Agenda Document Pack - Finance, Resources and Customer Services Policy Board - 11/12/2024
Renfrewshire Council · 11 December 2024
Back to Finance, Resources and Customer Services Policy Board — 11 December 2024 and its agenda
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Notice of Special Meeting and Agenda Finance, Resources and Customer Services Policy Board Date Time Venue Wednesday, 11 December 2024 09:30 Remotely via MS Teams, MARK CONAGHAN Head of Corporate Governance 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: 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 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 Page 1 of 21
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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 Contract Authorisation Report for Framework Agreement for Banking Services (RC-CPU-23-151) Report by the Director of Finance & Resources. 4 - 9 2 External Works Ferguslie Green Line - Neighbourhood Centre (RC-CPU-24-026) Joint report by the Director of Finance & Resources and the Chief Executive. 10 - 15 3 Contract Authorisation Report for Clyde Waterfront and Renfrew Riverside (CWRR) Bridge Maintenance Contract (RC-CPU-23-137) Joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure. 16 - 21 Page 2 of 21
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 11th December 2024 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for Framework Agreement for Banking Services (RC-CPU-23-151) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek approval of the Finance, Resources and Customer Services Policy Board to award the Framework Agreement for Banking Services (Framework Agreement) on behalf of Renfrewshire Council and Associate Bodies and any subsequent Call-Off Contracts for Renfrewshire Council and Associate bodies (Lot 1). The Framework Agreement Lots are as follows: • (Lot 1) Renfrewshire Council and Associate Bodies • (Lot 2) Renfrewshire Leisure Limited trading as OneRen 1.2 The recommendation to award the Framework Agreement and any subsequent Call-Off Contracts for Renfrewshire Council and Associate Bodies (Lot 1 Renfrewshire Council and Associate Bodies General Banking Services) follows a procurement exercise which was conducted as an Open Procedure for an above GPA threshold Framework Agreement in accordance the Public Contracts (Scotland) Regulations 2015, as amended, and Renfrewshire Council’s Standing Orders Relating to Contracts. Item 1 Page 4 of 21
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1.3 The Contract Strategy was approved and signed by the Head of Finance and Procurement (HOFAP), Corporate Procurement Manager and Strategic Category Manager on 24 June 2024. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorises the Head of Corporate Governance to award the single supplier Framework Agreement for Banking Services to Clydesdale Bank PLC and to thereafter authorise the award of a Call-Off Contract under Lot 1 Renfrewshire Council and Associate Bodies General Banking Services, which will be awarded after the Framework Agreement is established. 2.2 Authorises the maximum ceiling value of up to £307,500 excluding VAT, including use of all extension periods for all Call-Off Contracts awarded under the Framework Agreement. 2.3 Authorises the Framework Agreement for a period of 4 years. The anticipated Commencement Date of the Framework Agreement will be 26 February 2025 however the actual date will be detailed in the Letter of Acceptance. 2.4 Authorises a Lot 1 Call-Off Contract for a period of 5 years with the option to extend for a further 2 years at the sole discretion of the Council. The anticipated Commencement Date of the Call-Off Contract will be 1st March 2025; however the actual date will be detailed in the Letter of Acceptance. 2.5 Authorise the following limit of liability caps for Default in accordance with the Framework General Conditions for all Call-Off Contracts: • Default will not exceed £250,000 per annum • Defaults in direct loss or damage to property will be limited to £1 million • These caps excludes any loss associated with mismanagement of funds, for which liability is unlimited. 2.6 Note that Renfrewshire Leisure Limited trading as OneRen will separately award any Call-Off Contract made under Lot 2 Renfrewshire Leisure Limited trading as OneRen of the Framework Agreement. _________________________________________________________ Page 5 of 21
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3. Background 3.1 The Council acting as lead Purchaser seeks to procure a single Service Provider to provide Banking Services under a Framework Agreement. The appointed Service Provider will be required to deliver a comprehensive banking service for bodies under Lot 1 the Council and Associated Bodies and Lot 2 Renfrewshire Leisure Limited trading as OneRen. Renfrewshire Council provides a number of services to associated bodies (The Renfrewshire Valuation Joint Board, Glasgow and the Clyde Valley Strategic Development Planning Authority and Scotland Excel) and their requirements were included alongside the Council requirements as part of the scope for Lot 1 of the Framework Agreement. 3.2 The Council and Renfrewshire Leisure Limited trading as OneRen current Call-Off Contracts for General Banking Services with Clydesdale Bank Plc are due to expire on the 28 February 2025. 