Minutes of meeting
Renfrewshire Council · 13 February 2025
Back to Finance, Resources and Customer Services Policy Board — 13 February 2025 and its agenda
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Minute of Meeting Finance, Resources and Customer Services Policy Board Date Time Venue Thursday, 13 February 2025 10:00 Remotely via MS Teams, Present: Councillor Fiona Airlie-Nicolson, 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 Bruce MacFarlane, Councillor Sam Mullin, Councillor Iain Nicolson, Councillor John Shaw Chair Councillor Shaw, Convener, presided. In Attendance A MacArthur, Director of Finance & Resources; L McIntyre, Head of Policy & Partnerships and E Shearer, Regeneration & Place Manager (both Chief Executive’s); C Dalrymple, Head of Facilities & Property Services, L Feely, Head of Housing, G Hannah, Head of Climate, Public Protection & Roads, L Hepburn, Senior Manager, Neighbourhood Services, Waste and Fleet, F Farrell, Technical Unit Programme Manager and D Donnelly, Project Manager (all Environment, Housing & Infrastructure); and R Cree, Head of People & Organisational Development, M Conaghan, Head of Corporate Governance, C McCourt, Head of Finance & Procurement, P Murray, Head of Digital, Transformation & Customer Services, K Campbell, Assistant Chief Auditor, J Bowles, P2P Operational Lead, L Gillan, Interim Corporate Procurement Manager, G Beattie, A Donaldson and R Park, all Strategic Category Managers, R Davison, Digital Category Manager, J Tannock, Assistant Category Manager, G Innes, Senior Service Delivery Manager (Customer & Digital Operations), E Shields, Business Services Manager, S Fanning, Strategic Lead Partner (Health & Safety), E Simpson, Strategic Lead Partner (Organisational Development), G O'Neill, Organisational Development Partner, D Caldwell, Digital Learning Partner, L Fox, People Adviser, A Black, Managing Solicitor (DPO), L Currie, Managing Solicitor (Projects), E Gray Senior Committee Services Officer and D Cunningham, Committee Services and Licensing Officer (all Finance & Resources). Webcasting of Meeting Prior to the commencement of the meeting the Convener intimated that this meeting of the Board would be filmed for live or subsequent broadcast on the Council's internet site.
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Declarations of Interest Councillor Airlie-Nicolson declared an interest in agenda item 29 by reason of being employed by the organisation which was being recommended for the award of the contract and indicted that she would leave the meeting during consideration of the item. Councillor Nicolson declared an interest in agenda item 29 by reason of having a family member who was employed by the organisation which was being recommended for the award of the contract and indicted that he would leave the meeting during consideration of the item. 1 Investment Review Board There was submitted the Minute of the meeting of the Investment Review Board held on 20 November 2024, a copy of which forms Appendix 1 to this Minute. DECIDED: That the Minute be noted. 2 Joint Consultative Board (Non-Teaching) There was submitted the Minute of the meeting of the Joint Consultative Board (Non- Teaching) held on 21 November 2024, a copy of which forms Appendix 2 to this Minute. DECIDED: That the Minute be noted. 3 Revenue and Capital Budget Monitoring 2024/25 at 8 November 2024 There was submitted a revenue and capital budget monitoring report by the Director of Finance & Resources for the period to 8 November 2024. The report intimated that the projected revenue outturn at 31 March 2025 for those services reporting to this Policy Board was an underspend of £2.053 million (2.1%) against the revised budget for the year. The projected capital outturn at 31 March 2025 was a breakeven position. A number of revenue and capital budget adjustments were detailed at sections 6 and 7 of the report respectively. DECIDED: (a) That the projected revenue outturn underspend position of £2.053 million be noted; (b) That the projected capital outturn break-even position be noted; and (c) That the budget adjustments detailed at sections 6 and 7 be noted.
