation to health, safety and wellbeing issues since the previous meeting of the Joint Consultative Board (Non-Teaching), held on 18 April 2024. It was proposed that a further report regarding issues with the storage of batteries from electric vehicles be submitted to the next meeting of this Board. This was agreed. DECIDED: (a) That the report and verbal updates be noted; and (b) That a further report regarding issues with the storage of batteries from electric vehicles be submitted to the next meeting of this Board. 2 Details of Grievances There was submitted a report by the Director of Finance & Resources relative to the number of grievances received. The report provided information on grievances at both the informal and formal stages and indicated that there were a total of six grievances as at June 2024, a decrease of four cases since the last meeting of this Board. DECIDED: That the report be noted. Page 6 of 272
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3 Agency Workers There was submitted a report by the Director of Finance & Resources relative to the number of agency staff employed within the Council as at 1 May 2024 and detailing the capacity and Services in which they were engaged. The report advised that as at 1 May 2024, 176 agency workers were employed across all Council Services, a decrease of 26 agency workers since April 2024. Renfrewshire Health & Social Care Partnership employed 107 of those agency workers. The HR Manager was heard in answer to questions on the report. Unison representatives advised that the results from the ballot of Care at Home Staff had closed with 97% of staff having accepted the terms proposed by the Council. It was hoped that this improvement to terms and conditions would encourage staff into this field of work resulting in less agency workers being required and posts becoming easier to be filled on a permanent basis. The Head of People & Organisational Development thanked the GMB, Unite and UNISON unions for their work with Renfrewshire Council management to reach an agreement on this matter. DECIDED: That the report and verbal updates be noted. 4 Date of Next Meeting DECIDED: That it be noted that the next meeting of the JCB (Non-Teaching) would be held at 3pm on 19 September 2024. Page 7 of 272
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Note of Inquorate Meeting Investment Review Board Date Time Venue Wednesday, 12 June 2024 11:00 Remotely via MS Teams, Present: Councillor Neill Graham, Councillor John Shaw In Attendance C McCourt, Head of Finance & Procurement, G Borland, Finance Manager and R Devine, Senior Committee Services Officer (all Finance & Resources). Also in Attendance D Watson, Investment Consultant Hymans Robertson LLP and G Brisbane, Senior Investment Manager, Charity Lead LGT, formerly abrdn Capital Limited. Apologies Councillor Allison Ann-Dowling and Councillor Jacqueline Cameron. Quorum Ten minutes after the appointed time for the meeting a quorum was not present and in terms of Procedural Standing Order No. 52, the meeting stood adjourned. Item 2 Page 9 of 272
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Revenue and Capital Budget Monitoring 2024/25 at 21 June 2024 ___________________________________________________________________ 1. Summary 1.1 At the close of reporting Period 3 on 21 June 2024, the projected revenue outturn at 31 March 2025 for those services reporting to the Finance, Resources and Customer Services Policy Board was an overspend position of £0.375m (0.4%) against the revised budget for the year. 1.2 The projected capital outturn at 31 March 2025 for projects reporting to the Finance, Resources and Customer Services Policy Board is a break-even position. 1.3 This is summarised over the relevant services in the table below and further analysis is provided in the report and appendices. Revised Annual Budget £000 Projected Outturn £000 Budget Variance (Adv)/Fav £000 Budget Variance % Revenue Finance and Resources 43,750 43,693 57 0.1% Environment, Housing and Infrastructure 23,094 23,471 (377) (1.6%) Chief Executive's Service (Estates) (168) (113) (55) (32.7%) Miscellaneous 27,852 27,852 0 0.0% Total 94,528 94,903 (375) (0.4%) Capital Finance, Resources and Customer Services Policy Board 14,294 14,294 0 0.0% Item 3 Page 11 of 272
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2. Recommendations 2.1 Members are requested to: a) Note the projected Revenue outturn overspend position of £0.375m; b) Note the projected Capital outturn break-even position; and c) Agree to homologate the budget adjustments detailed at sections 5 and 6. 3. Revenue Budget Projection – overspend of £0.375m by 31 March 2025 3.1 The tables in Appendix 1 present the projected year-end position for all services reporting to this Board, by both subjective analysis (what the budget is spent on) and objective analysis (which division is spending the budget). Significant variances affecting the projected position are analysed further below. 3.2 It should be noted that the projected outturn position reported here is based on the latest information available, which is subject to change during the financial year. The impact of any change on this projection will be updated at each board cycle until the close of reporting Period 10. Budget holders are obliged to seek mitigating action to minimise significant budget variances. 4. Objective Analysis – Significant Variances 4.1 Finance, Resources and Customer Services - £0.057m underspend This forecast position mainly reflects the underspend in Internal Audit. The post of Chief Auditor remains vacant pending the result of informal discussions between Chief Finance Officers of Renfrewshire Council, Inverclyde Council and West Dunbartonshire Council with regards improving resilience within their respective internal audit and counter fraud services. 4.2 Environment, Housing and Infrastructure - £0.377m overspend There is an anticipated overspend of £389k being forecast within Public Building Repairs. This is due to the continued inflationary and cost pressures that have been experienced by the service over the last few financial years. The position has improved since last year and continues to be closely monitored. Mitigating actions will be taken by management where appropriate. Soft Facilities Management is forecasting an underspend of £12k. There are under and overspends across the budget headings but the main overspend is within premises related costs (cleaning £0.190m) and transport costs (£0.114m). Page 12 of 272
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In addition, there is a projected over-recovery of income which largely relates to recharge income that is recovered from HSCP (£0.560m) for staff costs. This is offset by an under-recovery of HQ car parking income, along with a lower than expected school meal income expected in the final quarter. This reduced income relates to the provision of school meals to P6 and P7 pupils who receive the Scottish Child Payment. The position will be closely monitored throughout the year and any updates provided to Board. 4.3 Chief Executive’s Service (Estates) - £0.055m overspend This forecast position mainly reflects an anticipated under-recovery in rental income as a result of a property at Houston Square held vacant as part of the delivery of the Johnstone Vision regeneration programme. 4.4 Miscellaneous Services – break even While the service is currently projected to break even by year-end, there is an anticipated over-recovery of investment interest income owing to interest rates increasing after the budget was established. This will be closely monitored with a view to the additional income covering expected overspends in loan charges (borrowing interest), as outlined to Council during its revenue budget setting for 2024/25. Further information will be reported to the Board as it emerges throughout the year. 5. Subjective Analysis – Significant Variances 5.1 Employee Costs - £0.021m overspend Finance and Resources is projecting a £0.389m overspend mainly due to lower than expected levels of staff turnover at this stage in the financial year. The position will be closely monitoring with the overspends expected to ease in the coming periods as a result of some staff movements across the service. This is partly offset by a projected underspend within Soft Facilities Management (£0.462m) which reflects the high staff turnover and the difficulty filling posts. 5.2 Premises Related - £0.739m overspend This projected overspend predominantly sits within repairs and maintenance in Public Building Repairs due the continued inflationary and cost pressures that have been experienced by the service over the last few financial years. It is partly offset by underspends and income elsewhere in the service at present. The position has improved since last year and continues to be closely monitored. Page 13 of 272
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5.3 Transport Related - £0.126m overspend This projected overspend predominantly sits within Environment, Housing & Infrastructure and in the main relates to external vehicle hire required to support the Universal Free School Meals project. 5.4 Supplies and Services - £1.244m overspend This projected overspend predominantly sits within Environment, Housing & Infrastructure (£1.318m) on work by contractors within Property Services, the costs of which are recovered through the fees process. 5.5 Income - £1.625m over-recovery This projected over-recovery of income predominantly sits within Environment, Housing & Infrastructure (£1.480m), and mainly relates to the recovery of Property Services costs and HSCP costs, currently showing as overspends within expenditure lines. A budget realignment exercise will be completed in Period 6. There is a further over-recovery within Finance and Resources (£0.194m) the majority of which relates to income generated from ICT support for a digital programme. 6. Revenue Budget Virements 6.1. Under the Council’s financial regulations, Directors and their nominated officers, in consultation with the Director of Finance and Resources, have certain delegated authority to transfer sums between subjective budget headings within a service division to enable budget management throughout the financial year. This is known as ‘budget virement’. 6.2. Transfers between divisions of the same service / department in excess of £100,000, and transfers between services / departments must be authorised by the respective service Director and the Director of Finance and Resources for submission to the relevant policy board for approval. Since the budget was approved in February 2024, the Director now seeks homologation from the Board for the following affected virements: Revenue Budget Adjustments for homologation Objective Heading Subjective Heading Amount (£m) Reason Finance and Resources Employee Costs (0.443) Transfer of Clark Street Depot Staffing from Business Services to Building Services in EH&I Finance and Resources Employee Costs (0.137) Transfer of Customer Services Homeless Team Staffing to Housing in EH&I Page 14 of 272
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Objective Heading Subjective Heading Amount (£m) Reason Finance and Resources Employee Costs 0.086 Transfer of 2 Licensing Officer posts from EH&I to Corporate Governance Environment, Housing & Infrastructure Premises Costs 0.115 Transfer from various other services to cover commissioned repairs Environment, Housing & Infrastructure Employee Costs 0.443 Transfer of Clark Street Depot Staffing from Business Services to Building Services in EH&I Environment, Housing & Infrastructure Income (0.298) Transfer of lets income budget from Community Learning and Development Environment, Housing & Infrastructure Employee Costs Premises Transport Supplies & Services Transfer Payments Income 1.363 0.124 0.015 0.262 0.020 (1.784) Realignment of budgets within the service to reflect revised establishment and forecast workload for 2024/25. 6.3. The following budget adjustments reflect allocations of agreed pay settlements, approved savings, and changes to superannuation rates for employers, and are therefore for noting only: Revenue Budget Adjustments for noting Objective Heading Subjective Heading Amount (£m) Reason Finance and Resources Employee Costs (0.307) Right for Renfrewshire savings realised Finance and Resources Employee Costs (3.619) Contribution to reserves re reduction in employers’ superannuation Finance and Resources Employee Costs 2.817 Pay award 2023/24 Environment, Housing & Infrastructure Employee Costs (1.708) Contribution to reserves re reduction in employers’ superannuation Environment, Housing & Infrastructure Employee Costs 1.613 Pay award 2023/24 Miscellaneous Transfer Payments 3.771 Council wide Right for Renfrewshire savings Miscellaneous Employee Costs (14.448) Allocation of pay award 2023/24 to services and contribution to reserves re reduction in employers’ superannuation Page 15 of 272
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6.4. Budget holders are obliged to seek mitigating action to minimise significant budget variances. The Board is therefore asked to approve the following virements, which are not currently applied to the budget: Revenue Budget Adjustments for approval Objective Heading Subjective Heading Amount (£m) Reason Soft FM Employee costs 0.560 Realignment of budget to reflect recharge of staff costs to HSCP Income (0.560) Property Services Supplies and Services 0.718 Realignment of budgets to reflect increased work by contractor costs being recharged to capital and other services Income (0.718) 7. Capital Budget Projection – break-even position by 31 March 2025 7.1 The Capital Investment Programme 2024/25 to 2028/29 was approved by the Council on 29 February 2024. Finance, Resources and Customer Services approved capital spend for 2024/25 is £9.707m. 7.2 The in-year Capital budget is forecast to break-even by 31 March 2025, however, this will be monitored as the projects progress. Further details of the programme can be found in the Capital Monitoring report at Appendix 2. 7.3 Budget adjustments totalling £4.587m have been carried forward into 2024/25 to reflect updated timing on the programming of some capital projects. The revised capital spend for 2024/25 is £14.294m, and details of the adjustments are as follows: Capital Budget Adjustments Project Amount (£m) ICT Infrastructure Maintenance & Renewal Programme 0.969 Lifecycle Capital Maintenance (LCM) Fund 2.360 Artificial Pitch Upgrades 0.524 Digital Infrastructure Provision 0.032 Community Empowerment Fund 0.552 Villages Improvement Fund 0.076 Retail Improvement Fund 0.074 Total 4.587 Page 16 of 272
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Implications of the Report 1. Financial The projected budget outturn position for Finance, Resources and Customer Services’ Revenue budget is an overspend of £0.375m (0.4%) at 31 March 2025. Income and expenditure will continue to be monitored closely for the rest of the financial year and as far as possible, steps will be taken to mitigate any overspend. The projected outturn position for Finance, Resources and Customer Services’ Capital budget is break-even, after the adjustments outlined at section 7. 2. HR & Organisational Development While staffing budgets form a significant proportion of the Council’s revenue budgets, there are no direct implications arising from the recommendations in this report. 3. Community/Council Planning Community Plan Our Renfrewshire is thriving The Council’s revenue and capital spend ensures that its facilities are fit for purpose and safe for the community, to maximise accessibility. Our Renfrewshire is well Our Renfrewshire is fair Our Renfrewshire is safe Council Plan Reshaping our place, our economy and our future The Council’s revenue and capital spend ensures that its facilities are fit for purpose and safe for the community, to maximise accessibility. Building strong, safe and resilient communities Tackling inequality, ensuring opportunities for all Creating a sustainable Renfrewshire for all to enjoy Ongoing revenue and capital budget monitoring is a tool to enable good financial management so that the Council has resources now and in the future for continued service delivery. Working together to improve outcomes 4. Legal There are no direct implications arising from the recommendations in this report. Page 17 of 272
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5. Property/Assets The capital expenditure noted in this report will result mainly in lifecycle maintenance improvements to existing properties, replacement of ICT assets and infrastructure and replacement of artificial pitches. 6. Information Technology While ICT assets and revenue costs are included within these reported budgets, there are no direct implications arising from the recommendations in this report. 7. Equality & Human Rights While new areas of spend may impact on particular groups, any such impact would be assessed prior to the spend being incurred, therefore there are no direct implications arising from the recommendations in this report. 8. Health & Safety The capital expenditure noted in this report will result in lifecycle maintenance improvements to existing properties and replacement of ICT assets, which may in some cases rectify health and safety issues. 9. Procurement While Procurement is an important consideration prior to the Council incurring any revenue or capital spend, there are no direct implications arising from the recommendations in this report. 10. Risk The potential financial risk that the Council will overspend its approved revenue budgets for the year is managed at a Council-wide level by the Chief Executive and Directors. 11. Privacy Impact There are no direct implications arising from the recommendations in this report. 12. Climate Change The Council aims to reduce its carbon and other emissions to net zero by 2030, however there are no direct implications arising from the recommendations in this report. Page 18 of 272
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13. Children’s Rights There are no direct implications arising from the recommendations in this report 14. Cosla Policy Position N/a List of Background Papers Revenue Budget and Council Tax 2024/25, Council 29 February 2024 The Capital Investment Programme 2024/25 to 2028/29, Council 29 February 2024 Author: Valerie Howie and Lisa Dickie, Finance Business Partners; Alison Burns, Corporate Finance Manager; and Linsey McGregor, Senior Accountant (Capital) Page 19 of 272
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Appendix 1 RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2024/25 1 April 2024 to 21 June 2024 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES Objective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn Budget Variance (Adverse) or Favourable £000 £000 £000 £000 £000 % Finance and Resources 44,383 (633) 43,750 43,693 57 0.1% Environment, Housing and Infrastructure 23,015 79 23,094 23,471 (377) (1.6%) Chief Executive's Service (Estates) (168) 0 (168) (113) (55) (32.7%) Miscellaneous 38,494 (10,642) 27,852 27,852 0 0.0% NET EXPENDITURE 105,724 (11,196) 94,528 94,903 (375) (0.4%) Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn Budget Variance (Adverse) or Favourable £000 £000 £000 £000 £000 % Employees 99,621 (14,486) 85,135 85,156 (21) 0.0% Premises Related 13,700 (306) 13,394 14,133 (739) (5.5%) Transport Related 2,173 16 2,189 2,315 (126) (5.8%) Supplies and Services 26,763 2,202 28,965 30,209 (1,244) (4.3%) Third Party Payments 1,925 0 1,925 1,901 24 1.2% Transfer Payments 40,488 4,847 45,335 45,245 90 0.2% Support Services 171 31 202 186 16 7.9% Depreciation and Impairment Losses 9,182 0 9,182 9,182 0 0.0% GROSS EXPENDITURE 194,023 (7,696) 186,327 188,327 (2,000) (1.1%) Income (88,299) (3,500) (91,799) (93,424) 1,625 1.8% NET EXPENDITURE 105,724 (11,196) 94,528 94,903 (375) (0.4%) Page 20 of 272
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Appendix 1 RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2024/25 1 April 2024 to 21 June 2024 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES Objective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn Budget Variance (Adverse) or Favourable £000 £000 £000 £000 £000 % Finance and Resources Directorate (4,060) 3,253 (807) (898) 91 11.3% Audit Services 677 (65) 612 538 74 12.1% Corporate Governance 3,239 (327) 2,912 2,912 0 0.0% Digital, Transformation & Customer Services 24,625 (1,591) 23,034 23,050 (16) (0.1%) Finance and Procurement 5,932 (401) 5,531 5,525 6 0.1% Business Services 9,154 (1,292) 7,862 7,849 13 0.2% Housing Benefits 1,669 9 1,678 1,694 (16) (1.0%) People & Organisational Development 2,329 (219) 2,110 2,205 (95) (4.5%) Social care (non‐delegated) 818 0 818 818 0 0.0% NET EXPENDITURE 44,383 (633) 43,750 43,693 57 0.1% Page 21 of 272
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Appendix 1 RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2024/25 1 April 2024 to 21 June 2024 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES ‐ FINANCE & RESOURCES Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn Budget Variance (Adverse) or Favourable £000 £000 £000 £000 £000 % Employees 35,166 (1,334) 33,832 34,221 (389) (1.1%) Premises Related 2,552 186 2,738 2,660 78 2.8% Transport Related 259 0 259 237 22 8.5% Supplies and Services 8,865 1,025 9,890 9,816 74 0.7% Third Party Payments 1,883 0 1,883 1,859 24 1.3% Transfer Payments 45,300 1,049 46,349 46,300 49 0.1% Support Services 380 0 380 375 5 1.3% GROSS EXPENDITURE 94,405 926 95,331 95,468 (137) 13.6% Income (50,022) (1,559) (51,581) (51,775) 194 0.4% NET EXPENDITURE 44,383 (633) 43,750 43,693 57 0.1% Page 22 of 272
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Appendix 1 RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2024/25 1 April 2024 to 21 June 2024 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES ‐ ENVIRONMENT, HOUSING AND INFRASTRUCTURE Objective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn Budget Variance (Adverse) or Favourable £000 £000 £000 £000 £000 % Building Services (265) 374 109 109 0 0.0% Public Building Repairs 3,591 331 3,922 4,311 (389) (9.9%) Soft Facilities Management Services 19,542 (682) 18,860 18,848 12 0.1% Property Services 147 56 203 203 0 0.0% NET EXPENDITURE 23,015 79 23,094 23,471 (377) (1.6%) Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn Budget Variance (Adverse) or Favourable £000 £000 £000 £000 £000 % Employees 30,027 1,296 31,323 30,955 368 1.2% Premises Related 3,114 460 3,574 4,385 (811) (22.7%) Transport Related 1,514 16 1,530 1,678 (148) (9.7%) Supplies and Services 11,086 190 11,276 12,594 (1,318) (11.7%) Transfer Payments 124 27 151 110 41 27.2% Support Services 1,191 31 1,222 1,211 11 0.9% GROSS EXPENDITURE 47,056 2,020 49,076 50,933 (1,857) (3.8%) Income (24,041) (1,941) (25,982) (27,462) 1,480 5.7% NET EXPENDITURE 23,015 79 23,094 23,471 (377) (1.6%) Page 23 of 272
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Appendix 1 RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2024/25 1 April 2024 to 21 June 2024 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES ‐ CHIEF EXECUTIVE'S SERVICE (ESTATES) Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn Budget Variance (Adverse) or Favourable £000 £000 £000 £000 £000 % Employees 0 0 0 0 0.0% Premises Related 1,128 0 1,128 1,134 (6) (0.5%) Supplies and Services 4 0 4 4 0 0.0% Transfer Payments 66 0 66 66 0 0.0% GROSS EXPENDITURE 1,198 0 1,198 1,204 (6) (0.5%) Income (1,366) 0 (1,366) (1,317) (49) (3.6%) NET EXPENDITURE (168) 0 (168) (113) (55) (32.7%) Page 24 of 272
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Appendix 1 RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2024/25 1 April 2024 to 21 June 2024 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES ‐ MISCELLANEOUS Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn Budget Variance (Adverse) or Favourable £000 £000 £000 £000 £000 % Employees 34,428 (14,448) 19,980 19,980 0 0.0% Premises Related 6,906 (952) 5,954 5,954 0 0.0% Transport Related 400 0 400 400 0 0.0% Supplies and Services 6,808 987 7,795 7,795 0 0.0% Third Party Payments 42 0 42 42 0 0.0% Transfer Payments (5,002) 3,771 (1,231) (1,231) 0 0.0% Support Services (1,400) 0 (1,400) (1,400) 0 0.0% Depreciation and Impairment Losses 9,182 0 9,182 9,182 0 0.0% GROSS EXPENDITURE 51,364 (10,642) 40,722 40,722 0 0.0% Income (12,870) 0 (12,870) (12,870) 0 0.0% NET EXPENDITURE 38,494 (10,642) 27,852 27,852 0 0.0% Page 25 of 272
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Appendix 2 Approved Budget Revised Projected Budget Adjustments Budget Outturn Total Approved Projected 2024‐25 in 2024‐25 2024‐25 2024‐25 Budget Outurn Project Title to 31‐Mar‐29 to 31‐Mar‐29 £000 £000 £000 £000 £000 £000 CORPORATE PROJECTS ICT Infrastructure Maintenance & Renewal Programme 600 969 1,569 1,569 0 0% 3,369 3,369 0 0% Strategic Asset Management Fund 0 0 0 0 0 0% 0 0 0 0% Energy Efficiency Programme 0 0 0 0 0 0% 0 0 0 0% Lifecycle Capital Maintenance (LCM) Fund 8,837 2,360 11,197 11,197 0 0% 23,827 23,827 0 0% Artificial Pitch Upgrades 0 524 524 524 0 0% 1,801 1,801 0 0% Digital Infrastructure Provision 0 32 32 32 0 0% 1,936 1,936 0 0% Commnunity Empowerment Fund 0 552 552 552 0 0% 951 951 0 0% Greenspaces and Parks 0 0 0 0 0 0% 1,273 1,273 0 0% Villages Improvement Fund 200 76 276 276 0 0% 550 550 0 0% Retail Improvement Fund 70 74 144 144 0 0% 220 220 0 0% CO2 Monitors 0 0 0 0 0 0% 233 233 0 0% TOTAL FINANCE, RESOURCES & CUSTOMER SERVICES BOARD 9,707 4,587 14,294 14,294 0 0% 34,160 34,160 0 0% Budget Variance (Adverse) or Favourable Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL CAPITAL INVESTMENT STRATEGY ‐ NON‐HOUSING SERVICES 1st April to 21st June 2024 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES Current Year 2024‐25 Full Programme ‐ All years Page 26 of 272
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Revenue and Capital Budget Monitoring – Council Overview as at 21 June 2024 ___________________________________________________________________ 1. Summary of Financial Position 1.1 At the close of reporting Period 3 on 21 June 2024, the projected revenue outturn position at 31 March 2025 for Council services is an overspend position of £3.345m (0.8%) against the revised budget for the year. Adult Services (HSCP) is projecting an overspend of £6.095m (5.7%), resulting in a combined projected overspend of £9.440m (1.8%). 1.2 The projected capital outturn at 31 March 2025 all services is a break-even position. 1.3 This is split between General Fund Services and the Housing Revenue Account (HRA) in the table below, with further analysis provided in the Appendices. Table 1 Revised Annual Budget £000 Projected Outturn £000 Budget Variance (Adv)/Fav £000 Budget Variance % Revenue General Fund Services (Council) 416,703 420,048 (3,345) (0.8%) Adult Services (HSCP) 106,460 112,555 (6,095) (5.7%) Housing Revenue Account (HRA) 0 0 0 0.0% Total 523,163 532,603 (9,440) (1.8%) Capital General Fund Services 159,776 159,776 0 0.0% Housing Revenue Account (HRA) 41,236 41,236 0 0.0% Item 4 Page 27 of 272
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2. Recommendations 2.1 Members are requested to: a) Note the projected Revenue outturn overspend position of £9.440m; b) Note the projected Capital outturn break-even position; and c) Note the prudential indicators detailed in section 7 of the report. _________________________________________________________ 3. Revenue Budget Projection – overspend of £9.440m by 31 March 2025 3.1 The projected overspend of £9.440m across all services includes £6.095m for Adult Services (HSCP), leaving a forecast overspend of £3.345m for Council services. 3.2 The approved General Fund revenue budget for 2024/25 was a deficit position of £4.324m, meaning that there is an expectation that services will overspend to this level during the year, and that this would be funded from reserves. 3.3 The approved Adult Services revenue budget for 2024/25 was a deficit position of £7.516m, meaning that there is an expectation that services will overspend to this level during the year, and that this would be funded from reserves. 3.4 The tables in Appendix 1 present the projected year-end position for all services, by both subjective analysis (what the budget is spent on) and objective analysis (which division is spending the budget). Significant variances affecting the projected position are analysed further below. 3.5 The projected outturn is based on information currently available, and assumptions made by service budget holders. Any changes to these projections will be detailed in future reports to this board. 4. Objective Analysis – Significant Variances 4.1 Education & Children’s Services £2.287m overspend This projected overspend includes £0.603m within Transport Costs, owing to advised SPT contracts for both mainstream school transport and ASN transport being higher than the available budget. Overspends of £0.608m (Transfer Costs) are also projected in to Early Years, due to the increase in the sustainable rate to childcare providers, and within Children and Families, relating to Section 22 payments. Page 28 of 272
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There is also a significant projected overspend in Employee Costs (£0.903m) within Secondary and ASN school teaching staff. While this projected overspend reflects the figure that was reported to the Education & Children’s Services Policy Board this cycle, it should be noted that this forecast assumes a level of pay uplift (£4m) from August 2024 without the corresponding budget, as this has not yet been agreed. This assumption will be removed in future reports until the pay settlement and any associated funding is formally agreed, and this will result in a forecast underspend position. 4.2 Infrastructure, Land & Environment £0.736m overspend The projected overspend predominantly sits within Waste Services, where trade waste income is significantly under-recovered owing to a reduction in demand. There are further cost pressures related to increased software and work by contractor costs within Infrastructure and Assets, and Fleet Services are projecting an overspend which is mainly reflective of the inflationary impact on replacement parts for vehicles and specialist contractors. 4.3 Finance, Resources & Customer Services £0.375m overspend The anticipated overspend is mainly driven by Public Building Repairs (£0.389m) due to the continued inflationary and cost pressures that have been experienced by the service over the last few financial years. The position has improved since last year and continues to be closely monitored. Mitigating actions will be taken by management where appropriate. 4.4 Adult Services £6.095m overspend The overspend is mainly due to external care at home packages for both Older People and those with Physical or Sensory Difficulties. This results from increased acuity of patients with more complex needs discharged from hospital, meaning more intensive Care at Home packages are required to support people to remain in their own homes. Note that these projections do not take into account the cost associated with the back pay in relation to care at home staff regrade, which is still to be fully agreed. 5. Capital Budget Projection – Housing Services Programme 5.1 The HRA Capital Investment Programme 2024/25 to 2028/29 was approved by the Council on 29 February 2024. For 2024/25, the approved capital spend totalled £41.236m. There have been no changes to date. 5.2 Capital expenditure to 21 June 2024 amounted to £2.963m, representing 7% of available resources, compared to 9% for the same period in 2023/24. Page 29 of 272
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5.3 1% of expected capital income has been received to date, compared to 36% for the equivalent period in 2023/24. This difference relates to grant received in 2023/24 for energy efficiency improvements. 5.4 The projected outturn position, after budget changes, is for the Housing Services Programme to break even (see Appendix 2). However, inflationary impacts of delays to work and related cost estimates are still ongoing and may result in this forecast being revised at a future date. 6. Capital Monitoring: Non-Housing Services Programme 6.1 The General Services Capital Investment Programme 2024/25 to 2028/29 was approved by Council on 29 February 2024. For 2024/25, the approved capital spend totalled £147.179m. The current revised programme totals £159.776m (an increase of £12.597m) resulting mainly from the net effect of: budget increases of £10.864m, mainly as result of £10.5m increase in Paisley Grammar approved by Council on 9 May 2024; budget carried forward from 2023/24 to 2024/25 of £26.136m; and projects re-profiled from 2024/25 into 2025/26 of (£24.403m) primarily related to updated cashflow profiles for the White Cart Gateway project. 6.2 Capital expenditure to 21 June 2024 totals £8.421m, representing 5% of the available resources, compared to 7% for the equivalent period in 2023/24. 6.3 Capital income totalling £5.259m has been received to 21 June 2024. This represents 15% of the total anticipated income, compared to 13% for the equivalent period in 2023/24. 6.4 The projected outturn position after these budget changes is to break even (see Appendix 2). However, the full impact of inflation on capital costs on each project is not yet determined, with increased costs through inflation and compliance expected to increase the risk of overspends across the capital programme. 7. Capital Overview: Prudential Indicators 7.1 The Council is required to set prudential indicators to ensure that its capital investment plans are affordable, proportionate, prudent and sustainable. The current prudential indicators were approved, alongside the housing and non- housing capital investment programmes, by Council on 29 February 2024. Page 30 of 272
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7.2 The CIPFA Prudential Code 2021 recommends that from 2024/25 a regular update is provided to members noting the current forecasts for prudential indicators compared to those approved at the start of the financial year. These are outlined in 7.4 to 7.8 below. 7.3 The Council will be asked to approve updated Prudential Indicators in December 2024 as part of the mid-year progress report. 7.4 Capital Expenditure: The limit on capital expenditure that the Council has set for 2024/25 is shown in the table below. The limit is based on the resources available to fund the capital programmes, split between Housing and Non- Housing Services, but excludes the Public Sector Housing Grant, as this is not considered to be capital spend for the Council. The forecast expenditure is higher owing to the changes outlined at 6.1 above. Approved Plan £m Forecast Expenditure £m Non-Housing 147 160 Housing 41 41 Total 188 201 7.5 Capital Finance Requirement (CFR): The CFR originally planned by the Council for 2024/25 is shown in the table below and is split between Housing and Non-Housing Services. The projected outturn at 31 March 2025 is also shown. Any significant increase in the capital expenditure without planned funding at the point of spend will result in an increase to the CFR. Planned CFR to 31 March 2025 £m Projected CFR to 31 March 2025 £m Non-Housing 458 484 Housing 137 138 Total 595 622 The increase in the projected CFR is a result of the approved budget increase for Paisley Grammar (referred to in 6.1) and the expected timing of grant payments, largely related to City Deal, changing to early 2025/26. 7.6 Operational Boundary: This is the focus of day-to-day treasury management activity within the Council and is an estimate of the most likely, but not worst case, scenario in terms of cashflow. Risk analysis and risk management strategies are taken into account, as are plans for capital expenditure, estimates of the CFR and estimates of cashflow requirements for all purposes. Page 31 of 272
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It is possible that this boundary could be breached occasionally and this should not be regarded as significant. However, a sustained or regular trend of such would be significant and require investigation and action. Planned Operational Boundary to 31 March 2025 £m Projected Operational Boundary to 31 March 2025 £m Borrowing 501 528 Other Long-Term Liabilities 94 94 Total 595 622 7.7 Authorised Limit: This is based on the same assumptions as the Operational Boundary, with additional headroom to ensure sufficient capacity to allow for both planned and exceptional cashflow requirements, without breaching the limit. Planned Authorised Limit to 31 March 2025 £m Projected Authorised Limit to 31 March 2025 £m Borrowing 526 554 Other Long-Term Liabilities 94 94 Total 620 648 7.8 Ratio of Financing Costs to Net Revenue: A key measure of affordability is the incremental impact of investment decisions on Council Tax or housing rents. Estimates of the ratio of financing costs to net revenue stream provide an indication of how much of the Council’s revenue budget is committed to the repayment of debt. Approved Ratio of Financing Costs to Net Revenue 2024/25 % Projected Ratio of Financing Costs to Net Revenue 2024/25 % Non-Housing 3.47 3.32 Housing 28.59 28.54 Financing costs include the interest payable with respect to forecast borrowing levels, interest payable on finance leases, interest and investment income, loans fund and finance lease principal repayments and gains/losses on the repurchase or early settlement of borrowing. There is a marginal reduction in the projected ratios due to the updated interest rate outlook. Page 32 of 272
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Revenue streams relate either to the amounts received in terms of government grant and local taxpayers for Non-Housing, or to the amounts received from tenants in respect of housing rents for Housing. 8. Private Sector Housing Grant Programme 8.1. The overall budget provision for this programme is included within the revenue budget. However, in order to monitor the performance of the individual programmes, it is included within capital budget monitoring procedures. 8.2. The Council approved expenditure up to £0.644m for 2024/25. The current revised programme totals £0.526m (a decrease of £0.118m) which reflects the updated programming of some capital projects. 8.3. The programme is expected to fully spend by 31 March 2025 and will be contained within the overall resources. Implications of the Report 1. Financial The projected budget outturn position for General Fund Services Revenue budget is an overspend of £9.440m (1.8%) and break-even for the HRA Revenue budget. Income and expenditure will continue to be monitored closely for the rest of the financial year and, where necessary, steps will be taken to mitigate overspends. The projected outturn position for General Fund Services and HRA Capital budgets is a break-even position. The Capital programme will continue to be monitored closely for the rest of the financial year. Any changes to current projections in either Revenue or Capital budgets will be detailed in future reports to this board. 2. HR & Organisational Development While staffing budgets form a significant proportion of the Council’s revenue budgets, there are no direct implications arising from the recommendations in this report. 3. Community/Council Planning Community Plan Our Renfrewshire is thriving The Council’s revenue and capital spend ensures that its facilities are fit for purpose and safe for the community, to maximise accessibility. Our Renfrewshire is well Our Renfrewshire is fair Page 33 of 272
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Our Renfrewshire is safe Council Plan Reshaping our place, our economy and our future The Council’s revenue and capital spend ensures that its facilities are fit for purpose and safe for the community, to maximise accessibility. Building strong, safe and resilient communities Tackling inequality, ensuring opportunities for all Creating a sustainable Renfrewshire for all to enjoy Ongoing revenue and capital budget monitoring is a tool to enable good financial management so that the Council has resources now and in the future for continued service delivery. Working together to improve outcomes 4. Legal There are no direct implications arising from the recommendations in this report. 5. Property/Assets The capital expenditure noted in this report will result in lifecycle maintenance improvements to existing properties and replacement of ICT, infrastructure, and plant and equipment. 6. Information Technology There are no direct implications arising from the recommendations in this report. 7. Equality & Human Rights While new areas of spend may impact on particular groups, any such impact would be assessed prior to the spend being incurred, therefore there are no direct implications arising from the recommendations in this report. 8. Health & Safety There are no direct implications arising from the recommendations in this report. 9. Procurement While Procurement is an important consideration prior to the Council incurring any revenue or capital spend, there are no direct implications arising from the recommendations in this report. Page 34 of 272
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10. Risk The potential financial risk that the Council will overspend its approved revenue budgets for the year is managed at a Council-wide level by the Chief Executive and Directors. 11. Privacy Impact There are no direct implications arising from the recommendations in this report. 12. Children’s Rights - There are no direct implications arising from the recommendations in this report. 13. Climate Change The Council aims to reduce its carbon and other emissions to net zero by 2030, however there are no direct implications arising from the recommendations in this report. 14. Cosla Policy Position - N/a ___________________________________________________________________ List of Background Papers Revenue Budget and Council Tax 2024/25, Council 29 February 2024 The Capital Investment Programme 2024/25 to 2028/29, Council 29 February 2024 ___________________________________________________________________ Author: Alison Burns, Corporate Finance Manager Geoff Borland, Finance Manager Page 35 of 272
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Appendix 1 RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2024/25 1 April 2024 to 21 June 2024 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES ‐ OVERVIEW Policy Board ‐ Objective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn Budget Variance (Adverse) or Favourable £000 £000 £000 £000 £000 % Communities and Housing Services 13,507 92 13,599 13,599 0 0.0% Education and Children's Services 252,327 3,475 255,802 258,089 (2,287) (0.9%) Infrastructure, Land and Environment 32,318 (1,988) 30,330 31,147 (736) (2.4%) Finance, Resources and Customer Services 105,724 (11,196) 94,528 94,903 (375) (0.4%) Adult Services 106,490 (30) 106,460 112,555 (6,095) (5.7%) Planning 751 (167) 584 623 (39) (6.7%) Economy and Regeneration 3,172 (944) 2,228 2,162 66 3.0% Chief Executive's Service 19,859 (227) 19,632 19,606 26 0.1% GENERAL SERVICES NET EXPENDITURE 534,147 (10,985) 523,163 532,603 (9,440) (1.8%) Housing Revenue Account (HRA) 0 0 0 0 0 0.0% NET EXPENDITURE 534,147 (10,985) 523,163 532,603 (9,440) (1.8%) Page 36 of 272
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Appendix 1 RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2024/25 1 April 2024 to 21 June 2024 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES ‐ OVERVIEW Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Total Projected Outturn Budget Variance (Adverse) or Favourable £000 £000 £000 £000 £000 % Employees 364,643 (13,876) 350,767 350,194 573 0.2% Premises Related 50,601 268 50,869 53,351 (2,482) (4.9%) Transport Related 15,223 (220) 15,003 15,989 (986) (6.6%) Supplies and Services 96,421 1,660 98,081 100,425 (2,344) (2.4%) Third Party Payments 101,350 9,562 110,912 117,887 (6,975) (6.3%) Transfer Payments 79,903 (3,723) 76,180 77,807 (1,627) (2.1%) Support Services 3,199 20 3,219 3,226 (7) (0.2%) Depreciation and Impairment Losses 27,068 0 27,068 27,080 (12) 0.0% GROSS EXPENDITURE 738,407 (6,308) 732,099 745,960 (13,861) (1.9%) Income (204,260) (4,677) (208,936) (213,276) 4,421 2.1% NET EXPENDITURE 534,147 (10,985) 523,163 532,684 (9,440) (1.8%) Page 37 of 272
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Appendix 2 Prior Years Approved Budget Revised Projected Expenditure Budget Adjustments Budget Outturn Total Approved Projected to 31/03/2024* 2024‐25 in 2024‐25 2024‐25 2024‐25 Budget Outurn to 31‐Mar‐29 to 31‐Mar‐29 £000 £000 £000 £000 £000 £000 £000 EDUCATION & CHILDREN'S SERVICES Education & Children's Services 19,341 55,893 15,557 71,450 71,450 0 0% 189,839 189,839 0 0% TOTAL 19,341 55,893 15,557 71,450 71,450 0 0% 189,839 189,839 0 0% COMMUNITIES, HOUSING & PLANNING Housing (HRA) 53,408 41,236 0 41,236 41,236 0 0% 96,916 96,916 0 0% Housing (PSHG) 0 644 (118) 526 526 0 0% 2,926 2,926 0 0% TOTAL 53,408 41,880 (118) 41,762 41,762 0 0% 99,842 99,842 0 0% INFRASTRUCTURE, LAND & ENVIRONMENT Environment & Infrastructure 85,231 11,883 6,839 18,722 18,722 0 0% 133,110 133,110 0 0% TOTAL 85,231 11,883 6,839 18,722 18,722 0 0% 133,110 133,110 0 0% ECONOMY & REGENERATION Economy and Development 83,158 21,720 1,142 22,862 22,862 0 0% 112,148 112,148 0 0% TOTAL 83,158 21,720 1,142 22,862 22,862 0 0% 112,148 112,148 0 0% FINANCE, RESOURCES & CUSTOMER SERVICES Corporate Projects 5,436 9,707 4,587 14,294 14,294 0 0% 34,160 34,160 0 0% TOTAL 5,436 9,707 4,587 14,294 14,294 0 0% 34,160 34,160 0 0% LEADERSHIP Leisure Services 24,924 1,930 1,052 2,982 2,982 0 0% 27,905 27,905 0 0% Chief Executives 158,319 46,046 (16,580) 29,466 29,466 0 0% 360,395 360,395 0 0% TOTAL 183,243 47,976 (15,528) 32,448 32,448 0 0% 388,300 388,300 0 0% TOTAL ALL BOARDS 429,817 189,059 12,479 201,538 201,538 0 0.0% 957,399 957,399 0 0% MADE UP OF: Non-Housing Programme 376,409 147,179 12,597 159,776 159,776 0 0% 857,557 857,557 0 0% Housing Programme (HRA) 53,408 41,236 0 41,236 41,236 0 0% 96,916 96,916 0 0% Housing Programme (PSHG) 0 644 (118) 526 526 0 0% 2,926 2,926 0 0% PROGRAMME TOTAL 429,817 189,059 12,479 201,538 201,538 0 0.0% 957,399 957,399 0 0% Budget Variance (Adverse) or Favourable Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL CAPITAL INVESTMENT STRATEGY ‐ NON‐HOUSING SERVICES 1st April to 21st June 2024 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES Current Year 2024‐25 Full Programme ‐ All years Page 38 of 272