3.3 The procurement exercise for the Framework Agreement was conducted using the above Government Procurement Agreement (GPA) Threshold Open Procedure in accordance with the Public Contracts (Scotland) Regulations 2015, as amended 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 portal on 27 June 2024. The Invitation to Tender was also published and available on this date from Public Contracts Scotland – Tender. During the tender live period 5 organisations expressed an interest, and 4 tender submissions were received by the closing date for the receipt of tender submissions at noon, on 29 July 2024. 3.5 Tender submissions were evaluated against a pre-determined set of criteria in the form of the Single Procurement Document (SPD) these responses were evaluated by representatives from the Corporate Procurement Unit and Treasury Management. All 4 tenderers were compliant with the minimum selection criteria set within the SPD. 3.6 Each tender submission was then evaluated against the published award criteria of 45% Quality and 55% Price by representatives from Corporate Procurement Unit, Treasury Management, Renfrewshire Leisure Limited trading as OneRen, Health and Safety, Risk Management, ICT, Cyber Security and an external consultant. The Council recognises that the banking sector has statutory guidance and obligations that must be adhered to. The Council allowed tenderers to propose minimal amendments relating to the Conditions of Contract as detailed within the Invitation to Tender. Following clarifications on the Page 6 of 21
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proposed amendments submitted by each of the tenderers, the Council was unable to agree to all the proposed amendments requested by 1 tenderer, who therefore were deemed as non-compliant. The scores relative to the Award Criteria for each of the 3 remaining tender submissions are shown below: 3.7….As the proposed amendments submitted by Clydesdale Bank PLC were minimal and acceptable to the Council, it is therefore recommended that the Single Supplier Framework Agreement is awarded to Clydesdale Bank PLC who after evaluation, submitted the most economically advantageous tender. 3.8 Voluntary Community Benefits were requested, and Clydesdale Bank PLC advised within their tender submission that they would work with the Council to deliver the benefits below as part of the Call-Off Contract: • Targeted Employment and Training Initiatives • Educational Support Initiatives As the community benefits are voluntary, the community benefits will be finalised at the mobilisation meeting post award. 3.9 HOFAP considers this is a procurement where Standing Order 27.13 can be applied as detailed in section 2 above. ___________________________________________________________________ Implications of the Report 1. Financial –The maximum ceiling value for the Framework Agreement and any Call-Off Contracts made under the Framework Agreement (for the full period of 5 years plus 2 years optional) will not exceed £307,500 excluding VAT. 2. HR & Organisational Development – No HR and Organisation Development implications have arisen or are anticipated. Tenderer Name Quality Score (45%) Price Score (55%) Total Score (100%) Clydesdale Bank PLC 34.00% 55.00% 89.00% Lloyds Bank PLC 30.25% 55.00% 85.25% The Royal Bank of Scotland Public Limited Company 34.25% 46.09% 80.34% Page 7 of 21
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3. Community/Council Planning – • Working together to improve outcomes – aligns to the banking services contract as the Council must find ways to work smarter, sharpening the focus of our organisation and continue to improve services and provide a banking service to meet the significant financial challenges the Council face and this can be done by collaborating with Renfrewshire Leisure Limited trading as OneRen. 4. Legal - The procurement exercise for this Framework Agreement was conducted as an above Government Procurement Agreement (GPA) Threshold Open Procedure 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 –Clydesdale Bank PLC response to the ICT and Cyber Security questions were evaluated by the Council’s ICT Services and met the requirements. 7. Equality & Human Rights – None arising directly from this report. 8. Health & Safety - Clydesdale Bank PLC health and safety credentials were evaluated by Corporate Health and Safety service and met the Council’s minimum requirements regarding health and safety. 9. Procurement – The procurement exercise for this Framework Agreement was conducted as an above Government Procurement Agreement (GPA) Threshold Open Procedure under the Public Contracts (Scotland) Regulations 2015, as amended and the Council’s Standing Orders Relating to Contracts. 10. Risk – Clydesdale Bank PLC insurance cover was assessed by Corporate Risk and met the Council’s requirements for insurable risk. The following limit of liability caps for Default in accordance with the Framework General Conditions all Call-Off Contracts; • Default will not exceed £250,000 per annum • Defaults in direct loss or damage to property will be limited to £1 million • These caps excludes any loss associated with mismanagement of funds, for which liability is unlimited. 11. Privacy Impact - As part of the procurement process, a data protection impact assessment was conducted by Treasury Management and the Page 8 of 21