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4 Revenue and Capital Budget Monitoring – Council Overview as at 8 November 2024 There was submitted an update report by the Director of Finance & Resources relative to an overview of revenue and capital budget expenditure for the Council as at 8 November 2024. The report detailed that the total projected revenue outturn position for the Council, Health and Social Care Partnership and Housing Revenue Account as at 31 March 2025 was an overspend of £4.524 million (0.9%) and the projected capital outturn for all services was a breakeven position, split between General Fund services and the Housing Revenue Account. Further analysis was detailed in the appendices of the report. DECIDED: (a) That the projected revenue outturn overspend position of £4.524 million be noted; (b) That the projected capital outturn break-even position be noted; and (c) That the prudential indicators detailed in section 7 of the report be noted. 5 Business Services Performance Report There was submitted a report by the Director of Finance & Resources relative to the performance of key business services functions, including revenue collection and benefit administration, for the period ending 28 December 2024. The report provided an update on the funding and expenditure position for Discretionary Housing Payments and the Scottish Welfare Fund. Appendices to the report provided information on revenue collection and key performance indicators. The report advised that the Scottish Government had indicated in their budget that Scottish Welfare Fund funding would not increase for 2025/26 and separately that there was no likelihood of any similar top-up of core funding in future years. As a result it was proposed that £600,000 of Council funds be held in reserve for potential use during 2025/26. DECIDED: (a) That the content of the report be noted; and (b) That the recommendation in section 4.6.8 of the report to hold £600,000 of Council resources in reserve for potential use in Scottish Welfare Fund during 2025/26 be approved. 6 Business Services Accounts for Write Off There was submitted a report by the Director of Finance & Resources relative to a proposed write-off of Council Tax, Non-Domestic Rates, housing benefit overpayment
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and sundry debtors' accounts for sums over £10,000 where recovery was no longer viable. The value of the debt to be written off was £422,265.99 and a breakdown of this figure was provided at Appendix 1 of the report. DECIDED: That the write-off of £422,265.99, as detailed in tables 1 - 4 of the report, be authorised. 7 Customer Services Performance Report There was submitted a report by the Director of Finance & Resources relative to performance of key customer services functions including call centre, face-to-face and digital support for customers during December 2024. The report provided an update on the overall contact centre call handling volumes, implementation of the Digital Advisor (Millie) and indicated that face-to-face services continued in Renfrewshire House. Details of customer volumes were provided in the report. The report advised that demand for Digital Services remained high and provided an update on the level of online transactions being completed. DECIDED: That the content of the report be noted. 8 Civic Hospitality There was submitted a report by the Director of Finance & Resources relative to consideration of requests received by the Provost for civic hospitality from organisations for specific events as detailed within the report. The report outlined the proposed the type and cost of civic hospitality to be provided in respect of each civic event and sought authorisation for the Director of Finance & Resources, in consultation with the Provost, to make the necessary arrangements to provide civic hospitality, or in the case of events that had already been arranged, to homologate the action taken by the Head of Corporate Governance, in consultation with the Provost, to provide civic hospitality as detailed below:- (i) Friends of Renfrewshire group - lunch for four people in Pendulum following a visit to Paisley Abbey - £95.80; (ii) St Vincent’s Hospice - the purchase of a table for 10 guests at their charity ‘an audience with’ event at the Glynhill Hotel - £450; (iii) the Provost - replenishment of the civic gifts stock - £1,500; (iv) Robertson Park Bowling - a civic reception for 75 people to celebrate their 25th anniversary - £1,875; (v) Erskine Bowling Club - a civic reception for 85 people to celebrate their 50th anniversary - £2,100; and (vi) Woodland Community Bowling Club - a civic reception for 85 people to celebrate their 40th anniversary - £1,275.