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Appendix 2 2024/25 Housing Non Housing PSHG Total Services Services Programme A. RESOURCES AVAILABLE TO FUND CAPITAL PROGRAMME £'000 £'000 £'000 £'000 1. Prudential Borrowing 30,539 117,806 148,345 2a General Capital Grant 10,651 526 11,177 2b. Specific Capital Grant 5,898 3,394 9,292 3. Usable Capital Receipts 530 20,077 20,607 4. Contribution From Current Revenue (CFCR) 4,269 7,848 0 12,117 5 Total Resource Availability 41,236 159,776 526 201,538 B. CAPITAL PROGRAMME 6. Resources Available 41,236 159,776 526 201,538 7. Current Programme 41,236 100% 159,776 100% 526 100% 201,538 100% C. ACTUAL EXPENDITURE VS PROJECTED 8. Resource Availability 41,236 159,776 526 201,538 9. Cash Spent at 21 June 2024 2,963 7% 8,421 5% 128 24% 11,512 6% 10. Cash to be Spent by 31 March 2025 38,273 151,355 398 190,026 D. ACTUAL RECEIPTS VS PROJECTED 11. Current Programme (total receipts expected) 6,428 34,122 526 41,076 12. Actual Cash Received at 21 June 2024 66 1% 5,259 15% 104 20% 5,429 13% 13. Receipts to be received by 31 March 2025 6,362 28,863 422 35,647 RENFREWSHIRE COUNCIL 2024/25 CAPITAL BUDGETS MONITORING SUMMARY REPORT TO 21ST JUNE 2024 Page 39 of 272
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_________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Business Services Performance Report ___________________________________________________________________ 1. Summary 1.1 This report details performance across key Business Services functions including revenue collection and benefit administration for the period ending 28 July 2024. 1.2 The report had been updated this cycle to include processing performance for Council Tax Reduction in section 4.3 and more detailed reporting information and targets for Housing Benefits Overpayments in section 4.4 and the Appendix. _______________________________________________________________ 2. Recommendations 2.1 It is recommended that the Board: Note the contents of the report. Approve the allocation of £200,000 to the Scottish Welfare Fund as detailed in section 4.6.9. _______________________________________________________________ Item 5 Page 41 of 272
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3. Revenue Collection 3.1 Council Tax 3.1.1 This section details the collection performance as at 28 July 2024 for Council Tax. It also provides details of the total sums collected for the previous financial year. 3.1.2 The billable sum for 2024/25 is £102,280,860. 3.1.3 The sums collected to date for 2024/25 are £42,296,666 which is 41.35% of the billable sum (41.22% last year). This represents an increase of 0.13% in cash collection as a proportion of net charges billed compared with the same position for 2023/24. 3.1.4 The Council Tax Reduction (CTR) awarded is £13,651,829, amounting to 11.78% of the billable sum, which is 0.25% less than at the same point last year. 3.1.5 The Service continues to encourage the take-up of CTR, and process claims following notification of Universal Credit awards being in place. Take-up activities are ongoing, including tracking of potential applications, data matching and analysis to maximise CTR awards and support customers, where possible. 3.2 Non-Domestic Rates 3.2.1 This section details the collection performance as at 28th July 2024 for Non- Domestic Rates (NDR). It also provides details of the total sums collected for the last financial year. 3.2.2 The Non-Domestic Rates (NDR) charges billed for 2024/25 amount to £129,451,395. 3.2.3 Cash receipts to date amount to £44,887,532 which is 34.68% of the sum billed. This is an increase in cash collection as a proportion of net charges billed of 4.82% compared with the same position for 2023/24. 3.2.4 Payment collection for Non-Domestic Rates commences in May each year. 4. Benefit administration This section details the processing performance in relation to Housing Benefit, Council Tax Reduction, and the Scottish Welfare Fund, as at the end of July 2024. Also provided is an update on the funding and expenditure position in relation to Discretionary Housing Payments (DHP) and the Scottish Welfare Fund plus details of Housing Benefit Overpayment recovery. Page 42 of 272
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4.1 Workload and Performance 4.1.1 The Service aims to balance the varied and changing workload resulting from the impacts of the ongoing Cost of Living Crisis and any sustained post- pandemic effects. 4.1.2 The Service continues with a positive trend; this is reflected in the performance data below showing all indicators within target for the period. 4.1.3 Training and support remains in place for new and less experienced staff members. Training for benefits work is an extensive process, taking several weeks for a new team member to become proficient in a single process, and many months to be fully trained in all areas and be fully productive. 4.1.4 The Service monitors and maintains performance closely and is committed to. sustaining improved performance. 4.2 Speed of Processing – Housing Benefit 4.2.1 As detailed in Table 1 below, processing speed for New Claims is well within target for the period. 4.2.2 In relation to New Claims processed within 14 days of all information received, this measure is also within target for the period. 4.2.3 Processing of Changes in Circumstance (CIC) is well within target for the reporting period. (Supplementary processing information is attached in Appendix 2 for members’ reference) Table 1 – Housing Benefit Performance Summary Performance measure 4 Week Reporting Period 12 July 2024 to 8 August 2024 Year to date position Annual Target New Claims – processing time (no. of days) 13 days 16 days 22 days New Claims - % processed within 14 days of all information received 97% 96% 92% Changes in Circumstance – processing time (no. of days) 4 days 5 days 9 days Page 43 of 272
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4.3 Speed of Processing – Council Tax Reduction (CTR) 4.3.1 The majority of new applications for CTR relate to customers claiming Universal Credit (UC). Due to the DWP’s UC claim mechanism, the service can’t begin processing such applications until 28 days has elapsed since notification is first received. The processing target therefore appears inflated compared with Housing Benefit but has been set at a challenging 35 days. 4.3.2 Delayed CTR awards do not negatively impact on customers to the extent they would with housing benefit claims, but the service nevertheless endeavours to process these as quickly as possible. 4.3.3 As detailed in Table 2 below, processing speed for CTR New Claims is out of target for the period following a slight increase in workload coupled with decreased resource due to summer holiday period. The measure remains in target year to date and it is anticipated that the processing time will recover during the next reporting period. 4.3.4 Processing of CTR Changes in Circumstance (CIC) is well within target for the reporting period. Table 2 – Council Tax Reduction Performance Summary Performance measure 4 Week Reporting Period 12 July 2024 to 8 August 2024 Year to date position Annual Target New Claims – processing time (no. of days) 39 days 35 days 35 days Changes in Circumstance – processing time (no. of days) 4 days 5 days 9 days 4.4 Housing Benefit Overpayments 4.4.1 Council expenditure on Housing Benefit (HB) is largely funded by the DWP via a process known as Housing Benefit Subsidy. 4.4.2 Where a HB payment is found to have been made in error, a Housing Benefit Overpayment debt (HBO) will be raised against the customer who has been overpaid. This often negatively effects the level of subsidy the council receives. Page 44 of 272
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4.4.3 If an overpayment arises due to a customer failing to report a change in their circumstances, the council will receive subsidy amounting to 40% of the overpayment value. These are known as Clamant Errors; it is very important that the Council makes attempts as far as possible to recover these overpayments due to the shortfall in subsidy received. 4.4.4 If the overpayment instead arises due to the council not acting quickly enough on information received, or because of staff error, the level of subsidy received will either be 100%, 40%, or zero, depending on the cumulative total of such errors during the financial year compared to total HB expenditure. These are known as Local Authority Errors. 4.4.5 Provided the total of Local Authority Errors amounts to less than 0.48% of all HB expenditure, 100% subsidy will be paid by the DWP to the council to cover this classification of error. If this threshold is breached but the ratio is not greater than 0.54% of expenditure, the council will receive only 40% subsidy for Local Authority Errors. Where the value exceeds 0.54% the council loses out on all subsidy for Local Authority Errors. 4.4.6 The service strives to minimise Local Authority Errors and closely tracks progress in this area. At the end of July 2024, the ratio of these errors was comfortably with the 100% subsidy range at 0.27%. 4.4.7 Regardless of the level of subsidy received for a Housing Benefit Overpayment, the service will normally endeavour to recover the full amount of the overpayment from the customer or landlord who has been overpaid. Appendix 3 shows year to date HBO recovery performance alongside the targets which the Service has set. 4.5 Discretionary Housing Payments 4.5.1 The total budget for Discretionary Housing Payments for 2024/25 is shown in Table 3 below. This includes an additional amount of £13k allocated by the Council during 2023/24 which was carried forward to 2024/25. 4.5.2 The budget shows the indicative spending spilt provided to the Council by Scottish Government. 4.5.3 The Scottish Government Financial Hardship funding amount detailed in Table 2 includes a redistribution to the Council of £466,331 in June 2024 as part of the normal allocation activities by Scottish Government. 4.5.4 The DHP budget has been calculated to include the full Scottish Government estimate of the amount of funding required to fully mitigate the effect of both the Benefit Cap and the Bedroom Tax. These estimates include a 20% reserve allocation, which will be paid in May 2025, if required. 4.5.5 The total Financial Hardship budget currently available to the Council is 90% of the equivalent spend during 2023/24. Page 45 of 272
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4.5.6 In line with DHP Policy and DHP Regulations, the Service makes awards to fully mitigate the effect of the Benefit Cap and the Bedroom Tax and maximise spend within the year. 4.5.7 Table 4 shows the performance information in relation to DHPs. The table shows that the average processing time in relation to DHP is within target. Table 3 – DHP Budget Funding – indicative allocations Amount Renfrewshire Council (brought forward from 2023/24) £13,051 Financial Hardship – Scottish Government £709,318 Benefit Cap* – Scottish Government £145,388 Bedroom Tax* – Scottish Government £2,503,648 Total budget for the year £3,371,405 *These figures represent the maximum amount required to cover the estimated shortfall of customers impacted by the Benefit Cap or Bedroom Tax. Table 4 – DHP Performance Summary Measure 1 April 2024 to 31 July 2024 Volume of DHP applications received 3,580 applications Volume of DHP decisions made 3,190 decisions Number of DHP awards 3,101 awards Average processing time (target 29 days) 12 days Total amount committed/paid £2,190,915 4.6 The Scottish Welfare Fund 4.6.1 The Scottish Welfare Fund (SWF) provides a safety net for vulnerable people on low incomes through the provision of Community Care Grants and Crisis Grants. The Scottish Welfare Fund is a national scheme, underpinned by law and delivered on behalf of the Scottish Government by all local councils. The SWF replaced elements of the Social Fund abolished by the Department for Work and Pensions in 2013. 4.6.2 The Service makes awards in 2024/25 in line with Scottish Government guidance and had spent 39% of its total budget for the Scottish Welfare Fund (SWF) by the end of July 2024. 4.6.3 The total budget for the Scottish Welfare Fund for 2024/25 is shown in Table 5 below. This includes an additional amount of £400,000 allocated by the Council. Page 46 of 272
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4.6.4 As highlighted in previous reports, the Scottish Welfare fund budget is under significant pressure. Last year the Council spent over £140,000 more than this year’s total budget. Average Community Care Grant Awards are 28% higher than last year’s average due to the effect of high inflation coupled with the continuing Cost-of-Living Crisis. 4.6.5 In line with Scottish government legislative guidance, applications for the Crisis and Community Care Grants (CCGs) are categorised as Low, Medium, High and High Most Compelling priority, both in terms of the circumstances of the applicant and the items requested (in the case of CCGs). Due to the financial pressure on the budget the Council has been awarding on a High priority basis since May 2021 and has only ever made awards on a High Most Compelling basis twice before, most recently in 2018/19 for a short period. 4.6.6 Following close ongoing monitoring and review, and even adjusting award levels to the limits of the High priority category, without additional resources, the Council will regrettably, require from 12 September 2024 to move to award on a High, Most Compelling basis. 4.6.7 Under the ‘High Priority’ category awards are likely to be made to customers considered highly vulnerable and who are in immediate and severe need of the goods applied for. With a switch to ‘High, Most Compelling customers would need to be both highly vulnerable and at immediate risk, with a need for goods which is extremely severe. 4.6.8 The impact of this change on customers will be significant, with fewer awards being made and likely lower average award in monetary terms for CGs and fewer items for CCGs. 4.6.9 To avoid this severe impact to potentially vulnerable customers it is proposed that the Council augments the fund by adding a further £200,000 to the £400,000 already provided this year. These funds should be allocated from predicted in-year headroom in the Council Tax Reduction budget and would enable the Service to continue to operate awarding to customers on a ‘High’ priority basis and have sufficient resource to last until 31 March 2024. 4.6.10 In the event of a move to awarding on a ‘High, Most Compelling’ basis, the Service is obliged to formally advise Scottish Government (SG) of this change. If the recommendation detailed above is approved the Service will still advise SG of the precarious point reached in terms of budget and confirm that further additional funds had been provided. 4.6.11 The performance data relating to the Fund is presented in Table 5 below. The Service processed both Crisis Grants and Community Care Grants within target for the period. Page 47 of 272
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Table 5 – SWF Performance Summary (Crisis & Community Care Grants) Measure 1 April 2024 to 31 July 2024 Number of Crisis Grant applications received 3,011 Number of Crisis Grant Awards 1,982 Total amount paid for Crisis Grants £210,555.86 Average Processing time year to date (2 working days target) 2 days Average Processing time within July 2 days Number of Community Care Grant applications received 905 Number of Community Care Grant Awards 493 Total amount paid for Community Care Grant £429,037.35 Average processing time year to date (15 working days target) 10 days Average processing time within July 11 days Total amount paid/committed from the fund £639,593.21 Budget from Council 2024/25 £400,000 Budget provided by Scottish Government £1,252,119 Total Budget £1,652,119 _____________________________________________________________ Implications of the Report 1. Financial - The level of collection of Local Taxation continues to provide funding for the delivery of Council services throughout Renfrewshire. Predicted headroom in the planned budget allocated for Council Tax Reduction would be allocated to provide additional resources to the Scottish Welfare Fund. 2. HR & Organisational Development – None. 3. Community/Council Planning – Our Renfrewshire is fair - An effective Benefits service is vital to the quality of life of many of our citizens as it provides vital support for low income households to sustain tenancies and meet their rent obligations. Working together to improve outcomes - An efficient and effective billing and administrative process for the collection of local taxes is vital for ensuring the recovery of income to the Council to support the provision of local services. Page 48 of 272
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This is supported by a range of payment opportunities for the public, including electronic and digital payments (e.g. Direct Debit, Website and Telephone). Working together to improve outcomes – Efficient and effective customer service is vital to ensuring that citizens have equality of access to Council services, whether this is digitally, by telephone or face to face. 4. Legal – None. 5. Property/Assets – None. 6. Information Technology – None. 7. Equality & Human Rights - The recommendations contained within this report in relation to performance updates has been considered in relation to its impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report because it is for consideration of performance only. 8. Health & Safety – None. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact – None. 12. Climate Risk – None. 13. Children’s Rights – None. 14. Cosla Policy Position – None. _________________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Emma Shields, Strategic Service Delivery Manager Page 49 of 272
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Appendix 1 RENFREWSHIRE COUNCIL REVENUES COLLECTION STATEMENT AS AT 28 JULY 2024 Page 50 of 272
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Appendix 2 REVISIONS Where a claimant disputes a benefits decision in the first instance, they can request for it to be looked at again. This is known as a Revision. The process involves a Senior Benefit Assessor reviewing the decision thoroughly to decide whether the decision should stand. Target 28 days Result last report Feb’ 24: 20 days March 24: 22 days April 24: 32 days Result Last 3 months May 24: 15 days June 24: 16 days July 24: 19 days Comment:- Revisions have been processed consistently within target for the past 3 months. ACCURACY The Service proactively monitors the accuracy of benefits decisions made through a robust audit checking programme. The Service targets to audit a minimum of 4% of calculations. Target % Actual % Volume of Audits 2024/25 4% 24% Accuracy – July 2024 95% 98% Accuracy – 2024/25 95% 95% Comment:- The Service continues to analyse errors and action trends/patterns by providing additional guidance/training where needed. Accuracy was above target for July and within target year to date. APPEALS Where a claimant disputes a Benefits decision and also disputes a revision decision, they can formally make an Appeal. The Benefits Service will prepare a detailed submission which is then considered by the Independent Tribunals Service. Preparation of a submission is a very involved process and requires significant data gathering. Target processing speed (number of days) 60 Result: last 3 months (days) May: 61 days June: 11 days July: 3 days Average (12 months to date) 40 days Average Appeals Completed (12 th t d t ) 3 Appeals per month Comment:- Appeals volumes are very low, which is expected due to reducing Housing Benefit caseload. Page 51 of 272
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Appendix 3 HOUSING BENEFIT OVERPAYMENTS The service is responsible for raising overpayments where Housing Benefit has been paid in error. If these have resulted from errors made by claimants, the cost is partially funded by the DWP. The service attempts to recover both newly raised and historic debts from claimants or landlords as appropriate, as described in 4.4 of the report. As mentioned in section 1.2 of the report the Service has set targets for HBO recovery for 24/25, these are ambitious targets and the position in relation to these will develop as the year progresses. The current position detailed below shows good progress and the Service is positive about achieving the targets by the end of the year. Overpayments raised 2024/25 £347,317 Overpayments raised and recovered in year £151,942 % Recovery for above (Target 50%) 43.75% All recovery in year £397,796 All recovery vs raised in year (Target 120%) 114.53% All recovery vs all debt (Target 16.50%) 5.27% Total debt outstanding at end of reporting period £7,153,059 Page 52 of 272
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1 ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Customer Services Performance Report ___________________________________________________________________ 1. Summary 1.1 This report details performance across key Customer Service functions including Call Centre, E-mail, Face to Face and Digital Support for customers during July 2024. ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Board: Note the contents of the report. _________________________________________________________ 3. Customer Service Provision 3.1 This section details the performance of the customer service centre for July 2024. The report provides an update on the overall contact centre call and e- mail volumes. Face to Face services continue in Renfrewshire House, and details of customer volumes are provided in this report. Demand for Digital Services remains high, and this report will update members on the level of online transactions being completed. Item 6 Page 53 of 272
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2 3.2 Contact Centre Performance 3.2.1 High level monthly summary – for the month of July, the contact centre received 25,796 calls and answered 97% against a primary target of 90% for the period. Table 1 – Customer Service Unit – Primary Target (call handling) Primary target Year Calls Received July Performance Year to Date 90% calls answered 2024 25,796 97% 96% 2023 25,815 97% 97% 3.2.2 The call volume received was in line with the same period last year. 3.2.3 The secondary target is to respond to 70% of all calls within 40 seconds. Table 2 – Customer Service Unit – Secondary Target (call handling) Secondary target Year July Performance Year to Date 70% calls in 40 seconds 2024 72% 68% 2023 70% 70% 3.2.4 The contact centre achieved the secondary target of answering 70% of calls within 40 seconds. The process for Free School Meals and Clothing grant applications for the new school session re-opened in June, and to date the team have processed 3,719 applications for Free School Meals and Clothing Grants and paid £624,330 in clothing grants to 4,682 children. Applications this year are slightly higher than the same period last year, where we processed 3,590 applications and paid £559,290 for 4,272 children. 3.2.5 In addition to the calls outlined above, customers also contact the Council using e-mail as their preferred channel. Since the new contact system was implemented, this has given greater visibility to the volumes handled through this route. The e-mails received in the last three months for each service are outlined in table 3 below. Page 54 of 272
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3 Table 3 – E-mail contact volumes Service May 2024 June 2024 July 2024 Blue Badge 373 353 431 General Enquiry 1494 1603 1543 Environmental 106 117 58 Free School Meals / Clothing Grants 23 404 750 Housing Repairs 736 713 742 Licensing 573 364 388 Mybins 810 631 475 Roads and Lighting Faults 83 67 84 Garden Waste 268 165 107 Total e-mails handled 4,466 4,417 4,578 3.3 Face to face provision 3.3.1 The Customer Service Centre offers face to face support to customers by appointment where this is required. 3.3.2 Table 4 below shows the volume of customers who received face to face support during the month of July 2024. Table 4 – Face to Face Customer Volumes Service Total Customers Birth Registration 95 Marriage Registration 50 Licensing 63 TOTAL 208 3.4 Digital Services 3.4.1 The Council continues to see a high level of requests processed through the online platform, with an additional 6,763 customers registered in the last year. The total number of registered users on the MyAccount platform is now 107,201. 3.4.2 The level of online transactions, shown in the graph below, is lower for the month than the same period last year with the platform supporting 17,488 requests in July 2024. Last July was the launch of the garden waste permit scheme which caused an increase in demand which is not repeated this year. 3.4.3 Since the start of the financial year, 77,068 online transactions have been completed, which is broadly in line with the same period last year. Page 55 of 272
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4 ___________________________________________________________________ Implications of the Report 1. Financial – None 2. HR & Organisational Development – None 3. Community/Council Planning – Working together to improve outcomes – An efficient and effective Customer Services Unit is vital to ensuring citizens have equality of access to Council services whether this is digitally, by telephone or face to face. 4. Legal - None 5. Property/Assets - None 6. Information Technology - None - 7. Equality & Human Rights - The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report because it is for consideration of performance only. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – None 0 5000 10000 15000 20000 25000 30000 35000 Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Online Transactions 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 Page 56 of 272
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5 9. Procurement - None. 10. Risk - None 11. Privacy Impact - None 12. Climate Risk – none 13. Children’s Rights - none 14. Cosla Policy Position – Non applicable. . _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Gary Innes, Senior Service Delivery Manager (Customer and Digital Operations) Page 57 of 272
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_________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 __________________________________________________________________ Report by: Director of Finance and Resources __________________________________________________________________ Heading: Civic Hospitality __________________________________________________________________ 1. Summary 1.1 The following requests for civic hospitality have been received for the financial year 2024/25. a) Correspondence has been received from Solid Rock Cheer and Gym suggesting the possibility of a civic reception to celebrate the group’s first-time international success in competition in America. Solid Rock Cheer and Gym are a cheerleading and dance gym based in Linwood who participated in the All-star World Dance Championships and achieved Gold medal success. Following consultation with the Provost, it is proposed that the Board agree to provide a contribution of £1275 towards the cost of a civic reception in the form of an buffet at Lilybank Bowling Club on Saturday 16th October 2024 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. b) Each year the Provost holds an annual Christmas card competition which runs across Renfrewshire’s Primary Schools. The schools submit artwork to win a chance to be the official Christmas card sent by the Provost and to officially switch on the Christmas Lights in the three larger towns of Renfrew, Paisley & Johnstone. In thanks and appreciation for this the winner in Renfrew will attend a carol concert hosted by the Provost for the community and the winners in Paisley and Johnstone will be taken out for a celebratory tea and cakes where their finished card is presented to them, along with a small gift as a token for the winner’s achievement. Item 7 Page 59 of 272
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c) Following consultation with the Provost, it is proposed that the Board agree to provide a contribution towards the cost of hiring Renfrew Town Hall and hosting the Carol concert, the additional hospitality as detailed above and a small gift for each of the three winners at the approximate cost of £900 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements 1.2 The budget provision for 2024/25 for Civic Hospitality (including international Links) is £46,460. Should the above be agreed, and taking account of previous decisions, the remaining balance would be approximately £11,500. 2. Recommendations 2.1 That the Board agrees to: (a) provide the hospitality as detailed above for Solid Rock Cheer and Gym and the Christmas competition celebrations and; (b) that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. Implications of the Report 1. Financial – The costs of the request from civic hospitality will be met from the 2024/25 budget provision. 2. HR & Organisational Development – None. 3. Community/Council Planning – Civic receptions provide recognition of the contributions made by individuals and organisations to the fabric of life in Renfrewshire. 4. Legal - None. 5. Property/Assets - None. 6. Information Technology – None. 7. Equality & Human Rights (a) The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. Page 60 of 272
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8. Health & Safety – None. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact - None. 12. Climate Risk – None. 13. Children’s Rights – Not applicable. 14. Cosla Policy Position – Not applicable. __________________________________________________________________ List of Background Papers (a) Background Paper 1 – Email correspondence from Solid Rock Cheer and Gym The foregoing background papers will be retained within Finance & Resources for inspection by the public for the prescribed period of four years from the date of the meeting. The contact officer within the service is Donna Gallagher, Member Services Officer (Telephone – 0141 487 1115, e-mail – donna.gallagher-pt@renfrewshire.gov.uk Author: Donna Gallagher – Member Services Officer. Tel: 0141 487 1115 E-mail donna.gallagher-pt@renfrewshire.gov.uk Page 61 of 272
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1 _________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Business Services Accounts for Write Off ___________________________________________________________________ 1. Summary 1.1 In accordance with Financial Regulation 3.5.10 a report regarding the write-off for sums over £10,000 due must be submitted to the Finance and Resources Policy Board. 1.2 The debt recovery process involves extensive effort by the Council and its collection agents to locate the debtor and recover the debt. During this process a stage can be reached when it is recognised that the recovery of the sums is no longer viable, and it is prudent to write-off the recovery of the outstanding liability. 1.3 The Council has already pursued each of the debts summarised on the attached Appendix through its follow up cycle and it is considered prudent to write-off the outstanding balance. 1.4 The approval for the write-off will enable the Council to prudently reflect within the financial accounts an accurate representation of the collectable debt. The Council continues to monitor the accounts and, where the circumstances of the debtor alter, will instigate further recovery action as appropriate. The level of write-off will be contained within the Council’s bad debt provision. 1.5 An analysis of the debt proposed for write-off highlighting the reason why collection is deemed irrecoverable is shown in table 1 below: Item 8 Page 63 of 272
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2 Table 1 Council Tax Reason No. Debtors Value Deceased 1 £27,084.19 Sequestrated 4 £50,047.30 Trust Deed 2 £26,160.04 Total 7 £103,291.53 Table 2 Non-Domestic Rates Reason No. Debtors Value Deceased 1 £29,630.82 Dissolved 14 £731,158.60 Liquidated 4 £303,597.46 Total 19 £1,064,386.88 Table 3 Housing Benefit Overpayments Reason No. Debtors Value Sequestrated 1 £13,482.49 Trust Deed 2 £2,202.01 Total 3 £15,684.50 2. Recommendations 2.1 The Board is asked to authorise the write-off of the £1,183,362.91 as detailed above. Page 64 of 272
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3 Implications of the Report 1. Financial – There has been adequate provision made for these bad debts. 2. HR & Organisational Development - None 3. Community Planning – None 4. Legal - None 5. Property/Assets – None 6. Information Technology – None 7. Equality & Human Rights – None 8. Health & Safety - None 9. Procurement – None 10. Risk - None 11. Privacy Impact – None 12. Climate Risk – None 13. Children’s Rights – None. 14. COSLA Policy Position – N/A Author: Emma Shields – Strategic Service Delivery Manager Page 65 of 272
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 1 Debtor 1 Not Applicable Council Tax Deceased 2000/01 to 2018/19 27084.19 Not Applicable Non‐Domestic Rates Deceased 2010/11 to 2020/21 29630.82 Total £56,715.01 Debtor 2 Not Applicable Council Tax Trust Deed 1995/96 to 2023/24 13759.99 Not Applicable Housing Benefit Overpayments Trust Deed 02/01/2012 ‐ 24/01/2016 2094.87 Total £15,854.86 Debtor 3 Not Applicable Council Tax Trust Deed 1993/94 to 2023/24 12400.05 Not Applicable Housing Benefit Overpayments Trust Deed 09/05/2005 ‐ 22/05/2005 107.14 Total £12,507.19 Debtor 4 Not Applicable Council Tax Sequestrated 2009/10 to 2017/18 10903.21 Total £10,903.21 Debtor 5 Not Applicable Council Tax Sequestrated 2019/20 to 2023/24 12788.58 Total £12,788.58 Debtor 6 Not Applicable Council Tax Sequestrated 2013/14 to 2023/24 15573.61 Total £15,573.61 Debtor 7 Not Applicable Council Tax Sequestrated 2005/06 to 2023/24 10781.90 Total £10,781.90 Debtor 8 Not Applicable Housing Benefit Overpayments Sequestrated 16/02/2015 ‐ 13/05/2018 13482.49 Total £13,482.49 Aston Darby Harbour Property Limited Car Park, Harbour Road, Paisley, PA3 4DB Non‐Domestic Rates Dissolved 2017/18 to 2018/19 25023.64 Total £25,023.64 A‐Team Removals Ltd 43, Back Sneddon Street, Paisley, PA3 2DD Non‐Domestic Rates Dissolved 2021/22 to 2023/24 7792.48 45, Back Sneddon Street, Paisley, PA3 2DD Non‐Domestic Rates Dissolved 2021/22 to 2023/24 7873.35 Total £15,665.83 Page 66 of 272
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 2 Black Rooster Peri Peri Paisley Limited Ground Floor, Leo'S, 28, High Street, Paisley, PA1 2BZ Non‐Domestic Rates Liquidated 2018/19 to 2019/20 27843.86 Total £27,843.86 Buddies Scot Limited Store For Unit 8, 23 High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2022/23 to 2022/23 1842.60 Units 7a/8 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2022/23 to 2022/23 15338.40 Total £17,181.00 Canvasrspicture Ltd Unit 114, Braehead Shopping Centre, King'S Inch Road, Glasgow, G51 4BS Non‐Domestic Rates Dissolved 2022/23 to 2023/24 55039.81 Total £55,039.81 Craftsandgifts1 Ltd Unit 12 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2022/23 to 2023/24 10982.24 Total £10,982.24 Gloria Jean'S Coffees Uk Franchising Ltd Unit C6, Braehead Shopping Centre, King'S Inch Road, Glasgow, G51 4BP Non‐Domestic Rates Liquidated 2021/22 to 2022/23 52632.27 Total £52,632.27 Hms (1019) Limited 45, Mckenzie Street, Paisley, PA3 1LQ Non‐Domestic Rates Dissolved 2021/22 to 2022/23 30013.80 Total £30,013.80 Luna Rosa Renfrew Limited Luna Rossa, Canal Street, Renfrew, PA4 8QE Non‐Domestic Rates Liquidated 2021/22 to 2022/23 11208.97 Total £11,208.97 Maj Scotland Ltd Store For Unit 4, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2021/22 to 2023/24 3790.19 Unit 4 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2021/22 to 2022/23 12717.25 Total £16,507.44 Page 67 of 272
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 3 Navona Limited (Liq) Units 168 & 169, Braehead Shopping Centre, King'S Inch Road, Glasgow, G51 4BS Non‐Domestic Rates Dissolved 2005/06 to 2006/07 271187.84 Total £271,187.84 Newk2 Limited Barga, 25, New Street, Paisley, PA1 1XU Non‐Domestic Rates Dissolved 2019/20 to 2022/23 28707.76 Unit K2 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2019/20 to 2019/20 50.81 Total £28,758.57 Nile Blue Ltd Unit 108, Braehead Shopping Centre, King'S Inch Road, Glasgow, G51 4BS Non‐Domestic Rates Dissolved 2021/22 to 2022/23 22567.74 Total £22,567.74 Paisley Ventures Ltd Main St Bar & Restaurant, 37, Main Street, Houston, Johnstone, PA6 7HA Non‐Domestic Rates Dissolved 2021/22 to 2023/24 15215.08 Total £15,215.08 Scotia Accommodation Limited Scotia Airport Hotel, 91, New Sneddon Street, Paisley, PA3 2BJ Non‐Domestic Rates Dissolved 2021/22 to 2023/24 22950.25 Total £22,950.25 Snow Factor Ltd Unit 30, Xsite, Braehead, King'S Inch Road, Renfrew, PA4 8XQ Non‐Domestic Rates Liquidated 2017/18 to 2019/20 211912.36 Total £211,912.36 Stermart Limited Unit 16 Paisley Centre, 23 High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2021/22 to 2022/23 10127.22 Total £10,127.22 Tsc Industries Ltd 47/49, Watt Road, Hillington, Glasgow, G52 4RY Non‐Domestic Rates Dissolved 2010/11 to 2019/20 189938.14 Total £189,938.14 Overall Total £1,183,362.91 Page 68 of 272
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To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 Report by: Director of Finance and Resources Heading: Code of Conduct for Officers on acceptance of gifts and hospitality 1. Summary 1.1 This Report asks the Board to approve the Council’s revised Code of Conduct for Employees on acceptance of gifts and hospitality. 1.2 The public is entitled to expect the Council to conduct its affairs with integrity, honesty and openness and to demand the highest standards of conduct from those working for it. This Code of Conduct for Employees on acceptance of gifts and hospitality has been designed to provide appropriate guidance to employees and uphold high ethical standards. 1.3 The policy has not changed in terms of the requirement to disclose all offers of gifts and hospitality or in the way these should be disclosed. The principal change relates to the inclusion of an appendix which provides employees with some practical guidance on the acceptance of gifts and hospitality in a variety of scenarios. 1.4 The Code of Conduct for Employees on acceptance of gifts and hospitality is also designed to help the Council meet its responsibilities under Bribery Act 2010. 2. Recommendations 2.1 It is recommended that the Board approve the revised Code of Conduct for Employees on acceptance of gifts and hospitality. Item 9 Page 69 of 272
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Implications of the Report 1. Financial – There are no finance or resource implications arising from this report. 2. HR & Organisational Development – The revised Code of Conduct for Officers on the acceptance of gifts and hospitality applies to all employees of the Council. 3. Community Planning – None. 4. Legal - The Code of Conduct for Officers on the acceptance of gifts and hospitality is also designed to help the Council meet its responsibilities under the Bribery Act 2010. 5. Property/Assets - None 6. Information Technology – None 7. Equality & Human Rights – None 8. Health & Safety None 9. Procurement – None 10. Risk –The risk of not having this policy in place would mean that staff would have no guidance on what to do in the event that they are offered a gift or hospitality. The existence of this policy will mean that staff are informed and given guidance on what actions they should take if they are offered a gift or hospitality. 11. Privacy Impact – None 12. Climate Risk – None 13. Children’s Rights – None 14. Cosla Policy Position – n/a List of Background Papers Author: Alastair MacArthur Page 70 of 272
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Page 3 of 8 CODE OF CONDUCT FOR OFFICERS ON ACCEPTANCE OF GIFTS AND HOSPITALITY 1. REASON FOR THE CODE Renfrewshire Council values its good reputation and its standing in the community. It is, therefore, important that you understand what is and is not acceptable in relation to offers of gifts and hospitality and where you can get more help if you are still unsure. Employees must be aware of this code to protect themselves and the council from allegations of criminal or corrupt practices. This Code, which applies to all Council employees, is designed to help you recognise when an offer of a gift or hospitality has been made, provide practical guidance on what to consider before accepting any offer and what you need to do to record that the offer. It is impossible within a Code to cover every circumstance which may arise, and you are personally responsible and accountable for decisions you take when offered gifts or hospitality. 2. RESPONSIBILITY AND ACCOUNTABILITY It is imperative that the good reputation of Renfrewshire Council and its standing in the community is always protected. This will always be the prime consideration in any decisions you make regarding the acceptance of gifts or hospitality. The Council provides a wide range of services to individuals and groups and spends significant sums of money with suppliers, contractors and other organisations. You as an officer of the Council, may have many interactions with individuals, organisations or businesses, that either are currently or, may in the future, be associated with the Council. A person or organisation may hope to gain preferential treatment in any dealings they have with the Council. Even if this is not the intention, acceptance of a gift or hospitality could lead others to believe this was a factor. Bribery and corruption are serious criminal and disciplinary offences, you and members of your family, must not seek or accept any gift, loan, fee, reward or other advantage for doing, or not doing anything in your official capacity. If an allegation is made, it is for you to demonstrate that any such reward has not been corruptly obtained. In addition to the normal recording process, you must report immediately to your Head of Service, if you are concerned that an individual or organisation has made you or a member of your family an offer with a view to gaining preferential treatment in their dealings with the Council. 3. DEFINITIONS Gift – A personal or material item given without payment, a present. Gratuity – A sum of money given as a tip or expression of thanks. Hospitality - Entertainment given including, but not limited to, meals, drinks, invitations to events, accommodation and/or travel. Bribe – An offer, receipt or asking for something of value with the purpose of influencing a person to carry out their duties in favour of another individual or organisation. 4. WHAT YOU DO NOT NEED TO DISCLOSE Hospitality provided at a course/conference/meetings or similar event provided your attendance is required as part of your role and all attendees are offered the same level of hospitality. Page 71 of 272
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Page 4 of 8 Very low value hospitality, such as coffee, cake, sandwich etc. given as part of a meeting. Gifts and hospitality from other employees, provided you are confident that the giver is not seeking any decision from the council over which you may have influence. Novelty or low value promotional goods which are given to a wide range of people and not uniquely to you, such as pens, note pads, calendar etc. 5. WHAT YOU DO NEED TO DISCLOSE Any other offer of a gift, gratuity or hospitality made to you, as an officer of the council, must be disclosed, even if it is declined. Appendix 1 provides some practical guidance on things to consider before accepting or refusing an offer. 6. RECORDING OFFERS All offers of gifts and hospitality must be disclosed, even if you did not to accept or returned the offer. You must complete the gifts and hospitality disclosure form attached as Appendix 2 to this code and send it to the appropriate person, detailed below, who will arrange to have it filed in the service’s Register of Offers. If you accept an offer you must detail your justification for your acceptance on the form. If you are the Chief Executive send your form to the Head of Corporate Governance. If you are a Director send the form to the Chief Executive. If you are a Head of Service send the form to your Director. If you are a Head Teacher send the form to the Head of Education. If you are a Teacher send the form to your Head Teacher. All other employees send the form to your Head of Service. You should ensure that your disclosure form is completed timeously, so that the Register of Offers is kept up to date and unreasonable delay could be interpreted as an attempt to not disclose. 7. REGISTERS OF OFFERS OF GIFTS OR HOSPITALITY The Chief Executive, Directors, Heads of Service, and each Head Teacher are responsible for keeping a register of all disclosure forms received. It is acceptable for these to be stored electronically. Each disclosure form received should be reviewed. If it is felt that an offer has been accepted that could impact on the Council’s reputation, the matter should be discussed with the employee concerned. If their concern is such that the offer, even if not accepted, could be seen as a bribe, or other attempt to influence the employee to act corruptly, they must report their suspicion to the Chief Auditor, in line with the Council’s internal audit investigation procedures. Each disclosure form should be signed as evidence that it has been reviewed. All registers recording offers of gifts or hospitality will be made available to the public, Chief Executive and Internal Audit upon request. 8. MORE ADVICE If after considering the guidance in Appendix 1, if you are in any doubt about the appropriate action to take then you should seek guidance from your line manager, Chief Auditor or the Head of Corporate Governance. Page 72 of 272
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Page 5 of 8 APPENDIX 1 PRACTICAL GUIDANCE ON ACCEPTANCE OF GIFTS AND HOSPITALITY The general rule should be to refuse, tactfully offers of gifts or hospitality. It is, however, recognised that the Council and its officers carry out a wide range of duties and activities within the community and that some degree of discretion is appropriate in certain circumstances. This code should not be enforced in a way which is over rigid and does not take account of individual circumstance. The table below provides some guidance on additional considerations before accepting or rejecting offers of gifts or hospitality. The list is not exhaustive, and all offers made should be considered in the context of your role in the Council. Type of Offer Matters to consider before acceptance All offers of gifts or hospitality Could acceptance affect the reputation of the council or my own reputation? Can I justify accepting this to the press or public or might my integrity be questioned? Offers of cash or loans It is unlikely that acceptance could ever be justified. Fees for attending or speaking at events / broadcasts etc. Specific guidance is given in the Code of Conduct for Employees, under conflicts of interest. Offers from people you currently interact with, in the course of your employment, e.g. an individual who has a current planning application awaiting a decision. Do I have any influence over any outcome that this person might be seeking to achieve, if so you need to consider how this would be viewed by others. Offers from organisations you currently interact with, in the course of your employment, e.g. a building contractor where you are involved in the project. The proportionality of the offer is likely to have a bearing. A contractor buying a round of drinks at the end of the project may be acceptable but a contractor offering an all expenses paid night on the town is unlikely to be acceptable. Offers from organisations you might reasonably expect to do business with, in the future, e.g. an offer from a firm of accountants, where you are in a position to possibly contract with such a firm. Caution should be exercised where you may be in a position to influence a future event. Generally, it would be prudent to reject such an offer. Civic gifts It is recognised that the offer of gifts from overseas visitors or civic dignitaries is normal practice and to refuse them could have a negative impact on the image of the Council. Page 73 of 272