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Council’s Information Governance team, Clydesdale Bank PLC will be a Data Controller and agreed to the data protection requirements as noted within the Conditions of Contract. 12. Climate Risk - The level of impact associated with provision of the banking services has been assessed using the Scottish Government Sustainability Test and are considered to be low risk. Sustainability was included as part of the technical question in the tender document and Clydesdale Bank PLC detailed key aspect of their Environment, Social and Government (ESG) policy as well as long term targets to net zero and how they report annually. They detail past achievements as well as planned actions to make their business more sustainable. 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 9 of 21
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 11 December 2024 ___________________________________________________________________ Report by: Director of Finance and Resources and the Chief Executive Services ___________________________________________________________________ Heading: Contract Award: External Works Ferguslie Green Line – Neighbourhood Centre (RC-CPU-24-026) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Works Contract for External Works Ferguslie Green Line – Neighbourhood Centre (RC-CPU-24-026) to P1 Solutions Ltd. 1.2 The recommendation to award the Contract follows a procurement exercise conducted in accordance with the Council’s Standing Orders Relating to Contracts 1 January 2024 for a below Regulated (Works) Contract using the below GPA Open Procedure. 1.3 A Contract Strategy was approved by the Corporate Procurement Manager and Head of Economy & Development Services on 5 November 2024. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorises the Head of Corporate Governance to award a Works Contract in the form of SBCC Standard Building Contract with Quantities for use in Scotland (SBC/Q/Scot), 2016 Edition, as supplemented by the Employer’s Amendments, for External Works Item 2 Page 10 of 21
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Ferguslie Green Line – Neighbourhood Centre (RC-CPU-24-026) to P1 Solutions Ltd; 2.2 Authorises the Tendered Contract Sum (approved contract value) of £588,389.12 excluding VAT. 2.3 Authorises the Date of Possession of the site for 20 January 2025 and the Date for Completion of the works of 23 June 2025. Any changes to these dates will be confirmed in the Council’s Letter of Acceptance. _________________________________________________________ 3. Background 3.1 This procurement exercise is for the appointment of a contractor to carry out the provision of a new and improved path network throughout the site, with key gateway links; installation of an activity space; site drainage; street lighting; site furniture; improvements to existing soft landscaping and introduction of trees and shrubbery at a vacant site at Bankfoot Road, Ferguslie Park. 3.2 A Prior Information Notice (PIN) was issued on the Public Contracts Scotland portal on 9 August 2024 to gauge interest in the requirement. 3.3 To initiate this procurement process, a Contract Notice was published on the Public Contracts Scotland advertising portal on 5 November 2024. 3.4 During the live tender period, twenty organisations expressed interest in the tender. By the closing date set for return of electronic tender submissions, 10am on 27 November 2024, six organisations submitted a response, two organisations declined to respond, and twelve organisations failed to submit a response. 3.5 In accordance with the Council’s Standing Order relating to Contracts standing order 11.5, Tenderers were required to complete a Single Procurement Document (SPD) to be submitted with their tender submission. All six tender submissions were evaluated against a pre- determined set of Criteria in the form of the SPD by representatives from the following Council services: Chief Executive Service, the Corporate Procurement Unit, Corporate Risk and Corporate Health & Safety. 3.6 One tenderer submitted a qualified bid; however, the Council was not willing to accept the qualifications to the bid and that tenderer subsequently withdrew from the tender process. The remaining five tender submissions received complied with the minimum selection Page 11 of 21
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criteria of the SPD. The five tender submissions were each evaluated against the Award Criteria of 60% Quality and 40% Price. 3.7 The scores relative to the Award Criteria for each of the five tender submissions are noted below: Tenderer Price (40%) Quality (60%) Total (100%) P1 Solutions Ltd 40.00% 47.25% 87.25% Landscapes and Contracts Limited 38.27% 41.25% 79.52% Landcare Solutions (Scotland) Limited 37.13% 33.75% 70.88% MacKenzie Construction Limited 32.52% 31.25% 63.77% JH Civil Engineering Limited 27.16% 34.25% 61.41% 3.8 The evaluation of tender submissions received identified that the submission by P1 Solutions Ltd was the most economically advantageous tender. 3.9 The form of Contract is SBCC Standard Building Contract with Quantities for use in Scotland (SBC/Q/Scot) 2016 Edition, as supplemented by the Employer’s Amendments. 3.10 The funding for this Contract has been secured from the UK Government's Shared Prosperity Fund and Scottish Government's Place Based Investment Programme. 3.11 Community benefits were requested as part of the contract and P1 Solutions have offered the following community benefits: Community Benefit Outcome Description No of People / Activity S/NVQ (or equivalent) for • New Employee • Existing Employee • Supply Chain Employee 3 ___________________________________________________________________ Implications of the Report 1. Financial – The Contract value of £588,389.12 for the 22 week Contract will be funded through the secured funding from the UK Page 12 of 21