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The report advised that the budget provision for 2024/25 for civic hospitality (including international links) was £46,460. It was noted that should the above hospitality be agreed, taking account of previous decisions, the remaining balance would be approximately £2,650. DECIDED: (a) That the provision of hospitality as detailed in section 1 of the report for the Robertson Park Bowling Club, Erskine Bowling Club and Woodland Community Bowling Club be approved; (b) That the replenishment of the civic gift stock be approved; (c) That the purchase of a table at the St Vincent’s Hospice ‘an audience with' event be approved; (d) That the Director of Finance & Resources, in consultation with the Provost, be authorised to make the necessary arrangements for the hospitality detailed above; and (e) That the action taken by the Head of Corporate Governance in terms of his delegated authority in respect of the Friends of Renfrewshire visit be noted. 9 Paisley and Renfrew Common Good Fund Budgets 2025/26 There was submitted a report by the Director of Finance & Resources relative to the estimated funding available for disbursal during 2025/26 from the Paisley and Renfrew Common Good Funds. The report indicated that income from both Common Good Funds was used to fund ongoing projects and commitments made previously by this Policy Board and its predecessors. In addition, an annual allocation was to be made to the relevant Local Partnerships with delegated authority to disburse grants to local organisations that had applied for grant aid and/or to use the funding to support appropriate projects. A forecast income and expenditure statement for both Common Good Funds, including the cost of recurring projects, was appended to the report. A non-recurring award of £50,000 from Renfrew Common Good to supplement the Council's upgrade and maintenance programme within Robertson Park was proposed at section 5.4 of the report with further details being provided in Appendix 2 of the report. DECIDED: (a) That the 2024/25 budget allocations to Local Partnerships be approved as follows: (i) Renfrew Local Partnership - £94,600 from the Renfrew Common Good Fund; (ii) Paisley East Local Partnership - £12,400 from the Paisley Common Good Fund; (iii) Paisley North, West & Central Local Partnership - £10,900 from the Paisley Common Good Fund; (iv) Gleniffer Local Partnership - £10,200 from the Paisley Common Good Fund;
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(b) That the continued funding of project awards, as outlined in Appendix 1 of the report, be approved and that the changes detailed in section 5 of the report be noted; (c) That a non-recurring award of £50,000 from Renfrew Common Good for the Robertson Park play area, as detailed in Appendix 2 of the report, be approved; and (d) That the future year allocations (previously agreed in 2024/25) to the Cherrie Centre, as outlined in paragraph 5.5 of the report, be noted. 10 Anti-Money Laundering Policy There was submitted a report by the Director of Finance & Resources relative to proposed revisions to the Council's Anti-Money Laundering Policy. The report noted that the revised version of the policy had not substantially changed and detailed the principal changes at section 1.3 of the report. The revised policy was attached as Appendix 1 to the report. DECIDED: That the revised Anti-Money Laundering Policy, as set out at Appendix 1 of the report, be approved. 11 Revised Policy and Guidelines on Surveillance There was submitted a report by the Director of Finance & Resources relative to proposed revisions to the Council's Policy and Guidelines on Surveillance. The report advised that only minor revisions to the policy were required to reflect changes to the Council structure. It was noted that since the last update report to this Policy Board in November 2022 there had been no authorisations for surveillance approved under the policy. DECIDED: (a) That the revised Policy and Guidelines on Surveillance, as set out at Appendix 1 of the report be approved; (b) That the Managing Solicitor (DPO) continued to be authorised to update the guidance note appended to the Policy, as required; and (c) That the content of the report, in particular section 5 regarding the number of applications for surveillance authorised by the Council since November 2022, be noted. 12 People Strategy 2021/26 (Revised Parenting Leave and Pay Policy) There was submitted a report by the Director of Finance & Resources relative to proposed revisions to the Council's Parenting Leave and Pay Policy. The revised Policy, as set out at Appendix 1 of the report, aimed to provide information and awareness of the types of parenting leave and pay entitlements available for all employees with parenting responsibilities and to offer flexibility to