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Page 6 of 8 Small Gifts offered as tokens of appreciation Small gifts where refusal would cause needless offence and the giver is not seeking a decision or business from the Council but merely wishes to express thanks for advice, help or co-operation received. This would apply, for example, to a small box of chocolates offered as a thank you for excellent service. Sporting / Theatre / Music Events Offers to attend purely social or sporting functions should be accepted only where these are part of the life of the community and where the Council should be seen to be represented. Is the event incidental to another event which is in keeping with council business, e.g. a conference where there is an opportunity to participate in local activities at a discounted rate. This type of hospitality is likely to be offered to all attending the conference. Lunch and Dinner Proportionality should be considered, a modest lunch during a working meeting may be acceptable if it is clearly evident that the work of the Council will be facilitated by attending. A more lavish dinner outwith normal working hours may be less defensible. Consider whether the offer of hospitality is made to a group or is it unique to you? It may be more reasonable to join in hospitality offered to a group than to accept something offered only to you. Community Events This is one of the most common offers of hospitality and needs to be considered carefully. You should consider the following statements and proportionality is likely to be a key consideration. Would refusal cause unnecessary offence or adversely affect the Council’s civic role. Is there a genuine need to impart information or represent the Council in the community? Is there an opportunity to promote the Council’s image or standing in the community by accepting the hospitality? Is the offer of hospitality proportionate to the benefit to the Council? Page 74 of 272
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Page 7 of 8 Travel and/or residential stays for leisure purposes. If there is no business function to the offer of travel or residential stays, it is unlikely that acceptance could ever be justified. Travel and/or residential stays for business purposes. In the normal course of business guest speakers are offered paid travel and accommodation to attend an event such as a conference. Prize draws and raffles In the course of attending community events or conferences you may have the option to participate in a prize draw or raffle. This type of activity is likely to be offered to all attending the event and could generally be justified. However, some caution should be exercised, e.g. the sponsor putting up the prizes is in a tender process for a contract with the Council, in a case like this, it may be more prudent not to enter the draw. Page 75 of 272
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Page 8 of 8 APPENDIX 2 RENFREWSHIRE COUNCIL CODE OF CONDUCT FOR OFFICERS ACCEPTANCE OF GIFTS AND HOSPITALITY DISCLOSURE FORM Date of Receipt of Offer of Gift/Hospitality Name of Employee(s) who have received the offer: Name of individual/organisation who has made the offer: Nature of Gift/Hospitality Whether the individual/organisation currently has, or has had in the past, or is likely to have in the future, dealings with the Council – and if so, specify: Decision on whether the offer of the Gift/Hospitality is to be accepted and, if accepted, justification for the acceptance: Signature of Director/Head of Service/ Head Teacher Page 76 of 272
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1 ___________________________________________________________________ To: Finance, Resources & Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Data Protection Policy ___________________________________________________________________ 1. Summary 1.1 The Data Protection Act 1998 (“DPA”) regulated the processing of personal data and imposed obligations on the Council, as a data controller from 1 March 2000 until 25 May 2018. In response to this, the Council first introduced a Data Protection Policy in June 2001, outlining roles and responsibilities for data protection compliance. The Policy is subject to review every two years. The most recent revisals were approved by Board in August 2020 to reflect the changes to data protection law made by the GDPR and the Data Protection Act 2018 and in September 2022 to make explicit reference to “UK GDPR”. This is based on the EU GDPR, which applied before that date in the UK, with some changes to make it work more effectively in a UK context. 1.2 The Policy is now due for routine review. The proposed revisals, which are highlighted for ease of reference, are minor and reflect a change in structure within the Information Governance Team. 1.3 The September 2022 Board report advised that the Data Protection and Digital Information Bill had recently been introduced into Parliament. It was anticipated that this would be heavily debated and amended as it progressed through Parliament. As this was not enacted before the dissolution of Parliament, this Bill is now considered failed. Item 10 Page 77 of 272
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2 This means that the UK GDPR and the DPA 2018 continue to form the UK law on data protection. ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Council approve the revised Data Protection Policy, which forms the Appendix to this report, and agree that this continues to be reviewed on a two-yearly basis. _________________________________________________________ 3. Background 3.1 The Council is committed to data protection compliance and first approved a Data Protection Policy in June 2001. The purpose of a Data Protection Policy is to outline roles and responsibilities for data protection compliance. The Director of Finance and Resources is the Senior Information Risk Owner (“SIRO”) for the Council. GDPR, as of 2018, required the Council to have a statutory officer, known as the Data Protection Officer. This role is discharged by the Managing Solicitor (DPO). Finance and Resources therefore take the overall lead in Data Protection and wider Information Governance matters. However, each Service and its senior management are obliged to retain a responsibility for data protection compliance. Given this devolved responsibility, each Service has a nominated data protection representative and depute. Service data protection representatives are members of the Council’s Data Protection Working Group, which meets quarterly. The role of the Service data protection representative is to ensure data protection compliance within their Service, albeit advice can be obtained from the Data Protection Officer and the Information Governance team, at any time. 3.2 The policy continues to devolve responsibility to Services for departmental compliance, whilst also reflecting the statutory role of the Managing Solicitor (DPO) and the role of SIRO. 3.3 The Policy has been updated to include explicit reference to the Council’s Records Management Officer and the Assistant Managing Solicitor (Information Governance). ___________________________________________________________________ Page 78 of 272
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3 Implications of the Report 1. Financial – none. 2. HR & Organisational Development – HR & OD assist with training in and awareness of UK GDPR, by facilitating the launch of annual data protection refresher training. 3. Community Planning – N/A 4. Legal – this Policy ensures ongoing compliance with data protection obligations. 5. Property/Assets – none. 6. Information Technology – ICT are essential to data protection compliance, given their cyber security and information management function and their lead role in relation to the Council’s Information Asset Register. 7. Equality & Human Rights - The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. This policy seeks to ensure compliance with individuals’ information rights. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – none. 9. Procurement – none. 10. Risk – this Policy supports the management of information risk, such as a potential data protection breach. Compliance is addressed on the Council’s corporate risk register to ensure that the Council is fully compliant. Page 79 of 272
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4 11. Privacy Impact – the Council has conducted Privacy Impact Assessments (PIAs) since 2013, as good practice in relation to projects or initiatives which involve processing personal information in new ways and have a potential privacy impact. Since May 2018, the Council has been conducting mandatory Data Protection Impact Assessments (DPIAs) as required to ensure compliance with data protection legislation and this Policy. 12. Climate Risk – not applicable. 13. Children’s Rights – not applicable. 14. Cosla Policy Position – not applicable. ______________________________________________________ List of Background Papers N/A ___________________________________________________________________ Author: Allison Black, Managing Solicitor (DPO) 0141 487 1086 Alison.Black@renfrewshire.gov.uk Page 80 of 272
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Renfrewshire Council Data Protection Policy V87 20242 Page 81 of 272
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Document History Document Review and Approval Name Action Date Communication Andrew Connor, Records Manager Consulted March 2018 Email Version Date Author Reason for Issue/Change 1 June 2001 Craig Geddes, Archivist 2 June 2012 Allison Black, Assistant Managing Solicitor New governance arrangements 3 August 2014 Heather Semple Solicitor (Information Governance) 2-yearly update 4 August 2016 Heather Syme, Senior Solicitor (Information Governance) 2-yearly update 5 March 2018 Allison Black, Managing Solicitor (DPO) Early update due to legislative change 6 August 2020 Allison Black, Managing Solicitor (DPO) 2 –yearly update 7 8 September 2022 June 2024 Allison Black, Managing Solicitor (DPO) Allison Black, Managing Solicitor (DPO) 2 – yearly 2-yearly update Page 82 of 272
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Data Protection Working Group Consulted March 2018 Email Data Protection Working Group Consulted February 2020 Email ICT Enterprise Architecture Team Consulted February 2020 Email Karen Locke, Risk Manager Data Protection Working Group Consulted Consulted February 2020 July 2024 Email Email Related Documents Ref Document Name/ Version Document Location 1 Guidance on Responsible Use of Personal Data and Confidential Information 2 Records Management Policy 3 Freedom of Information Policy 4 Data Protection Guidelines 5 Subject Access Request Guidelines 6 Information Security Policy 7 ICT Acceptable Use Policy 8 Information Handling Policy Page 83 of 272
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Title Data Protection Policy Author Allison Black Issue Date September 2022 2024 Subject Data Protection Description Renfrewshire Council’s policy on data protection and issues surrounding data protection to ensure compliance with UK GDPR and the DPA 2018 Version 8.0 Source Version 2 of the Data Protection Policy by Allison Black in August 2012 Updating Frequency Two Yearly unless required earlier due to legislative change Right Not Protectively Marked. Category Data Protection Page 84 of 272
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1. Introduction 1.1 The Council needs to collect and use information about people to discharge its functions. This Personal Data must be handled properly and lawfully and the Council is committed to data protection compliance and signed the Information Commissioner’s ‘Information Promise’ as long ago as 2012. 1.2 Although data protection legislation is complex, its ethos is simple. It does what its title suggests and protects people’s Personal Data by regulating the way in which organisations, such as the Council, handle this. In other words, it is legislation to regulate the processing of Personal Data. 1.3 The Data Protection Act (“DPA”) 1998 imposed obligations on the Council, as a data controller, since 1 March 2000. However, as of 25 May 2018, the EU General Data Protection Regulation (“GDPR”) and the DPA 2018 came into force. This was the biggest change to data protection law in twenty years. 1.4 GDPR and the DPA 2018 introduced a number of key changes, which were reflected in the updates to this Policy in 2018 and its review in 2020. On 1 January 2021 “UK GDPR” came into force. This now sets out the key principles, rights and obligations for most processing of personal data in the UK. It is based on the EU GDPR, which applied before that date in the UK, but with some changes to make it work more effectively in a UK context. Although the Data Protection Act 2018 continues to set out the framework for data protection law in the UK, this sits alongside and supplements UK GDPR, for example, by providing some exemptions and setting out the Information Commissioner’s functions. 1.5 The Data Protection Principles There are six Principles, which, cover rules for the maintenance, collection and security of personal data. The Council is committed to complying with the Data Protection Principles. As such, the Council undertakes that Personal Data will: 1. Be processed fairly, lawfully and transparently. Page 85 of 272
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2. Be collected and processed only for one or more specified, explicit and legitimate purpose(s). 3. Be adequate, relevant and limited to what is necessary. 4. Be accurate and kept up to date and that inaccurate data will be erased or rectified without delay. 5. Be kept for no longer than is necessary. 6. Be processed with appropriate security and use adequate technical and organisational measures to prevent unauthorised or unlawful processing or accidental loss, destruction of, or damage to Personal Data. Under UK GDPR, the Council needs to be able to demonstrate compliance with the principles. This is referred to as “accountability”. 1.6 The Council, in recognition of its data protection obligations, first approved a Data Protection Policy in June, 2001. Since then, a range of policies, procedures and guidelines promoting compliance and best practice, have been developed. In addition to the Data Protection Policy, key Council documents include: Guidance on Responsible Use of Personal Data and Confidential Information, Information Handling Policy Records Management Policy, Freedom of Information Policy, Data Protection Guidelines, Subject Access Request Guidelines, Information Security Policy; and ICT Acceptable Use Policy. This list is not exhaustive and all relevant data protection and wider information governance guidance can be obtained from the information governance section on the Council’s intranet. Page 86 of 272
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2. Scope This policy applies to all Services, employees and Elected Members of Renfrewshire Council and its Joint Committees and covers all Personal Data and Special Category and criminal offence data (formerly “Sensitive Personal”) Data which they process. It may, however, be read alongside other Council policies and guidelines on use of non-personal data and wider information governance issues. Specific provisions relating to Special Category Data forming part of this Policy are annexed at Appendix 1. 3. Data Protection Governance Arrangements 3.1 Corporate Responsibility The Council has a corporate responsibility for data protection and is defined as a “Controller” under UK GDPR. 3.2 Corporate Management Team and SIRO The Director of Finance and Resources is the Senior Information Risk Owner (“SIRO”) for the Council. The SIRO is supported in this role by the Managing Solicitor (DPO). The Managing Solicitor (DPO) reports to the Director of Finance and Resources, as SIRO, on information governance issues, including data protection compliance, on at least a monthly basis, and more regularly, as necessary. The SIRO and DPO report jointly to the CMT at least annually. 3.3 Statutory DPO GDPR obliges the Council to have a statutory Data Protection Officer (DPO) on the basis of professional qualities and, in particular, expert knowledge of data protection law and practices. The key tasks of the DPO are prescribed and are to:- Inform and advise the Council on GDPR compliance; Monitor compliance; Page 87 of 272
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Advise on Data Protection Impact Assessments; Train staff and Conduct internal audits Be the first point of contact for the regulator and Have due regard to the risk associated with the Council’s processing operations. The Assistant Managing Solicitor (Information Governance) is the nominated Depute for the DPO. 3.4 SMTs 3.4.1 Each Service and its senior management will retain a departmental responsibility for ensuring data protection compliance. 3.4.2 All Services are required to nominate a departmental data protection representative of appropriate seniority and a depute. 3.5. Employees 3.5.1 All employees and Elected Members are individually responsible for ensuring that the processing of Personal Data is in accordance with UK GDPR and the DPA 2018 and should familiarise themselves and comply with Council data protection guidance. Advice can be obtained at any time from Information Governance Team. 3.5.2 The SIRO has overall responsibility for information governance. However, the day to day responsibility for driving the Council’s information governance agenda is delegated to the Managing Solicitor (DPO). 3.5.3 The main role of the Service data protection representative will be to ensure compliance within his/her Service, by dealing with Service specific subject access requests, passing on advice and training and maintaining the accuracy of the Service’s entries into the Council’s Information Asset Register, detailed in paragraph 4.1. The Information Governance team will maintain an up to date list of Service data protection representatives. 3.5.4 The Records ManagerInformation Officer will havehas a co-ordinating role in relation to subject access requests and will processes any cross departmental Page 88 of 272
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subject access requests and any Finance and Resources requests. Although requests relating to only one Service are the responsibility of that Service, subject to any guidance from the Records ManagerInformation Officer and the Information Governance Solicitors, the Records ManagerInformation Officer has oversight of all subject access requests. 3.5.5 The Information Governance Team and the DPO offer ad hoc advice on data protection issues. 3.5.6 The Senior SolicitorsAssistant Managing Solicitor (Information Governance) have a key role in ensuring compliance with the sixth principle relating to data security by providing advice and guidance to Services on organisational information security, maintaining the Council’s Information Security log and leading on information security incident management. 3.5.7. Cyber security and technical information security issues, including compliance with industry standards, are dealt with by the Council’s Cyber Security Architect and Cyber Security officerSecurity and Compliance Manager, within the Enterprise Architecture and Technology Team in ICT Services. Responsibility for information management, which promotes efficiency when the Council processes information and extends beyond the processing of Personal Data, also lies with the Enterprise Architecture and Technology Team within ICT Services, who promote good information management by the provision of advice and guidance to Services. 3.6 Governance Groups and Working Groups 3.6.1 Each Service data protection representative is a member of the Data Protection Working Group (“DPWG”), which meets quarterly and is chaired by the Records ManagerInformation Officer. The members of the DPWG each have the responsibility for dealing with data protection issues within their department and disseminating training and good data protection practice throughout their department. The remit of the DPWG is for each of these officers to discuss compliance within their Service, pass on advice and training, and process subject access requests which relate to records from their Services. Page 89 of 272
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3.6..2 The DPWG operates as a sub group of the Information Management Governance Group (“IMGG”), which is jointly chaired by the Enterprise Architecture and Technology Manager and Managing Solicitor (DPO). The Records ManagerInformation Officer and Senior Assistant Managing Solicitor (Information Governance) are also members of the IMGG. The IMGG consists of key officers with information management and information governance expertise. Although the remit of IMGG extends to wider information management and information governance issues, the Managing Solicitor (DPO), as co-chair, on behalf of the SIRO, will have the opportunity to manage and direct the agenda of IMGG to promote and progress the Council’s information governance agenda. The Information Governance Team shall provide regular updates to the IMGG on the work of the DPWG. 3.6.3 The Information Security Group (“ISG”), which is chaired by the Chief Auditor and attended by the Managing Solicitor (DPO) and Senior Assistant Managing Solicitors (Information Governance), also operates as a sub-group of the IMGG. The remit of the ISG is to support IMGG to ensure that information security is appropriate, proportionate, measured and embedded into business as usual. Membership of the ISG includes appropriate representation from ICT and Internal Audit. 4. Documentation of Processing Activities 4.1 Controllers are obliged to document their processing activities under GDPR (Article 30). There are some similarities between this obligation and the information previously provided to the ICO for notification under the old DPA 1998. The Council’s Information Asset Register contains the Council’s documentation of processing activities. This is known as an “Article 30 Register”. 4.2 The Enterprise Architecture and Technology Team within ICT Services maintain the Council’s Information Asset Register (IAR). This contains details of the Council’s information assets, how those were obtained, how they are being used and who they are shared with. Each Service has an Information Asset Owner (“IAO”), who is the senior officerHead of Service and who who oversees that Service’s IAR entries. The IAO is assisted by an Information Page 90 of 272
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Asset Administrator (“IAA”). It is the responsibility of the nominated IAA to update the IAR and ensure that the entry for his/her Service is accurate at all times and to provide a written undertaking annually to the Managing Solicitor (DPO) that this is the case. 5. Data Subject Rights 5.1 Data subjects have several significant rights, which are as follows:- Right to be informed; Right of access; Right to rectification of inaccurate data; Right to erasure in certain circumstances; Right to object to certain processing, including the right to prevent processing for direct marketing; Right to prevent automated decision-making; Right to data portability and Right to claim compensation for damages caused by a breach 5.2 Further information on those rights is available in the Council’s Data Protection Guidelines, available on the intranet and advice can be obtained at any time from the Information Governance Team. The right most frequently used by Council service users is the right of access, i.e. the right of an individual to access his/her own Personal Data. The Council has one calendar month to comply with subject access requests and must now do so free of charge. Further information on compliance with all data subject rights, particularly subject access rights, can be obtained from the Council’s Subject Access Request guidelines, available on the Council’s intranet, or from the Information Officer Records Manager. 5.3 The Information Governance Team has responsibility for maintaining the Council’s subject access request guidelines. Page 91 of 272
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6. Training and Guidance 6.1 The Information Governance Team will continue to update detailed guidelines on the practicalities of dealing with UK GDPR and the DPA 2018 and oversee the implementation of the Council’s Information Governance/ Data Protection Learning and Development Strategy. The purpose of this strategy is to ensure that the learning and development needs of individual groups in relation to data protection and wider information governance are adequately addressed. The strategy identifies the training needs of Elected Members, Directors and Heads of Service, 3rd and 4th tier managers, employees who have specific requirements and those who require only a general awareness. The existing guidelines, available from the Information Governance Team, or on the information governance section of the Council’s intranet, familiarise officers with data protection compliance and the importance of information security and take account of guidance issued by the Information Commissioner, who enforces data protection. 7. Data Retention 7.1 The fifth data principle states that Personal Data should not be held for longer than is necessary. What is necessary can vary, depending on the nature of the information and why it is held. Each Service has a responsibility to ensure that appropriate retention schedules are in place for records which they hold, and to arrange for the secure destruction of data, in accordance with such schedules. 7.2 The Records Management Officerr, as outlined in the Council’s Records Management Policy, provides advice on records management and retention issues. 7.3 In accordance with its obligations under the Public Records (Scotland) Act 2011, the Council has adopted a Records Management Plan containing appropriate retention and disposal schedules. This will ensure compliance with the fifth data protection principle. Page 92 of 272
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8. Information Security 8.1 The sixth data protection principle provides that appropriate technical and organisational measures should be taken to ensure that all Personal Data is secure. 8.2 All employees and Elected Members have responsibility for keeping the Personal Data to which they have access, in the course of their work, safe and secure. 8.3 By adopting recognised information security practices, the Council can demonstrate, to customers, partners and stakeholders that it can be trusted to protect the confidentiality, integrity and accessibility of the information it holds. 8.4 Information Security is not purely a technical issue. Information security principles apply to all information held by the Council, whether this is held in electronic or non-electronic format, even extending to conversations between individuals. 8.5 Employees and Elected Members who become aware of a potential breach of information security, such as a loss of data, must immediately report this to the Assistant Managing Solicitor (Information Governance), in line with the Information Security Incident Reporting Procedures. 8.6 Further information and advice on information security can be obtained from the Information Governance Team at any time and from the Council’s Information Handling Policy and regular ‘Think Twice’ and SIRO bulletins. 9. Data Processors If someone, other than an employee of the Council, is processing Personal Data on the Council’s behalf, for example, a contractor or a consultant, the Council, as Controller, is obliged to have a written agreement with the Processor. The purpose of this is to ensure that the Processor will keep that information as secure as the Council would. Further information on Data Processor Agreements can be obtained from the Information Governance Team. Page 93 of 272
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10. Information Sharing Although processing of Personal Data must always be fair and lawful, data protection should not be perceived as a barrier to effective inter-agency and inter- departmental information sharing. There are many situations where information can, and indeed, must be shared, for example, to protect individuals. Detailed guidance on information sharing is available in the Council’s Data Sharing Code and advice can be obtained, at any time, from the Information Governance Solicitors. Consideration should, however, be given to the following: What information needs to be shared? With whom? Why? How? What are the risks of not sharing the information? Could the same aim be achieved without sharing the data or by anonymising it? 11. Data Protection Impact Assessments 11.1 The Council have conducted Privacy Impact Assessments (PIAs) under the old DPA for some time, as a matter of good practice. PIAs were carried out for any new initiatives or changes of business practice involving Personal Data. 11.2 The Corporate Management Team (CMT) first instructed in February 2013, that where policies and decisions have implications for the use of Personal Data held by the Council then all Services must conduct a PIA as an integral part of any project planning process rather than an add-on. Its purpose is to: Identify any potential and likely impact on privacy; and Minimise and manage the identified impact and privacy risks. 11.3 GDPR replaced voluntary PIAs with mandatory Data Protection Impact Page 94 of 272
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Assessments (DPIAs). Like PIAs, this is a process which enables the Council to address the potential privacy risk and impact from the collection, use and disclosure of Personal Data as a result of new initiatives and to ensure means are in place to make sure data protection compliance and privacy concerns are addressed appropriately. 11.2 Advice on and assistance with carrying out DPIAs can be obtained from the Assistant Manging SolicitorSenior Solicitors (Information Governance). 12. Closed Circuit Television (CCTV) 12.1 Fair and Lawful Processing The Council is a Controller of Closed Circuit Television (CCTV) and processes images lawfully, in accordance with the data protection principles and fairly by ensuring that data subjects have readily available to them the following information: the identity of the data controller; the purpose or purposes for which the data are processed; and any further information the data subjects should be given in the interests of fairness. 12.2 The ICO Code of Practice The Council, in its use of CCTV, complies with the updated Code of Practice on the Use of CCTV and related guidance issued by the Information Commissioner. Operational procedures and training on CCTV provide more detailed information to staff on the deployment and maintenance of CCTV systems and the management of recorded images and monitoring stations. 12.3 Retention and Storage Storage of images varies from system to system. Regardless of how they are stored, all images will be retained in accordance with established retention periods. The law does not prescribe any specific minimum or maximum retention periods which apply to all systems or footage, but simply states that Page 95 of 272
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it should not be kept for longer than is necessary. After the retention period, the images are permanently deleted unless required for an ongoing issue which has been identified (e.g. if a crime has been observed and recorded or if the images have been retained whilst a SAR is being processed). In such cases images will be retained for as long as necessary (e.g. until the conclusion of any criminal proceedings arising from the incident or the SAR is completed). Until deleted, all images are held securely in terms of the Council’s operational procedures and this Policy. 13. Relationship with Other Legislation 13.1 Human Rights Act 1998 Public authorities, such as the Council, must comply with the Human Rights Act 1998 (“HRA”) in the performance of their functions. Section 6 HRA obliges public authorities to act in a manner which is compatible with the rights contained in the European Convention of Human Rights (“ECHR”). Article 8 ECHR affords everyone the right to respect for private and family life, including home and correspondence. Although this right is not absolute, any interference must be justified on the basis that it is lawful, necessary to pursue a legitimate aim and proportionate. This means that the interference should not be greater than is necessary to achieve the legitimate aim. HRA is therefore a consideration when considering whether there is a justification for sharing information. Whilst data protection compliance may render an interference lawful, the Council must also consider whether information sharing exercises are necessary in the public interest or whether the same ends can be achieved by a less intrusive means before an interference with Article 8 privacy rights can be justified. If there is a less intrusive alternative, the interference will be disproportionate. 13.2 Freedom of Information (Scotland) Act 2002 Page 96 of 272
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The interface between data protection and the Freedom of Information (Scotland) Act 2002 (“FOISA”) is complex. FOISA obliges the Council to be open and transparent, whereas data protection and HRA protect people’s information and personal privacy. Although FOISA provides the public with a right of access to all information held, unless this is covered by one of a number of fairly narrow exemptions, there is an absolute exemption from disclosure for information, disclosure of which would breach the data protection principles. Further information on the personal data exemption under FOISA and how to deal with freedom of information requests without breaching data protection, can be obtained from the Freedom of Information Guidance Manual, available from the Council’s intranet, or the Information Officer Records Manager and legal advice can be obtained at any time from the Assistant Managing Solicitor (Information Governance) Solicitors. 14. Breach 14.1 Breach of this policy may be regarded as a serious act of misconduct and may lead to disciplinary action. Employees must therefore make every effort to ensure that they understand their responsibilities under this policy. 14.2 It is a criminal offence under the DPA to knowingly or recklessly obtain, access, disclose or procure Personal Data without the consent of the Data Controller. The Council reserves the right to report any such offence to the Police, as well as the Information Commissioner. 15. Audit Data protection procedures are subject to routine internal and external audit and recommendations implemented accordingly. 16. Review This policy will be reviewed on a two-yearly basis, unless earlier review is required due to legislative changes. However, to ensure ongoing data protection compliance, any developments, significant cases, guidance from the ICO, or other lessons learned in this area, will be used to inform best practice. Page 97 of 272
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Appendix 1 1. Introduction UK GDPR and the DPA 2018 recognise that organisations are likely to collect information deemed Special Category Data and/ or Criminal Conviction and Offences data. 2. Definitions UK GDPR Special Category data covers information about: Racial or ethnic origin. Political opinions. Religious beliefs or other beliefs of a similar nature. Trade Union membership. Physical or mental health or condition. Sex life and sexual orientation. Genetic data and biometric data. Criminal and Offences Data or Conviction Data covers criminal allegations, proceedings or convictions and security measures. These are likely to centre on: specific employment requirements; fraud investigations; safeguarding issues; the vital interests of the data subject or other individuals. 3. Legal Basis Page 98 of 272
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Under UK GDPR and the DPA 2018 the Council has a lawful basis for processing Special Category and Criminal offence data. The Council is obliged to collect and process this data and there is a substantial public interest in processing this information. 4. Procedures for Securing Compliance The Council is obliged to have a policy for the processing of Special Category Data. Below are details of how the Council will comply with the Data Protection Principles in relation to the processing of Special Category and Criminal Offence personal data. 4.1. Principle 1 – Fair, Lawful and Transparent Special Category and Conviction Data is processed lawfully, fairly and in a transparent manner in relation to the data subject. The Council will: Only process Special Category and Conviction Data where a lawful basis can be applied, and where processing is otherwise lawful. Process Special Category and Conviction Data fairly; and will ensure that data subjects are not misled about the purposes of any processing. Ensure transparency in its processing of Special Category and Conviction Data to enable individuals to understand and obtain their privacy information. 4.2. Principle 2 - Fit for Purpose Special Category and Conviction Data is collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes. The Council will: Collect Special Category and Conviction Data only for specified, explicit and legitimate purposes, and will inform data subjects what those purposes are in a privacy notice. Page 99 of 272
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Not use Special Category and Conviction Data for purposes that are incompatible with the purposes for which it was collected (if we do use Special Category and Conviction Data for a new purpose that is compatible, we will inform the data subject first). 4.3. Principle 3 – Data Minimisation (Adequate and Relevant) Special Category and Conviction Data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed. The Council will: Only collect the minimum Special Category and Conviction Data needed for the purpose for which it is collected. We will ensure that the data we collect is adequate and relevant. 4.4. Principle 4 – Accuracy Special Category and Conviction Data is accurate and, where necessary, kept up to date. The Council will: Ensure that Special Category and Conviction Data is accurate, and kept up to date, taking care to do this where the use of this type of information has a significant impact on individuals. 4.5. Principle 5 - Data Retention Special Category and Conviction Data will be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed. The Council will: Only keep Special Category and Conviction Data in identifiable form. if is necessary for the purposes for which it is collected, or where we have a legal obligation to do so. Once this data is no longer needed it will be deleted or rendered permanently anonymous. Page 100 of 272
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4.6. Principle 6 - Security Special Category and Conviction Data is processed in a manner that ensures appropriate security of the data including: protection against unauthorised or unlawful processing; against accidental loss, destruction or damage; and by using appropriate technical or organisational measures. The Council will: Ensure that there are appropriate organisational and technical measures in place to protect Special Category and Conviction Data. Organisational protections include a robust information governance framework consisting of policies, procedures, guidance, training and awareness raising, including an ongoing ‘Think Twice’ campaign. 5. Accountability The council is responsible for and must be able to demonstrate compliance with these 6 principles. The Managing Solicitor (DPO) discharges a monitoring role in relation to the Council’s compliance with these principles. The Council: Ensures that records are kept of all personal data processing activities, via its Information Asset Register (“Article 30 Register”) and that these are provided to the Information Commissioner on request. Undertakes Data Protection Impact Assessments (DPIAs) for any high risk personal data processing, and consult the Information Commissioner if appropriate. Has a Data Protection Officer who provides independent advice and monitoring of personal data handling, and directly reports to the CMT on this. Maintains and reviews internal processes to ensure that personal data is only collected, used or handled in a way that is compliant with data protection law. Page 101 of 272
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Ensures Council policies regarding the retention and destruction of personal data are implemented. The Council ensures that where special category or convictions personal data is processed that: There is a record of that processing, and that record will set out, where possible, the envisaged time limits for erasure of the different categories of data. Where special category or criminal convictions personal data is no longer required for the purpose for which it was collected it will be deleted or render it permanently anonymous. Data subjects receive privacy information about how their data will be handled, and that this will include the period for which the personal data will be stored, or if that is not possible, the criteria used to determine that period. 6. Further Information Further information on data protection can be obtained from the Managing Solicitor (DPO), the Information Governance Team or the Information Governance page of the Council’s intranet. Page 102 of 272
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___________________________________________________________________ To: Finance, Resources & Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: Report by the Director of Finance & Resources ___________________________________________________________________ Heading: 2025 Public Holidays for Local Government Employees ___________________________________________________________________ 1. Summary 1.1 In accordance with established practice and the Council’s Statement of Particulars of Employment for Local Government Employees, members of the Finance, Resources and Customer Services Policy Board each year approve the dates of the 12 fixed public holidays, plus the 1 day of no work requirement. The 1 day of no work requirement is provided to Local Government Employees who are generally employed in non-essential services (traditionally office-based roles). 1.2 The 1 day of no work requirement falls between Christmas and New Year and came into effect in October 2009 following the implementation of a package of revised terms and conditions of employment. As part of that 2009 agreement, the Council closes for all non-essential services for 3 days between the Christmas and New Year public holidays, effectively meaning a 2-week closure. 1.3 Employees are required to retain and use 2 days of their annual leave to cover the first 2 days of closure with the 3rd day being allocated as a day of no work requirement. The day of no work requirement primarily benefits traditional office- based employees and varies each year but is normally the workday preceding New Year’s Day. 1.4 Members are asked to note that Council officers are in discussions with trade union colleagues with a view to modernising public holiday entitlement for Local Government Employees. Item 11 Page 103 of 272
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1.5 Following benchmarking information received from 31 Councils across Scotland, the Council is one of a small number of Councils still providing 12 fixed public holidays. Benchmarking information confirms that Councils are currently providing public holiday entitlements ranging from 6 days to 12 days, with the average number of public holidays provided being 8 days. 1.6 Therefore, Council officers are proposing plans to convert 6 of the current 12 public holidays into annual leave days for employees, retaining the following fixed public holidays: New Year (1st and 2nd January), Good Friday (18th April), Easter Monday (21st April), Christmas (25th and 26th December). 1.7 The ways in which the Council works just now are very different to how it worked before the pandemic, with future service delivery continuing to evolve, as our communities expect and have become accustomed with. 1.8 The proposed changes, if agreed with the trade unions, and approved by members would impact approx. 6400 local government colleagues, (excluding teachers), who work a range of different working pattens, for example part time, full time, and 4 days on, 4 days off shifts etc. The proposal would provide all employees with more flexibility to decide when to use their 6 converted annual leave days throughout the year, and support services to continue evolving, making them more flexible and accessible in future. 1.9 An initial assessment of our workforce data over the last 3 years highlights that approx. 15% of this workforce regularly work on either a scheduled rota or an overtime basis, on these 6 fixed public holidays, and therefore may be financially impacted as enhanced rates of pay would no longer be applicable for these days. 1.10 The key groups of employees within the 15% impacted by this proposal include those who work in Health and Social Care Partnership and Environment, Housing, and Infrastructure, for example, Home Care Workers, Social Care Workers, Residential Workers, Streetscene and Waste Operatives, Drivers, and Community Support Officers. 1.11 Equality data held on these employees highlights that no age or gender group would be disproportionately impacted by the proposals, with 55% aged 50 years and over and 55% being female. Due to equality data information being optional for employees to disclose and the Council having recorded limited information on other protected characteristics such as race, disability sexual orientation etc, Council officers have considered the information available, and cannot identify any disproportionate impacts on these groups as all employees regardless of their protected characteristic will be able to gain from increased flexibility of when they could take their leave. Page 104 of 272