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Government's Shared Prosperity Fund (SPF) and Scottish Government's Place Based Investment Programme and from the Housing Revenue Account (HRA). Funding Amount Shared Prosperity Fund (SPF) £200,000 Scottish Government’s Place Based Investment Programme. £280,000 Housing Revenue Account (HRA) £120,000 The SPF funding was approved at the 23rd August 2022 Economy and Regeneration Policy Board, an update to this paper was approved at the 19th March 2024 Economy and Regeneration Policy Board. The funding for the Place Based Investment Programme was approved at the Economy and Regeneration Policy Board on the 5th November 2024. The anticipated Date of Possession of the site is 20th January 2025. 2. HR & Organisational Development – None arising directly from this report. 3. Community/Council Planning – Place: • Adopting a 'placeshaping' approach to developing our communities - working together to maximise our collective impact and influence across economic, social, physical, cultural and environmental policies and practices. • Demonstrating that Renfrewshire is a great place to grow up, a place of opportunity for those that live and work here, and a brilliant place for a day out. 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. Living Our Values: • Ensuring Renfrewshire Council delivers Best Value for our citizens and customers, that we are a well governed, effective organisation. Page 13 of 21
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4. Legal - The Procurement of this Contract was conducted as a below Regulated (Works) Open Procedure in accordance with the Council’s Standing Orders Relating to Contracts 1 January 2024. 5. Property/Assets – This contract relates to a vacant site at Bankfoot Road, Ferguslie Road. The contract will provide a new and improved path network throughout the site, with key gateway links; installation of an activity space; site drainage; street lighting; site furniture; improvements to existing soft landscaping and introduction of trees and shrubbery. 6. Information Technology - None directly arising from this report. 7. Equality & Human Rights - None arising directly from this report. 8. Health & Safety – P1 Solutions 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 ensure that the Council meets its statutory requirements in respect of procedures, efficiency, and modern Government. 10. Risk – P1 Solutions Ltd insurances have been assessed and evaluated to confirm that they meet the requirements regarding insurance risk. 11. Privacy Impact - None directly arising from this report. 12. Climate Risk – The level of impact associated with the External Works – Ferguslie Green Line Neighbourhood Centre has been assessed using the Scottish Government Sustainability Test and are considered to be high risk. P1 Solutions Ltd will be required to carry out the works in a manner that minimises the impact their activities will have on the environment. To mitigate the high risk P1 Solutions will: • implement waste management plans to reduce, reuse and recycle construction waste. • Establish monitoring programmes to track environmental parameters and ensure there is regular reporting to promptly address any adverse environmental impacts. 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position - None arising directly from this report. _______________________________________________________ Page 14 of 21
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List of Background Papers (a) Report by the Chief Executive to the Leadership Board on the 1st December 2021: “The Making of Ferguslie – framework report and place plan”. (b) Report by the Chief Executive to the Economy and Regeneration Policy Board on the 23 May 2023: “The Making of Ferguslie – Update”. (c) Report by the Chief Executive to the Economy and Regeneration Policy Board on the 23rd May 2023: “Place Based Improvement Programme 2024/25”. (d) Report by Chief Executive to the Economy and Regeneration Policy Board on the 14th June 2022: “UK Shared Prosperity Fund”. (e) Report by Chief Executive to Economy and Regeneration Policy Board on the 23rd August 2022 on the “UK Shared Prosperity Fund Update”. (f) Report by the Chief Executive to the Economy and Regeneration Policy Board on the 5th November 2024: “Placed Based Improvement Programme 2024/2025”. (g) Report by the Chief Executive to the Economy and Regeneration Policy Board on the 19th March 2024: “Regeneration Funding Bids Update”. ___________________________________________________________________ Author: Aileen Ross, Procurement Adviser, aileen.ross@renfrewshire.gov.uk Page 15 of 21