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employees at particular stages of their lives and encourage the sharing of parenting responsibilities. The revised version, if approved, would replace the Policy which was approved in 2018. The key changes to the Policy were listed at section 4.4 of the report. DECIDED: That the revised Parenting Leave and Pay Policy, as set out at Appendix 1 of the report and which would replace the previous 2018 Policy, be approved. 13 People Strategy 2021/26 – Council Workforce Demographics and People Metrics There was submitted a report by the Director of Finance & Resources relative to information on the Council's workforce demographics and people metrics for the period 1 April to 31 December 2024. The report provided an overview of the current workforce profile and highlighted the importance of utilising people metrics for effective evidence-based decision making within the Council. The report detailed data collected in relation to employee absence, disciplines, grievances, overtime and training and set out the next steps which included future reports to this Policy Board to provide quarterly comparisons. DECIDED: (a) That the content of the report be noted; (b) That it be noted that updates on this report would be reported bi-annually for monitoring purposes; and (c) That it be noted that the next report would be submitted to the meeting of this Policy Board to be held on 12 June 2025 and would detail quarter by quarter comparison data, with targeted interventions to drive improvements where necessary. 14 ‘Improving our Workplace’ – Employee Engagement Survey 2024 There was submitted a report by the Director of Finance & Resources relative to the results of the recent Council-wide Employee Engagement Survey. The report advised that the survey had been available in various formats and had been completed by 22.9% of the workforce. The key findings of the survey were set out in Appendix 1 of the report together with the key actions and a proposed timeline to address the areas for improvement which were detailed Appendix 2. It was noted that the next Council-wide survey was planned for 2027 and every three years thereafter. DECIDED: (a) That the results of the survey and the areas for improvement, as set out in Appendices 1 and 2 of the report respectively, be noted; and (b) That it be noted that a progress report would be provided to members in early 2025, allowing Council officers time to share the results of the survey with the workforce and Trade Unions and implement agreed areas for improvement.
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15 Update on former Renfrew Police Station restoration works There was submitted a report by the Chief Executive relative to urgent repairs carried out at the former Renfrew Police Station on Inchinnan Road, Renfrew and proposed future repairs and maintenance. The report provided a background to the building which was Category B listed and had been vacant since 2012 when Police Scotland relocated. Detail was provided on the efforts undertaken to find a new use for the building and an unsuccessful bid to the UK Government's Levelling Up Fund. At the meeting of this Policy Board held on 23 November 2023, £110,000 was allocated from Renfrew Common Good to fund urgent repairs and maintenance work. The report advised that the work completed to date included clearing the gutters on the roof and securing all windows and entry points. The proposed future work involved the removal of rot and asbestos within the building and the demolition of the former cells and offices at the rear of the building. A further £153,000 from Renfrew Common Good was sought to allow the proposed future works to be completed. DECIDED: (a) That the content of the report be noted; (b) That the Head of Facilities and Property Services be authorised to award a contract for urgent repairs and maintenance works at the Former Renfrew Police Station, Inchinnan Road, Renfrew; and (c) That an additional £153,000 for the works, to be funded from the Renfrew Common Good fund, be authorised. 16 Facilities and Property Services - Service Update Report There was submitted an update report by the Director of Environment, Housing & Infrastructure relative to the operational performance of Facilities Management (Hard and Soft Services, including Building Services) and Property Services as delivered by Environment, Housing & Infrastructure since the last meeting of this Policy Board. DECIDED: That the content of the report be noted. 17 Contract Authorisation Report for the Inspection, Testing, Maintenance and Repairs of Passenger Lifts, Stairlifts and Winches – Council Wide (RC-CPU-24-145) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a services contract for the Inspection, Testing, Maintenance and Repairs of Passenger Lifts, Stairlifts and Winches – Council Wide (RC-CPU-24- 145) to Jackson Lift Services Limited.