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1.12 Over the next couple of months, Council officers will consider a range of mitigations to minimise or eliminate any potential financial impact on employees and will continue discussions with trade union colleagues over the proposed changes, aiming to reach full agreement. The proposals will be subject to a full external equality impact assessment, carried out by the Council’s appointed technical adviser who supports on matters of pay and conditions of service. ___________________________________________________________________ 2. Recommendations 2.1 Subject to full agreement being reached with trade unions, members are asked to approve the changes to public holidays as detailed at section 1.6, effective from 1 January 2025. 2.2 Members are asked to note that Council Officers will provide an update on discussions with Trade Union Colleagues at the next Finance, Resources and Customer Services Policy Board scheduled for 21 November 2024. _________________________________________________________ Implications of the Report 1. Financial – Analysis from the last 3 years of workforce data shows that converting the chosen 6 public holidays into annual leave entitlement for this group of employees could generate annual sayings to the Council of around £350k in enhanced payments currently paid on these days. To reach agreement with the trade unions on these proposals, it is anticipated that Council officers may require to agree and offer a one-off compensation payment to those detailed in section 1.10 of this report who may be at a financial detriment. 2. HR & Organisational Development – If approved, HR&OD will require to change the contracts of employment for those impacted to reflect the change in public holiday and annual leave entitlement. HR&OD will also provide guidance and training to managers to assist them with annual leave cover arrangements ensuring that essential services continue to be provided over public holiday periods and annual leave is allocated fairly. 3. Community/Council Planning – None. 4. Legal - None 5. Property/Assets – None 6. Information Technology – None Page 105 of 272
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7. Equality & Human Rights - The Recommendations contained within this report have been initially assessed in relation to their impact on equalities and human rights. Summary findings are detailed within the context of the report. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – None. 9. Procurement – None 10. Risk – None. 11. Privacy Impact – None. 12. Climate Risk – None. 13. Children’s Rights – None. 14. Cosla Policy Position – None. _______________________________________________________ List of Background Papers - None ___________________________________________________________________ Author: Raymond Cree, Head of People and Organisational Development Email: raymond.cree@renfrewshire.gov.uk Page 106 of 272
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To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 Report by: Director of Environment, Housing & Infrastructure Heading: Facilities and Property Services - Service Update Report 1 Summary 1.1 Environment, Housing & Infrastructure brings together a range of Council services and activities, with both strategic and operational responsibilities. This report provides an operational performance update on Facilities Management (Hard and Soft Services), Building Services and Property Services delivered by Environment, Housing & Infrastructure since the last Policy Board in June 2024. 2 Recommendations It is recommended that members of the Finance, Resources and Customer Services Policy Board: 2.1 Notes the content of this report. 3 Operational Update Hard Facilities Management (Hard FM) 3.1 Capital/Lifecycle Projects 3.1.1 Following a review of the Core Facts property condition surveys (5 yearly checks across the Learning Estate), a prioritised list of work is being prepared to upgrade some schools. Initial discussions have taken place recently with our Property Services colleagues on how this may be taken forward. Reports are currently being reviewed, further inspections by Officers and development of a full scope of works and program as required in the future. These properties will be added to other Item 12 Page 107 of 272
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schools where lifecycle works have previously been identified. 3.1.2 Core Facts condition surveys commenced throughout the PPP Schools estate in July 2024 with reports expected soon from Renfrewshire Schools Partnership (RSP). As well as addressing the Core Facts requirements for the Scottish Government return, these surveys to be used to plan for long term Lifecycle Maintenance works. 3.1.3 Hard FM has identified some work packages that will align with the community halls investment as agreed within the Council budget in March 2024: • Langbank Village Hall – Circa £25k on resurfacing of the car park and installation of external lighting. (Proposed completion - Autumn 24) • Howwood Village Hall – painting of external doors and render works. 3.1.4 A further update will be provided to this Policy Board once the process and projects are known. 3.2 Lifecycle Replacement works 3.2.1 The following commissions have been progressed/completed since the previous Board: • £250k set aside for Various Council wide minor upgrade works, as below (this list is indicative - some works have yet to be fully explored and agreed). Site Type of Work Work Required Status Gallowhill PS New door Fit new metal external fire door Complete Mary Russell Roof works Fit ventilation to main corridor and renew felt Complete Gryffe HS New door Fit new metal external door Complete Trinity HS Vinyl Renew carpet for vinyl - Very poor condition/trip incident Complete Arkleston Residential Unit Roof works Renew Facia and soffits and maybe gutters Await Revised Costs Barochan Residential Unit Roof works Renew Facia and soffits and maybe gutters Await Revised Costs Beechwood Community Centre Roof works Roof repair and Canopy To start (PTS) Love Street Disability Resource Centre Car Park Resurface Car Park To start Johnstone Castle Community Centre Roof works New roof in the stage area Await Revised Costs Community Meals Flooring Kitchen - renew vinyl floor overnight in a 10 hour window To start Gleniffer Braes Country Park Gates Replace miracle span gate To start (PTS) Page 108 of 272
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Lochwinnoch Library Roof works Some areas above the plant room beyond repair / maybe all roof required Await Costs Renfrewshire House Car Park Barrier Security New car park barrier Complete Renfrewshire House Roof Repairs Roof works Repairs to roof leaks on 5th floor Complete – monitor outcomes St Catherines PS Flooring Renew flooring in office area following drainage leak Complete St Mary's PS Roof works Renew section of roofing above kitchen Delayed – structural issues Mile End Centre Car Park Potholes In progress Anchor Centre Car Park Potholes In progress Lochwinnoch Nursery fence gates Alter gate To start (PTS) Lochfield ELCC fence gates New fence To start (PTS) Langbank Village Hall Car Park Potholes 80% complete Langbank Village Hall External Lighting New bollards, wall lights To start Newmains PS Lining car park Thermoplastic lining Complete Other works include: • Gallowhill Primary School - Toilet upgrades (complete) • Lochfield Primary School – Removal of wall and erection of new fence (or wall) – Status - To be arranged. Resident engagement on going • Underwood Road Depot – interconnection of all fire alarm panels. Status – Scope of Works in progress • Howwood Primary School – historic water ingress. (Ongoing – roof covering latent defect under warranty noted and fixed but still water ingress) • Howwood Primary School – repainting of dining hall (complete – related to above) • Bishopton Primary School – Repainting of corridors and installation of half height wall boards. • Renfrewshire House – Structural steel replacement (complete) PPP Lifecycle works: • St Andrews Academy – Synthetic pitch replacement • St Andrews Academy – Main boys toilet refurbishment • Gleniffer High School – 3 x domestic hot water heaters replaced • Todholm Nursery – ground levelling & grass reinstatement works • Todholm Primary School – fence replacement at pitch • Woodlands Primary School – grass pitch reinstatement works • All 9 sites – Ongoing flooring replacement & decoration works • All 9 sites – External render repair and decoration works 3.2.2 The Hard FM team are currently working on the following commissions: • Ferguslie Sports Centre – Handover of refurbished building • Children’s Services – Various upgrades and fencing works within the Page 109 of 272
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school estate • Trinity High School – replacement ceiling and lighting within dining hall (complete) • West Primary School – Painting of school following rewire (on going) • Riverbrae School – internal painting • Unwanted Fire Alarm System (UFAS) upgrade – signaling and fire alarm panel modification across the estate. • St Peters Primary School – boiler renewal (complete) • St Peters Primary School – rebuild of wall and stairs following road traffic accident. 3.3 Compliance – Key Performance Indicators (KPIs) 3.3.1 Overall performance for this period is 84%. Whilst performance remains strong, staff changes within Building Services (electrical supervision and electrical certification approvals) have impacted this, however, Officers remain confident figures will improve, catch up and will align nearer to targets. Removing this specific task (electrical inspection) from the calculation, results in an overall performance increase to 89%. Overall performance for this period continues at 100% within the PPP Schools estate. Contractor performance remains an ongoing challenge, however, Officers continue to proactively manage contracts. To help deliver this, and to drive efficiency and best value, Officers continue to hold regular contractor review meetings (monthly) to ensure planned tasks are met and certification is issued timeously. The Lightning Protection Contract is due for renewal, however, there are ongoing concerns over contractor performance. Officers are monitoring this, discussed with the contractor and have insisted standards must improve before any contract extension is considered (impacting KPI return). The covered lightning protection pit at Gleniffer High School has been detected, cleared of rubber tarmac surface to facilitate future testing and has been successfully tested to bring the lightning protection system to full compliance. 3.4 Public Buildings Repairs data 3.4.1 The repairs profile remains as expected, as detailed below for 2024/25: 2024/25 Repairs Education Core Prestige OneRen Total 2046 914 238 160 3358 Page 110 of 272
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3.5 Fire Safety 3.5.1 All fire risk assessments in sleeping accommodation have now concluded. Officers are reviewing the reports and actioning any items that will mitigate and lessen the overall fire risk for each property. 3.6 Building - Responsible Persons 3.6.1 A review of the responsible persons for properties is currently underway. An internal Officer Group has been established between Facilities and Property Services (Hard FM, Soft FM, Property Services), Corporate Health and Safety and HSCP. This will ensure that all responsibilities are understood, and maintenance is actioned quickly via the Corporate Asset Management Information System (CAMIS). This is ongoing, with the service liaising with senior managers with properties details having been sent to services for them to populate and return. 3.7 Responsive Repairs 3.7.1 The chart below shows the overall volume of repairs for the Quarter 1 of 2024/25 for responsive repairs reported by tenants. In total there were 17,898 individual repairs for housing clients which is with 6105 of these being classed as an emergency (attendance within 4 or 24 hours), of these 1706 were attended out of working hours. These are only the repairs that Building Services attended as there are other repairs that will be issued directly to other contractors. 3.7.2 Comparing to the same point in both 2022/23 and 2023/24, the total number of repairs in Quarter 1 in 2024/25 has increased by 9.5%. This is directly due to an overall increase in the number of repairs reported. Total number of repairs Financial Year Quarter 16,482 2022/23 Quarter 1 17,282 2022/23 Quarter 2 21,413 2022/23 Quarter 3 22,121 2022/23 Quarter 4 16,340 2023/24 Quarter 1 16,989 2023/24 Quarter 2 19,397 2023/24 Quarter 3 20,687 2023/24 Quarter 4 Total number of repairs Financial Year Quarter 17,898 2024/25 Quarter 1 Quarter 2 Quarter 3 Quarter 4 Page 111 of 272
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3.7.3 The productivity across the responsive repairs teams has been monitored and assessed weekly from November 2023. The graph shows the tracking of the average number of jobs completed per operative per day. The industry average is 4.5 jobs, per operative, per day and Building Services have been consistently above this level. Page 112 of 272
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3.8 Domestic Gas Servicing 3.8.1 In Quarter 1 of 2024/25, the domestic gas servicing and repairs team carried out 3,158 gas services. This is broadly in line with the gas services carried out over the same period in 2022/23 and 2023/24. 3.9 Voids 3.9.1 The figures below are only for Building Services only and does not include any external contractors who also carry out void works for our colleagues in Housing Services. Comparing 2022/23 with 2023/24 shows that the numbers of completed voids has remained high despite the very large increase in full central heating installs now being required. The average number of days that Building Services takes to carry out all of the void works required is 15 days despite the average number of hours of work required within a void house to bring it to the lettable standard remaining consistently high. Financial Year Quarter Total number of completed voids *Inclusive Gas Central Heating (GCH) install *Inclusive Asbestos Removal (ASB RE) Preliminary Works 2022/23 Quarter 1 183 25 27 176 2022/23 Quarter 2 199 38 22 138 2022/23 Quarter 3 144 19 20 126 2022/23 Quarter 4 208 19 3 210 2023/24 Quarter 1 245 26 13 141 2023/24 Quarter 2 208 25 25 145 2023/24 Quarter 3 243 34 9 190 2023/24 Quarter 4 225 31 32 264 Total number of services Financial Year Quarter 2,952 2022/23 Quarter 1 3,533 2022/23 Quarter 2 2,379 2022/23 Quarter 3 3,780 2022/23 Quarter 4 3,083 2023/24 Quarter 1 3,202 2023/24 Quarter 2 2,771 2023/24 Quarter 3 3,701 2023/24 Quarter 4 Total number of Services Financial Year Quarter 3,158 2024/25 Quarter 1 Page 113 of 272
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Financial Year Quarter Total number of completed voids *Inclusive Gas Central Heating (GCH) install *Inclusive Asbestos Removal (ASB RE) Preliminary Works 2024/25 Quarter 1 233 48 20 192 Quarter 2 Quarter 3 Quarter 4 3.10 Electrical Testing programme 3.10.1 As part of the on-going electrical compliance requirement of landlords, Building Services, and other external contractors, have been working in partnership with Housing Services colleagues to carry out the statutory 5-year check of electrics within every tenanted household across Renfrewshire (approx.12,200 houses). 3.10.2 On behalf of Housing Services, Building Services have fully electrically tested 4,045 houses since the start of the programme in 2021. Following the initial electrical test there are often remedial electrical works requiring to be undertaken. This follow on work is carried out on an appointment basis with the tenant. 3.10.3 The list of houses that currently require electrical testing has now been exhausted with only the households that have not yet engaged to make an appointment following the extensive lettering programme. Therefore, in order to ensure the councils compliance, the outstanding homes have moved to the forced entry process. 3.11 Apprentices/Training 3.11.1 Building Services has now recruited 6 youth electrical apprentices, 1 youth joiner apprentice and 1 adult plumbing apprentice and they all commenced their college training in August 2024. This will hopefully allow Building Services to grow our own staff and minimize the use of external agencies. Financial Year Quarter Number of electrical tests competed 2022/23 Quarter 1 639 2022/23 Quarter 2 280 2022/23 Quarter 3 42 2022/23 Quarter 4 187 2023/24 Quarter 1 77 2023/24 Quarter 2 163 2023/24 Quarter 3 471 2023/24 Quarter 4 382 Financial Year Quarter Number of electrical tests competed 2024/25 Quarter 1 395 Quarter 2 Quarter 3 Quarter 4 Page 114 of 272
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3.11.2 Building Services have also been working closely with our colleagues in Economic Development and have also been able to offer to adopt a 2nd year electrical apprentice recently made redundant. 3.11.3 Two Facilities Technical Supervisors have recently passed their second year of the Honour degree programme in Business Management. 3.11.4 Building Services are working closely with the Princes Trust and currently have 3 trainees carrying out work experience for a period of 2 weeks. Soft Facilities Management (Soft FM) 4.1 Capital Works 4.1.1 Additional Capital award from Scottish Government of £1.5 million has been received to facilitate provision of Free School Meal to pupils in P6-7 whose families are eligible for Scottish Child Payment (SCP). 4.1.2 This additional Capital funding proposes kitchen upgrades focusing on 5 schools: • Heriot Primary School, Foxbar • St Margaret’s Primary school, Johnstone • Our Lady of Peace Primary School, Linwood • Kilbarchan Primary School, Kilbarchan • Howwood Primary school, Howwood 4.1.3 Work is underway with colleagues within Property Services (Technical Unit) to assess the resource required to commence work as quickly as possible, with a proposed completion date of August 2025 (resource dependent). 4.2 School Meals 4.2.1 New Primary School menus were implemented in June 2024, previously awarded Bronze Prov-veg award and currently being reviewed for Food for Life Bronze status. New Secondary menu was implemented from 1 September 2024. New Primary School menus are scheduled for implementation in October 2024 within the PPP School estate. 4.2.2 In line with the new Secondary School menu, a new App is being introduced in all Secondary Schools, which will give pupils the ability to see their ParentPay account balance. This will encourage responsible spending and reduce negative account balances. The App will also have the facility for pupils to pre order from the snack menu, allowing the FM staff to prepare orders in advance, which will reduce queues and waiting times at breaks. 4.2.3 Improvements to Johnstone High School dining hall were completed in time for new school term in August 2024. Upgrades to flooring and wall decoration along with new, modern dining room furniture, developed in conjunction with pupils from the school were implemented. The aim is to improve the dining room experience and encourage an increase in both paid and free school meal uptake. Page 115 of 272
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4.3 Collaborative Robotics (Cobotics) 4.3.1 Over the last 6 months, Soft Facilities Management has been exploring the use of Robotic Scrubber Dryers and Sweepers. The service has been working with contractors to identify the best machines currently on the market. A facilitated demonstration of two machines has been undertaken to date, with both machines performing well during the trials. 4.3.2 The plan would be to use the robotic machines to clean large areas, such as games halls, dining halls, corridors, and large vestibules areas in larger school premises. This has been shown to provide a more efficient and effective clean of the area and this would also allow current staff to focus on other areas within the premise. A business case continues to be worked on to demonstrate the benefits of the additional cost and detail the long- term benefit of the change to Renfrewshire Council and the associated properties. 4.3.3 Highland Council, Dumfries & Galloway Council and Shetland Council have offered to provide Renfrewshire Council with an extended trial of their new Scrubber Dryer to assess effectiveness. 4.3.4 The plan is to trial the Scrubber Dryer for 2 weeks in Park Mains High and gather feedback on its performance from the Facilities Management staff. Gaining feedback from staff is essential and will allow the service to understand if the introduction of this type of technology will support them in their role. 4.4 Montrose Care Home 4.4.1 The service has been working in partnership with HSCP to support the relocation of FM staff to alternative locations due to the closure of Montrose Care Home. Employee engagement has been concluded and preferred choice of future work location agreed. The transition will occur over the coming weeks in line with the rehousing of residents to Hunterhill and Renfrew Care Homes. 4.5 Soft FM Recruitment Event (Park Mains High School) 4.5.1 Soft FM recently held a recruitment event to promote and recruit for over 40 vacant posts within Erskine and the surrounding villages. The event highlighted the great collaboration between various internal and external partners including the Marketing Team, Recruitment Team, Invest Renfrewshire, the Operational Management Team and the Soft FM support team. • The Marketing Team provided communications support to promote the event via multiple platforms such as Facebook, Instagram, Renfrewshire Council web page, My Job Scotland as well as designing posters and flyers for the event. • The recruitment team provided assistance on the day helping candidates to navigate the recruitment process. • Invest Renfrewshire assisted candidates to complete their application forms if they hadn’t applied via My Job Scotland. • The Operational Managers made up the interview panels on the day of the event. Page 116 of 272
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• Soft FM support team were the link between Soft FM and our internal and external partners. 4.5.2 As a result of the hard work undertaken by all, the event attracted a high number of candidates, with 24 posts being filled on the day and a further 7 in the days that followed. Due to the success, consideration will be given to running these events in other locations where there are hard to fill posts. 4.6 Increase the use of High School facilities at weekend and holidays 4.6.1 A review of the sports facilities in Secondary Schools is underway by Renfrewshire Council (Soft FM) and OneRen to increase and staff lets at weekends and holiday periods. 4.6.2 OneRen already manage and staff the sports facilities in the Secondary Schools listed below: • Renfrew High School • Park Mains High School • Johnstone High School. 4.6.3 The 3 Secondary Schools below have outdoor sports facilities that are used at weekends and holiday periods. The lets are currently staffed by Soft FM, however, weekends and holiday periods are not part of core working hours for janitorial staff, so all lets are covered using overtime. • Trinity High School • Gryffe High School • Castlehead High School 4.6.4 OneRen and Soft FM are looking at possibility of OneRen taking over the responsibility of covering the lets at weekends and holiday periods, as OneRen employees already work shift patterns covering weekends throughout the year. This would reduce overtime costs and significantly increase availability of sports facilities at the weekend and holiday periods. Property Services 5.1 Current Commissions 5.1.1 Officers within Property Services continue to work across the Renfrewshire Council’s property portfolio and given the workload, major projects are reported to the respective Board e.g. Education and Children’s Services Board. 5.2 Castlehead High School - RAAC 5.2.1 As previously reported to the Board, the tender for strengthening the RAAC has been awarded and works commenced on 3 June 2024. Works are well on-track and have continued throughout the Summer to complete the works by the contract completion date of end of September 2024. Page 117 of 272
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5.3 McKillop Institute 5.3.1 Officers have been liaising with Elected Members and hall users to improve the acoustics within the hall wherever possible. Design solution agreed as acoustic drapes and all general builders work now complete. Specialist AV installer now due on site to install brackets, rails and measure for acoustic drapes. These will be bespoke manufacture and are on four (4) weeks delivery with installation planned by September 2024. 5.4 Renfrewshire House Car Park 5.4.1 Remedial works to Renfrewshire House car park are now complete and the car park is now fully operational with all diversions removed. 5.5 Renfrewshire House Ventilation works 5.5.1 Ventilation works to the third floor of Renfrewshire House are now 100% complete, all relevant officers have been trained in the system and it is fully operational and functioning correctly. This will allow an increased capacity for training and for Officers to use these rooms better. Implications of the Report 1. Financial – Any financial elements referenced in this report will be progressed through the Council’s financial & budget planning process. 2. HR & Organisational Development – None 3. Community/Council Planning – the report details a range of activities which reflect local community and council planning themes. 4. Legal – None 5. Property/Assets – As detailed within the report in relation to work on the Council property portfolio. 6. Information Technology - None 7. Equality & Human Rights – The recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – Advice and guidance is being given to protect the health and safety of employees and service users when carrying out priority services for the Page 118 of 272
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Council in line with government and health guidance. 9. Procurement – As noted within the report. 10. Risk – None 11. Privacy Impact – None 12. COSLA Policy Position – None 13. Climate Change – None 14. Children’s Rights – Facilities and Property Services are essential in trying to assist and deliver against Children’s Rights. In particular, by ensuring buildings are suitable provides good educational establishments (Right to Education) and by delivering schools meals and nutritious food (Measures to Reduce Food Poverty). List of Background Papers – None Author: Gordon McNeil, Director of Environment, Housing & Infrastructure Email: gordon.mcneil@renfrewshire.gov.uk Page 119 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Chief Executive’s Service Service Improvement Plan 2024 - 27 Item 13 Page 121 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Welcome from the Chief Executive Thanks for taking time to read this updated Service Improvement Plan, setting out how the Chief Executive’s Service will help to deliver the strategic outcomes set out in our new Council Plan, relating to Place; Economy; Fair; Green, Living our Values; and the cross-cutting focus on Improving Outcomes for Children and Families. We will continue to focus on the priority areas we set out in last year’s plan. All Council services are operating in a challenging context, but we continue to listen and target our resources to the areas and programmes that need it most. Within the Chief Executive’s service, a key priority remains tackling inequalities and supporting Renfrewshire communities through the cost-of-living crisis, with the Fairer Renfrewshire programme driving forward activity to support local people. Communities are at the heart of everything we do, whether that’s working on the regeneration and development of our towns and villages, attracting large-scale investment and jobs into Renfrewshire, supporting small businesses, helping people into work, or finding new ways to partner with communities to tackle the issues that matter most locally. Alongside our brilliant events programme, we continue to work hard to make sure that residents, staff and visitors get the information they need about the Council and Renfrewshire. We all work together as a team to continue to make Renfrewshire a great place to live, work and visit, and I’m thankful for the ongoing commitment and hard work of all my colleagues who share that goal. Alan Page 122 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Chief Executive’s Services – Our Service Tackling Poverty and Inequalities Working to address sources of poverty Supporting Business To start-up, grow, & increase jobs and enterprise Alcohol and Drugs Working to reduce harm from substance use Employment Support Helping unemployed & low waged people find & sustain work City Deal Major infrastructure projects bringing regeneration & economic opportunities Events Attracting visitors & positive economic impact Cultural Infrastructure Investments in significant heritage buildings in Renfrewshire Marketing and Communication Managing the Council’s brand & communication with local people Community empowerment Working with our communities, partners and third sector organisations Planning and placeshaping Delivering planning & building standards services, including policy Strategy and Policy Leading policy & strategy development, alongside performance, data and research Community Learning and Development Delivering youth work, adult and family learning and building communities Digital Experience Ensuring citizens can easily find and use information online about council services Estates Managing the Council’s estate Regeneration Supporting the regeneration of our towns and villages Page 123 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Chief Executive’s Services - About Us The Chief Executive’s service is responsible for setting the strategic direction of the organisation, delivering large-scale infrastructure programmes and services to support Renfrewshire’s economy, celebrating our cultural heritage and developing thriving communities and neighbourhoods across Renfrewshire. We build strong relationships with partners across the public, private and third sectors ensuring collaborative working towards shared goals The Chief Executive is the Council’s Head of Paid Service, responsible for ensuring the effective management of the Council in addition to leading this service. Within the service, the Chief Executive is supported by four Heads of Service, who deliver the four main work areas: Policy & Partnerships: Coordinating the Council’s approach and working with partners to tackle poverty and alcohol and drug harm, deliver community empowerment and learning and development, leading on asylum and migration issues, and policy, performance, data and analytics support. Marketing & Communications: Strategic communications, marketing and public relations, media management, digital experience, cultural regeneration, major events and capital fundraising. Economy & Development: Employability and business support, regeneration, supporting the creation of jobs and local investment, managing the council estate and providing building standards and planning services, including planning policy. City Deal & Infrastructure: Delivering major infrastructure projects, including Glasgow Airport Investment Area (GAIA), Clyde Waterfront and Renfrew Riverside, Advanced Manufacturing Innovation District Scotland (AMIDS) and AMIDS South alongside the cultural infrastructure projects delivering significant investment across Renfrewshire’s heritage buildings. Alan Russell Chief Executive Laura McIntyre Head of Policy & Partnerships Louisa Mahon Head of Marketing & Communications Alasdair Morrison Head of Economy & Development Barbara Walker Programme Director, City Deal & Infrastructure Page 124 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Our Resources and Risks BUDGET For 2024/25, the revenue budget approved for General Services on 29 February 2024 was £549m. The capital budget approved for General Services on 29 February 2024 was £147.8m for the period 2024/25 to 2028/29. The Chief Executive’s Services revenue budget for 2024/25 is approximately £10.5m. As part of the capital budget, just over £200m will be invested in City Deal and related infrastructure over the next three years. In 2024/25, there will also be £21m for economic development projects. RISK MANAGEMENT The Council’s risk management arrangements are well established with all strategic, corporate and service risks being reported to the Audit, Risk and Scrutiny Board. Chief Executive’s Service risks are detailed below: Risks Evaluations Our strategic risks Economy Very High Reducing Inequalities in Renfrewshire Very High Our corporate risks Cyber Attack High Asset management High Organisational learning from Dargavel investigation High Administering elections Moderate Page 125 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Transformation and Financial Sustainability The Council’s financial outlook remains significantly challenging.The most recent analysis reported to Council on 29 February 2024 suggests that Renfrewshire Council will experience a funding deficit in the range of £45m-£50m in the three years following 2024/25, unless mitigating action is taken. The Council continues to explore ways to transform how we deliver our services – to improve the experience of our customers and service-users but also to ensure the Council’s financial sustainability. Chief Executive’s Service continues to support this through: Ensuring corporate goals are linked through all Council policy, and service plans reflect improvement and efficiency Leading on the Connected Communities programme to transform how we work across localities Leading the council's public, staff and stakeholder communications that drive awareness of future change Supporting the cross- service Financial Sustainability workstreams led by the Corporate Management Team . Page 126 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Workforce innovation and wellbeing The Council launched its people strategy “Our People, Our Future” in 2021, which was updated in 2023 with the following 3 priorities: Improving our Workforce Planning Equality, Diversity, and Inclusion Employee Experience The strategy describes the Council’s organisational development vision and workforce planning activities under three strategic outcomes – improving our employee experience, workforce planning and equality, diversity and inclusion. The strategy is aligned with the Council Plan and is focussed on the Council improving our employees’ experience whilst at work, looking at living our values, employee voice and recognitions which all positively impact on the culture within our workplace. There is a focus on workforce planning, there are many changes and challenges facing the Council in the coming years and this will ensure the right workforce and right skills are in place to deliver this. The last priority is focussed on inclusion, the council wants to be a place where everyone feels included and has a richness of diversity. Chief Executive’s Service will ensure these priorities are reflected in both our strategic and day-to-day operations. High-level actions are embedded in our Service Improvement Plan, with a particular emphasis this year on supporting our teams through service redesigns across the Service and a close focus on Personal Development Planning (PDPs). Our redesigns have been and will continue to be collaborative and people-centred, reflecting our values with approaches such as Change Champions and regular workshops and catch ups. Our approach to PDPs is to empower our teams, celebrate our strengths, learn from the innovation and creativity of each other and find opportunities to try new things or do things better, ultimately to improve outcomes for our communities. We will continue to explore opportunities to work with external partnerships to progress specialist and/or more complex pieces of work, where this would enhance in-house skills and capacity. We also continue to actively promote health and wellbeing policies and initiatives alongside managing absence - our Service absence measure is one of our core performance indicators within the Service Improvement Plan. Page 127 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level National policy context Cost of living crisis Community Empowerment National Planning Framework 4 Tackling Child Poverty No One Left Behind Asylum and refugee resettlement Fairer Scotland National Strategy for Economic Transformation National requirements for Community Learning and Development National Youth Work Strategy Page 128 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level For Chief Executive’s Services, reports are presented to different Policy Boards depending on the topic, and others go to Leadership Board. Papers and access to video recordings of past meetings are available on the Council’s website. Other plans, strategies and reports Local Development Plan Strategic Housing Investment Plan Renfrewshire Economic Strategy Local Housing Strategy Major Events Programme Community Learning and Development Plan Fairer Renfrewshire Programme Page 129 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Renfrewshire Council’s Service Improvement Context Reflecting our values Delivering financially sustainable services Promoting equality, diversity and inclusion Delivering Best Value Aligning to our Council Plan and the Community Plan Page 130 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Chief Executive’s Service Policy Context • Brings together existing programmes of work focused on achieving fairness and equity, and tackling the inequalities that exist across Renfrewshire’s communities. Fairer Renfrewshire Programme • Programmes of work focused on regenerating our town centres, making the most of heritage assets, and using culture as a route to regeneration. Regeneration • Developing new options for services and partners to work together more closely across localities and develop community capacity Connected Communities • Work is underway on Renfrewshire’s third Local Development Plan, setting out a vision for area over the next 10 years, as a place to live and work. Local Development Plan • Investing in innovation, economic infrastructure and skills across Renfrewshire. Supporting people into work and supporting businesses to grow sustainably. Economic Development • Delivering infrastructure projects that will bring jobs and investment to Renfrewshire and achieve community benefits from suppliers. Glasgow City Region City Deal • Lead on the delivery of our trauma programme which aims to increase awareness of the impact of trauma on individuals, and support services to develop responses which recognise that impact. Trauma-informed and Responsive Renfrewshire Programme • Take forward projects to deliver the recommendations from Renfrewshire’s Alcohol and Drugs Commission to reduce drug and alcohol- related harms and promote recovery Alcohol and Drug Change Programme • Encouraging youth participation working in partnership with schools to support young people to promote rights and equalities Youth Engagement Page 131 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Our key priorities Driving a place-based approach to regeneration Contributing to the growth of Renfrewshire’s economy through infrastructure investment, support for local businesses and employability services Continuing to develop our service models which deliver the Council’s priorities and support its financial sustainability Communicating and engaging with communities and stakeholders on our vision for Renfrewshire Working with partners to reduce inequality and support low-income households through our Fairer Renfrewshire programme Leading the Council’s work on cultural regeneration Page 132 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Our focus for 2024/25 •Deliver major infrastructure programmes which build on Renfrewshire’s strengths to drive economic, cultural and physical regeneration •Work in partnership to deliver increased investment and high-value jobs to the AMIDS site •Drive place-based regeneration for our town centres •Transition the Capital Appeal for Paisley Museum to a long-term sustainable fundraising model •Deliver the second phase of the Local Partnerships through our new Local Plans, Local Priorities and Local Voices programme •Lead the Council’s strategic approach to migration, asylum and population change •Continue to deliver the Fairer Renfrewshire programme, with a focus on equalities, tackling child poverty and the evaluation of the Alcohol and Drugs Change Programme Page 133 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Our focus for 2024/25 •Through ongoing service review, design new models of service delivery that support Council and Community Planning priorities, with a focus this year on Connected Communities and on being a data-driven organisation •Deliver a new Renfrewshire.gov.uk and an approach to transform digital information and services and enhance service design •Evaluate the Future Paisley programme, implement cultural policy and deliver new partnerships with Renfrewshire’s cultural sector •Define a council-wide model for publishing and promoting citizen engagement as part of a new council marketing and communications strategy •Support workforce innovation through engagement, collaboration and a programme of personal development planning •Co-ordinate the work programme to ensure the Council achieves a positive best value assessment Page 134 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - PLACE What will we do? What difference will we make? When will we do it by? Deliver Renfrewshire’s Cultural Infrastructure Investment Programme Renfrewshire will have state of the art cultural venues and attract people to the area 31 July 2025 Deliver a sustainable transport link between AMIDS, Paisley Gilmour Street and Inchinnan. Sustainable links will enhance economic potential and reduce carbon. 31 March 2026 Launch of second phase of the Local Partnerships through our new Local Plans, Local Priorities and Local Voices programme Activity and funding is targeted at priorities that communities themselves decide upon. Community representatives and groups have an opportunity to identify and address specific local needs. 31 March 2025 Design a new Connected Communities service model for the Council – implementing a new service structure and developing the corporate approach for the whole organisation By working together, we will maximise the opportunities to support communities in ways that are empowering, sustainable and tailored to local needs. 31 December 2025 Develop and consult on a new Renfrewshire events strategy and implement a revised event delivery model. Our annual events programme will take place across Renfrewshire and to support sector restart, promote local and regional economic growth and help address visitor seasonality, all in a sustainable way. 31 March 2025 Page 135 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - PLACE What will we do? What difference will we make? When will we do it by? Deliver on the ambitions of our town centre strategies/visions and specifically working with partners to transform our key centres. Deliver changes within the identified key areas Outline a clear vision for the future of the town centres 31 March 2026 Proactively work with property owners to bring some of the area’s most valued assets back into use This work will link with the town centre strategies to protect, enhance and return to use key assets 31 March 2025 Deliver Renfrewshire’s Strategic Housing Investment Programme in partnership with other housing providers in Renfrewshire The SHIP is key to the targeting of resources are effectively targeted to deliver new and improved housing which meets local housing priorities. 31 March 2028 Deliver Renfrewshire’s Local Housing Strategy 2023-2028 The LHS has a central and strategic role in directing investment in housing and related services locally. It sets out a strategic vision for the delivery of housing, related services and the outcomes that it will seek to achieve. 31 March 2028 Deliver the Local Development Plan, the 10 year spatial strategy for Renfrewshire The LDP sets out policies and proposals that aim to facilitate sustainable economic growth and sustainable development by directing development to existing built up areas, creating sustainable mixed communities, high quality places and helping to tackle climate change. 31 March 2027 Page 136 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - PLACE Performance Indicator Frequency 2022/23 Value Latest Update Latest Value 2024/25 Target Fundraising income target Annual £969,000 2023/24 £969,000 £500,00 0 Opportunities to see or hear something positive about Paisley and Renfrewshire as part of Paisley.is destination brand Quarterly 204,638,668 2023/24 268,082,849 150m Number of properties on the Buildings at Risk Register Quarterly 27 2023/24 28 27 Percentage of first reports (Building Standards) issued within 20 days Quarterly 66% 2023/24 69.6% 95% Amount of Vacant and Derelict Land (hectares) Annual 254 2023/24 248 Data only Amount of land brought forward for re-use and development contributing to economic activity and enhancing the built and natural environment (hectares) Annual 7.5 2023/24 7.5 20 Affordable housing completions Annual 369 2023/24 369 200 Private housing completions Annual 422 2023/24 422 500 Page 137 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - ECONOMY What will we do? What difference will we make? When will we do it by? Monitor benefits of City Deal Projects, including Glasgow Airport Investment Area, Clyde Waterfront and Renfrew Riverside and City Region wide employment programmes Benefits will include new jobs and training and upskilling opportunities for Renfrewshire residents. 31 March 2025 Develop an Investment Proposition for Renfrewshire that is clear on our economic ambitions for place Setting out our goals and the benefits of investing in Renfrewshire will provide opportunities for local communities in terms of economic potential and wealth creation. 31 March 2025 Maximise funding for regeneration of Renfrewshire’s places through grant submissions to external sources including UK and Scottish Governments Supporting the economic growth of out communities and places and benefitting from national funds. 31 March 2026 Fully participate in the AMIDS joint venture. The AMIDS Joint Venture will unlock employment opportunities and support social and economic regeneration. 31 March 2026 Complete the Tech Terrace development and attract the first large occupier. The Tech Terrace facility will provide high-quality bespoke accommodation for start-ups and small tech businesses, supporting local employment and regeneration. 