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 11 December 2024 ___________________________________________________________________ Report by: Director of Environment, Housing and Infrastructure and Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for Clyde Waterfront and Renfrew Riverside (CWRR) Bridge Maintenance Contract (RC-CPU-23-137) ___________________________________________________________________ 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 Clyde Waterfront and Renfrew Riverside (CWRR) Bridge Maintenance Contract (RC-CPU-23-137) to Fairfield Control Systems Limited. 1.2 The recommendation to award the NEC4 Term Service Short Contract (June 2017) follows a procurement exercise which was conducted using the Open Procedure in accordance with Public Contract (Scotland) Regulations 2015 and the Council’s Standing Orders Relating to Contracts 1 January 2024 for an above Threshold Services Contract. 1.3 A Contract Strategy was approved by the Head of Climate, Public Protection and Roads and the Corporate Procurement Manager in February 2024. __________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorises the Head of Corporate Governance to award the Term Service Contract in the form of NEC4 Term Service Short Contract (June 2017) as Item 3 Page 16 of 21
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amended by additional ‘Z’ clauses for Clyde Waterfront and Renfrew Riverside (CWRR) Bridge Maintenance Contract (RC-CPU-23-137) to Fairfield Control Systems Limited. 2.2 Authorises the service period of up to 5 years with optional Break Clauses. Contract Award is anticipated to be 23 December 2024 and the starting date will be subject to the completion of the CWRR Main works contract and commencement of bridge operation services by the Council. 2.3 Authorises the total of the Prices for Part 1 services of £725,986.00 exclusive of VAT. 2.4 Authorises up to £274,014.00 exclusive of VAT for the duration of the service period for reactive and unplanned activities to be instructed by the Council on a Task Order basis. 2.4 Authorises the Approved Contract Value of up to £1,000,000 excluding VAT for the service period (including the total of the Prices for Part 1 services and allowance for Task Orders). 2.5 Authorises that the Contractor’s total liability is limited to a minimum of £10 million each and every claim in respect of loss or damage to property (except Plant and Materials and Equipment) with one annual reinstatement, and an annual limit of £200,000 for uninsured losses. The service’s mitigation for agreeing limits of liability is set out in the Risk Implications section of this report. _________________________________________________________ 3. Background 3.1 Renfrewshire Council is regenerating the Clyde Waterfront with a new road bridge over the River Clyde at Renfrew. The Renfrew Bridge is the first opening road bridge across the River Clyde and includes a two-lane road for vehicles, pedestrians and cyclists. Spanning 184 metres, it is a cable stay twin-leaf design with each leaf opening and closing horizontally. 3.2 The bridge will open for river traffic with most commercial vessels travelling on the river during high tide, which happens once during the day and once during the night. When this happens, the bridge will be closed to road traffic, with signs nearby and information online providing advance notice of any closure to allow people to plan ahead and use alternative routes. 3.3 Renfrewshire Council requires to appoint a suitable Contractor to carry out inspections, planned maintenance activities and an emergency call out service for the Renfrew Bridge. The Contract will also include scope for the Contractor to undertake reactive, unplanned activities uncovered during Page 17 of 21
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routine maintenance and/or operation on a Task Order basis. Where an unplanned Task is deemed by the Client’s service team as high risk, the Council reserves the right not to instruct this task through this Contract and instead procure a separate contract for those specific works with appropriate levels of insurance. 3.4 The procurement exercise for this Contract was conducted in accordance with the Open Procedure under the Public Contract Scotland Regulations 2015 and the Council’s Standing Orders relating to Contracts 1 January 2024 for an above Threshold Services Contract. 3.5 To initiate this procurement process, a Contract Notice was published on Find-a-Tender Service via the Public Contracts Scotland advertising portal on 24 April 2024, with the tender documentation available for downloading from the Public Contract Scotland – Tender portal from this date. 3.6 During the live tender period, 8 organisations expressed an interest. By the closing date set for the return of electronic tender submissions, 12 noon on 8 July 2024, 1 organisation submitted a response, 4 declined to respond and 3 organisations failed to respond. 3.7 Tenderers were required to complete a Single Procurement Document (SPD) to be submitted with their submission. The 1 tender submission was evaluated against a pre-determined set of criteria in the form of the SPD by representatives from the following Council services: Environment, Housing and Infrastructure, representatives from Jacob’s UK Limited (who are acting as Site Supervision Consultant for the Clyde Waterfront and Renfrew Riverside Project), the Corporate Procurement Unit, Corporate Risk, and Corporate Health & Safety. 3.8 The tender submission received complied with the minimum criteria within the SPD and was evaluated against the Award Criteria 60% quality and 40% price. 3.9 The score relative to the Award Criteria and tender submission for Fairfield Control Systems Limited is detailed below: 3.10 Following the tender evaluation in accordance with the criteria set out in the procurement documents, the tender submission received by Fairfield Control Tenderer Name Quality Score (60%) Price Score (40%) Total Score (100%) Fairfield Control Systems Limited 37.00% 40.00% 77.00% Page 18 of 21