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DECIDED: (a) That the Head of Corporate Governance be authorised to award a Services Contract in the form of a SBCC Measured Term Contract for use in Scotland, MTC/Scot (2011 Edition) as supplemented and amended by the Employers Amendments, for the Inspection, Testing, Maintenance and Repairs of Passenger Lifts, Stairlifts and Winches – Council Wide (reference RC-CPU-24-145) to Jackson Lift Services Limited; (b) That the approved contract value of up to £750,000 excluding VAT for the contract period, including use of any extension periods, be authorised; (c) That it be noted that the Services Contract would be for an initial contract period of three years with the Council having, at its sole discretion, the option to extend the contract for additional periods of 12 months on two occasions only, for a maximum Contract Period of five years; (d) That it be noted that it was anticipated that the contract would commence on 21 March 2025; if the contract did not commence on this date, the Contract would commence on the date stated within the Council’s Letter of Acceptance; and (e) That it be noted that the award of this contract was subject to Jackson Lift Services Limited providing the level of public indemnity insurance as indicated within the tender documentation and that Jackson Lift Services Limited had indicated that where successful and prior to an award, they would increase their insurance cover to the level required. 18 Contract Authorisation Report for Processing & Recycling of Mechanical Street Sweepings (RC-CPU-24-103) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a services contract for Processing & Recycling of Mechanical Street Sweepings (reference RC-CPU-24-103) to J. & M. Murdoch & Son Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for Processing & Recycling of Mechanical Street Sweepings (RC-CPU-24- 103) to J. & M. Murdoch & Son Limited made following a mini-competition under Lot 17 of Scotland Excel Dynamic Purchasing System for the Treatment and Disposal of Recyclable and Residual Waste schedule 27/17; (b) That the approved Contract value of up to £800,000 excluding VAT be authorised; (c) That the contract period of four years be authorised; and (d) That it be noted that the anticipated commencement date was 1 April 2025 until 31 March 2029 and that in the event that the contract did not commence on 1 April 2025, the contract period would run from the actual commencement date as stated in the Council’s Letter of Acceptance.
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19 Contract Authorisation Report for the Processing & Recycling of Light Scrap Metal from the Councils HWRCs (RC-CPU-24-122) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a services contract for the Processing & Recycling of Light Scrap Metal from the Councils HWRCs (reference RC-CPU-24-122) to WRC Recycling Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for the Processing & Recycling of Light Scrap Metal from the Council's HWRC’s (RC-CPU- 24-122) to WRC Recycling Limited made following a mini-competition under Lot 7 of Scotland Excel Dynamic Purchasing System for the Treatment and Disposal of Recyclable and Residual Waste schedule 27/12; (b) That the proposed income of up to £400,000 subject to market rates be accepted; (c) That the contract period of four years be authorised; and (d) That it be noted that the anticipated commencement date was 1 April 2025 until 31 March 2029 and that in the event that the contract did not commence on 1 April 2025, the contract period would run from the actual commencement date as stated in the Council’s Letter of Acceptance. 20 Contract Authorisation Report for the Treatment of Waste Upholstered Domestic Seating (WUDS), Persistent Organic Pollutants (POPS) (RC-CPU-24-209) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a services contract for the Treatment of Waste Upholstered Domestic Seating (WUDS), Persistent Organic Pollutants (POPS) (reference RC-CPU-24-209) to Enva Scotland Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for the Treatment of Waste Upholstered Domestic Seating (WUDS), Persistent Organic Pollutants (POPS) (RC-CPU-24-209) to Enva Scotland Limited made following a mini- competition under Lot 11 of Scotland Excel Dynamic Purchasing System for the Treatment and Disposal of Recyclable and Residual Waste schedule 27/17; (b) That the approved contract value of up to £1,300,000 excluding VAT be authorised; (c) That the contract period of one year from 1 April 2025 until 31 March 2026, with the Council having the sole right to extend the contract on three separate occasions for up to one year up until 31 March 2029, be authorised; and