31 March 2026 Page 138 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - ECONOMY Performance Indicator Frequency 2022/23 Value Latest Update Latest Value 2024/25 Target Measure of Civic Pride related to events (% of people agreeing that local events make them proud of their home town) Annual 84% 2023/24 91% 85% Number of people participating in the events programme Quarterly 3,140 2023/24 2,904 1750 Number of people performing in the event programme Quarterly 568 2023/24 509 400 Number of volunteering hours supporting the development and delivery of the events programme(new) Quarterly NEW 2023/24 2,020 45 Number of people attending the events programme Quarterly 151,500 2023/24 137,927 95,000 Economic impact and local spend of attendees to the events programme (New) Quarterly NEW 2023/24 £5.4m Baseline tbc Average spend per head of attendees to the events programme (New) Quarterly NEW 2023/24 £136.03 Baseline tbc Number of new business start-ups in Renfrewshire with Business Gateway support Quarterly 206 2023/24 305 320 Number of local businesses securing growth support, training or grants from Renfrewshire Council Business Team Quarterly 350 2023/24 366 300 Number of Social Enterprises supported to grow / develop / income generate with Council support Quarterly 89 2023/24 62 80 Page 139 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - ECONOMY Performance Indicator Frequency 2022/23 Value Latest Update Latest Value 2024/25 Target Number of trainee type posts created for unemployed people at Renfrewshire Council Quarterly 68 2023/24 65 40 Number of unemployed/ low waged people being supported through Renfrewshire Council Employability Programme Quarterly 1,370 2023/24 1,521 1,100 Number of unemployed / low waged people securing qualifications through Renfrewshire Council Employability Programme Quarterly 507 2023/24 618 400 Number of unemployed people moving into paid employment through Renfrewshire Council Employability Programme Quarterly 538 2023/24 528 350 Number of people supported, sustained in work at 6 Months through Renfrewshire Council Employability Programme Annual 340 2023/24 268 180 Page 140 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - FAIR What will we do? What difference will we make? When will we do it by? Develop the Trauma Informed and Responsive Renfrewshire Programme We recognise trauma and the impact it can have on people who use services and on staff. Services embed approaches which recognise the impact of trauma and respond appropriately. Staff feel supported. 31 March 2025 Deliver the Fairer Renfrewshire programme supporting residents through the cost of living crisis and advancing equality of opportunity across Renfrewshire. A co-ordinated programme of activities is in place which targets action where it is needed most to reduce inequalities. 31 March 2025 Develop the Fair Food Renfrewshire strategy. Vulnerable individuals will be able to access support to manage the issues of food insecurity. 31 March 2024 Deliver external sports infrastructure improvements. Communities, particularly children and young people have more opportunities to participate in sport and other physical activity through the provision of high-quality facilities. This improves outcomes in relation to health and wellbeing. 31 March 2026 Page 141 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - FAIR What will we do? What difference will we make? When will we do it by? Progressing a new workstream that will focus on advancing equality of opportunity and ensuring we have a robust and authentic organisational approach to implementing our duties (including UNCRC). A consistent, robust and transparent approach to advancing equality of opportunity will ensure that our decision-making considers the impact on all of our communities . 31 March 2026 Page 142 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - FAIR What will we do? What difference will we make? When will we do it by? Developing new and potentially radical approaches to tackling child poverty in Renfrewshire Poverty has a persistent and pervasive impact on communities and individuals, and can impact on child development and future outcomes. A partnership approach which helps address causes and the impact of poverty will support improved outcomes for Renfrewshire’s communities. 31 March 2027 Leading on the Council’s migration and population change response – developing detailed understanding of the diversity of Renfrewshire’s communities in 2024 Understanding the changing needs of Renfrewshire’s population will help the Council ensure that services can adapt and that barriers to accessing services can be removed. 31 March 2026 Page 143 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - FAIR Performance Indicator Frequency 2022/23 Value Latest Update Latest Value 2024/25 Target Community Asset Transfer - number of months from receipt of an application to a determination being issued from the Council Annual 4 2023/24 2 6 Number of people engaged with Adult and Family learning team Quarterly NEW 2023/24 424 220 Number of school visits undertaken to raise awareness of environmental action and the impact of anti-social behaviours. Quarterly NEW 2023/24 44 100 Page 144 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - GREEN What will we do? What difference will we make? When will we do it by? Review opportunities within the Council’s infrastructure pipeline projects to align with the skills transition and green skills development for local people This will contribute to job creation and our Community Wealth Building Plan as well as ensuring the local population has the skills that potential investors need. 31 December 2024 Deliver a feasibility study on the expansion of the District Heating Network. This will contribute to Renfrewshire’s Net Zero ambitions and show the value of sustainable energy projects. 31 March 2025 Deliver the AMIDS South Active Travel Links plan. This will identify opportunities to further enhance the impact of the AMIDS development and contribute to our Net Zero goals. 31 March 2027 Page 145 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan - GREEN Performance Indicator Frequency 2022/23 Value Latest Update Latest Value 2024/25 Target Number of local businesses working with the Council to progress the Net Zero agenda Quarterly 50 2023/24 50 40 Number of local businesses securing Net Zero growth grants from Renfrewshire Council Business Grants Quarterly 2 2023/24 0 2 Number of visits by Environmental Taskforce to flytipping hotspots Quarterly 559 2023/24 506 1,500 Number of members of the Team Up to Clean Up Facebook Community Quarterly NEW 2023/24 5400 5,000 Page 146 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan – LIVING OUR VALUES What will we do? What difference will we make? When will we do it by? Undertake and independent assessment of the Paisley brand to identify recommendations for Renfrewshire’s future place marketing strategy Citizen’s trust and value the council and we are able to attract and retain talent. We are fair. 31 March 2025 Launch a new Council website – Renfrewshire.gov.uk – and implement the digital experience strategy, transforming how citizens interact with the Council across digital platforms. We will build trust with local people and improve our responsiveness. Services will be easier to access, people will feel more connected to the council and will have a greater understanding of our functions, priorities and the services we deliver. 31 March 2027 Deliver a new, long-term support model for Renfrewshire’s cultural sector. Renfrewshire’s vibrant cultural sector has a sustainable future in which the benefits of participation in cultural activity are available to all. 31 March 2025 Deliver self-assessment activity across the organisation in line with revised best value audit methodology We are committed to continuous improvement and base our improvement work on a clear understanding of our strengths and our areas for development. 31 March 2026 Page 147 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan – LIVING OUR VALUES What will we do? What difference will we make? When will we do it by? Developing a corporate data and analytics team model which supports the aspirations of the Council to be a data driven organisation Robust data and intelligence will support decision- making. Specialist resources will be targeted appropriately. 31 December 2024 Delivering savings required to support the financial sustainability of the organisation The ongoing financial challenges facing all councils are addressed through the commitment of all services to deliver savings. 31 March 2025 Produce a best-practice corporate approach to engagement as part of the Council’s Marketing and Communications Strategy Good quality engagement with Renfrewshire’s residents is undertaken as a means of identifying needs and supporting decision making. A shared corporate approach provides consistency. 31 March 2025 Page 148 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan – LIVING OUR VALUES Performance Indicator Frequency 2022/23 Value Latest Update Latest Value 2024/25 Target % of investigation complaints responded to within timescales agreed with customer (Chief Executive’s) Quarterly 71% 2023/24 76.9% 100% % of frontline resolution complaints responded to within timescales agreed with customer (Chief Executive’s) Quarterly 54% 2023/24 35.7% 85% Average number of work days lost through sickness absence per employee (Chief Executive's) (FTE) Quarterly 1.205 2023/24 6.5 6.5 % of FOI requests in a quarter completed within timescale in the Chief Executive's Department Quarterly 97% 2023/24 91.5% 100% Number of people engaging with the Council’s digital channels (not including website). Quarterly 69,287 2023/24 72,847 65,000 Opportunities to see or hear something (OTSH) positive about Renfrewshire Council activity Quarterly 316,560,958 2023/24 290,935,192 250m % of staff who feel that the information they receive from internal communications is helpful Annual 85% 2023/24 88% 85% Page 149 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan – LIVING OUR VALUES Performance Indicator Frequency 2022/23 Value Latest Update Latest Value 2024/25 Target Time to issue a building warrant or amendment to warrant from receipt of application (days) Quarterly 96.5 2023/24 104 60 Percentage of building warrants or amendments issued within 10 days of receipt of all satisfactory information Quarterly 80.5% 2023/24 80.8 90% Average Time for processing Planning Applications (Householder) (weeks) Quarterly 13.4 2023/24 10.2 8 Page 150 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Delivering the Council Plan – Cross cutting theme IMPROVING OUTCOMES FOR CHILDREN AND FAMILIES ‘Across all of our work and all of our efforts, we hope for loving and happy lives for Renfrewshire’s children – working together to get it right for children, families and communities – protecting, learning, achieving and nurturing. Every priority of this Council Plan will contribute to improving the lives of Renfrewshire’s children and their families. It is our fundamental duty as an organisation and our shared responsibility as citizens of this place to ensure that our children inherit a Renfrewshire where their wellbeing is nurtured, their futures are bright, and their environment is safe and healthy.’ Council Plan 2022-2027 In order to deliver this cross-cutting theme, the outcomes of children and families will be considered while implementing all actions within the following action plan, but those marked ‘(CF)’ will be particularly relevant. Additionally, the following actions will be a priority for the service: What will we do? What difference will we make? When will we do it by? Contribute to the Council’s commitment to The Promise for all care experienced people Care experienced young people have better outcomes and a more positive experience of care; feel listened to and valued; can build and maintain good relationships 31 March 2027 Through Future Paisley, facilitate improved access to cultural activity for children and families. Access to cultural activity is known to directly contribute to improving wellbeing. 31 March 2025 Page 151 of 272
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Title can go here • Click to edit Master text styles • Second level • Third level • Fourth level • Fifth level Chief Executive’s Service Service Improvement Plan 2024 – 27 For more information, please contact: policycefar@renfrewshire.gov.uk Page 152 of 272
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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: Planned Preventative Maintenance, Servicing and Reactive (Un-Planned) Maintenance to Sheltered Housing Buildings Heating Systems (RC-CPU-23-152) ___________________________________________________________________ 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 Services Contract for Planned Preventative Maintenance, Servicing and Reactive (Un-Planned) Maintenance to Sheltered Housing Buildings Heating Systems (RC-CPU-23-152) to Alba Facilities Services Ltd. 1.2 The recommendation to award the Contract follows a procurement exercise conducted in accordance with the Public Contracts (Scotland) Regulations 2015 and the Council’s Standing Orders Relating to Contracts 1 January 2024 for a services contract above Government Procurement Agreement (GPA) Threshold, utilising the Open Procedure. 1.3 A Contract Strategy was approved the Corporate Procurement Manager, Head of Facilities and Property Services and the Director of Environment, Housing and Infrastructure in June 2024. ___________________________________________________________________ Item 14 Page 153 of 272
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2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: (a) Authorises the Head of Corporate Governance to award a Services Contract in the form of the SBCC Measured Term Contract for use in Scotland, MTC/Scot (2011 Edition) incorporating the Employer’s Amendments for Planned Preventative Maintenance, Servicing and Reactive (Un- Planned) Maintenance to Sheltered Housing Buildings Heating Systems reference RC-CPU-23-152 to Alba Facilities Services Ltd.; (b) Authorises the approved contract value of up to £700,000.00 excluding VAT for the Contract Period, including any use of any extension periods, for Orders issued under this Contract; (c) Authorises a Contract Period of 3 years with an option to extend for a period of up to 12 months and up to a further 12 months thereafter, the commencement date is 17 October 2024 and shall be confirmed in the 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’s estate has a large number of properties which includes sheltered housing complexes. These properties and complexes are subject to a range of different maintenance requirements, upgrades and alterations. 3.3 The Council has the requirement to appoint a specialist qualified contractor to carry out the Planned Preventative Maintenance and emergency call-out maintenance and Reactive Repairs, including out- of-hours, to seven gas fired communal heating sheltered housing complexes. The Contractor will also be required to fully service the boiler plant within each complex. Page 154 of 272
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3.4 To initiate the procurement process a Contract Notice was published on Find a Tender Service issued via Public Contracts Scotland advertising portal on Friday 14 June 2024 with tender documentation available for downloading from Public Contracts Scotland – Tender portal from this date. 3.5 During the live tender period, fourteen organisations expressed an interest in the tender. By the closing date set for the return of electronic tender submissions, 12 noon on Tuesday 16 July 2024, three organisations submitted a tender response, three organisations declined to respond, and eight organisations did not respond. 3.6 Tenderers were required to complete a Single Procurement Document (SPD) to be submitted 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, the Corporate Procurement Unit, Corporate Risk, and Corporate Health & Safety. 3.7 During the Commercial Corrections and Clarifications part of the evaluation period one tenderer withdrew their tender submission. 3.8 The remaining two tender submissions complied with the minimum selection criteria of the SPD. The two tender submissions were each evaluated against the Award Criteria which were based on a weighting of 65% Price, 35% Quality. 3.9 The scores relative to the Award Criteria for each of the tender submissions are noted below: Tenderer Price (65%) Quality (35%) Total Score Alba Facilities Services Ltd. 65.00% 30.75% 95.75% Richard Irvin FM Limited 44.94% 30.25% 75.19% 3.10 The evaluation of tender submissions received identified that the submission by Alba Facilities Services Ltd. is the most economically advantageous tender. 3.11 The form of contract is SBCC Measured Term Contract for use in Scotland, MTC/Scot (2011 Edition) incorporating the Employer’s Amendments. Page 155 of 272
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3.12 The costs for this Contract will be met from the Housing Revenue Account. 3.13 Community Benefits were requested as part of this procurement exercise and Alba Facilities Services Ltd. confirmed that the following Community Benefits would be made available to the Council for this Contract: Community Benefit Description No of People / Activity Work Experience Placement for an individual 16+ years of age 2 Work Experience Placement for an individual in full time education 2 Business advice/support to a local SME /Social Enterprise/ Voluntary organisation 2 Non-financial support for a Social Enterprise or other approved community initiative 2 ___________________________________________________________________ Implications of the Report 1. Financial – the costs of up to £700,000, excluding VAT, over the 3- year initial contract period plus two 12 month extension periods, will be met through the Housing Revenue Account revenue budget. Note that spend is forecasted at an estimated £140,000 per annum, excluding VAT. The anticipated commencement date is 17 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 - safe roads, clean and well-lit streets, efficient waste and recycling - making Renfrewshire a great place to live. Page 156 of 272
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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. 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 requirements of the Council Standing Orders Relating to Contracts 1 January 2024 and The Public Contracts (Scotland) Regulations 2015 for a Services Contract. Page 157 of 272
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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 the recommendations contained in the report. 8. Health & Safety – Alba Facilities Services 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 – Alba Facilities Services 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 Alba Facilities Services Ltd. 12. Children’s Rights – None arising directly from this report. 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 High Risk. To mitigate against the High Risk impact, the contractor is ISO 14001 accredited Environmental Management System. The Contractor will also: - Provide bespoke reports of their Scope 1, 2 & 3 emissions which includes the environmental initiative work they do for Renfrewshire Council. - Monitor all gas, electric and water consumption within all properties to ensure they are on track to meet Renfrewshire’s sustainability goals. - Work to achieve net zero for Scope 1 and 2 by 2025. - committed to a programme to offset the carbon produced. This includes investing £5,000 per year in tree planting north of Scotland, which offsets 250 tonnes of C02 as set out in the below table for Scope 1 & 2: Page 158 of 272
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The Contractor waste and sustainability initiatives include: - All waste resulting from operations is separated and any equipment that is in a viable condition is either retained for future use or passed onto charities for reuse. - Any redundant materials from a client’s premises (e.g. air con units, boilers, pipework etc.) are removed by the team and passed to their Waste Management partner for processing and separation into recyclable components. - Ensuring any non-electric vehicles meet Euro-6 emissions standards. - Purchase all electricity via a renewable energy contract. - Replaced all gas appliances within the office with air-sourced heat pumps. - Replaced all office lighting with motion-controlled LED lighting. - Replacing our remaining fleet of diesel vehicles with hybrid or electric (as soon as possible). 14. Cosla Policy Position – None directly arising from this report. _____________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Kevin Milliken, Acting Senior Procurement Specialist, Corporate Procurement Unit, kevin.milliken@renfrewshire.gov.uk. 2019 2022 2024 2025 TCO2E Produced 443 312 250 225 CO2 Off Setting 0 0 250 250 Net CO2 443 312 0 -25 Page 159 of 272
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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: BMS, Bureau Service and Planned Preventative Maintenance (PPM) (RC-CPU-23-168) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek approval of the Finance, Resources and Customer Services Policy Board to award a Services Contract for BMS, Bureau Service and Planned Preventative Maintenance (PPM) (RC-CPU-23-168) to Affiniti Response Limited. 1.2 The recommendation to award the Contract follows a procurement exercise conducted in accordance with the Public Contracts (Scotland) Regulations 2015 and the Council’s Standing Orders Relating to Contracts for an above Threshold Services Contract using the Open Procedure. 1.3 A Contract Strategy was approved by the Corporate Procurement Manager on 21 March 2024, the Head of Climate, Public Protection & Roads on 18 March 2024 and the Head of Facilities and Property Services on 20 March 2024. ___________________________________________________________________ Item 15 Page 161 of 272
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2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: (a) Authorises the Head of Corporate Governance to award a Services Contract in the form of an NEC3 Term Service Short Contract April 2023 with Z Clauses, for the BMS, Bureau Service and Planned Preventative Maintenance (PPM) (RC-CPU-23- 168) to Affiniti Response Limited. (b) Authorises the approved contract value of up to £1,575,000 excluding VAT for the Service Period, including use of any extension periods, for all Task Orders made under this Contract. (c) Notes that the starting date is anticipated to be 1 November 2024, and the service period is 36 months from the starting date, with the option to extend, at the Council as Employer’s sole discretion, on 2 occasions for a period of up to 12 months on each occasion. The actual starting date will be confirmed in the Council’s Letter of Acceptance to Affiniti Response Limited. _________________________________________________________ 3. Background 3.1 The Council’s Climate, Public Protection & Roads Service are responsible for ensuring there are acceptable internal conditions for buildings that are occupied by Council staff, elected members, school children and members of the public. To support this requirement, this contract is for a contractor to manage the Council’s Building Management System (BMS), provide a bureau service and planned preventative maintenance of the system. The contract also includes the provision for commissioning BMS installations within any new sites identified by the Council. The Council currently has 90 sites with existing BMS which will be integrated on to a common platform accessed through the Council’s Corporate Network. 3.2 BMS are computer-based systems used to monitor and control building services such as heating. BMS help building managers understand how buildings are operating and allow them to control and adjust systems to optimise their performance, as well as collating data and allowing ease of control. BMS also help visualise data, automatically generate reports and create alarms and alerts when parameters are exceeded, and failures occur. Page 162 of 272
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3.3 To initiate this procurement process, a Contract Notice was published on the Find a Tender Service via the Public Contracts Scotland advertising portal on 22 March 2024 with the tender documentation available for downloading from the Public Contracts Scotland - Tender portal from this date. 3.4 During the live tender period, twelve organisations expressed an interest in the tender. By the closing date set for the return of electronic tender submissions, 12 noon on 25 April 2024, three organisations submitted responses, one declined to respond, and eight organisations did not respond. 3.5 In accordance with regulation 60 of the Public Contracts (Scotland) Regulations 2015, Tenderers were required to complete a Single Procurement Document (SPD) to be submitted along with their tender submission. All three tender submissions were evaluated against a pre- determined set of Criteria in the form of the SPD by representatives from the following Council services: Facilities Management, the Corporate Procurement Unit, Cyber Security, Corporate Risk and Corporate Health & Safety. 3.6 All three tender submissions received complied with the minimum selection criteria of the SPD. The three tender submissions were each evaluated against the Award Criteria of 30% Quality and 70% Price. 3.7 The scores relative to the Award Criteria for each of the three tender submissions are noted below: Tenderer Price (70%) Quality (30%) Total (100%) Affiniti Response Limited 70.00% 25.75% 95.75% Building Management Solutions Integrators Limited 19.05% 22.25% 41.30% E.on Control Solutions Limited 19.76% 16.00% 35.76% 3.8 The evaluation of tender submissions received identified that the tender submission by Affiniti Response Limited was the most economically advantageous tender. 3.9 The form of Contract is NEC3 Term Service Short Contract April 2023 with Z Clauses. Page 163 of 272
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3.10 The costs for the BMS, Bureau Service and Planned Preventative Maintenance (PPM) will be met through the Energy Revenue and Energy Investment Fund Budget. 3.11 Community Benefits were requested as part of the procurement process and Affiniti Response Limited confirmed that the following Community Benefit would be made available to the Council for this Contract. Community Benefit Outcome Description No of People / Activities Industry Skill Transfer to Schools 3 Financial Support for a Community Project 4 Non-financial support for a Community Project 2 ___________________________________________________________________ Implications of the Report 1. Financial - The cost for this Contract will be £1,575,000 excluding VAT over the 3-year initial contract period, plus two 12-month extension periods, will be met by the Energy Revenue and Energy Investment Fund revenue budget. The anticipated starting date is 1 November 2024. 2. HR & Organisational Development- None directly arising from this report. 3. Community/Council Planning – Place- Working with partners to ensure our neighbourhoods are safe, vibrant and attractive places to live. Economy - Supporting our citizens, particularly those furthest from the jobs market, into fair work - well paid, fulfilling employment through Community Benefits Fair- Protecting the most vulnerable members of our communities, including children and young people who are at risk. Green- Working across partners and communities to deliver the priority areas highlighted in our Plan for Net Zero, working towards a net zero Renfrewshire by 2030. Living our Values- Ensuring Renfrewshire Council delivers Best Value for our citizens and customers, that we are a well governed, effective organisation. Page 164 of 272
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Ensuring our journey to net zero is a just transition with climate justice and fairness at the heart, finding opportunities to challenge inequalities in new green ways as we tackle the climate crisis. 4. Legal- The procurement of this Services Contract has been conducted as an above Threshold Open Procedure in accordance with the Public Contracts (Scotland) Regulations 2015 and Renfrewshire Council’s Standing Orders Relating to Contracts. 5. Property/Assets- The contract will resolve the problems experienced with internal temperatures within the Councils properties. The contract will ensure that both the BMS and plant are working correctly and delivering acceptable internal conditions to all spaces of the buildings that are occupied. The contract will also reduce energy consumption and the associated carbon emissions. 6. Information Technology- The technologies involved in the solution are hosted on-premise within the Council’s network boundary and as such are subject to the Council’s ICT standards and security controls. The technologies have been assessed and are deemed low risk. There are no further ICT implications. 7. Equality & Human Rights -None directly arising from this report. 8. Health & Safety- Affiniti Response Limited’s 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 procedure outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency, and modern Government. 10. Risk- Affiniti Response Limited’s insurances have been assessed and evaluated to confirm that they meet the minimum requirement regarding insurance risk. 11. Privacy Impact- None directly arising from this report. 12. Climate Risk - The level of impact associated with provision of these works has been assessed using the Scottish Government Sustainability Test and is considered low risk. Carbon Energy Consumption – The contractor will be required to consider energy saving measures where possible. The aim of the BMS system is to reduce consumption and carbon emissions. Page 165 of 272
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Carbon – Vehicle Emissions – Vehicles will be routinely used for the delivery of supplies and resources to the sites. The Contractor will consider the pollution from their vehicles when working on site and to switch off the engine when not using to prevent unnecessary emissions. 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position- None directly arising from this report. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: KerriAnne Ben Ammar, Senior Procurement Specialist, Corporate Procurement Unit Page 166 of 272
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: The Director of Finance and Resources, Renfrewshire Council and the Chief Officer, Renfrewshire Health and Social Care Partnership ___________________________________________________________________ Heading: Flexible Framework for the Provision of Supported Living and Community Based Support Services for Adults with Social Care Needs (RC-CPU-23-210) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to authorise the Head of Corporate Governance to award a place on the Flexible Framework Agreement for the Provision of Supported Living and Community Based Support Services for Adults with Social Care Needs (RC-CPU-23-210) (“Flexible Framework Agreement”) to the tenderers detailed within Appendix 1 of this report. 1.2 The recommendation to award this Flexible Framework Agreement follows a procurement exercise which was conducted as an Open Procedure for an above Threshold contract in accordance with the Public Contracts (Scotland) Regulations 2015, as amended, for Social and Other Specific Services. 1.3 A Contract Strategy for this Flexible Framework Agreement was approved by: 1.3.1 The Chief Finance Officer, RHSCP on 16 May 2024; Item 16 Page 167 of 272
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1.3.2 The Head of Mental Health, Learning Disability & Alcohol & Drug Recovery Services, RHSCP on 19 May 2024; 1.3.3 The Corporate Procurement Manager, Renfrewshire Council on 16 May 2024. ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Services Policy Board: (a) Authorises the Head of Corporate Governance to award a Flexible Framework Agreement for the Provision of Supported Living and Community Based Support Services for Adults with Social Care Needs, reference RC-CPU-23-210 to the 23 tenderers listed in Appendix 1 of this report; (b) Authorises the maximum approved contract value of up to £210,000,000 for the Flexible Framework period, including use of any extension periods, for all Individual Service Contracts (ISCs) made under this Flexible Framework Agreement; (c) Authorises an initial period of 4 years with the option to extend at the discretion of the Council for a further period of 12 months on 3 occasions. The anticipated Commencement Date of the Flexible Framework Agreement is 1 November 2024; the actual Commencement Date will be confirmed in the Council’s Letter of Acceptance to each successful tenderer identified in appendix 1 of this report; (d) Notes that where the Council reopens the Flexible Framework Agreement, a recommendation will be presented to the Finance Resources and Customer Services Policy Board for approval of any New Entrants. _________________________________________________________ Page 168 of 272
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3. Background 3.1 This Flexible Framework Agreement will be used by RHSCP (who support the Council in the performance of social care functions) and where necessary, the Council, to purchase services via Individual Service Contract(s) for Adults with support needs relating to Mental Health, Learning Disabilities, Autism, Physical Disabilities, complex needs or other care and support inclusive of personal care, housing support, non-personal care, emotional and practical support. There may be the occasional requirement for a ISC to be arranged for a child. The new Flexible Framework Agreement will be used for future replacements for the Council’s current contracts for these services. 3.2 Successful Providers will deliver outcome focussed support for individuals assessed as requiring these Services and will include both Self Directed Support (SDS) options 2 and 3. 3.3 The procurement process for the Flexible Framework Agreement was conducted using the Open Procedure in accordance with the Public Contracts (Scotland) Regulations 2015 for a Social and Other Specific Services and the Council’s Standing Orders Relating to Contracts. 3.4 A Contract Notice was published on the Find a Tender Service via the Public Contracts Scotland website on 28 June 2024. The Invitation to Tender was also published and available on this date from Public Contracts Scotland – Tender. The original tender submission deadline was 12 noon on 29 July 2024 and extended to 12 noon on 31 July 2024 by the Council. 3.5 During the tender period, 87 economic operators viewed the tender opportunity; 33 submitted tender responses and 54 failed to respond by the Tender Deadline. Feedback was sought from those who did not submit, and responses included that economic operators could not meet the scope of requirements included or did not meet the minimum tender requirements. 3.6 Tender submissions were evaluated against a pre-determined set of criteria in the form of the Single Procurement Document (SPD), evaluated by representatives from the Corporate Procurement Unit (CPU) and by representatives from RHSCP, Health and Safety and Risk teams, against pre-determined bidder selection criteria which assessed competence and expertise. Ten tenderers did not pass the technical experience element of the SPD and were not evaluated further. Page 169 of 272
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3.7 All 23 Tenderers detailed in Appendix 1 confirmed compliance with the minimum selection criteria set within the SPD. 3.8 Each tender submission was then evaluated against the published award criteria of 70% Quality and 30% Price, by both representatives from CPU and RHSCP. The Total Score for each tenderer is detailed in Appendix 1. 3.9 The Invitation to Tender identified the Council’s minimum cyber security requirements. At a minimum, Tenderers were required to be IASME Cyber Essentials Plus certified, or be working towards certification. Any Tenderer who did not have IASME Cyber Essentials Plus was required to commit to obtain it within 12 months of the Commencement Date and enter a Probationary Period on the Flexible Framework Agreement. These Providers will be required to evidence accreditation to the Council within 12 months. The 16 tenderers detailed in Appendix 1 of this report with the annotation (P) will be entered into this Probationary Period. 3.10 As part of the Invitation to Tender, Tenderers were required to confirm their commitment to delivering Community Benefits throughout the Flexible Framework Agreement. All Tenderers detailed in Appendix 1 have confirmed their commitment to this requirement. The approach to Community Benefits will be linked to cumulative annual spend of ISC’s made with each Provider awarded a place on the Flexible Framework Agreement. This requirement will also apply to any New Entrants appointed through any future reopening of the Flexible Framework Agreement. 3.11 The Flexible Framework Agreement is not ranked and ISC’s will be awarded based on the needs of the individual service user requiring support. 3.12 The Flexible Framework Agreement will be reopened to allow Providers to join at a later date as a New Entrant. The timescales for any reopening will be dependent on the Council’s identified requirements. Any New Entrant will be required to satisfy the same minimum criteria as those awarded from the Commencement Date. ___________________________________________________________________ Implications of the Report 1. Financial - The costs of £210,000,000 excluding VAT for the initial four year period plus further extension of 3 x 12 months will be met from the RHSCP Adult Services Budget. The anticipated Commencement Date for the Flexible Framework Agreement is 1 November 2024. Page 170 of 272
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As this is a Flexible Framework Agreement, there is no guarantee of ISC’s or business for any Provider through the Flexible Framework. 2. HR & Organisational Development - N one arising directly from this report. 3. Community/Council Planning – Place – working together to enhance wellbeing across communities - Developing local plans that reflect the voices of our communities, alongside strengthening our local partnerships, working together to deliver local priorities. Fair – nurturing bright, happy and healthy futures for all – o Reducing inequalities in Renfrewshire, focusing on supporting our communities and empowering people to live fulfilled lives; o Working with a range of partners to support the improved health and wellbeing of our citizens. 4. Legal - This procurement was carried out in accordance with the procedures for an above Threshold contract under the Public Contracts (Scotland) Regulations 2015, as amended, for Social and Other Specific Services contracts and the related requirements under the Council’s Standing Orders Relating to Contracts. 5. Property/Assets – None arising directly from this report. 6. Information Technology - All Tenderers recommended award of a place on the Flexible Framework Agreement (detailed in Appendix 1) cyber security evidence was evaluated by the Council’s Security & Compliance team and met the Council’s minimum requirements. ICT will support the review of cyber security evidence for those Providers on a Probationary Period and any Tenderers applying as a New Entrant at a future date. 7. Equality & Human Rights - The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. Page 171 of 272
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8. Health & Safety - All Tenderers recommended award of a place on the Flexible Framework Agreement (detailed in Appendix 1) tender submissions were evaluated by the Corporate Health and Safety team and meet the Council’s minimum requirements. 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 - All Tenderers recommended award of a place on the Flexible Framework Agreement (detailed in Appendix 1) insurance evidence was evaluated by the Council’s Risk team and met the Council’s minimum requirements. 11. Privacy Impact - As part of the procurement exercise, a data protection impact assessment was conducted by the RHSCP and the Council’s Information Governance team. Providers awarded places on the Flexible Framework Agreement will be Data Controllers and will be required to comply with the Conditions of Contract including Data Protection Conditions. 12. Climate Risk – The level of impact associated with the services was assessed using the Scottish Government Sustainability Test and is considered to be low impact. 13. Children’s Rights – This report demonstrates compliance with Article 23 (children with disabilities) of the United Nations Convention on the Rights of the Child. 14. Cosla Policy Position – Not applicable. _______________________________________________________ List of Background Papers – None ___________________________________________________________________ Author: Sarah Ford, Senior Procurement Specialist, Corporate Procurement Unit, Sarah.Ford@renfrewshire.gov.uk Page 172 of 272
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Appendix 1 Recommended Tenderers for Flexible Framework for the Provision of Supported Living and Community Based Support Services for Adults with Social Care Needs (RC-CPU-23-210) Tenderer Company Registration Number Total Score Active Healthcare Services Limited (P) SC483112 73.15% Affinity Trust 06893564 93.60% All Care Services Ltd (P) SC599935 72.48% Ayrshire Care Solutions Ltd (P) SC523204 37.78% Capability Scotland SC036524 90.66% Care Solutions Homecare Ltd (P) SC508883 69.48% Community Integrated Care 02225727 94.20% Cornerstone Community Care (P) SC070762 86.87% Delight Supported Living Ltd (P) SC364247 74.24% Enable Scotland (Leading the Way) SC145263 94.38% HRM Homecare Services Ltd SC167583 71.98% Key Housing Association Ltd (P) SP1938RS 99.45% Living Ambitions Ltd 02622175 94.25% McFarlane Trust Ltd. (P) SC115949 86.45% Partners for Inclusion (P) SC262549 88.23% Quarriers (P) SC014361 92.34% RAMH (P) SC141458 82.67% Scottish Action for Mental Health SC082340 91.50% Scottish Autism (P) SC081123 88.42% SCRT Limited (P) SC346942 86.24% The Richmond Fellowship Scotland Limited (P) SP2450RS 97.28% Turning Point Scotland (P) SC194639 86.02% Wheatley Care (P) SC252526 96.16% (P) = do not currently have IASME Cyber Essentials Plus and have committed to obtain it within 12 months of the Commencement Date. These Tenderers will enter a Probationary Period on the Flexible Framework Agreement. Page 173 of 272
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Notification of the award of a Contract for the Construction of a Bus Turning Loop at Linburn Road, Erskine (RC-CPU-24-013) understanding order 9.1k) of Council Standing Orders Relating to Contracts. ___________________________________________________________________ 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 Contract for the Construction of a Bus Turning Loop at Linburn Road, Erskine, reference RC-CPU-24-013 under standing order 9.1(k) of Council Standing Orders Relating to Contracts 2024. 1.2 The Council received a grant from Strathclyde Partnership for Transport towards the cost of constructing a bus turning loop at Linburn Road, Erskine, a condition of which required the works to be completed and paid by 31 March 2025. To ensure the grant could be utilised within the required timescale, the Head of Finance and Procurement approved the use of standing order 9.1(k) of Council Standing Orders Relating to Contracts with the requirement for retrospective reporting to this Policy Board. 1.3 In accordance with the authority granted by the Head of Finance and Procurement as noted in 1.2 above, the Head of Operations and Infrastructure authorised the award of a Contract on 26 July 2024. ___________________________________________________________________ Item 17 Page 175 of 272
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2. Recommendations The Finance, Resources and Customer Services Policy Board is asked to note: 2.1 Section 3 of this report which details the contract for Construction of a Bus Turning Loop at Linburn Road, Erskine, reference RC-CPU-24- 013, awarded to John McGeady Limited, in accordance with clause 9.1(k) of Council Standing Orders Relating to Contracts January 2024 and authorised by the Head of Operations and Infrastructure. 2.2 The approved contract value is £287,685.86 excluding VAT. 2.3 The Contract starting date was 29 August 2024 and the completion date is three (3) months from the starting date. 2.4 That the Council required Bidders to appoint a supported business as a subcontractor. John McGeady Limited have nominated Scotland’s Bravest Manufacturing Company, a social enterprise company based in Bishopton and a division of the Royal British Legion Industries Ltd charity for this requirement. _________________________________________________________ 3. Background 3.1 The Council received a grant from Strathclyde Partnership for Transport towards the cost of constructing a bus turning loop at Linburn Road, Erskine, a condition of which required the works to be completed and paid by 31 March 2025. 3.2 To ensure the grant could be utilised, the Head of Finance and Procurement approved the use of standing order 9.1(k) of Council Standing Orders Relating to Contracts January 2024. The grant conditions required the works to be completed and paid by 31 March 2025. This was authorised by the Head of Operations and Infrastructure. 3.3 This Contract was tendered following the Quick Quote Procedure under Renfrewshire Council’s Standing Orders Relating to Contracts 2024. The Invitation to Quote documents were made available through the Public Contracts Scotland – Tender portal on Wednesday, 29 May 2024 and nine (9) contractors were invited to participate. 3.4 By the closing date for receipt of bids, 12 noon on Wednesday, 10 July 2024, five contractors had submitted bids, two declined to respond and two failed to respond. Page 176 of 272
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The bids received were evaluated by representatives from the Corporate Procurement Unit, Health and Safety, Risk and Environment, Housing and Infrastructure 3.5 All five Bid Submissions received complied with the minimum selection criteria of the Single Procurement Document (SPD). The five Bid Submissions were each evaluated against the award criteria of 30% technical (quality) and 70% commercial (price). 3.6 The scores relative to the award criteria of the Bidders are noted below: Price (70.00%) Quality (30.00%) Total (100.00%) 1 John McGeady Limited 70.00% 28.00% 98.00% 2 Stellify Developments Limited 65.60% 19.25% 84.85% 3 Mackenzie Construction Limited 57.35% 27.25% 84.60% 4 W I & A Gilbert Limited 61.55% 21.00% 82.55% 5 Bottom Groundworks & Plant Hire Limited 58.16% 22.25% 80.41% 3.7 In accordance with the authority granted by the Head of Finance and Procurement under clause 9.1(k) of Council Standing Orders Relating to Contracts 2024, the Head of Operations and Infrastructure approved the award of a Contract to John McGeady Limited 3.8 The approved contract value under the Contract is £287,685.86 excluding VAT. 3.9 The Contract will be funded by Strathclyde Partnership for Transport and is subject to their grant conditions. 3.10 Community Benefits were requested as part of the procurement process and John McGeady Limited has committed to the following Community Benefits: Community Benefit Description No of People / Activity Business advice/support to an SME/Social Enterprise/Voluntary Organisation 1 Page 177 of 272