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Systems Limited is deemed to meet the Council’s requirements within budget and was therefore deemed to be value for money. 3.11 The form of Contract is the NEC4 Term Service Short Contract (June 2017) with additional ‘Z’ clauses. 3.12 The costs for the CWRR Bridge Maintenance Contract will be met from the Environment, Housing and Infrastructure Services budget. 3.13 Community Benefits were requested as part of the further competition procedure and Fairfield Control Systems Limited advised within their tender submission that the following Community Benefit will be deliver as part of the Contract: Community Benefit Outcome No. People/ Activity Industry Awareness Events • Schools • Invest in Renfrewshire – Employability • Further Education 3 Industry Skill Transfer to Schools 1 ___________________________________________________________________ Implications of the Report 1. Financial – The costs for the CWRR Bridge Maintenance Contract will be met from the Environment, Housing and Infrastructure Services revenue budget. Costs for planned maintenance activities are anticipated to be circa £137,376.00 per annum for the first 4 years and £176,482.00 for year 5, therefore the total cost for 5 years of planned maintenance is anticipated to be £725,986.00 exclusive of VAT. The Contract includes support for emergency, unplanned and reactive services for the CWRR bridge for the duration of the Contract. An allowance of £274,014.00 will be available for the total service period. 2. HR & Organisational Development – None arising directly 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. • Our Renfrewshire is fair – addressing the inequalities which limit life chances. Page 19 of 21
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Place: • Working together to ensure our neighbourhoods are safe, vibrant, and attractive places to live. • Delivering strong universal services for everyone. Economy: • Linking opportunities to enhance economic benefits for Renfrewshire. • Ensuring that all people can benefit from the inclusive growth in Renfrewshire. Fair: • Reducing inequalities. • Supporting improved health and wellbeing for our citizens. • Creating inclusive and supportive learning environments for children and young people. Green: • Protecting, enhancing, and supporting equal access to nature across all our communities. Living our Values: • Ensuring our organisation is financially sustainable. • Delivering Best Value for our citizens and customers. 4. Legal - This Procurement was carried out using the Open Procedure in accordance with the Public Contract (Scotland) Regulations 2015 and the Council’s Standing Orders Relating to Contracts for an above Threshold Services Contract. 5. Property/Assets – This contract will ensure the inspection and maintenance of the Renfrew Bridge, the Council’s new opening road, pedestrian and cycle bridge over the River Clyde. 6. Information Technology – None arising directly from this report. 7. Equality & Human Rights - None arising directly from this report. Page 20 of 21
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8. Health & Safety – Fairfield Control Systems Limited health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s requirements regarding health and safety. 9. Procurement – The procurement procedures outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency, and modern Government. 10. Risk – This Contract includes limits on the Contractor’s liability to the required levels of insurance for the Contract with a separate annual cap of £200,000 for uninsured losses. The level of public liability insurance (£10,000,000 each and every claim with an annual reinstatement) is considered adequate for the routine nature of the planned maintenance activities required through this Contract. The Council’s service team will consider requirements for any unplanned or reactive maintenance on a task-by-task basis and reserve the right not to instruct such Tasks through this Contract. Where the risk or complexity of any work is deemed by the Council’s service team to exceed the levels of insurance set for this Contract, the Council will procure a separate contract to undertake that specific requirement with adequate levels of insurance. Fairfield Control Systems Limited insurance documentation was evaluated by the Corporate Risk team and met the requirements regarding insurance. 11. Privacy Impact – None arising directly from this report. 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. 13. Children’s Rights – This report does not cover a new policy, function or strategy nor a substantive change to an existing policy, function or strategy which will have an impact on children’s rights. 14. Cosla Policy Position – None arising directly from this report. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Rebecca Park, Category Manager – City Deal and Infrastructure, rebecca.park@renfrewshire.gov.uk, 0141 487 1520 Page 21 of 21