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(d) That it be noted that the commencement date was anticipated to be 1 April 2025 and that in the event that the contract did not commence on 1 April 2025 the contract period would run from the actual commencement date as stated in the Council’s Letter of Acceptance. 21 Contract Authorisation Report for the Treatment, Recycling & Disposal of Mixed Waste from the Councils 5 x Household Waste Recycling Centres (HWRC’s) and Waste Arisings from other Council Service Operations (RC-CPU-24-105) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a services contract for the Treatment, Recycling & Disposal of Mixed Waste from the Councils 5 x Household Waste Recycling Centres (HWRCs) and Waste Arisings from other Council Service Operations (reference RC-CPU-24-105) to Enva Scotland Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for Treatment, Recycling & Disposal of Mixed Waste from the Councils 5 x Household Waste Recycling Centres (HWRCs) and Waste Arisings from other Council Service Operations (RC-CPU-24-105) to Enva Scotland Limited following a mini-competition made under Lot 11 of the Scotland Excel Dynamic Purchasing System (DPS) for the Treatment and Disposal of Recyclable and Residual Waste, schedule 27/17; (b) That the approved contract value of up to £4,000,000 excluding VAT be authorised; (c) That the contract period of four years be authorised; and (d) That it be noted that the anticipated commencement date was 1 April 2025 until 1 March 2029 and that in the event that the contract did not commence on 1 April 2025, the contract period would run from the actual commencement date as stated in the Council’s Letter of Acceptance. 22 Contract Authorisation Report for the Supply and Delivery of 1x 18T Narrow Track Refuse Collection Vehicle (RC-CPU-24-215) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a contract for the Supply and Delivery of 1x 18T Narrow Track Refuse Collection Vehicle (RCV) (reference RC-CPU-24-215) to Dennis Eagle Limited as part of the Council’s Vehicle Replacement Programme for 2024/25. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for the Supply and Delivery of 1x18T Narrow Track RCV to Dennis Eagle Limited, awarded under Lot 10 (Bodies for Refuse Collection Vehicles) of the Scotland Excel Framework Agreement for Supply and Delivery of Heavy & Municipal Vehicles (ref: 03/21);
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(b) That the approved contract value of £220,698 excluding VAT be authorised; and (c) That it be noted that Dennis Eagle Limited had confirmed that delivery would be made for the vehicle 28-30 weeks from receipt of the purchase order and that delivery of the vehicle would be made to Fleet Services, Underwood Road, Paisley. 23 Contract Authorisation Report for: Park Mains High School Extension – Design and Build (RC-CPU-24-053) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Pre-Construction Services Agreement for Park Mains High School Extension – Design and Build (RCCPU- 24-053) (the “PCSA”) to Galliford Try Construction Limited, T/A Morrison Construction Scotland, which formed part of the procurement exercise for the complete Design and Build (D&B) Works Contract for Park Mains High School Extension – Design and Build (RC-CPU-24-053). DECIDED: (a) That the Head of Corporate Governance be authorised to award a Pre- Construction Services Agreement (PCSA) for the Park Mains High School Extension – Design and Build (RC-CPU-24-053) to Galliford Try Construction Limited, T/A Morrison Construction Scotland; (b) That the award of the PCSA Contract for the Pre-Construction Services Fee of £1,191,440.74 excluding VAT be authorised; (c) That a contingency spend of £119,144.07, equal to 10 percent of the Pre- Construction Services Fee, be authorised; (d) That a total Approved Contract Value (the total of the Pre-Construction Services Fee plus the contingency spend) of £1,310,584.81 be authorised; (e) That it be noted that the pre-construction services were scheduled for commencement on Monday 17 March 2025 and that the actual date would be confirmed in the Council’s Letter of Acceptance to Galliford Try Construction Limited, T/A Morrison Construction Scotland; (f) That it be noted that, as part of the Pre-Construction Services Agreement, it might be identified that an Enabling Works Package was required and if that was the case a further report would be submitted to a future meeting of this Policy Board seeking formal approval to enter into the Enabling Works Contract with Galliford Try Construction Limited, T/A Morrison Construction Scotland; (g) That it be noted that a further report would be submitted to a future meeting of this Policy Board seeking formal approval to enter into the Design and Build Contract with Galliford Try Construction Limited, T/A Morrison Construction Scotland; and (h) That the Contractor’s total liability for matters which would be covered by Professional Indemnity would be limited to £10 million in the aggregate with an annual automatic reinstatement be authorised.