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3.11 John McGeady Limited has agreed to appoint a supported business as a subcontractor for the supply of signage required for this contract. John McGeady Limited have nominated Scotland’s Bravest Manufacturing Company for this requirement. ___________________________________________________________________ Implications of the Report 1. Financial No financial implications have arisen or are anticipated. 2. HR & Organisational Development No HR and Organisational Development implications have arisen or are anticipated. 3. Community/Council Planning Green – leading Renfrewshire to Net Zero. This Contract will support the delivery of this outcome by making improvements to sustainable transport options which will benefit all including Renfrewshire’s most vulnerable citizens. 4. Legal No legal implications have arisen or are anticipated. 5. Property/Assets This Contract will improve access for buses on Linburn Road, Erskine. 6. Information Technology No Information Technology implications have arisen or are anticipated. 7. Equality & Human Rights None arising directly from this report. 8. Health & Safety John McGeady Limited’s Health and Safety policies and procedures were evaluated by Corporate Health and Safety and met the Council’s minimum requirements regarding health and safety. . Page 178 of 272
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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 John McGeady Limited’s insurances have been assessed and evaluated to confirm that they meet the requirements regarding insurance risk. 11. Privacy Impact No Privacy Impact Assessment requirements were identified within this procurement. 12. Climate Risk The level of impact associated with provision of these works have been assessed using the Scottish Government Sustainability Test and is considered high risk. John McGeady Limited will be required to carry out the works in a manner that minimises the impact their activities will have on the environment. The bus turning loop will improve entry for buses on Linburn Road, Erskine making public transport more accessible for residents and contribute towards the Council’s Net Zero ambitions. 13. Children’s Rights None arising directly from this report. 14. Cosla Policy Position No Cosla Policy Position implications have arisen or are anticipated. _______________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Brian Bradley, Assistant Category Manager, 0141 487 1522, brian.bradley@renfrewshire.gov.uk Page 179 of 272
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: The Director of Finance and Resources, Renfrewshire Council and the Chief Officer, Renfrewshire Health and Social Care Partnership ___________________________________________________________________ Heading: Provision of a Technology Enabled Care Alarm Receiving Service (RC- CPU-24-079) ___________________________________________________________________ 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 contract for the Provision of a Technology Enabled Care Alarm Receiving Service (RC-CPU-24-079) to Bield Housing and Care. 1.2 The recommendation to award the contract follows a procurement exercise which was conducted as an Open Procedure for an above GPA threshold contract in accordance with the Public Contracts (Scotland) Regulations 2015, as amended. 1.3 A Contract Strategy for this Contract was approved by: 1.3.1 The Chief Finance Officer, RHSCP on 17 January 2024; 1.3.2 The Head of Health and Social Care, RHSCP on 16 January 2024; 1.3.3 The Interim Corporate Procurement Manager, Renfrewshire Council on 17 January 2024. ___________________________________________________________________ Item 18 Page 181 of 272
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2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1.1 Authorises the Head of Corporate Governance to award a Contract for the Provision of a Technology Enabled Care Alarm Receiving Service, reference RC-CPU-24-079 to Bield Housing and Care. 2.1.2 Authorises up to a maximum approved contract value of £990,979.20 excluding VAT for the full contract period, including any extensions. 2.1.3 Authorises the award of the Contract for an initial period of 2 years with the option to extend at the sole discretion of the Council for a further period of 12 months on 2 separate occasions. The anticipated Commencement Date of the Contract is 1 November 2024; the actual Commencement Date will be confirmed in the Council’s Letter of Acceptance. _________________________________________________________ 3. Background 3.1 There are approximately 4,000 Service Users across the Renfrewshire area who are in receipt of Technology Enabled Care Services, with approximately 20,000 calls (incoming and outgoing) made each month to the current service provider. The demand for Technology Enabled Care services is expected to continue to grow year on year. These services are recognised by central and local government and health and social care partnerships as being vital in achieving key national objectives including earlier hospital discharge, reduction in hospital admissions and an increase in the number of people remaining in their own homes or in a home setting. 3.2 The procurement process for the Contract was conducted using the Open Procedure for an above GPA threshold in accordance with the Public Contracts (Scotland) Regulations 2015 and the Council’s Standing Orders Relating to Contracts. 3.4 A Contract Notice was published on the Find a Tender Service via the Public Contracts Scotland website on 14 June 2024. The Invitation to Tender was also published and available on this date from Public Contracts Scotland – Tender. The tender submission deadline was 12 noon on 16 July 2024. Page 182 of 272
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3.5 During the tender period, 12 economic operators viewed the tender opportunity; 1 tender response was submitted and 11 failed to respond by the Tender Deadline. Feedback was sought from those who did not submit and responses received included that they could not meet the scope of requirements included or it was not a service they provided. 3.6 The Tender submission received was evaluated against a pre- determined set of criteria in the form of the Single Procurement Document (SPD), evaluated by representatives from the Corporate Procurement Unit (CPU), the RHSCP, Health and Safety, Risk and ICT Cyber teams. 3.7 The Tenderer confirmed compliance with the minimum selection criteria set within the SPD. The submission was then evaluated by both CPU and representatives from RHSCP against the published award criteria of 60% Quality and 40% Price. 3.9 The scores relative to the Award Criteria for the tender submission are noted below; Tenderer Quality (60%) Price (30%) Total Score Bield Housing and Care 45.75% 30% 75.75% 3.10 Community Benefits were requested as part of the procurement process and Bield Housing and Care confirmed that the following Community Benefits would be delivered as part of the Contract: Community Benefit Description No of People/ Activities Job for an unemployed individual 1 Work Experience for 14yrs + 2 S/NVQ(or equivalent) 4 Industry Awareness Event 1 ___________________________________________________________________ Page 183 of 272
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Implications of the Report 1. Financial – The cost for this Contract will be up to a maximum value of £900,979.20 excluding VAT over the initial 2 year contract period plus 2 x 12 month optional extensions and will be met by the RHSCP revenue budget. The anticipated Commencement Date is 01 November 2024. 2. HR & Organisational Development – None arising directly from this report. 3. Community/Council Planning – Our Renfrewshire is fair - protecting the most vulnerable members of our communities, assisting residents to remain in their own homes, reducing inequalities. Place: - delivering services for everyone Living Our Values: - delivering best value for our residents 4. Legal - This procurement was carried out in accordance with the procedures for an above GPA Threshold contract under the Public Contracts (Scotland) Regulations 2015, as amended and the Council’s Standing Orders Relating to Contracts. 5. Property/Assets – None arising directly from this report. 6. Information Technology – The Tenderer recommended award of the Contract was evaluated by the Council’s Security & Compliance team and met the Council’s minimum requirements. 7. Equality & Human Rights - The recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. Page 184 of 272
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8. Health & Safety – The Tenderer recommended award of the Contract was evaluated by the Council’s Corporate Health and Safety team and meet the Council’s minimum requirements. 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 – The Tenderer recommended award of the Contract was evaluated by the Council’s Risk team and meet the Council’s minimum requirements. 11. Privacy Impact – As part of the procurement exercise, a data privacy impact assessment was conducted by the RHSCP and the Council’s Information Governance team. Bield Housing and Care will be Data Processors and have completed a Data Processor Agreement and will be required to comply with the Conditions of Contract including Data Protection Conditions. 12. Climate Risk – The level of impact associated with the services was assessed using the Scottish Government Sustainability Test and is considered to be low impact. 13. Children’s Rights – none arising directly from this report. 14. Cosla Policy Position - none arising directly from this report. _________________________________________________________ List of Background Papers – None ___________________________________________________________________ Author: Alexandra Donaldson, Strategic Category Manager, Corporate Procurement Unit, alexandra.donaldson@renfrewshire.gov.uk Page 185 of 272
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for Employee Benefits (RC-CPU-23- 198) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek approval of the Finance, Resources and Customer Services Policy Board to award a Contract (Call-Off Contract) for Employee Benefits to SME HCI Limited (trading as Vivup). 1.2 The recommendation to award the Call-Off Contract follows a procurement exercise which was conducted in accordance with the Crown Commercial Services Framework Agreement for Employee Benefits and Services (RM6273) (“Framework") following a further competition under Lot 1 Managed Service (“Lot 1") and Renfrewshire Council’s Standing Orders Relating to Contracts for a service contract above Threshold. 1.3 The Contract Strategy was approved and signed by the Head of People & Organisational Development and Strategic Category Manager on the 26 March 2024. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: Item 19 Page 187 of 272
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2.1 Authorises the Head of Corporate Governance to award the Contract, being a Call-Off Contract made under Lot 1 Managed Service of the Crown Commercial Services Framework Agreement for Employee Benefits and Services (RM6273) for Employee Benefits (RC-CPU-23-198) to SME HCI Limited (trading as Vivup), subject to the Call-Off Award Procedure under this Framework Agreement. 2.2 Authorises the maximum approved contract value of up to £510,000 excluding VAT for the full Call-Off Contract period, including any extensions, noting paragraph 2.4. 2.3 Authorises the Call-Off Contract for an initial period of 3 years, with the option to extend for up to 12 months. The anticipated start date of the Call- Off Contract is 9 October 2024 however the actual date will be confirmed in the Order Form issued following the Call-Off Award Procedure. 2.4 Notes there are no costs to set up the new employee benefits platform, however there will be an initial outlay made by the Council for applicable employee benefits salary sacrifice schemes, for example the purchase of bicycles for Cycle to Work. These outlays will be recovered from employees in accordance with agreements made under the relevant salary sacrifice scheme. The reward and recognition scheme, if implemented, is anticipated to cost up to £20,000. This will not be recovered from employees and instead funded by the services that employ the recognised staff member. 2.5 Notes that for the salary sacrifice schemes, automated pay deductions will be set up by the Council’s payroll department for employees participating in the schemes to make the relevant repayments to the Council. 2.6 Authorises the Core Terms of the Framework Agreement aggregate liability cap for this Call-Off Contract which will not exceed the greater of £5 million or 150% of the Estimated Yearly Charges. _________________________________________________________ 3. Background 3.1 Renfrewshire Council is seeking to appoint a single Supplier to provide a fully managed employee benefits platform to the Council, which will include provision of Salary Sacrifice Schemes (aligned with the HMRC guidance on Salary Sacrifice Schemes) and Salary Deduction and Voluntary Benefit Schemes. Page 188 of 272
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The Council will access a range of employee benefits schemes using an online platform to support and strengthen the Council’s brand as a destination employer, offering a way to attract and retain employees, and contribute to improving staff wellbeing and engagement. The initial employee benefits schemes available to employees could potentially include those listed below, however the Council has the flexibility to promote the employee benefits as and when required and allow other benefits to be added during the Call-Off Contract term: Cycle to Work Scheme (Salary Sacrifice) Technology and Smartphones Scheme (Salary Deduction) Employee Discounts (Voluntary Benefit) Financial Wellbeing Scheme (Voluntary Benefit) Reward and Recognition 3.2 The employee benefits schemes will be open to all employees of the Council, Renfrewshire Leisure Limited trading as OneRen, Scotland Excel, Renfrewshire Valuation Joint Board and Elected Members, who meet the scheme(s) eligibility criteria and will provide salary sacrifice savings where applicable for both employees (Tax and NI savings) and for the Council (NI savings). Renfrewshire Leisure Limited trading as OneRen, Renfrewshire Valuation Joint Board and Scotland Excel are separate bodies from the Council, however, their employees can make use of the Framework Agreement as they have been detailed as Cluster Members. Each Cluster Member will have a separate bespoke platform and can launch the employee benefits schemes as and when required. 3.3 Most of the employee benefits schemes are run on a cost-neutral basis, meaning the Council, for relevant schemes such as Cycle to Work scheme and Technology and Smartphones scheme, will commit to make an initial outlay for any eligible employee agreeing to the terms of the respective employee benefits scheme. As part of that agreement the employee will agree to the Council’s payroll making an automated deduction from salary. However, the reward and recognition scheme, if implemented, will not be subject to salary deductions. 3.4 The procurement exercise for this Call-Off Contract was conducted in accordance with the Call-Off Award Procedure of the Crown Commercial Services Framework Agreement for Employee Benefits and Services (RM6273). Page 189 of 272
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3.5 The further competition documents were published to the four tenderers on Lot 1 via the Public Contract Scotland Tenders Portal on the 27 March 2024 with a submission deadline of 12 noon on the 17 April 2024. At submission deadline, one tender submission was received, and three suppliers failed to respond. 3.6 The tender submission received was evaluated against the Award Criteria 70% quality and 30% price. The score relative to the Award Criteria and tender submission for SME HCI Ltd (trading as Vivup) is detailed below: 3.7 Evaluation of the bid received from SME HCI Ltd (trading as Vivup) confirmed it met the Council’s requirements. The Call-Off Contract will be formed under the Framework Call-Off Award Procedure using the Order Form and relevant Call-Off and Joint Schedules. 3.8 SME HCI Ltd (trading as Vivup) will build a bespoke cloud-based secure branded online platform which will allow the Council to gain access to a variety of employee benefits including those benefits packages listed at 3.1 above. The Council reserve the right to promote the employee benefits as and when required within the term of the Call-Off Contract. 3.9 Community Benefits were requested as part of the further competition procedure and SME HCI Ltd (trading as Vivup) advised within their tender submission that the following Community Benefit will be delivered as part of the Call-Off Contract: Non-financial support for a Social Enterprise within Renfrewshire ___________________________________________________________________ Implications of the Report 1. Financial - There will be no costs incurred by the Council in the setup of the employee benefits platform. There will be an initial outlay made by the Council for applicable employee benefits schemes with these being recouped from employees in accordance with agreements made under the applicable employee benefits schemes. The maximum Call- Off Contract value of up to £510,000 excluding VAT is over the initial 3- year period plus a further 12-month extension and includes a 5% contingency. Tenderer Name Quality Score (70%) Price Score (30%) Total Score (100%) SME HCI Ltd (trading as Vivup) 56.25% 30.00% 85.25% Page 190 of 272
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There is an estimated cost of £20,000 to the Council for the reward and recognition scheme, which will not be recovered from employees. This is expected to be funded by services who are recognising staff members, as and when rewards are applied. 2. HR & Organisational Development - The employee benefits package will be launched, implemented and monitored by HR and OD and Payroll and will be available to all staff within the Council, OneRen, Renfrewshire Valuation Joint Board and Scotland Excel. 3. Community/Council Planning – Working together to improve outcomes by offering employees benefits under a salary sacrifice arrangement such as bicycles, electric bicycles and IT equipment that they can pay back in defined manageable amounts dependent on their pay frequency. The Council will also offer voluntary benefits arrangements. This package will help to promote the Council as an employer of choice, a modern and flexible workplace and contribute to the Council’s health and wellbeing strategies. Creating a sustainable Renfrewshire for all to enjoy by promoting a better lifestyle for employees with schemes such as Cycle to Work which will help to reduce the carbon footprint. 4. Legal - This Procurement was carried out in accordance with the Crown Commercial Services Framework Agreement for Employee Benefits and Services (RM6273), Lot 1 Manage Service Further Competition Procedure and the award will be made using the Call-Off Award Procedure and Renfrewshire Council’s Standing Orders Relating to Contracts for a service contract above Threshold. 5. Property/Assets - No property/assets implications have arisen or are anticipated. 6. Information Technology - ICT and Cyber Security was evaluated by the Council’s ICT Services and SME HCI Ltd (trading as Vivup) has confirmed that they have achieved Cyber Essential Accreditation. Page 191 of 272
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7. Equality & Human Rights - The recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety - SME HCI Ltd’s (trading as Vivup) 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 exercise was conducted in accordance with the Call-Off Award Procedure as a further competition under the Crown Commercial Services Framework Agreement for Employee Benefits and Services (RM6273) Lot 1 Managed Service and Renfrewshire Council’s Standing Orders Relating to Contracts.. 10. Risk - SME HCI Ltd (trading as Vivup) insurance documentation was evaluated by Crown Commercial Service at the time of Framework award and was deemed to meet the minimum requirements. The Council’s Risk Manager has also confirmed that the levels of insurance are adequate for the requirements of the Call-Off Contract. An aggregate liability cap is in place, which will not exceed the greater of £5 million or 150% of the Estimated Yearly Charges as per the conditions set out in the Core Terms of the Framework Agreement, applicable to both the Framework and any Call-Off Contract made under it. 11. Privacy Impact - As part of the procurement process, a data protection impact assessment was conducted by the Service and the Council’s Information Governance team. SME HCI Ltd (trading as Vivup) will be required to confirm and agree to the Data Protection requirements as noted within the Order form and relevant schedule 12. Climate Risk – The level of impact associated with provision of this service has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. The considerations for this Call-Off Contract will include reducing paper waste and allow employees to apply online and reducing carbon emissions by employees using their bikes to cycle to work rather than motorised transport. Page 192 of 272
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13. Children’s Rights – None arising directly from this report. 14. Cosla Policy Position – None arising directly from this report. _______________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Gillian Gordon, Senior Procurement Specialist, gillian.gordon@renfrewshire.gov.uk 0141 487 1528 Page 193 of 272
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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: Item 20 Page 195 of 272
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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. Page 196 of 272
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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. ___________________________________________________________________ Page 197 of 272
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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. Page 198 of 272
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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. Page 199 of 272
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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. Page 200 of 272
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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. ___________________________________________________________________ Item 21 Page 201 of 272
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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). Page 202 of 272
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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. Page 203 of 272
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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. Page 204 of 272
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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 Page 205 of 272
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Payment Processing Services (RC-CPU-23-236)– Notification of revised liabilities ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek approval from the Finance, Resources and Customer Services Policy Board to approve the revised limit of liabilities for this Contract. 1.2 The original contract for Payment Processing Services RC-CPU-23-236 was approved by the Finance, Resources and Customer Services Policy Board meeting on 13 June 2024. 1.3 The reasons for the revised in the limit of liability are set out in section 3 of this report. __________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Approves the revised liability cap for the Payment Processing Services RC-CPU-23-236 Call-off Contract made under Crown Commercial Item 22 Page 207 of 272
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Services G-Cloud 13 Framework Agreement RM 1557.13, Lot 2 as: follows: The approved cap of £5 million in the aggregate per annum on direct loss, destruction, corruption, degradation or damage to any Council Data has been revised and will now not exceed the greater of £64,000 or 100% of the Charges payable by the Buyer per annum (the Council) to the Supplier (Access Paysuite Ltd) during the Call-Off Contract Term. The approved cap of 150% of the annual charges for all other Defaults has been revised and will now not exceed the greater of £64,000 or 100% of the Charges payable by the Buyer per annum (the Council) to the Supplier (Access Paysuite Ltd) during the Call-Off Contract Term. 2.2 Approves the new liability cap on defaults by either party resulting in direct loss to the property, including technical infrastructure, assets or equipment, but excluding any loss or damage to Buyer Data (Council Data) of the other party will not exceed £200,000 per year. 3. Background 3.1 The Council requires a payment processing service to allow their customer various ways to make payments for Council Tax, Rates, Rents, Overpayments and Sundry Debtor bills. The Council offers PayPoint, Payzone and Post Office, ensuring that customers have a choice of options and accessibility to payment services which meets the Council’s needs, whilst ensuring payment services are accessible within local communities. 3.2 The Council carried out a procurement exercise conducted in accordance with the Crown Commercial Services G-Cloud 13 Framework Agreement RM1557.13 Framework Schedule 5: Award Procedure and the RM1557.13 G-Cloud 13 (lots 1,2 and 3) Buyer Guide (Buyer Guide) and Renfrewshire Council’s Standing Orders Relating to Contracts for an above Threshold Services contract. Following evaluation, it was identified that Access Paysuite Ltd would provide best value to the Council and should progress to stage 5 award. Page 208 of 272
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3.3 The Contract is formed by using the Framework Award, Call-Off Contract (Order Form) and Call-Off Terms. As part of the Order Form, the Council completes the requirements and agrees the cap in liabilities. In order to identify the cap in liabilities value, the Service identified the risks relating to the Contract and took advice from other relevant Council Services and the Councils Risk Manager. This was also discussed with the Head of Finance and Procurement in accordance with Standing Order Relating to Contract Order 35. It was proposed that the liability cap for the data that is held should match the professional indemnity insurance value of £5 million (to note: the Framework Agreement insurances were reviewed as part of the Order Form process and the Council Risk Manager requested for the professional indemnity to be increased from £1 million to £5 million and Access Paysuite Ltd accepted this increase). The Service discussed the risks for any other defaults and this was agreed at 150% of the annual charges. The original liability cap levels were approved at the Finance, Resources and Customer Services Policy Board on 13 June 2024. 3.4 Following approval at the Finance, Resources and Customer Services Policy Board, the liabilities were then discussed with the recommended supplier, Access Paysuite Ltd, who advised that the cap in liabilities was considered excess for the contract requirements, the value of the contract and the payment processing services market. As Access Paysuite Ltd does not hold any personal or sensitive data, the proposal is now to reduce the level of liability cap from £5 million in the aggregate per annum on direct loss, destruction, corruption, degradation or damage to now not exceed the greater of £64,000 or 100% of the Charges payable by the Buyer per annum to the Supplier during the Call-Off Contract Term. This has been verified against the existing contract for payment processing services. 3.5 For any other default, the proposed liability cap has been revised from 150% of the annual charges to now not exceed the greater of £64,000 or 100 % of the annual charges, payable by the Buyer to the Supplier during the Call-Off Contract Term.. 3.6 Access Paysuite Ltd has also requested a liability cap on defaults by either party resulting in direct loss to the property (including technical infrastructure, assets or equipment, but excluding any loss or damage to Buyer Data) of the other party, and this introduces liability cap which will not exceed £200,000 per year. There is no Council property used in the operation of this service. Page 209 of 272
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3.7 In accordance with Standing Orders Relating to Contract clause 35, the proposed revisions to the liability were discussed and agreed with the Head of Finance and Procurement however as there is no delegation under the Scheme of Delegated functions for any Council Officer to approve any liability caps on behalf of the Council for Contracts with a value of above the GPA Threshold, this Report is submitted to request approval to revise the cap in liabilities for the Call-Off Contract for payment processing services as noted in recommendation 2.1 and 2.2 above Implications of the Report 1. Financial The revised liabilities are as follows: The liability cap in the aggregate per annum on direct loss, destruction, corruption, degradation or damage to any Council Data will not exceed £64,000 or 100 % of the Charges payable by the Buyer per annum to the Supplier during the Call-Off Contract Term (whichever is the greater). The liability cap of the annual charges for all other Defaults will not exceed the greater of £64,000 or 100 % of the Charges payable by the Buyer per annum to the Supplier during the Call- Off Contract Term (whichever is the greater). The liability cap defaults by either party resulting in direct loss to the property (including technical infrastructure, assets or equipment but excluding any loss or damage to Buyer Data) of the other Party will not exceed £200,000 per year. The contract award has a value of £64k per annum. 2. HR & Organisational Development No HR & Organisational development implications have arisen or are anticipated. 3. Community/Council Planning – Tackling inequality, ensuring opportunities for all - this contract will allow the residents of Renfrewshire to access a wide range of services to make payments at their convenience. Working together to improve outcomes - this contract will ensure that the residents of Renfrewshire can access different ways to make payments to the Council. Page 210 of 272
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4. Legal No legal issues are raised in this report. The Council is permitted to determine the individual liability caps and insurance requirements under G-Cloud 13 subject to the minimum levels specified in the Framework Agreement. 5. Property/Assets No property/assets implications have arisen or are anticipated. 6. Information Technology No information technology has arisen or are anticipated. No data is stored by the supplier. 7. Equality & Human Rights None arising directly from this report. 8. Health & Safety No health and safety implications have been identified or are anticipated. 9. Procurement This revised liability was discussed with Strategic Service Delivery Manager for Business Services and Head of Finance and Procurement, in accordance with Standing Order Relating to Contract clause 35, prior seeking this formal approval to modify liability cap levels. 10. Risk The following revised liability caps apply as part of the Call-Off Contract: The cap will not exceed £64,000 or 100 % of the Charges for direct loss, destruction, corruption, degradation or damage to any Council payable by the Buyer to the Supplier during the Call-Off Contract Term (whichever is the greater). The cap will not exceed 150% of the annual charges all other Defaults has been revised to the cap will not exceed the greater of £64,000 or 100 % of the Charges payable by the Buyer to the Supplier during the Call-Off Contract Term (whichever is the greater). Page 211 of 272
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The cap defaults by either party resulting in direct loss to the property (including technical infrastructure, assets or equipment but excluding any loss or damage to Buyer Data (Council Data) of the other party will not exceed £200,000 per year. 11. Privacy Impact None arising directly from this report. 12. Climate Risk None arising directly from this report. 13. Children’s Rights –None arising directly from this report. 14. Cosla Policy Position -None arising directly from this report. _________________________________________________________ List of Background Papers Contract Authorisation Report for Payment Processing Service (RC-CPU-23-236) 13 June 2024 ____________________________________________________ Author: Gillian Gordon, Senior Procurement Specialist, gillian.gordon@renfrewshire.gov.uk Page 212 of 272
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1 ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12th September 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for The Supply and Delivery of Switches and Licences (RC-CPU-24-143) ___________________________________________________________________ 1. Summary 1.1 The purpose of this paper is to seek the approval of the Finance, Resources and Customer Services Policy Board to award the Call-Off Contract for the Supply and Delivery of Switches and Licences (RC- CPU-24-143). 1.2 The procurement exercise was conducted in accordance with the Call Off Contract requirements under Lot 1: Hardware and Software and Associated Services of the Crown Commercial Services Framework Agreement RM6098 Technology Products & Associated Services 2 (“the Framework”) and Renfrewshire Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Strategic Category Manager and Head of Digital, Transformation & Customer Services on 2 August 2024. ___________________________________________________________________ Item 23 Page 213 of 272
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2 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Service Policy Board: 2.1.1 Authorises the Head of Corporate Governance to award the Call-Off Contract for the Supply and Delivery of Switches and Licenses to XMA Limited following an e-auction under the Crown Commercial Service Framework Agreement RM6098 Technology and Associated Services 2 - Lot 1 Hardware and Software and Associated Services. 2.1.2 Authorises the approved contract value of £272,000 excluding VAT for the Call-Off Contract period. 2.1.3 Authorises the Call-Off Contract for a period of 7 years. The Call-Off Start Date is anticipated to be 21 October 2024. The actual The Call- Off Start Date will be confirmed in the Order Form. 2.1.4 Authorises the Core Terms of the Framework Agreement aggregate liability cap for this Contract which will not exceed the greater of £5 million or 150% of the Estimated Yearly Charges _________________________________________________________ 3. Background 3.1 The Council requires the Supply and Delivery of Switches and Licenses as part of the Switch Replacement Programme which includes Renfrewshire Council, associated bodies, and Renfrewshire Leisure Limited (trading as OneRen). A network switch acts as a focal point on a network to connect devices (computers, phones, WiFi) and allow them to communicate with each other. 3.2 A review of procurement options identified that Lot 1 of the Crown Commercial Services Framework Agreement RM6098 Technology Products & Associated Services 2 (the Framework) could be utilised. The procurement exercise for this Call-Off Contract was conducted in accordance with the Framework’s Call-Off Award Procedure as an e- auction and in accordance with the procedures for use of Framework Agreements under the Council’s Standing Orders Relating to Contracts. 3.3 The e-auction was run via the Public Contracts Scotland – Tender portal on 9 August 2024 at 10am. All 16 suppliers on Lot 1 of the Framework were invited to participate in the e-auction. One supplier participated. Page 214 of 272
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3 3.4 The e-auction award criterion is 100% price using the simplified award procedure under this Framework. 3.5 It is recommended that the Call-Off Contract under Lot 1 of the Framework, is awarded to XMA Limited who submitted the lowest price. The Contract will be formed under the Framework Award Procedure using the Order Form and relevant schedules. XMA Limited is the reseller of the switches and licences being purchased. 3.6 The Call-Off Contract will be funded from the ICT budget. ___________________________________________________________________ Implications of the Report 1. Financial – The costs will be funded by the ICT Capital Budget at a one-off cost of £272,000 excluding VAT for all switches and associated licences. The Call-Off Start Date is anticipated to be 21 October 2024 2. HR & Organisational Development - No HR and Organisation development implications for the Council have arisen or are anticipated. 3. Community/Council Planning – Working together to improve outcomes – This Contract will ensure ongoing support for the Council’s requirements in relation to the ICT’s Switch Replacement Programme. 4. Legal – The procurement for this Call-Off Contract was carried out in accordance with the requirements of the Crown Commercial Service Framework Agreement RM6098 Technology Products and Associated Services 2 - Lot 1 Hardware and Software and Associated Services and the Council’s Standing Orders Relating to Contracts. 5. Property/Assets – Upon delivery, the Council will own the switches. 6. Information Technology – This Call-Off Contract will ensure ongoing support for the Council’s requirements in relation to the ICT’s Switch Replacement Programme. 7. Equality & Human Rights - None arising directly from this report. Page 215 of 272
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4 8. Health & Safety - No Health & Safety implications are anticipated. 9. Procurement – The procurement exercise was conducted in accordance with the Call- Off Contract award procedure under the Crown Commercial Services (CCS) Framework Agreement RM6098 Technology Products & Associated Services 2 - Lot 1: Hardware and Software and Associated Serviced and Renfrewshire Council’s Standing Orders Relating to Contracts. 10. Risk – The insurance cover held by XMA Limited was assessed as part of their appointment on to the Framework. An aggregate liability cap which will not exceed the greater of £5 million or 150% of the Estimated Yearly Charges as per the conditions set out in the Core Terms of the Framework Agreement. 11. Privacy Impact – No Privacy Impact implications have arisen or are anticipated. 12. Climate Risk - The level of impact associated with this Contract has been assessed using the Scottish Government Sustainability Test and is considered to be low risk with limited climate change implications noted as part of this Contract. Consideration will be given to minimising the number of individual deliveries carried out to deliver the switches in full. 13. Children’s Rights – None arising directly from this report. 14. Cosla Policy Position – No Cosla policy position implications have arisen or are anticipated. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Rachel Davison, Digital Category Manager, rachel.davison@renfrewshire.gov.uk Page 216 of 272
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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 Authorisation Report for Housing Management System (RC-CPU-24-008) ___________________________________________________________________ 1. Summary 1.1 The purpose of this paper is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Contract for a Housing Management System (RC-CPU-24-008). 1.2 The procurement exercise was conducted in accordance with the Call Off Contract requirements under Lot 3: Housing, Environmental and Planning Solutions (“Lot 3”) of the Crown Commercial Services Vertical Application Solution Framework Agreement reference RM6259 (“the Framework”) and Renfrewshire Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Corporate Procurement Manager on 23 April 2024, the Head of Housing Services on 25 April 2024 and the Head of Digital, Transformation & Customer Services on 26 April 2024. ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Service Policy Board: Item 24 Page 217 of 272
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2.1.1 Authorises the Head of Corporate Governance to award the Call-Off Contract for a Housing Management System under the Option A Cloud Hosted solution to NEC Software Solutions UK Limited following a further competition under Lot 3: Housing, Environmental and Planning Solutions of the Crown Commercial Services Vertical Application Solution Framework Agreement reference RM6259. 2.1.2 Authorises the Call-Off Contract period of 5 years with options to extend for up to a further 60-month period in total at the sole discretion of the Council. It is envisaged that the Call-Off Start Date will be 21 October 2024 however the actual Call- Off Start Date will be confirmed in the Order Form. The contract is to be awarded in accordance with the Framework’s Call-Off Award Procedure. 2.1.3 Authorises the maximum approved Call-Off Contract value of £1,976,332 excluding VAT for the full Call-Off Contract period, including any extensions (10 years in total). This authorised value includes the £1,796,665 Tenderer Total Cost plus a 10% contingency for annual inflationary increases, additional professional services and other unforeseen costs. 2.1.4 Authorises the aggregate liability cap in accordance with the Framework Agreement Core Terms, which for this Call-Off Contract will not exceed the greater of £5 million or 150% of the Estimated Yearly Charges. _________________________________________________________ 3. Background 3.1 The Council requires a suitably experienced Supplier to provide and install a Housing Management software system for use by the Council to replace the Council’s current Housing Management systems. The core functionalities this Housing Management software system shall provide are asset management, repairs and maintenance, mobile working, rents and tenancy management, housing allocations, homelessness, and housing support functions, plus a full reporting suite with customisable reporting. 3.2 The new Housing Management System will replace a number of software systems used by the Council to support the delivery of housing landlord services, most notably the current main Housing Management System “Open Housing Management Systems” (“OHMS”). The provider of OHMS, NEC Software Solutions UK Limited, has advised that the system is approaching end-of-life and will Page 218 of 272
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no longer be supported from 31 March 2026. The Council endeavours to have the new Housing Management System live before this date. 3.3 A review of the procurement options identified that the Framework could be utilised. The procurement exercise for this Contract was conducted in accordance with the Framework Call-Off Award Procedure as a further competition under Lot 3 of the Framework and in accordance with the procedures for use of a third-party framework under the Council’s Standing Orders Relating to Contracts. 3.4 The further competition documentation was issued to all 29 Suppliers on Lot 3 of the Framework via the Public Contracts Scotland – Tender portal on 26 April 2024 with the submission deadline of 12 noon on 6 June 2024. Two responses were received in response to this further competition. 3.5 The supplier selection requirements contained in the SPD were already met at the Framework Award stage. 3.7 Tenderers had the option to submit tender responses for Option A – Cloud Solution Hosted and / or Option B – On Premise, and each Tenderer submitted responses for both options. The Council reserved the right to evaluate both options then determine which solution offers best value to the Council. 3.6 All tender submissions received were evaluated against the further competition Award Criteria of 70% Quality and 30% Price. 3.7 The scores relative to the Award Criteria for the tender responses for Option A and Option B are noted below: Option A: Cloud Hosted Quality Score (70%) Price Score (30%) Total Score (100%) Tenderers Name NEC Software Solutions UK Limited 59.05% 28.84% 87.89% Capita Business Services Ltd 57.80% 30.00% 87.80% Option B: On Premise Quality Score (70%) Price Score (30%) Total Score (100%) Tenderers Name NEC Software Solutions UK Limited 55.30% 30.00% 85.30% Capita Business Services Ltd 54.30% 22.79% 77.09% Page 219 of 272
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3.7 A desktop analysis was conducted to determine which solution out of the top ranked Tenderer for Options A and Option B would offer the Council best value. Taking into account the scope of the options, alignment with the Council’s Digital Strategy and commercial considerations it was determined that an Option A - Cloud Hosted solution would offer the Council best value. 3.8 It is recommended that the Call-Off Contract is awarded to NEC Software Solutions UK Limited who, based on evaluation for their offer under Option A – Cloud Hosted, have provided the most economically advantageous tender. The Contract will be formed in accordance with the Framework’s Call-Off Award Procedure. 3.9 The cost for this Call-Off Contract will be funded by the Housing Revenue Account (HRA) budget. 3.10 Community benefits were requested as part of the Further Competition Procedure and NEC Software Solutions UK Limited have committed to deliver the following community benefits as part of this Contract: Community Benefit Number of People/Activities Financial Support for a Social Enterprise within Renfrewshire 7 ___________________________________________________________________ Implications of the Report 1. Financial - the maximum approved Call-Off Contract value is £1,976,332 excluding VAT, including any extensions (10 years in total) and includes one-off implementation costs of £513,032, and a 10% contingency for annual inflationary increases, additional professional services, and other unforeseen costs. The anticipated Call-Off Start Date is 21 October 2024 and the cost will be met from the Housing Revenue Account budget. 2. HR & Organisational Development – staffing resource will be required for the implementation of the new system and will be applied in line with Council policy and procedures. 3. Community/Council Planning – Working together to improve outcomes – this Contract will provide the Council with a robust Housing Management System with all the functionality it requires to ensure the effective management of the Council’s housing stock. Page 220 of 272