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24 Contract Authorisation Report: New Primary School in Dargavel, Enabling Works Contract and approval for Pre-Construction Consultant Fees There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Design and Build Development Agreement (DBDA) for Enabling Works with Hub West Scotland Limited which would be sub-contracted to BAM Construction Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to enter into a Design and Build Development Agreement (DBDA) for Enabling Works with Hub West Scotland Limited; (b) That it be noted that Hub West Scotland Limited would wholly sub-contract all these Enabling Works under this contract to BAM Construction Limited; (c) That the award of the Enabling Works Contract for £2,354,023.00 exclusive of VAT to Hub West Scotland Limited be authorised; (d) That a contingency spend of £353,103.45 in relation to the Enabling Works Contract, 15% of the Contract Sum, be authorised; (e) That a total Approved Contract Value (the total of the Contract Sum plus the contingency spend) for Enabling Works of £2,707,126.45 be authorised; (f) That the acceptance of a Limitation on Hub West Scotland Limited’s Liability for uninsured losses up to the value of the Contract Sum for the Enabling Works Contract be authorised; (g) That it be noted that the Enabling Works Contract was anticipated to commence in early March 2025 and be completed by late October 2025; (h) That the spend of £2,228,624 to Hub West Scotland Limited for them to pay their various Pre-Construction Consultant Fees which would be incurred in advance of entering into the Design and Build Development Agreement associated with the Main Works Contract be authorised; (i) That a contingency spend of £334,293.60 in relation to the Pre-Construction Consultant Fees, 15% of the Contract Sum, be authorised; (j) That a total Approved Contract Value (the total of the Contract Sum plus the contingency spend) for Pre-Construction Consultant Fees of £2,562,917.60 be authorised; (k) That the acceptance of a Limitation of Liability on Design Consultants Pre- Construction Development (Pre-Construction Consultants) to the sums, referred to in section 3.19 of the report, on an each and every claim basis except for claims relating to pollution and contamination and asbestos where the limit would be in the annual aggregate be authorised; and
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(l) That it be noted that a further report would be submitted to a future meeting of this Policy Board to seek approval of the award of an Advance Works Contract and award of a Main Works Contract to Hub West Scotland Limited, noting that these would both also be wholly sub-contracted to BAM Construction Limited. 25 Contract Authorisation Report for the Provision of a GIS System (RC-CPU-24-266) There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the award of a contract for the Provision of a GIS System (RC-CPU-24-266). DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for the Provision of a GIS System to Esri (UK) Ltd, subject to the Head of Finance and Procurement, in consultation with the Head of Corporate Governance, being satisfied that the terms and conditions were acceptable to the Council; (b) That the Contract period of three years from 1 April 2025 until 31 March 2028 be authorised; and (c) That the maximum approved Contract value of £216,218 excluding VAT for the full contract period be authorised. 26 Notification of Award for a Building Repairs Management System (RC-CPU-23-201) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the homologation of a decision taken by Head of Facilities and Property Services and the Head of Digital, Transformation and Customer Services on the 29 November 2024 to award the Call- Off Contract for a Building Repairs Management System to Advanced Business Software and Solutions Limited (trading as Advanced). DECIDED: (a) That the decision taken by the Head of Facilities and Property Services and the Head of Digital, Transformation and Customer Services to award a Call-Off Contract for a Building Repairs Management System to Advanced Business Software and Solutions Limited (trading as Advanced) following a Direct Award procedure under Lot 3: Housing, Environmental and Planning Solutions of the Crown Commercial Services Vertical Application Solution Framework Agreement, reference RM6259 (the Framework) be homologated; (b) That the Call-Off Contract Start Date of 5 January 2024 for a Call-Off Term of two years with the option of Call-Off Optional Extension at the sole discretion of the Council for a period of up to 12 months on two separate occasions until no later than 4 January 2028 be homologated; (c) That the Call-Off Contract value of £272,777 excluding VAT for the Initial Call-Off Contract Period, with an additional £148,782 excluding VAT should the first extension
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period be utilised, and further £157,709 excluding VAT should the second be utilised, resulting in an approved contract value not exceeding £579,268 excluding VAT be homologated; and (d) That, in accordance with the Framework Agreement, the aggregate liability cap for this Call-Off Contract, which would not exceed the greater of £1 million or 125% of the Estimated Yearly Charges, be homologated. 27 Notification of the award of a Contract for the Development of Outline Business Cases (OBC) for Paisley Central and Paisley North (AMIDS Extension) potential district heating networks (RC-CPU-24- 169) under standing order 9.1k) of Council Standing Orders Relating to Contracts There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Call-Off Contract for the Development of Outline Business Cases (OBC) for Paisley Central and Paisley North (AMIDS Extension) potential district heating networks (RCCPU- 24-169) under standing order 9.1(k) of Council Standing Orders Relating to Contracts. DECIDED: (a) That the details a Call-Off Contract, set out at section 3 of the report, made under 4.1 of the Crown Commercial Services Demand Management and Renewable Framework reference RM6314 for the Development of Outline Business Cases (OBC) for Paisley Central and Paisley North (AMIDS Extension) potential district heating networks (RC-CPU-24-169) which was awarded to Buro Happold Limited, in accordance with clause 9.1(k) of Council Standing Orders Relating to Contracts, in January 2024 by the Director of Environment, Housing and Infrastructure be noted; (b) That it be noted that the total of the prices was £174,937.00 excluding VAT; (c) That it be noted that the allowance for additional services related to development of the OBCs, which might require to be instructed by the Council during the contract period, was £43,734.25 exclusive of VAT; (d) That the Approved Contract Value of up to £218,671.25 excluding VAT for the duration of the Call Off Contract (including the total of the Prices and the allowance for additional services required related to the OBC development) be noted; (e) That it be noted that the starting date was 6 January 2025, and the completion date for the whole of the Services was anticipated to be 31 May 2025; and (f) That it be noted that the Consultant’s total liability to the Council was limited to a minimum of the levels of insurance to be maintained where insurance was required in accordance with the Call-off Contract and was limited to £1,000,000 in the annual aggregate for uninsured losses and that the Consultant’s liability for matters which would be covered by professional indemnity insurance was therefore limited to £1,000,000 each and every claim.
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28 Notification of Correction to Report – External Works - Ferguslie Green Line Neighbourhood Centre – (RC-CPU-24-026) There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to an evaluation error in the Contract for External Works, Ferguslie Green Line – Neighbourhood Centre recommended for award at the meeting of this Policy Board held on 11 December 2024. DECIDED: (a) That it be noted that following recommendations to make awards at the special meeting of this Policy Board held on 11 December 2024, one technical evaluation error was identified and that this error had an impact on the scoring of one tenderer and revision to the ranking for the tenderers placed second to fifth, as set out in the Appendix 1 to the report; (b) That it be noted that this modification did not change the position of the tenderer recommended for award at the special meeting of this Policy Board held on 11 December 2024; and (c) That it be noted that the External Works Ferguslie Green Line – Neighbourhood Centre (RC-CPU-24-026) Contract was awarded to P1 Solutions Ltd on 19 December 2024. Sederunt Having previously declared interests Councillors Airlie-Nicolson and Nicolson left the meeting prior to consideration of the following item of business. 29 Contract Authorisation Report for Support Service for People with a Head Injury and their Families/Carers (RC-CPU-24-206) There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the award of a contract for a Support Service for People with a Head Injury and their Families/Carers (RC-CPU-24-206) to Quarriers. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for a Support Service for People with a Head Injury and their Families/Carers, reference RC-CPU-24-206 to Quarriers; (b) That a maximum approved contract value of £300,000 excluding VAT for the full contract period be authorised; (c) That the award of the contract for a period of three years with no option to extend be authorised; and (d) That the anticipated commencement date of the contract was 1 April 2025 and that the actual commencement date would be confirmed in the Council’s Letter of
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Acceptance.