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4. Legal - The procurement for this Call-Off Contract was carried out in accordance with the requirements of Lot 3 of the Framework and the Council’s Standing Orders Relating to Contracts. The Supplier Terms submitted as part of their application to the Framework also form part of the Call-Off Contract. 5. Property/Assets - This Contract will provide the Council with a robust Housing Management System with all the functionality it requires to ensure the effective management of the Council’s housing stock. 6. Information Technology - This Contract will provide the necessary software for a Housing Management System. The implementation of this software will require support from ICT staff. 7. Equality & Human Rights - The recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. 8. Health & Safety - No Health & Safety implications are anticipated. 9. Procurement – The procurement exercise was conducted in accordance with the Call- Off Award Procedure under Lot 3: Housing, Environmental and Planning Solutions of the Crown Commercial Services Vertical Application Solution Framework Agreement RM625 and Renfrewshire Council’s Standing Orders Relating to Contracts. 10. Risk - The insurance cover held by NEC Software Solutions UK Limited was assessed as part of their appointment on to the Framework. The aggregate liability cap in accordance with the Framework Agreement Core Terms for this Call-Off Contract will not exceed the greater of £5 million or 150% of the Estimated Yearly Charges. 11. Privacy Impact – A Data Processing Impact Assessment was completed by the Service and NEC Software Solutions UK Limited will be required to confirm and agree to the Data Protection requirements as noted within the Order form and relevant schedule. 12. Climate Risk – The level of impact associated with this Contract has been assessed using the Scottish Government Sustainability Test and is considered to be low risk with limited climate change implications noted as part of this Contract. Page 221 of 272
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13. Children’s Rights – none arising directly from this report. 14. Cosla Policy Position – No Cosla policy position implications have arisen or are anticipated. _______________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Rachel Davison, Digital Category Manager, rachel.davison@renfrewshire.gov.uk Page 222 of 272
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___________________________________________________________________ To: Finance, Resource and Customer Services Policy Board On: 12 September 2024 ___________________________________________________________________ Report by: The Director of Finance and Resources ___________________________________________________________________ Heading: Annual Procurement Report for the period 1 April 2023 to 31 March 2024 ___________________________________________________________________ 1. Summary 1.1 Section 18 of the Procurement Reform (Scotland) Act requires that any contracting authority which is required to prepare or revise a procurement strategy in relation to a financial year must prepare an annual procurement report on its regulated procurement activities as soon as reasonably practical after the end of that financial year. 1.2 As a minimum the report must include: A summary of the regulated procurements that have been completed during the year covered by the report; A summary of community benefits fulfilled during the year covered by the report; A summary of any steps taken to facilitate the involvement of supported businesses in regulated procurement during the year covered by the report; A summary of the regulated procurements the authority expects to commence in the next two financial years. 1.3 The Annual Procurement Report attached in Appendix 1 provides an update on key indicators set in the Corporate Procurement Strategy for the period 2023-2026. Item 25 Page 223 of 272
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___________________________________________________________________ 2. Recommendations 2.1 The Finance, Resources and Customer Services Policy Board are asked to note the content of the Annual Procurement Report for the Financial Year 2023/2024. _________________________________________________________ 3. Background 3.1 Section 18 of the Procurement Reform (Scotland) Act 2014 requires that all public sector contracting authorities with a spend of more than £5million per annum publish an annual report relating to regulated procurement activity. 3.2 The annual report delivers an opportunity to provide an update on procurement activity undertaken over the last financial year and to give an indication of future contracting opportunities. 3.3 A Regulated Procurement is any procurement for Goods, Supplies and Services (excluding services covered under Schedule 3 Social and Other Specific Services of the Public Contracts (Scotland) Regulations 2015) with a total value of £50,000 up to £179,086.99 excluding VAT; Services defined under Schedule 3 Social and Other Specific Services of the Public Contracts (Scotland) Regulations 2015 with a total contract value of £50,000 up to £552,949.99 excluding VAT; Works contracts with a total value of £2million up to £4,447,173.99 excluding VAT 3.4 A procurement at or above the Threshold set by the Government Procurement Agreement is any procurement for Goods, Supplies and Services (excluding services covered under Schedule 3 Social and Other Specific Services of the Public Contracts (Scotland) Regulations 2015) with a total value of £179,087 excluding VAT and above; Services defined under Schedule 3 Social and Other Specific Services of the Public Contracts (Scotland) Regulations 2015 with a total contract value of £552,950 excluding VAT and above; Page 224 of 272
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Works contracts with a total value of £2million up to £4,447,174 and above excluding VAT. 3.4 The information provided in the annual report is gathered by Scottish Government Procurement and Property Directorate and included in its national “Annual Report on Procurement Activity in Scotland.” 3.5 The annual report provides an opportunity to recognise the contribution that procurement can make to the economy and communities in Renfrewshire and celebrate the success of the procurement team. 3.6 Appendix 1 contains the Annual Procurement Report for the Financial Year 2023/2024. ___________________________________________________________________ Implications of the Report 1. Financial – none arising directly from this report. 2. HR & Organisational Development – none arising directly from this report. 3. Community/Council Planning – none arising directly from this report. 4. Legal – the preparation of an Annual Procurement Report is a Statutory Duty, defined under Section 18 of the Procurement Reform (Scotland) Act 2014. Publication is required in accordance with Section 19 of the Act and a copy must be made available on the internet. 5. Property/Assets – none arising directly from this report. 6. Information Technology – none arising directly from this report. 7. Equality & Human Rights – none arising directly from this report. 8. Health & Safety – none arising directly from this report. 9. Procurement – the attached Annual Procurement Report identifies how the Council is meeting the requirements of the Procurement Reform (Scotland) Act 2014. 10. Risk – none arising directly from this report. 11. Privacy Impact – none arising directly from this report. 12. Climate Risk – Section 9 of the Act (“Sustainable Procurement Duty”) requires that the Council must consider how in conduction it’s procurement processes it can: Page 225 of 272
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(i) improve the economic, social and environmental wellbeing of the authority’s area, (ii) facilitate the involvement of small and medium enterprises, third sector bodies and supported businesses in the process, and (iii) promote innovation. 13. Children’s Rights – none arising directly from this report. 14. Cosla Policy Position – none arising directly from this report. _______________________________________________________ List of Background Papers (a) None. ___________________________________________________________________ Author: Jenny Bowles, Corporate Procurement Manager Jenny.bowles@renfrewshire.gov.uk APPENDIX 1 – RENFREWSHIRE COUNCIL ANNUAL PROCUREMENT REPORT 2023/2024 Page 226 of 272
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Annual Procurement Report 2023/2024 Renfrewshire Council Renfrewshire Council Annual Procurement Report 2023/24 Page 227 of 272
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1 | P a g e Contents Introduction .............................................................................................. 2 Section 1 – Summary of Regulated and Non-Regulated Procurements Completed ................................................................................................ 6 Section 2 – Review of Regulated Procurement Compliance ................... 7 Section 3 – Summary of Sustainable Procurement Benefits ................. 12 Section 4 – Supported Business Summary ............................................ 19 Section 5 – Future Regulated Procurement Summary .......................... 19 Section 6 – Future Opportunities ........................................................... 19 Annex 1: Regulated Procurements Awarded in the Period 1 April 2022 – 31 March 2023 ....................................................................................... 27 Annex 2: Non-Regulated Procurements Awarded in the Period 1 April 2023 – 31 March 2024 ........................................................................... 32 Annex 3: Potential Future Contracts Renewals 2024-2026 ................... 40 Page 228 of 272
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2 | P a g e Introduction Background and Purpose On 1 April 2023, in accordance with Section 15 of the Procurement Reform (Scotland) Act 2014 (the Act), Renfrewshire Council (the Council) published its Corporate Procurement Strategy for the period 1 April 2023 to 31 March 2026. This strategy described the fundamental role procurement has in supporting the delivery of the Council’s strategic objectives aligned to the Council’s Plan 2022 – 2027 which seeks to “Create a fairer Renfrewshire built on innovation, wellbeing and opportunity”. This Plan sets out at a high-level how the Council will collaborate with partners, communities, and businesses to progress five strategic outcomes. The Corporate Procurement Strategy also reflected how the four National Objectives of the Public Procurement Strategy for Scotland were closely aligned to the Council strategic outcomes. PLACE – working together to enhance wellbeing across communities; aligned to National Objective Good for Places and Communities. ECONOMY – building an inclusive, green, and resilient economy; aligned to National Objective Good for Businesses and their Employees. FAIR – nurturing bright, happy, and healthy futures for all; aligned to National Objective Good for Society. LIVING OUR VALUES – making a difference together; aligned to National Objective Open and Connected. GREEN – leading Renfrewshire to Net Zero. Section 18 of the Act requires that organisations required to prepare a procurement strategy must also “prepare an annual procurement report on its regulated procurement activities as soon as reasonably practicable after the end of that financial year”. This Annual Procurement Report provides an opportunity to report on our regulated procurement activity over the financial year 2023/24 (FY23-24) in accordance with the above noted requirements of the Act. It also provides an opportunity to update on procurement activity below the threshold for regulated procurements and to report on the progression of the Action Plan set out in Appendix 1 of the published Corporate Procurement Strategy 2023 - 2026. Page 229 of 272
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3 | P a g e Procurement Overview All procurements with a value of £25,000 and above are carried out by the Council’s Corporate Procurement team in accordance with the Standing Orders Relating to Contracts (available here: https://www.renfrewshire.gov.uk/article/4008/Standing- orders-relating-to-contracts) The procurement team operate a Category Management approach covering: City Deal and Infrastructure Construction / Works ICT Environment and Infrastructure; and Social Care, Corporate and Education Services Tenders for supplies and services with a value of £25,000 - £49,999.99 and tenders for Works contracts up to £500,000 are conducted via Quick Quote using Public Contracts Scotland, with a minimum of 75% local contractors invited to quote where possible. All Council tenders with a value of greater than £50,000 are advertised on the Public Contracts Scotland portal through publication of a Contract Notice. Contracts above the Government Procurement Agreement (GPA) Thresholds are advertised on Public Contracts Scotland and the UK Find a Tender Service. Further information relating to procurement in Renfrewshire Council and the category leads can be found here: https://www.renfrewshire.gov.uk/article/3572/Corporate- Procurement-Unit Procurement & Commercial Improvement Programme (PCIP) The PCIP programme is designed to support and encourage the continuous improvement of procurement and commercial practices. PCIP assessments typically occur every three years for each public procurement sector in Scotland. They provide a means of measuring and reporting on the procurement and commercial capability of organisations and this is done through the provision of evidence based around a series of set questions. During this cycle the following areas were evaluated: Procurement Influence Procurement Strategy Page 230 of 272
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4 | P a g e Learning & Skills Risk Management Commercial Acumen Continuous Improvement Climate Change Implementation & Exit Strategies Contract & Supplier Management Contractual Obligations Lessons Learned The team performed extremely well. The assessment was completed by Scotland Excel, who praised the professional manner in which the team approached the assessment, and the preparation and quality of evidence provided by the team. Feedback from the exercise has been utilised to inform the continuous improvement of Renfrewshire’s procurement services. Procurement Spend In FY23-24, total recorded spend via external suppliers providing goods, services and works to Renfrewshire Council was £286.9m across 5,074 suppliers. £150m of this spend (52%) was with 1,321 small and medium enterprises (SMEs). During the reporting period, 19.58% of total spend was with 325 local suppliers based within Renfrewshire, accounting for £56.4m into the local economy. Table 1 below provides an indication of spend with external suppliers across key category areas. Note that in FY23-24, Construction and Social Care remained the top spend areas within the Council, accounting for 39% and 22% of total spend respectively. Page 231 of 272
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5 | P a g e Table 1: Renfrewshire Council FY23-24 Spend by Category* *Data extracted from Spikes Cavell Observatory FY23-24 Page 232 of 272
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6 | P a g e Section 1 – Summary of Regulated and Non-Regulated Procurements Completed A regulated procurement is any procurement for public supplies or services with value of over £50,000 and for public works with a value of over £2m where an Award Notice has been published, or where the procurement process otherwise comes to an end. This includes contracts and framework agreements. Table 2 below shows a summary of regulated procurements that had a Contract Award Notice published by the Council during the FY23-24. Table 2: Summary of Regulated Procurements awarded in FY23-24 Total number of regulated procurements awarded 76 Total estimated value of regulated procurements awarded £206,215,489 Percentage of regulated contracts awarded to SMEs 63% Please note the figures provided in table 2 include the award of Contracts and Call-Off Contracts made under Framework Agreements. Details of regulated procurements which had a Contract Award Notice Published between 1 April 2023 and 31 March 2024 can be found at Annex 1 of this Annual Procurement Report. In addition to the above noted regulated procurements, the Corporate Procurement Team undertakes all non-regulated procurements over £25,000 on behalf of the Council. Table 3 below shows a summary of non-regulated procurements that were undertaken by the Corporate Procurement Route and awarded by the Council during FY23-24. Table 3: Summary of Non-Regulated Procurements awarded in FY23-24 Total number of non-regulated procurements awarded 144 Total estimated value of non-regulated procurements awarded £199,446,448 Please note the figures provided in table 3 include the award of Contracts and Call Off Contracts made under Framework Agreements. Details of non-regulated procurements awarded by the Corporate Procurement Team between 1 April 2023 and 31 March 2024 can be found at Annex 2 of this Annual Procurement Report. Information on live contracts can also be found on Renfrewshire Council’s Contract Register on Public Contract Scotland. Page 233 of 272
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7 | P a g e Section 2 – Review of Regulated Procurement Compliance Section 18 of the Act requires that the Annual Procurement Report includes a review of whether regulated procurements carried out in the Financial Year complied with the authority’s procurement strategy. Section 3 of the Council’s Procurement Strategy sets out Strategic Priorities for Procurement in Renfrewshire Council and the Action Plan included within Appendix 1 of the Procurement Strategy provides the core indicators against which the performance of the Procurement team is monitored. The table below provides an update on progress with the Action Plan within the Financial Year 2023/24. Table 4: Update on Procurement Action Plan Description Actions to date Provide strategic leadership on all Procurement matters. The Corporate Procurement Manager provided procurement leadership, guidance and advice on all procurement related matters within the Council, through meetings, working groups, policy and strategic project boards and representation on wider public sector forums. The Strategic Category Managers engaged closely with their client service departments, providing expert input to help the Council deliver its strategic objectives in full compliance with the Procurement Regulations. The Councils Standing Orders Relating to Contracts were updated in January 2024 and are readily available and accessible for all staff online. Promote procurement best practice Procurement in Renfrewshire Council is conducted in accordance with Regulation and the Council’s Standing Orders Relating to Contracts. Competency frameworks were updated and completed for whole team and the Procurement Strategic Category Managers are implementing training and development programmes for staff aligned to the output from the competency frameworks. The Corporate Procurement Manager and the Strategic Category Managers actively engaged in cross-sector working groups to share knowledge and best practice and support continuous improvement. Page 234 of 272
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8 | P a g e Description Actions to date Support the Council to ensure it continues to achieve value for money Value for money throughout the year has been supported by proactive supplier management. This has been used to identify innovation and opportunities with the supply base, maintaining a strong commercial focus throughout the lifetime of the contract. Work with stakeholders to help achieve budget savings targets and achieve efficiencies. The Corporate Procurement Team worked in partnership with the frontline services to understand market conditions, availability of products and services, and negotiate and monitor price fluctuations. This information informed buying strategies to support management of supply and demand and deliver value for money, such as informing pricing strategies and opportunities for post tender negotiation. The Corporate Procurement use commodity spend analysis to identify budget saving opportunities and then work with Services to implement them. Ensure the Council explores all opportunities to use its procurement activities to promote its wider policy objectives, including its social, economic and environmental objectives. Community benefits were requested in all regulated procurements tendered under the Council’s own terms and conditions of contract in FY23-24 and where appropriate and feasible in below threshold procurements. [Note – some collaborative framework agreements established by other Contracting Authorities did not include Community Benefits] The Council’s Community Benefits Forum continued to work in partnership with Invest in Renfrewshire, key internal stakeholders, suppliers and external partners to support the delivery of positive community benefits throughout Renfrewshire in FY23-24. Fair Work Practices were evaluated in all relevant tender exercises and all of our suppliers are actively encouraged to support their workforce and to pay at least the Real Living Wage rate to all employees engaged in delivery of services to Renfrewshire Council. Tackling the Climate Emergency is an area of focus for the Corporate Procurement team, who are providing active support to services to help the Council with its ambition to work towards being Carbon Net Zero by 2030. The Sustainability Test was completed for all relevant regulated procurements and where appropriate scored climate questions were included within the tender award criteria. Page 235 of 272
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9 | P a g e Description Actions to date Promote ethical procurement and work with our suppliers to ensure that they do not use exploitative labour. During FY23-24 all tenders were evaluated in accordance with the requirements of legislation, statutory guidance and good practice. The Corporate Procurement Team supported the Council’s commitment to the Modern Slavery Charter and all Works contracts provided a link to the Council’s Statement in Relation to the Procurement of Construction Contracts (the Construction Charter), which promotes fair and ethical treatment of the workforce and supply chain. Develop and strengthen our approach to risk management. Training was provided to the Corporate Procurement Team on risk management and mitigation in April 2023. Risks and issues were identified and documented throughout all procurement processes. All risks were allocated an owner and mitigating actions were set out in contract strategies. Commodity risks were recorded both within the team and at wider Council level by Council’s Risk Manager where appropriate. The Corporate Procurement Manager is a member of the Construction Contracts Oversight Board, providing procurement support and advice relating to managing procurement risks associated with construction contracts. Engage effectively with stakeholders when developing our strategic commissioning and procurement plans. Throughout the year the Corporate Procurement Team worked in partnership with colleagues from across the Council to develop procurement and commissioning strategies. Strategic Category Managers provide monthly updates to Heads of Service on procurement plans and work collaboratively to deliver these. The Corporate Procurement Team actively seeks opportunities to engage with providers and market participants including through hosting and attending Meet the Buyer events and using Prior Information Notices. These also create environments to identify potential improvements to service delivery and opportunities for innovation Continue to develop and improve the Council’s procurement processes and support their effective adoption across the Council Throughout FY23-24 the Corporate Procurement Team promoted a compliant, innovative, informed and inclusive approach to procurement. The team working with Services to identify training requirements and deliver these to Council staff, and all new Council requisitioners completed the mandatory iLearn Procurement Fundamentals training.We engage closely with Scotland Excel, the Centre of Expertise for Local Authority Procurement, and other procurement policy working groups to ensure that procurement in Renfrewshire Council continues to meet all statutory requirements. Page 236 of 272
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10 | P a g e Description Actions to date Ensure that the Enterprise Resource Planning (ERP) system, Business World, strengthens procurement processes and delivers efficiencies across the Council; The Corporate Procurement Team is providing substantial resource and support to the Purchase to Pay (P2P) Programme to ensure new ERP system strengthens procurement processes and delivers efficiencies for the Council. The Corporate Procurement Manager sits on the Purchase to Pay (P2P) Operational Board and leads the P2P Policy workstream and the Purchase to Pay Manager leads the Decommissioning Pecos workstream. Support the development and growth of local SME’s, third sector, social entrepreneurs and supported business. The Corporate Procurement Strategy set out an ambition to work closely with local and national business representatives and to actively engage with third sector and community partners to explore opportunities for developing and growing Renfrewshire’s local SMEs, third sector organisations and supported businesses. The Community Wealth Building Core Group provides a collaborative forum for procurement and economic development to plan and deliver initiatives which promote Community Wealth Building and sustainable, inclusive economic growth in Renfrewshire. On 03 October 2023, the Corporate Procurement and Economic Development teams co-hosted an event at Tweedie Hall which brought together key anchor organisations across Renfrewshire including National Health Service and University of the West of Scotland. The session included informative presentations for local businesses about how to do business with Renfrewshire Council, round table discussions and exhibitors who could support local business such as Supplier Development Programme, Federation of Small Businesses and Business Gateway. In FY23-24 spend with local businesses increased to 19.58% and spend with SMEs increased to 52.23%. The Procurement Team work in collaboration with Renfrewshire Health & Social Care Partnership to support and deliver their Market Facilitation Plan 2023-25. Page 237 of 272
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11 | P a g e Description Actions to date Ensure the Council meets the requirements of the procurement Regulations and the fundamental principles of non-discrimination, transparency and proportionality and actively seek to utilise the new flexibilities introduced to introduce innovative procurement approaches that can support the Council to achieve its objectives. All procurements undertaken during the reporting period complied with legislation and Statutory Guidance. The Councils processes and procedures were fully aligned to the Scottish Government Procurement Journey, ensuring good governance and due diligence at all key milestones. The Single Procurement Document was used for all procurements, including where appropriate and proportionate, under £50,000 procurements. All regulated tendering opportunities were advertised via the Public Contracts Scotland Suppliers Portal and tenders above the GPA Threshold were also advertised via the Find a Tender Service. Page 238 of 272
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12 | P a g e Section 3 – Summary of Sustainable Procurement Benefits Procurement has a key role to play in supporting the Council with the delivery of its sustainable objectives. In November 2023, the Council published its first Sustainable Procurement Strategy and Section 6 of that strategy outlines how sustainability will be embedded into procurement contracts. Community Benefits Summary The inclusion of community benefits in tenders and the work of the Community Benefits Forum is a key enabler to support delivery of the objectives of the Council Plan, Renfrewshire’s Community Plan and No One Left Behind. Renfrewshire Council identified one of its key objectives to be the exploring of “all opportunities to use its procurement activities to promote its wider policy objectives, including its social, economic and environmental objectives” in the Procurement Strategy. Community Benefits make a real difference to the lives of people in Renfrewshire, helping communities, community groups, schools and individuals. Working together with our colleagues in the Community Benefits Forum and our contractors, we aim to continue to maximise the social value that community benefits can bring. Once a contract is awarded, the Community Benefits Forum works closely with the Council’s procurement officers to co-ordinate and support the delivery of community Page 239 of 272
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13 | P a g e benefits. Forum members include officers from the Council’s Economic Development Team, Invest in Renfrewshire, Children’s Services, and our third sector interface, Engage Renfrewshire. As well as monitoring the delivery of community benefits in existing contracts, the forum is a platform to share new Contract Strategies and identify new opportunities for the delivery of community benefits. The forum has significantly contributed to partnership working with providers, developing supplier capacity, local skills and employability by: Encouraging participation in Meet the Buyer events, attendance at workshops supported by Engage Renfrewshire and supporting the Chamber of Commerce mentoring programme. Supporting supplier development through the Supplier Development Programme, setting up supplier mentoring sessions and helping small businesses to identify new contract opportunities. Supporting school employability programmes helping school leavers to achieve positive destinations through education, employment and training. A free vacancy management service provided to advertise employment and work experience opportunities through Invest in Renfrewshire via Twitter. Providing opportunities for providers to meet and engage with potential candidates interested in vacancies associated with delivery of contracts. The table below provides a summary of community benefit requirements included as part of Renfrewshire Council’s regulated procurements over the last financial year. Table 5: Summary of Community Benefits Total number of regulated procurements awarded in 2023/24: 76 Total number of regulated procurements awarded that included community benefits in 2023/24*: 56 *Contracts/Framework Agreements started in the financial year 2023/24 may have contract periods which extend past the end of the financial year and Community Benefits offered may be offered in subsequent financial years. During FY23-24, community benefits delivered the following benefits to individuals based in Renfrewshire: 11 new jobs 5 new apprenticeships 15 work experience placements 8 new qualifications 75 community benefits in other categories. Page 240 of 272
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14 | P a g e Summary of Sustainability Benefits incorporated to tackle climate change Renfrewshire’s Plan for Net Zero The Renfrewshire plan for net zero commits the Council to taking a leadership role to deliver our ambitious plans to work towards net zero emissions by 2030. More information about the plan for net zero is available online here: https://www.renfrewshire.gov.uk/article/12759/Renfrewshires-Plan-for-Net-Zero Aligned with our Sustainable Procurement Strategy, the procurement team supports Renfrewshire’s Plan for Net Zero throughout the procurement process. Every procurement contract strategy considers opportunities for supporting climate priorities and how impacts should be measured. The new climate requirements of Question 4C.7 have been applied to our Single Procurement Documents, which has given bidders an opportunity to highlight the steps that they have taken to build their awareness of the climate change emergency and how they plan to respond. Inclusion of climate specific questions within our tender documents has invited ideas from suppliers offering climate-focused solutions. These actions then inform our approach to contract and supplier management, measuring progress and celebrating success. Table 6 outlines some of the procurements awarded during FY23-24 that included climate / environmental sustainability considerations and contributed to cross- functional Council priorities, strategies, and targets: Page 241 of 272
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15 | P a g e Table 6: Climate Outcomes in FY23-24 Procurements Contract Title Sustainability Summary West Primary Electrical Upgrade Phase 2 (RC-CPU-22-220) The contractor was required to consider energy saving measures where possible as well as waste reduction and recycling measures while undertaking these works, and provide details of their proposed Waste Carrier. As part of the rewire all lighting was changed to low energy LEDs. Vehicle Replacement Programme Contracts: Supply and Delivery of 3 Refuse Collection Vehicles (RC-CPU-22-289) Supply and Delivery of a Gully Tanker Vehicle (RC-CPU-23-034) Supply and Delivery of 2 High Entry Buses (RC-CPU-23-031) Supply and Delivery of 3 x Low Entry Buses (RC-CPU-23-140) The continued replacement of existing Renfrewshire Council vehicles with new vehicles of Euro 6 emission standards helps Renfrewshire Council continue to reduce the carbon footprint of the fleet through removing older and less environmentally friendly vehicles. High Level Gutter Cleaning to 3 Storey Blocks and Above (RC-CPU-21-319) The successful supplier had ISO14001 and SEPA Waste Carriers License and committed to waste segregation onsite for composting areas for green waste. Processing & Recycling of Mixed Paper and Card (RC-CPU-22-259) Supports the Council in meeting the long-term household waste recycling target of 70% by 2025. Postal Services (Hybrid Mail - RC-CPU-22- 260) The specification in the Framework Agreement includes sustainability requirements for the products around minimum recycled material content and requires any virgin fibre to come from sustainably managed forests. The supplier is required for the duration of the contract to ensure that all products and services are performed with consideration of conservation of energy, resources, and water, the reduction of carbon and GHG emissions, and the transition to a more circular economy. Page 242 of 272
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16 | P a g e Contract Title Sustainability Summary Supply Contracts for the Supply and Delivery of Liquid Fuels (RC-CPU-22-203) The fuel being ordered under this contract is for Ultra-Low Sulphur Diesel (ULSD) which is a cleaner-burning diesel fuel that contains 97% less sulphur than low-sulphur diesel. ULSD was developed to allow the use of improved pollution control devices that reduce diesel emissions more effectively. Measured Term Contract Rot Eradication, Timber Preservation and Dampness Control (RC-CPU-21-004) The SPD Environmental Management question 4C.7 was utilised as well as a question within the Technical Evaluation. The contractor was ISO14001 and ISO0991 accredited and committed to a hierarchical approach to waste management. Artificial Pitches Upgrades 2022/23 3G football pitch – Park Mains High School, Erskine (RC-CPU-22-266) The SPD Environmental Management question 4C.7 was utilised as well as a question within the Technical Evaluation. The contractor was ISO4001 and ISO9001 accredited and committed to a hierarchical approach to waste management. Energy Efficiency Scotland ABS Funding Managing Agent (RC-CPU-22-353) The contract will promote energy efficiency across Renfrewshire, contributing to climate targets. The SPD Environmental Management question 4C.7 was utilised. The contractor committed to operate an ISO14001 Environmental Management system, and create and cultivate a company culture of best practice environmental responsibility. Render Improvement Works to Speirsfield and Camphill Courts, Paisley (RC-CPU-22- 354) The SPD Environmental Management question 4C.7 was utilised. The Contractor is ISO14001 accredited and will produce a Site Waste Management Plan and a green travel plan to promote fuel-efficient travel and transport for employees and deliveries. Ferguslie Sport Centre Refurbishment (RC-CPU-23-053) The Contractor committed to take a proactive approach to waste reduction and recycling at the site encouraging their workforce and subcontractors to reduce, reuse and recycle materials as governed by their Site Waste Management Plan. Managed Print Service (RC-CPU-23-059) This Contract supports the reduction of climate risk impact by reducing the number of devices used, and monitoring how often the printing devices are used. Adaptation and Small Repair Service (RC- CPU-21-231) The SPD Environmental Management question 4C.7 was utilised. The Contractor will implement and maintain a structured Environmental Management System based on continual improvement and regularly review this to ensure that it remains relevant to operations and compliance with regulations. They will also use a fully electric vehicle (zero emissions) for the delivery of the small repair service and take a responsible hierarchical approach to waste. Page 243 of 272
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17 | P a g e Contract Title Sustainability Summary New Build Housing Design and Build Contracts (RC-CPU-22-345) (RC-CPU-22- 347) The specification included the requirement to build Aspect Gold Standard homes (high sustainability level defined by Building standards technical handbook 2020: domestic) as part of the funding conditions and to deliver on Renfrewshire’s Plan for Net Zero commitments. The tender included a scored question (5%) on Sustainable Design and Construction, which sets out requirements for detailing sustainable practice during construction (see case study below). Business Gateway Workshops and Expert Help Services (RC-CPU-23-102) The tender included a scored question on sustainability, which required bidders to identify and implement actions to support circular economy activities throughout the period of contract. Paisley Museum Reimagined: Audio Visual & Information Communication Technology Systems Integration Contract (RC-CPU-23-013) Through a question in the tender, the supplier committed to take steps to minimise waste generated on-site and make appropriate arrangements for the removal of excess packaging and materials from site and recycle where possible, including electrical products, through secure waste disposal partners. Online payments and cashless catering – (RC-CPU-23-008) The tender included a scored question on sustainability. The contractor committed to delivering the Contract in a way that will minimise environmental impact and reduce carbon emissions throughout their supply chain. Supply of Biomass Fuel (RC-CPU-23-159) In contrast to fossil fuels, biomass comes from recently living organisms. The carbon in biomass can continue to be exchanged in the carbon cycle. Biomass fuel is also a renewable energy source, whereas fossil fuels are a finite resource. The lower carbon, more sustainable fuel option of biomass fuel contributes to the Council’s goal of working towards net zero by 2030. St James’ Playing Field Modular Pavilions – (RC-CPU-22-237) The contractor has a Sustainability Policy which they follow for all projects. They have also committed to implement a Waste Management Plan before any commencement of work, they will monitor and review waste minimisation and management throughout the project lifecycle. Page 244 of 272
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18 | P a g e Highlight Case Study – New Build Housing – D&B Contracts The Project: New Build Housing Design and Build Contracts for 135 residential units at two locations across locations in Renfrewshire. The Budget: £28,000,000 (total for both procurements). The Objective: To produce high quality homes that are sustainable and fit for purpose for social rent. The Challenge: The project had the requirement to build Gold Aspect Standard homes (high sustainability level defined by Building standards technical handbook 2020: domestic) as part of the funding conditions and therefore the project was identified as a key anchor point to deliver on Renfrewshire’s Plan for Net Zero commitment of "We will implement measures in Council housing stock to reduce carbon emissions by 68% (from 2020 levels) and work towards ensuring all Council housing stock has an EPC of B by 2030 where feasible." The Mitigation: To emphasise the importance of sustainability in the delivery of these contracts the tenders included a scored question (5%) on Sustainable Design and Construction which sets out requirements for detailing the tenderers proposed approach to sustainability and waste management in respect of the construction process and materials. This included setting out benchmarks and targets for a number of sustainability outcomes. The Outcome: Both contracts were awarded to the same supplier who committed to the following sustainability targets for both the projects: Maintain 100% waste diverted from landfill. 20% use of recycled or repurposed materials, an increase from the benchmark of 5% 40% waste reduction, an increase from the benchmark of 30%. 20% of materials capable of being recycled at end of life. Gold Aspect 3 for Energy Efficiency. 50% energy efficiency saving for onsite cabins, an increase from the benchmark of 30%. Solar PV used to generate site compound power, a switch from mains previously. Maintain 100% FSC timber used. Page 245 of 272
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19 | P a g e Section 4 – Supported Business Summary As part of Renfrewshire Council’s action plan, it was noted that support would continue for the development and growth of Supported Businesses, as well as local SME’s, social enterprises and third sector organisations. A Supported Business is defined in the Public Contracts (Scotland) Regulations 205 as an organisation where: its main aim is to socially and professionally integrate disabled and disadvantaged people; and at least 30% of its employees are disabled or disadvantaged persons. In FY23-24, Renfrewshire Council spent £0.220m with the following Supported Businesses: Hey Girls Scotland’s Bravest Manufacturing Company. In November 2023, the Council undertook a trial within a works procurement exercise that required within the contract conditions that the main contractor subcontracted an element of the works to a Supported Business. Where proportionate and appropriate to do so, and taking into account the nature and scope of the requirement, the procurement team will implement this approach in future procurement requirements. Section 5 – Future Regulated Procurement Summary Renfrewshire Council’s Contract Register is publicly available on the Public Contract Scotland website: https://www.publiccontractsscotland.gov.uk/Default.aspx This provides details of regulated contract start and end dates, as well as noting renewal expectations and extension options available. Contracts that have an expiry date within the next two years have informed the work planner for the next two financial years, and this can be found in Annex 3 of this report. Page 246 of 272
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20 | P a g e Section 6 – Future Opportunities Purchase to Pay Programme Purchase to Pay (P2P) is the set of processes that covers the activities of requesting, purchasing, receiving, paying, and accounting for goods, services and works. In FY23-24, the Council commenced its P2P programme, which will deliver improved processes, controls, and compliance within all areas of the purchase to pay cycle. The cornerstone of the new P2P Model is the planned implementation of a robust ‘No Purchase Order No Pay’ policy during financial year 2024/25. The new P2P Model provides a substantial opportunity to the Procurement Team. Coupled with enhancements in technology, analytics and workflow, the new P2P Model will deliver an efficient service, create a simplified user experience, and promote stronger supplier relationships. Some of the relevant agreed objectives of the programme are provided below: Policy & Compliance: We're refreshing our procedures and launching a comprehensive P2P policy that aligns with our Council's goals. Enhanced monitoring will ensure adherence to these new standards. Process Design & Organisation: We’re streamlining our P2P processes and templates together with clear guidelines. Organisation Structure & Roles: We’re developing clear roles, responsibilities and accountabilities along with authority for enforcing P2P controls. Technology & Infrastructure: We’re implementing Business World ERP - Procurement that marks a significant step in improving our financial management information, reducing manual effort, and ensuring greater control over P2P operations. Performance Metrics & KPI: We’re reviewing KPI and KPI tracking and reporting that will provide valuable insights for continuous improvement. The Corporate Procurement Team is supporting all aspects of this programme, including leading and supporting various workstreams, and representation on Programme Boards. Community Wealth Building ~ Progressive Procurement Renfrewshire Council’s Plan for the period 2022 – 2027 sets out the Council’s ambition to build an inclusive, green and resilient economy. Page 247 of 272
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21 | P a g e Actions include within the Plan: Delivering a Community Wealth Building approach to a wellbeing economy in Renfrewshire - supporting local enterprises and the development of local assets, ensuring how we spend our money benefits Renfrewshire's communities and supports just labour markets and the progressive procurement of goods and services. Progressive Procurement is one of the 5 pillars of Community Wealth Building. Our aim is to build capacity in our local supply chain to enable more local businesses to access public sector tendering opportunities both as direct suppliers and sub- contractors. The Corporate Procurement team in Renfrewshire Council has already established a positive working relationship with the Council’s Economic Development team. Together both teams have been actively promoting opportunities for Community Wealth Building, to increase local spend not just with the Council, but with the wider public sector. As an indicator of past performance, and to establish a baseline for improvement, the teams have looked at Indicator ECON04 – Proportion of procurement spent on local enterprises from the Local Government Benchmarking Framework 2021-22 data published by the Improvement Service. In the financial year 2022/2023 across Scotland the average percentage of procurement spend with local enterprises was 29.6% and the Family Group* average for the area was 22%. In FY23/24, Renfrewshire Council’s spend with local enterprises was 19.58%. *The Local Government Benchmarking Framework (LGBF) uses ‘family groups’ to allow local authorities to compare themselves with other councils with similar characteristics. Renfrewshire’s family group for economic development indicators is Angus, Clackmannanshire, East Renfrewshire, Inverclyde, Midlothian, South Lanarkshire and West Lothian. Our approach to the development of capacity across our local business community requires to be conducted in accordance with the general principles of procurement, but also aligned to our objectives to improve access to council contracting opportunities for local businesses. During FY23-24 the following activities were undertaken to increase access for local suppliers to below Regulation contracts: Threshold for which Council services can procure increased from £10,000 to £25,000. Guidance notes in Contract Standing Orders updated to provide information to Services on how to identify local business when seeking quotes. Page 248 of 272
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22 | P a g e Included requirement that, where reasonable and practical, a minimum of 75% of suppliers invited to Quick Quote (£25k-£50k for goods/services and £25k-£500k for works) must be local suppliers. Inclusion of supply chain development community benefits. Hosted a Meet the Buyer event with Economic Development on 3 October 2023 at Tweedie Hall for local businesses. The session included informative presentations for local businesses about how to do business with Renfrewshire Council, NHS and University of West of Scotland, roundtable discussions, and exhibitors who can support local business, such as Supplier Development Programme, Federation of Small Businesses and Business Gateway. Future Opportunities – Projects The following information highlights some future procurement opportunities for which the Council anticipates going to market in the next couple of years. A full list of anticipated future regulated procurement activity over the next two years, along with estimated award dates, is provided in Annex 3. Future opportunities will be advertised via Public Contracts Scotland and, where appropriate, the Find a Tender service. Renfrewshire Council actively encourages all interested organisations to register on Public Contracts Scotland to receive notifications relating to future opportunities. Vacant Property Protection, Clearance, Cleaning and Garden Maintenance A four-year Framework Agreement will be established to provide various services to support a number of departments across the Council. It is anticipated that the Framework Agreement will be tendered in 2024. This framework will provide good opportunities for small, medium and large organisations, and will be structured into individual lots. Organisations will have the opportunity to bid for one or more lots. The lots may include (but are not limited to) specialist cleaning services, specialist uplifts/clearance and cleaning services, and ad-hoc requirements. Multi-Storey Programme Renfrewshire Council will embark on an ambitious programme of investment across all multi-storey high-rise buildings. The programme will include (but not limited to); survey of external fabric condition, external cladding repairs, roof renewal, renewal of rainwater elements, window installation, fire door replacement, smoke and ventilation replacement, cleaning and repainting, and refurbishment works. Page 249 of 272
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23 | P a g e Market consultation is taking place during August 2024 via a Prior Information Notice, and it is anticipated that various tendering opportunities will be advertised from 2025. Housing Regeneration and Renewal Programme Renfrewshire Council has embarked on an ambitious programme of investment in Housing-Led Regeneration and Renewal in Renfrewshire. The investment of at least £100m over a ten-year period will deliver modern, high quality, energy efficient, affordable Council housing that will not only significantly enhance the Council’s housing stock but will also contribute to the wider transformation of communities and will be central to the economic and social recovery of Renfrewshire. Contract requirements will include demolition of existing properties, building of new homes and associated design services, retrofit and refurbishment of existing properties, environmental works and construction consultancy services. All contractors will be encouraged to advertise sub-contracting opportunities locally. Thorn Primary School New Build It is anticipated a new tender will be advertised in 2025 to procure a contractor to design and build a new Thorn Primary school. Renfrewshire Council’s School Estate Management Plan identifies the need to replace Thorn Primary School as a Learning Estate and Council priority. Renfrewshire Council Plan 2022-27 notes that development work for Thorn Primary School should progress in order that ‘Pupils and staff enjoy a modern, fit for purpose school estate which supports learning and development’. Removal, Relocation and Warehouse Storage Services Framework A four-year Framework Agreement will be renewed to provide removal, relocation and warehouse storage services to support a number of departments across the Council. The new framework will be tendered in 2024. The framework will be structured into individual lots and organisations will have the opportunity to bid for one or more lots. The lots may include (but not limited to) removal, relocation and warehouse storage for ad-hoc requirements; and removal, relocation and warehouse storage for homeless services. Bus Shelter Advertising A new tender will be published on Autumn 2024 to procure a 10-year concession contract with a contractor to continually develop advertisement opportunities on bus Page 250 of 272
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24 | P a g e shelters across the Council area and maximise income generation. This contract will be due to commence in January 2025 and an approximate number of shelters is as follows: 191 Renfrewshire Council Advertising Sites 224 Renfrewshire Council Non-Advertising Sites 6 Renfrewshire Council Bespoke Sites Corporate Skip Hire A new opportunity will be published around November 2024 for commencement in April 2025. This contract will be for a suitably qualified and experienced Service Provider to provide Skip Hire & Recycling Service, which is required for the storage of commercial / construction and demolition waste, subsequent removal, recycling and disposal across various departments within the Council area. The Contract intends to supplement the Council’s own waste arrangements. Framework Agreement for Provision of Trade Contractors A new multi-lot framework will be published around March 2025 for commencement in November 2025. It is anticipated that this Framework will be for a number of suitably qualified and experienced suppliers to carry out repair and maintenance activities across the following trades Electricians Joiners Plumbers Plasterers / Ceramic Tilers Painter / Decorators Glaziers Tile and Slate Roofers Flat Roofers General Blacksmiths and Metal Fencing Erectors Suspended Ceiling Installers Heating Engineers General Builders Provision of Lift Maintenance Services A new tender will be published around November 2024 for commencement in March 2025. This contract is for the Regular Inspection, Servicing, Maintenance, Reactive and Emergency Repairs to Passenger Lifts throughout the Council’s estate. Flexible Framework for Care at Home Services A seven-year Flexible Framework Agreement will be established to assist the Council/Renfrewshire Health and Social Care Partnership in delivering care at home services to residents of Renfrewshire. It is anticipated that the Framework Agreement will be tendered in 2024. This flexible framework will provide Page 251 of 272
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25 | P a g e opportunities for small, medium and large organisations who are registered and graded appropriately with the Care Inspectorate to apply for a place at not only the time of the initial framework tender, but also different points throughout its duration. Transportation Framework Agreement Renfrewshire Council will renew its Transportation Framework Agreement, which will include both buses and taxis to schools and other service areas within the Council. This framework will provide opportunities for small organisations who are appropriately licensed to provide this service. It is anticipated that market consultation will take place late 2024 / early 2025 with a tender then published in 2025. Early Learning and Childcare Flexible Framework Agreement Renfrewshire Council will renew its Flexible Framework Agreement for Early Learning and Childcare, which will include services delivered by both early learning establishments and childminders. This framework will provide opportunities for small, medium and large organisations who are registered and graded appropriately with the Care Inspectorate to apply for a place at not only the time of the initial framework tender, but also different points throughout its duration. It is anticipated that market consultation will take place in 2025 with a tender published also in 2025. Employee Assistance Programme A new tender will be advertised in 2024 to procure an employee assistance programme which will support the wellbeing of council staff. The tender will provide an opportunity for organisations that are appropriately qualified to deliver the services that will together form the employee assistance programme. Corporate WEEE Recycling A new contract is required to undertake an efficient and effective electrical recycling service for the collection, treatment and disposal of all corporate electronic equipment in accordance with legislative obligations of the Waste Electrical and Electronic Equipment Regulations (WEEE). The contract is anticipated to be awarded in January 2025 and will include, but not be limited to, IT equipment such as: Desktop PCs Monitors Laptops & Chromebooks TV screens Printers Scanners Servers/server parts Mobile phone and telephone handsets IT peripherals Mixed domestic WEEE Page 252 of 272
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26 | P a g e Annual Procurement Report Ownership and Contact Details Jenny Bowles, Corporate Procurement Manager Email: Jenny.Bowles@renfrewshire.gov.uk Page 253 of 272
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27 | P a g e Annex 1: Regulated Procurements Awarded in the Period 1 April 2022 – 31 March 2023 TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Provision of a Social Care Case Management System 05/04/2023 01/04/2023 01/04/2026 £643,062 OLM Systems Ltd Advice Services 06/04/2023 01/07/2023 30/06/2025 £1,112,100 Renfrewshire Citizens Advice Bureau Supply, Delivery and Storage of HP Laptops for Pupils 06/04/2023 13/02/2023 13/08/2023 £131,931 HP Inc UK Ltd Supply, Delivery and Warehousing of HP Desktops 06/04/2023 13/02/2023 13/08/2023 £166,784 HP Inc UK Ltd Supply and Delivery of Chromebooks 06/04/2023 13/02/2023 13/08/2023 £63,972 XMA Limited Supply and Delivery of iPads and Cases 06/04/2023 13/02/2023 13/08/2023 £67,681 XMA Limited Provision of a Registered Housing Support Service within Very Sheltered Housing 10/04/2023 01/05/2023 01/05/2026 £975,913 Hanover ( Scotland) Housing Association Ltd Paisley Town Hall Refurbishment - PA Core System 14/04/2023 14/04/2023 14/09/2023 £159,432 Stage Electrics Partnership Ltd. Supply and Delivery of 3 Refuse Collection Vehicles 14/04/2023 17/04/2023 17/10/2023 £601,509 FAUN Zoeller (UK) Limited Paisley Learning & Cultural Hub (PL&CH) - Shelving 17/04/2023 14/04/2023 14/09/2023 £61,226 The Design Concept Limited PTHR - Stage Lighting and Loose AV Equipment 17/04/2023 28/03/2023 28/08/2023 £309,370 Stage Electrics Partnership Ltd. Provision of OHMS 18/04/2023 01/04/2023 01/04/2024 £133,183 NEC Software Solutions UK Limited Provision of a Care at Home Scheduling System 25/04/2023 29/04/2023 29/04/2026 £1,471,248 Total Mobile Ltd Media Buying for Destination and Events 25/04/2023 01/05/2023 30/04/2024 £99,995 Republic of Media Postal Services - Hybrid Mail 05/05/2023 04/05/2023 04/05/2025 £960,000 Critiqom Limited High Level Gutter Cleaning to 3 Storey Blocks and Above 09/05/2023 22/05/2023 22/05/2025 £800,000 Caledonian Maintenance Services Vehicle Fleet Tracking System 18/05/2023 02/05/2023 02/05/2026 £400,000 UK Telematics Limited Page 254 of 272
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28 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Renfrewshire Council Legionella Prevention, Control and Risk Management Services 19/05/2023 10/03/2023 09/03/2028 £700,000 Rock Compliance Microsoft Enterprise Agreement 24/05/2023 01/04/2023 31/03/2026 £4,469,521 Phoenix Software RC-CPU-22-142 Housing Support 24/05/2023 01/04/2023 01/04/2024 £354,060 Turning Point Scotland RC-CPU-22-144 Floating Support 24/05/2023 01/04/2023 01/04/2024 £274,000 Blue Triangle Housing Association Limited RC-CPU-22-143 Floating Support 24/05/2023 01/04/2023 01/04/2024 £124,000 RAMH (recovery across mental health) RC-CPU-22-145 Floating Support 24/05/2023 01/04/2023 01/04/2024 £77,000 Blue Triangle Housing Association Limited RC-CPU-22-141 Floating Support 24/05/2023 01/04/2023 01/04/2024 £354,000 Turning Point Scotland Print and Mailing Service for Renfrewshire Valuation Joint Board (RVJB) 30/05/2023 30/05/2023 26/04/2026 £650,000 Critiqom Limited Text Messaging Platform 12/06/2023 14/06/2023 14/06/2026 £148,000 Community Brands (Groupcall ltd) Paisley Christmas - Winterfest 14/06/2023 15/06/2023 15/01/2024 £80,000 Lochview Themepark Scotland LTD Support and Hosting of Corporate Asset Management System (CAMIS) 20/06/2023 01/06/2023 01/06/2026 £132,000 Concerto Support Services Award of Contract for Provision of a Specialist Dementia Day Care Service 21/06/2023 03/07/2023 03/07/2026 £757,419 Alzheimer Scotland Provision of Adults Residential Services at Cherrywood Care Home 21/06/2023 01/07/2023 01/07/2026 £6,402,466 The Mungo Foundation Provision of a Carers Centre 21/06/2023 01/07/2023 01/07/2026 £1,963,125 Renfrewshire Carers Centre Legal Adviser for procurement of Private Sector Partner Procurement (AMIDS Project) 21/06/2023 26/10/2020 26/10/2024 £87,000 Addleshaw Goddard LLP Supply and Delivery of Meraki Switches and Licences 30/06/2023 07/07/2023 07/07/2028 £226,000 Stone Technologies Ltd trading as Stone Group Energy Efficient Scotland ABS Funding Managing Agent 04/07/2023 10/07/2023 10/07/2024 £360,000 The Wise Group Page 255 of 272
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29 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Access to Counselling in Schools 10/07/2023 01/08/2023 01/06/2026 £1,247,000 Therapeutic Counselling Services Ltd The Supply and Delivery of Liquid Fuels - supply of AdBlue, Gas Oil A2 (Red Diesel) and Petrol ULSP 13/07/2023 31/07/2023 31/03/2025 £3,000,000 Certas Energy UK Limited t/a Scottish Fuels The Supply and Delivery of Liquid Fuels Diesel 14/07/2023 31/07/2023 31/03/2025 £3,000,000 Highland Fuels Ltd Rot Eradication Timber Preservation and Dampness Control 14/07/2023 04/05/2023 03/08/2023 £49,999 City Gate Construction Limited Framework For Transportation - Mini Competition ASN Buses (A23) East Park School 14/07/2023 16/08/2023 16/08/2024 £136,040 Marbill Coach Services Ltd Contract 1 - Tree Felling 17/07/2023 13/07/2023 01/10/2023 £50,828 TD Tree & Land Services Ltd Contract 3 - Tree Felling 17/07/2023 13/07/2023 01/10/2023 £31,426 TD Tree & Land Services Ltd Contract 5 - Tree Felling 17/07/2023 17/07/2023 01/10/2023 £37,326 Ayrshire Tree Surgeons Ltd Supply and Delivery 250 HP Laptops 25/07/2023 01/08/2023 02/08/2023 £126,680 HP Inc UK Ltd. License, Support and Maintenance of NEC Document Management 25/07/2023 01/04/2023 31/04/2024 £243,100 NEC Software Solutions UK Limited Ferguslie Park Green Line - Site Investigations 08/08/2023 14/08/2023 04/09/2023 £37,485 Terrenus Land & Water Ltd Halloween Festival 2023 10/08/2023 01/05/2023 01/01/2024 £177,000 Cirque Bijou Supply and Delivery of a Multihog 18/08/2023 18/08/2023 18/03/2024 £177,250 Multevo ltd Supply and Delivery of a Sweeper 24/08/2023 24/08/2023 24/09/2023 £79,001 Bucher Municipal Limited Award of RC-CPU-23-045 Site Security - 111- 113 Renfrew Road 31/08/2023 11/09/2023 10/09/2025 £90,000 Allander Security Ltd Online school payments and cashless catering (interim) 21/09/2023 26/04/2024 26/10/2025 £103,119 ParentPay Ltd Learning Management System 28/09/2023 01/10/2023 01/10/2025 £65,000 Didactic Labs SL Supply and Delivery of Gully 29/09/2023 29/09/2023 29/03/2024 £197,931 WHALE TANKERS LIMITED Provision of Adaptations and Small Repair Service 29/09/2023 01/10/2023 01/04/2024 £115,524 Bridgewater Housing Association Treatment & Disposal of Paint & Paint Tins 03/10/2023 16/10/2023 16/10/2026 £360,000 Clearwater D C 2001 Ltd Page 256 of 272
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30 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Traffic Signals Planned and Unplanned Inspection and Maintenance 10/10/2023 01/11/2023 01/11/2025 £3,000,000 Swarco UK & Ireland Ltd (Formerly Dynniq UK Ltd) School Based Counselling 18/10/2023 31/10/2023 30/06/2026 £343,300 Place2Be Paisley Art Centre (PAC) - Loose AV Equipment 03/11/2023 15/01/2024 15/02/2024 £84,984 Adlib Audio Ltd PMR: AV Software CMS and creation, design and population of 10 touch screen interactives 03/11/2023 03/11/2023 03/11/2024 £63,000 Four Communications Limited Customer Portal and Customer Relationship Management System 08/11/2023 02/10/2023 02/10/2026 £532,120 Granicus Firmstep Limited Award of Interim Contract for Provision of a Care at Home Service 08/12/2023 01/01/2024 01/01/2025 £241,460 Scotia Homecare Solutions Limited Award of Interim Contract for Provision of a Care at Home Service 08/12/2023 01/01/2024 01/01/2025 £2,752,346 CRC Care Ltd Award of Interim Contract for Provision of a Care at Home Service 08/12/2023 01/01/2024 01/01/2025 £1,889,427 WilKerr Care Services Ltd Award of Interim Contract for Provision of a Care at Home Service 08/12/2023 01/01/2024 01/01/2025 £1,167,461 M-Verth Ltd The Provision of Housing Support for Young Homeless Adults and Single Homeless People and Families 12/12/2023 29/03/2024 29/03/2026 £1,820,492 Blue Triangle (Glasgow) Housing Association Limited Business Gateway Workshops and Expert Help Services 19/12/2023 01/01/2024 01/01/2026 £196,000 Inspirent Ltd Managed Print Service 22/12/2023 01/01/2024 01/01/2028 £2,600,000 Canon (UK) Limited Inspection and Servicing of Internal Sliding and Folding Partition Doors 05/01/2024 08/01/2024 08/01/2027 £170,000 Style Scotland Ltd Advanced Manufacturing Innovation District Scotland (AMIDS) Project Partner 24/01/2024 17/08/2023 17/08/2048 £150,000,000 Buccleuch Property Inspection and Repair to Workshop Garage Equipment 09/02/2024 12/02/2024 12/02/2026 £175,000 WCR electrical services ltd MTC Planned and Reactive Maintenance of Fall Arrest and Fall Restraint Systems 13/02/2024 19/02/2024 19/02/2027 £160,000 Roofing Advisors (UK) Ltd Page 257 of 272
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31 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Adaptation and Small Repair Service 22/02/2024 01/04/2024 01/04/2025 £1,204,749 Bridgewater Housing Association Environment, Housing and Infrastructure Asset Management System 01/03/2024 09/01/2024 09/01/2027 £406,966 Brightly Software Ltd Payment Processing Services 07/03/2024 01/02/2024 31/07/2024 £60,000 allpay Limited Supply of Biomass Fuel 08/03/2024 01/03/2024 01/03/2026 £300,000 AMP Biomass Fuels Ltd Housing Stock Condition Surveys 12/03/2024 15/04/2024 15/04/2027 £1,500,000 JMP Construction and Property Consultants Adaptation and Small Repair Service 21/03/2024 01/04/2024 01/04/2025 £1,204,749 Bridgewater Housing Association Adaptation and Small Repair Service 21/03/2024 01/04/2024 01/04/2025 £1,204,749 Bridgewater Housing Association Adaptation and Small Repair Service 21/03/2024 01/04/2024 01/04/2025 £1,204,749 Bridgewater Housing Association Page 258 of 272
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32 | P a g e Annex 2: Non-Regulated Procurements Awarded in the Period 1 April 2023 – 31 March 2024 TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Award of Darkwood Community Growing Space 03/04/2023 02/05/2023 30/05/2023 £48,248 Caley Construction Ltd Waste Permit Printing and Distribution 11/04/2023 11/04/2023 31/12/2023 £30,000 Critiqom Ltd Hawkhead Cemetery Civils Upgrade 17/04/2023 01/05/2023 01/07/2023 £230,279 John McGeady Ltd Call off No.1 West Area - Lot 1: Lot One Carriageway Resurfacing 18/04/2023 24/04/2023 21/05/2023 £175,424 Finco Contracts Ltd Design and Build for Plymuir Bridge Replacement Scheme 19/04/2023 09/05/2023 09/11/2023 £468,242 Amalgamated Construction Ltd Call Off No. 1 North East Area - Lot 1 : Carriageway Resurfacing 20/04/2023 01/05/2023 21/05/2023 £144,099 Finco Contracts Ltd West Primary Electrical Upgrade Phase 2 20/04/2023 28/06/2023 28/10/2023 £534,767 Atalian Servest AMK Ltd (t/a Arthur McKay) Make it Your Own 1-2-1 Support 20/04/2023 01/04/2023 31/03/2024 £48,056 Impact Arts (Projects) Ltd Watercourse Maintenance 28/04/2023 01/05/2023 01/05/2025 £800,000 John McGeady Ltd AMIDS South Phase 3 Ground and Pavement Investigations 09/05/2023 29/05/2023 30/07/2024 £72,630 Allied Exploration & Geotechnics Limited Employee Counselling 10/05/2023 17/05/2023 16/08/2023 £15,000 Therapeutic Counselling Services Ltd Call off No.1 East Area - Lot 2 : Footway Resurfacing 17/05/2023 05/06/2023 06/07/2023 £99,994 Finco Contracts Ltd Award of Hire & Maintenance of Self Priming End Suction Pumps 17/05/2023 18/05/2023 17/05/2024 £21,736 Redmyle Ltd Social Care Bathroom Adaptations 17/05/2023 22/05/2023 22/09/2023 £170,000 Hugh Ls McConnell Void Garden Maintenance- former Johnstone School Sites 30/05/2023 31/05/2023 30/11/2024 £30,000 Munro External Works Garthland Lane Paisley Feasibility Study 02/06/2023 07/06/2023 07/09/2023 £9,700 Mastarch Ltd Trading As Mast Architects Howwood Road, Johnstone - Quantity Surveyor 05/06/2023 12/07/2023 22/04/2026 £34,720 Ewing Somerville Partnership (Scotland) Ltd. Page 259 of 272
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33 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Feasibility Study for Retrofit Options for 3 Primary Schools (Consultant Engineers) 09/06/2023 12/06/2023 30/10/2023 £25,329 Harley Haddow Limited Gallowhill West Quantity Surveyor 16/06/2023 05/07/2023 12/11/2025 £34,100 Ewing Somerville Partnership (Scotland) Ltd. Carbrook Street Quantity Surveyor 16/06/2023 05/07/2023 11/06/2025 £27,240 Ewing Somerville Partnership (Scotland) Ltd. Learning Management System 19/06/2023 01/08/2023 31/01/2024 £16,000 Capita Business Services Limited Artificial Pitches Upgrades 2022/23 3G football pitch Park Mains High School, Erskine 22/06/2023 17/07/2023 17/09/2023 £311,420 Allsports Construction & Maintenance Ltd Minibus (WAV) for Gleniffer High School 22/06/2023 21/06/2023 21/07/2023 £42,340 Allied Vehicles Group Ltd Render Improvement Works at Speirsfield Court & Camphill Court, Paisley 22/06/2023 17/07/2023 17/10/2023 £716,525 A.C. Whyte & Co. Ltd. Award of Paisley Museum Re-Imagined (PMR) AV Shows 23/06/2023 29/06/2023 31/05/2024 £47,755 Heehaw Limited Paisley Learning & Cultural Hub - Furniture 23/06/2023 03/07/2023 03/10/2023 £49,998 Claremont Office Furniture Limited Award of Vehicle and Plant Recovery 28/06/2023 03/07/2023 02/07/2024 £49,999 Roadside Vehicle Services Large Scale Clearances and Specialist Cleaning 29/06/2023 03/07/2023 02/07/2024 £80,000 Orbis Protect Limited The Preparation and Supply of Community Meals (Sandwiches) - Interim 30/06/2023 01/07/2023 30/09/2023 £36,500 Pjs Foods Limited EICR-Detectors-Remedials 03/07/2023 05/06/2023 04/10/2023 £170,000 Hugh Ls McConnell Call Off No. 5 North East Area - Lot 1 : Carriageway Resurfacing 04/07/2023 10/07/2023 30/07/2023 £54,527 John McGeady Ltd Award of Johnstone Town Centre Vision Framework 06/07/2023 17/07/2023 17/12/2023 £39,806 Page \ Park Limited Mental Health and Wellbeing Resource 07/07/2023 01/05/2023 31/10/2023 £40,000 Headstrong (Scotland) Limited Autodesk Licence Renewal 10/07/2023 18/07/2023 23/07/2024 £25,749 CADline Ltd Recycling of Corporate WEEE 10/07/2023 10/07/2023 09/01/2025 £0 Re-Tek Page 260 of 272
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34 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Local Heat and Energy Efficiency Strategy (LHEES) 11/07/2023 11/07/2023 31/12/2023 £71,265 Sweco UK Limited Sheltered Housing Heating MTC 11/07/2023 22/05/2023 21/08/2023 £49,999 Alba Facilities Services Ltd SupportWorks Maintenance for Service Desk System 11/07/2023 02/09/2023 01/09/2024 £15,400 Hornbill Paisley Town Hall - Catering Sundries 12/07/2023 14/07/2023 11/08/2023 £49,959 Alliance Disposables Ltd Measured Term Contract Rot Eradication, Timber Preservation and Dampness Control 19/07/2023 03/08/2023 03/08/2026 £4,000,000 City Gate Construction Limited Void House Refurbishment - Internals 19/07/2023 19/06/2023 19/09/2023 £170,000 Hugh Ls McConnel Feasibility Study for Retrofit Options for 3 Primary Schools (Cost Consultants) 20/07/2023 12/06/2023 30/10/2023 £17,368 Faithful + Gould Limited External Upgrades Clerk of Works 24/07/2023 24/07/2023 18/12/2023 £25,000 Ross Quality Control Limited Upgrade to South Street Play Park 01/08/2023 15/08/2023 15/01/2024 £90,000 Sutcliffe Play (Scotland) Ltd Foxbar Rivers, Sites 1 & 2, Paisley, Feasibility Study 01/08/2023 02/08/2023 01/11/2023 £10,000 Ecd Architects Demolition of redundant Janitorial accommodation at St Catherines Primary School and Johnstone High 04/08/2023 08/08/2023 05/09/2023 £40,676 JCJ Demolition And Construction Ltd Ferguslie Green Line - Site Investigations 08/08/2023 14/08/2023 04/09/2023 £37,486 Terrenus Land & Water Ltd Refurbishment of Primary School Kitchens 10/08/2023 16/08/2023 16/12/2023 £685,189 City Gate Construction (Scotland) Limited The Preparation and Supply of Community Meals (Sandwiches) - Interim 14/08/2023 01/10/2023 31/01/2024 £48,700 Pjs Foods Limited Advanced Manufacturing Innovation District Scotland (AMIDS) Project Partner 17/08/2023 17/08/2023 17/08/2048 £150,000,000 Buccleuch Property Employee Counselling Services 17/08/2023 17/08/2023 16/02/2024 £30,000 Therapeutic Counselling Services Ltd Paisley Learning & Cultural Hub - Decant 24/08/2023 26/09/2023 10/10/2023 £6,436 Restore Harrow Green Rates Revaluation Proposals 29/08/2023 17/07/2023 17/04/2026 £49,950 Gerald Eve LLP Renfrewshire Transport Strategy 30/08/2023 07/09/2023 07/06/2024 £83,112 AECOM Limited Abstinence Based Residential Rehab (Interim) 01/09/2023 01/12/2023 29/02/2024 £42,500 Abbeycare (UK) Limited Page 261 of 272
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35 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Pavement Parking Ban Exemption Road Assessment 14/09/2023 21/09/2023 20/09/2024 £59,250 Jacobs U.K. Limited Gallowhill Muga, Netherhill Rd - Renewal of sports surface 15/09/2023 04/10/2023 25/10/2023 £54,531 Allsports Construction & Maintenance Ltd Service Review and Organisational Design 19/09/2023 17/07/2023 29/12/2023 £128,125 Savills UK Limited Postal Services 19/09/2023 01/12/2023 31/03/2024 £49,999 Whistl UK Ltd Cleaning Equipment 27/09/2023 02/10/2023 31/03/2024 £41,169 Dmg Floorcare Ltd Lot 3 - Asbestos Analytical Services 29/09/2023 06/10/2023 05/02/2024 £16,000 Socotec UK Ltd Asbestos Removal 29/09/2023 01/10/2023 31/01/2024 £177,000 Clarkes Environmental Ltd Drainage Maintenance Works for Council Properties 02/10/2023 05/10/2023 05/10/2026 £750,000 Damm Environmental Ltd Free Distribution of Sanitary Products 05/10/2023 09/10/2023 31/03/2024 £42,000 Hey Girls CIC Ferguslie Sport Centre Refurbishment 05/10/2023 30/10/2023 30/04/2024 £573,984 City Gate Construction (Scotland) Limited Award of PMR Wayfinding and Signage Design 05/10/2023 09/10/2023 29/03/2024 £20,000 Dale Nazzari & Company Limited (dn&co) Footpath Improvements Parkmains 05/10/2023 14/10/2023 28/10/2023 £53,622 John McGeady Ltd Knockhill Park, Ramps & Steps 06/10/2023 30/10/2023 29/01/2024 £24,945 Stantec UK Ltd WOW Walk to School Programme 09/10/2023 16/10/2023 31/05/2024 £58,000 Living Streets Paisley Learning & Cultural Hub - AV 11/10/2023 16/10/2023 30/11/2023 £35,334 SSUK Limited Supply and Delivery of an Excavator 13/10/2023 13/10/2023 13/11/2023 £31,540 HAMILTON BROS. (ENGINEERING) LTD Milliken Park Train Station Drop Off Design 17/10/2023 23/10/2023 22/02/2024 £27,848 Ironside Farrar Limited Detailed Design - High Barholm and Churchill Place, Kilbarchan 25/10/2023 09/11/2023 08/03/2024 £51,251 Sweco UK Limited Detailed Design - Kilbarchan Road and Prieston Road Junction, Bridge of Weir 25/10/2023 09/11/2023 08/03/2024 £45,922 Sweco UK Limited Detailed Design - South Street and Main Street, Houston 25/10/2023 09/11/2023 08/03/2024 £48,171 Sweco UK Limited Support for Children Affected by Abuse 30/10/2023 01/10/2023 31/12/2023 £34,931 Children 1St Page 262 of 272
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36 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Belmont Road Flats Phase 1- Roof Replacement 01/11/2023 20/11/2023 20/02/2024 £150,157 City Gate Construction (Scotland) Limited Footpath Improvements Langbank, Houston and Knockhill 07/11/2023 27/11/2023 08/01/2024 £71,711 John McGeady Ltd Supply of Nu-Phalt Materials 10/11/2023 10/11/2023 09/11/2025 £49,999 Nu-Phalt Group Better Points 17/11/2023 20/11/2023 19/11/2024 £40,000 Betterpoints Ltd Void Property Energy Services Management - Administration Support 20/11/2023 01/09/2023 31/03/2025 £125,000 Brightwork Limited Erskine Town Centre Enhancements 22/11/2023 27/11/2023 27/05/2024 £31,158 Ironside Farrar Case Management System for Advice Works 29/11/2023 06/11/2023 05/11/2026 £49,941 Advanced Case Management Ltd Tweedie Hall Linwood External Lighting 29/11/2023 11/12/2023 11/06/2024 £97,521 Lite Limited Chapelhill Road Fire Reinstatement 30/11/2023 11/12/2023 05/02/2024 £79,190 City Gate Construction Limited Sheltered Housing Heating 30/11/2023 22/08/2023 21/11/2023 £49,999 Alba Facilities Services Ltd Design for Potential Active Travel Link Between Howwood Village and NCR7 04/12/2023 04/12/2023 03/04/2024 £42,759 Atkins Limited Paisley Abbey- External Lighting 06/12/2023 11/12/2023 27/05/2024 £88,542 Ssuk Ltd Alcohol and Drug Specialised Intensive Housing Support Service 07/12/2023 01/01/2024 29/02/2024 £11,000 Turning Point Scotland Maintenance of Business Objects 08/12/2023 01/01/2024 31/12/2024 £57,518 Acuma Solutions Limited Bishopton Primary Classroom Block 11/12/2023 29/12/2023 29/06/2024 £593,974 City Gate Construction Limited Hybrid Webcasting 11/12/2023 30/12/2023 29/06/2024 £33,665 Public-I Group Ltd Red Smiddy Phase 3a Barnsford Road 12/12/2023 15/01/2024 15/05/2024 £386,619 John McGeady Ltd Traffic Management Improvements - SPT Projects 12/12/2023 15/01/2024 15/04/2024 £225,730 Hillhouse Quarry Group Ltd Replacement Streetlighting Installation and Cable Loops 13/12/2023 08/01/2024 08/04/2024 £237,354 Pegasus Power & Communications Ltd Consultancy Support for Linwood Moss Landfill Site 13/12/2023 12/12/2023 11/12/2024 £35,000 Atkinsrealis UK Limited Page 263 of 272
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37 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Play Area Renewals 2023/24 - Contract 13 Churchill Drive Gym 18/12/2023 01/04/2024 29/04/2024 £14,000 Scotplay and Sports Limited Play Area Renewals 2023/24 - Contract 12 Old Road Gym 18/12/2023 01/04/2024 29/04/2024 £21,960 HAWTHORN HEIGHTS LTD Play Area Renewals 2023/24 - Contract 11 Thomas Shanks Park Gym 18/12/2023 01/04/2021 29/04/2024 £22,000 Scotplay and Sports Limited Play Area Renewals 2023/24 - Contract 10 Urquhart Crescent 18/12/2023 01/04/2024 29/04/2024 £39,966 Scotplay and Sports Limited Play Area Renewals 2023/24 - Contract 9 Miller Street 18/12/2023 01/04/2024 29/04/2024 £59,971 Sutcliffe Play (Scotland) Ltd Play Area Renewals 2023/24 - Contract 8 Tannahill Crescent 18/12/2023 01/04/2024 29/04/2024 £79,996 KOMPAN Scotland Limited Play Area Renewals 2023/24 - Contract 7 Netherhill Road 18/12/2023 01/04/2024 29/04/2024 £119,872 Sutcliffe Play (Scotland) Ltd Play Area Renewals 2023/24 - Contract 6 Victory Gardens 18/12/2023 01/04/2024 29/04/2024 £69,994 Scotplay and Sports Limited Play Area Renewals 2023/24 - Contract 5 Anne Avenue 18/12/2023 01/04/2024 29/04/2024 £80,000 Scotplay and Sports Limited Play Area Renewals 2023/24 - Contract 4 Glebe Street 18/12/2023 01/04/2024 29/04/2024 £59,898 Scotplay and Sports Limited Play Area Renewals 2023/24 - Contract 3 South Candren Village Green 18/12/2023 01/04/2024 29/04/2024 £50,000 Scotplay and Sports Limited Play Area Renewals 2023/24 - Contract 2 Jenny's Well 18/12/2023 01/04/2024 29/04/2024 £54,617 KOMPAN Scotland Limited Play Area Renewals 2023/24 - Contract 1 Station Road 18/12/2023 01/04/2024 29/04/2024 £89,994 Scotplay and Sports Limited The Provision of a Community Benefits Management System 19/12/2023 21/01/2024 20/01/2025 £2,400 Wildcat Applications Ltd Call Off No. 4 West - Lot 2 Footway Resurfacing 21/12/2023 15/01/2024 25/02/2024 £137,843 John McGeady Ltd Abstinence Based Residential Rehab (Interim) 15/01/2024 01/03/2024 30/06/2024 £56,377 Abbeycare Group Page 264 of 272
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38 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Award of Garden Waste Permit Printing and Distribution 2024 17/01/2024 01/02/2024 31/01/2025 £49,999 Critiqom Ltd Demolition of properties at 22 Well Street/1 Underwood Lane, Paisley 19/01/2024 22/01/2024 22/03/2024 £91,160 George Beattie & Sons Ltd Package Order No. 2 Lot 3 25/01/2024 29/01/2024 04/03/2024 £91,794 John McGeady Ltd Fairer Renfrewshire Panel 25/01/2024 23/05/2023 22/05/2024 £25,000 Star Project Employee Counselling Services 29/01/2024 17/02/2024 16/08/2024 £30,000 Therapeutic Counselling Services Ltd Gallowhill Link Phase 2 GI 31/01/2024 01/02/2024 12/04/2024 £44,998 Allied Exploration & Geotechnics Limited Package Order No. 3 Lot 3 01/02/2024 05/02/2024 12/02/2024 £105,193 John McGeady Ltd Package Order No. 2 Lot 8 Road Markings 02/02/2024 06/02/2024 05/03/2024 £42,415 Markon Limited Provision of Mobile Leachate Treatment Plant 06/02/2024 01/03/2024 31/08/2024 £45,708 Viridian Systems Ltd Inspection and Assessment of Memorial Stones 08/02/2024 01/04/2024 01/04/2025 £42,850 Scottish Lime Centre Trust Active Multi Asset Investment Manager 13/02/2024 01/07/2024 31/08/2024 £15,500 Lgt Wealth Management YouDecide New Lighting Schemes - Contract 1 15/02/2024 21/02/2024 17/07/2024 £88,064 Pegasus Power & Communications Ltd Call Off No. 5 West Area - Lot 2 : Footway Resurfacing 22/02/2024 26/02/2024 26/03/2024 £162,506 John McGeady Ltd Bridge Of Weir Road, Linwood New Streetlighting Installation 22/02/2024 28/02/2024 24/04/2024 £166,340 Pegasus Power & Communications Ltd Ferguslie Green Line - Technical Design 22/02/2024 22/02/2024 22/07/2024 £69,948 Land Use Consultants Limited MTC Roller Shutter Maintenance and Repair 07/03/2024 02/04/2024 02/04/2027 £750,000 Aardee Security Shutters Ltd St James' Playing Field Modular Pavilion 08/03/2024 18/03/2024 18/11/2024 £2,723,941 SKW Construction Ltd Insurance Broker and Advisor 08/03/2024 01/04/2024 31/03/2025 £5,000 Aon UK Limited Support and Maintenance for Committee Management System (CMIS) 08/03/2024 10/03/2024 09/03/2029 £35,000 Astech Consultants Ltd Award of Weekly cutting/maintenance of fine sports turf - Bowling Greens 08/03/2024 01/04/2024 31/03/2025 £37,440 Fairways Sportsgrounds Ltd Page 265 of 272
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39 | P a g e TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Park Mains High School Extension - Quantity Surveyor 15/03/2024 18/03/2024 18/06/2028 £132,843 Doig and Smith Park Mains High School - Quantity Surveyor 15/03/2024 18/03/2024 16/06/2028 £132,843 Doig And Smith Ltd Provision of a Floating Support Service 20/03/2024 01/04/2024 30/04/2024 £6,666 Blue Triangle (Glasgow) Housing Association Limited Lot 2 - Asbestos Removal and Disposal 21/03/2024 22/03/2024 20/05/2024 £177,000 Clarke's Environmental Ltd Lot 4 - Asbestos Surveying and Analytical Services 21/03/2024 22/03/2024 26/07/2024 £70,000 Socotec Asbestos Limited Bin Chute Relining George Court and Maxwelton Court 28/03/2024 10/04/2024 10/06/2024 £140,353 Lanes Group Plc New Build Housing & Design, Gallowhill West, Paisley 28/03/2024 08/04/2024 21/08/2026 £13,721,921 McTaggart Construction Ltd New Build Housing Design and Build, Howwood Road, Johnstone 28/03/2024 08/04/2024 08/11/2026 £14,249,612 McTaggart Construction Ltd Ferguslie Fire Reinstatement 28/03/2024 08/04/2024 08/07/2024 £84,929 City Gate Construction (Scotland) Limited Renfrewshire Council Tenant Satisfaction Surveys 28/03/2024 28/03/2024 25/09/2026 £31,860 Research Resource Scotland Limited Castle Semple Visitor Facility 28/03/2024 28/03/2024 27/09/2024 £27,995 O’Donnell Brown Architects The Provision of a GIS System 29/03/2024 01/04/2024 01/04/2025 £85,000 ESRI (UK) Page 266 of 272
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40 | P a g e Annex 3: Potential Future Contracts Renewals 2024-2026 The table provided below reflects possible renewals of existing contracts, and some potential new commissions. This information does not guarantee commission / procurement of any requirement. Contract Title Anticipated Start Date Email Marketing Platform 08/04/2024 Planet Press 30/06/2024 Service Desk Solution 01/09/2024 Statutory Maintenance of Fixed Firefighting Equipment and Smoke Control Systems within Public Buildings 01/09/2024 Inspection, Testing, Maintenance and Reactive Repairs to Fire Dampers 2024- 2029 01/09/2024 Planned maintenance and reactive repairs to sprinkler systems 01/09/2024 Planned maintenance and reactive repairs to smoke vent systems (non-housing) 01/09/2024 Service provision of MOT, Tachograph repairs and calibration, MOT pre wash and inspections. 08/09/2024 GIS System 01/10/2024 Cash Receipting System 01/10/2024 Streetscape Maintenance 01/10/2024 Inspection, Testing & Reactive Repairs to Lightning Protection Systems 01/10/2024 Community Buildings Condition Based Surveys And Fire Risk Assessments 01/10/2024 Windows and Doors 16/10/2024 Processing & Recycling of Mixed Plastics, Cans & Glass 01/11/2024 Electrical Isolator Switch Installation 01/11/2024 Supply of Small plant and tools 08/11/2024 Software Asset Management as a Service 30/11/2024 Maintenance of Business Objects 01/12/2024 Parking Meters 01/12/2024 Accident damage and operational damage repairs 01/12/2024 Demolition of properties 38 - 52 Waverly Road, Paisley (Phase 1) 03/12/2024 Ferguslie Green Line - Neighbourhood Centre (Construction) 03/12/2024 Waverley Road, Paisley Demolition 06/12/2024 Corporate Skip Hire 07/12/2024 Replacement of Building Services Fleet 14/12/2024 Bus Shelter Advertising 01/01/2025 Paisley Museum Furniture, Fixtures and Equipment 01/01/2025 The Supply of Forcepoint Licences 02/01/2025 Void Property Energy Services Management 06/01/2025 Specialist Concrete & Sandstone Repair 06/01/2025 Page 267 of 272
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41 | P a g e Contract Title Anticipated Start Date Steeple Buildings Phase 1 Repairs - Contractor 06/01/2025 Castle Semple Visitor Facility - Build Contract 06/01/2025 Communal Ground Source Heat Pump solution for Gallowhill Multi Storey blocks 06/01/2025 Recycling of Corporate WEEE 09/01/2025 Provision of Lift Maintenance Services 20/01/2025 Autodesk Licence Renewal 25/01/2025 Removal, Relocation and Warehouse Storage Services Framework 26/01/2025 Estate Agency Services - Open Market Sales 01/02/2025 Housing Regeneration Environmental Works 01/02/2025 Howwood Road - Clerk of Works 01/02/2025 Gallowhill - Clerk of Works 01/02/2025 Flexible Floor Finishes 06/02/2025 Household WEEE 01/03/2025 MOT Below 3.5 Tonne 01/03/2025 Housing Fire & Intruder Maintenance MTC 01/03/2025 Sheltered Housing Fire Alarms 01/03/2025 AMIDS South Gallowhill Link 01/03/2025 Lagoon ASN Soft Play Fit out 03/03/2025 Newton Road Playing Fields, Bishopton - Enhancement Works 24/03/2025 Document Solution Centre Print Devices 31/03/2025 Provision of Iworld Revs and Bens, NDR and BIDS Licence, Support and Maintenance Services 01/04/2025 Weekly cutting/maintenance of fine sports turf - Bowling Greens 01/04/2025 Processing & Recycling of Automotive Batteries 01/04/2025 Processing & Recycling of Engine Oil and Hydraulic Fluid 01/04/2025 Treatment, recycling & disposal of Mixed Waste from the Councils 5 x Household Waste Recycling Centres (HWRC’s) and other Waste Services of the Council 01/04/2025 Recycling & Reprocessing of Mechanical Street Sweepings 01/04/2025 Recycling & reprocessing of Wood from the Councils HWRCs 01/04/2025 Integrated Waste Management System including In-Cab Technology 01/04/2025 Halloween 2024 01/04/2025 Paisley Xmas 2024 01/04/2025 Adaptation and Small Repair Service 01/04/2025 Thorn Primary School - QS 01/04/2025 Council Wide Laundry Maintenance 01/04/2025 Council Wide Door Entry, CCTV & Digital Aerial Maintenance and Reactive Repairs 01/04/2025 Lagoon / ON-X catering services 01/04/2025 Paisley Museum Reimagined Printed Materials 01/04/2025 Page 268 of 272
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42 | P a g e Contract Title Anticipated Start Date Paisley Museum Reimagined Signage/Wayfinding Production / Installation 01/04/2025 Paisley Museum Reimagined Learning/Educational Equipment and Materials (Kit) 01/04/2025 Provision of a Care at Home and Housing Support Service 01/04/2025 Treasury Management Consultancy 01/04/2025 Employee Assistance Programme 01/04/2025 Insurance Broker 01/04/2025 Early Help Service 01/04/2025 CATO Professional Bundle and Earthworks for CATO software products 19/04/2025 Multi-Storey Repairs 30/04/2025 Processing & Recycling of Mixed Paper & Card 01/05/2025 Debt Partner Services 10/05/2025 Road kerb and footway herbicide application 15/05/2025 Pay point 19/05/2025 High Level Gutter Cleaning to 3 Storey Blocks and Above 22/05/2025 Contact Centre Workforce Management System, 01/06/2025 Processing & Recycling of Brick & Rubble 01/06/2025 Processing & Recycling of Cardboard from the Councils HWRCs 01/06/2025 Recycling Collection Services - Textiles/Shoes 01/06/2025 Council Wide Specialist Cleaning, Clearances and ad-hoc services 01/06/2025 Paisley Museum Kitchen/ Café Fit out 01/06/2025 Lease Folder Inserter 30/06/2025 Document management system for RVJB 30/06/2025 ICT Health Checks 01/07/2025 Provision of Intranet 01/07/2025 Event Catering 01/07/2025 Independent Advocacy Services - Adults Services 01/07/2025 External Support for Microsoft Agreements 07/07/2025 Void & Tenanted Maintenance 18/07/2025 Managed Security Operations Service 20/07/2025 Autodesk Licence Renewal 23/07/2025 Asbestos Analytical Services 29/07/2025 Asbestos Surveys 29/07/2025 Paisley Museum Reimagined Back-Of-House Fit-Out 01/08/2025 PAS2035 Retrofit Works (Housing Investment and Regeneration Programmes) 18/08/2025 The Support and Maintenance of Capacity grid 31/08/2025 Support and Hosting of Corporate Asset Management System 03/09/2025 Piano Tuning 07/09/2025 Advance Automation Technology 23/09/2025 Oracle Hardware & Software Support 28/09/2025 Page 269 of 272
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43 | P a g e Contract Title Anticipated Start Date Supply of Switches 01/10/2025 Elected Member Case Management System 01/10/2025 Processing & Recycling of Light Scrap Metal from the Councils HWRCs (Concession) 01/10/2025 Museum Catering 01/10/2025 Insurance Framework for Renfrewshire Council and RVJB 19/10/2025 Cash Collection Services 26/10/2025 Framework Agreement for Provision of Trade Contractors 01/11/2025 Term Contract for the Provision of Scaffolding and Associated Works 01/11/2025 Framework Agreement for Corporate Uniforms 01/12/2025 Corporate Uniforms 01/12/2025 ASN Transport Framework (Buses & Taxis) 20/12/2025 IHS Global Limited - British Standards 31/12/2025 Election Management System (EMS) 31/12/2025 MS Licences for Public PCs 01/01/2026 Term Contract for CCTV, Fire Alarm and Intruder Alarm Maintenance (including the provision of an alarm monitoring service). 06/01/2026 Term Contract for the In-Service Inspection and Testing of Electrical Equipment. 06/01/2026 Vehicle and Plant Hire with Operatives 09/01/2026 Early Learning & Childcare Flexible Framework 01/02/2026 Pump Station Maintenance Services 10/02/2026 Supply of Biomass Fuel 01/03/2026 Framework Contract for Roads Related Maintenance Works 03/03/2026 License, Support and Maintenance of NEC Document Management 01/04/2026 Social Care Case Management System 01/04/2026 Provision of a Care at Home Scheduling System 01/04/2026 Treatment of Comingled Food & Garden Waste 01/04/2026 Treatment of Food Waste 01/04/2026 Treatment of Garden Waste 01/04/2026 Electronic Suited Key Lock System 05/05/2026 Asbestos Removal 21/05/2026 PAS2035 Retrofit Design, Specification and Co-Ordination 26/05/2026 Thorn Primary School - D&B Contractor 01/06/2026 Text Messaging Platform 15/06/2026 Network Cabling 01/07/2026 Framework Contract for Works to Roads Related Structures 12/07/2026 Service and Maintenance of Powered Pedestrian Access Doors 27/07/2026 Measured Term Contract Rot Eradication, Timber Preservation and Dampness Control 03/08/2026 Page 270 of 272
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44 | P a g e Contract Title Anticipated Start Date Renfrewshire Council Tenant Satisfaction Surveys 25/09/2026 Festive Lighting 26/09/2026 Drainage Maintenance Works for Council Properties 05/10/2026 Cashless Parking 08/11/2026 Bredilands Primary School Fabric Retrofit Works TBC East Fulton Primary School Fabric Retrofit Works TBC Wallace Primary School Roofing TBC Mary Russell School Roofing TBC Window Replacements TBC Wayfinding strategy - Paisley Town centre TBC Tourism action plan TBC Common Area Asbestos TBC Houston Square bandstand Johnstone TBC Re-development of site C1, Dargavel TBC Foxbar Rivers - Design and Build TBC Feasibility Study for external environmental works TBC Demolition of Council Properties at Auchentorlie TBC Demolition of Council Properties at Thrushcraig TBC Demolition of Council Properties at Waverley Road TBC Page 271 of 272
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