Bus Shelter Advertising, Cleaning and Maintenance (RC-CPU-22-212)
Renfrewshire Council · 3 April 2025
Back to Finance, Resources and Customer Services Policy Board — 3 April 2025 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 3 April 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for Bus Shelter Advertising, Cleaning and Maintenance (RC-CPU-22-212) ___________________________________________________________________ 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 Bus Shelter Advertising, Cleaning and Maintenance, reference RC- CPU-22-212, to Clear Channel UK Limited. 1.2 The recommendation to award the Contract follows a procurement exercise conducted as an Open Procedure below the Procurement Regulations threshold for a Concession contract. 1.3 A Contract Strategy was approved by the Strategic Category Manager and the Head of Climate, Public Protection and Roads on 27 June 2024. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board:
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2.1 Authorises the Head of Corporate Governance to award the Contract for Bus Shelter Advertising, Cleaning and Maintenance to Clear Channel UK Limited. 2.2 Note that the intended Award Date is 2 June 2025, and the Expiry Date is 1 June 2035. The actual dates will be confirmed in the Letter of Acceptance. 2.3 Note that the Contract is anticipated to generate an income to the Council of £519,500.00 excluding VAT over the Contract Period. 2.4 Note that the Contract includes provision for annual increases to income generated under the Contract, which will be in line with the Consumer Price Index and capped at a maximum of 3% per annum. This income would be in addition to the anticipated value stated in 2.3 above. _________________________________________________________ 3. Background 3.1 The Council has a requirement for a Contractor to develop advertising opportunities on bus shelters, owned by the Council across the Renfrewshire Council area and maximise income generation for the Council. In addition, as part of the Contract, the Contractor shall also clean and maintain all bus shelters except for the 6 bespoke bus shelters on Gauze Street which will be cleaned by the Contractor but maintained by the Council. 3.2 This procurement exercise was conducted as a below Procurement Regulations value Open Procedure for a Concession Contract. 3.3 A Contract Notice was published on the Public Contracts Scotland advertising portal on 12 November 2024 and the tender documentation was available for downloading from the Public Contracts Scotland – Tender platform on the same date. 3.4 During the tender period, 11 organisations expressed an interest in the Contract. By the closing date for return of electronic tenders, 12 noon on 20 January 2025, 1 company had submitted a response, 1 declined to respond and 9 others did not respond. 3.5 The Tender Submission received was evaluated against a pre- determined set of criteria in the form of the Single Procurement Document (SPD) Scotland as required by the Council’s Standing Orders Relating to Contracts, clause 11.5, by representatives from the following Council Services: Corporate Procurement Unit, Health and
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Safety and Risk. These representatives assessed the SPD Scotland, for competence, expertise and economic and financial standing. The Tenderer was assessed as meeting the minimum criteria following the methodology stated in the Invitation to Tender. 3.6 The Tender Submission was then evaluated against the published set of Award Criteria which were based upon a price/quality ratio of 60.00% price and 40.00% quality. 3.7 The scores relative to the Award Criteria for the Tenderer are noted below: Price (60.00%) Quality (40.00%) Total (100.00%) 1 Clear Channel UK Limited 60.00% 39.50% 99.50% 3.8 The Council assessed Clear Channel UK Limited’s Tender Submission against the criteria set out in the procurement documents and determined that it met the Council’s requirements. Following conclusion of the evaluation, the Council recognised opportunities to improve Clear Channel UK Limited’s Tender Submission therefore approval to undertake post tender negotiations (PTN) was sought from the Interim Corporate Procurement Manager. As a result of PTN, the Council was able to secure better value for money which will result in increased income generated through the Contract. 3.9 This Contract is anticipated to generate an income to the Council of £519,500.00 excluding VAT over the Contract Period. 3.10 Community Benefits were requested as part of the procurement process and Clear Channel UK Limited have committed to the following Community Benefits: Community Benefit Description No of People / Activity Financial Support for a Social Enterprise or other approved community initiative 50 ___________________________________________________________________ Implications of the Report 1. Financial – This Contract will increase Council income by approximately £519,500.00 excluding VAT over the Contract Period of 10 years. The anticipated Award Date is 2 June 2025.
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2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – Place: this Contract will ensure that all bus shelters within Renfrewshire are cleaned and maintained during the Contract Period. 4. Legal –This procurement exercise was conducted as an Open Procedure relating to a Concession Contract for a contract value below the Procurement Regulations threshold for a Concession contract and above the Threshold required for approval at this Board. 5. Property/Assets – this Contract will ensure that all bus shelters within Renfrewshire are cleaned and maintained during the Contract Period. 6. Information Technology – None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety – Clear Channel UK Limited’s Health and Safety policies and procedures 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 compliance with the Council’s Standing Orders relating to Contracts. 10. Risk – Clear Channel UK Limited’s 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 provision of these works have been assessed using the Scottish Government Sustainability Test and is considered low risk. Clear Channel UK Limited will deliver the service in a manner that minimises the impact their activities will have on the environment. 13. Children’s Rights – none arising directly from this report.
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14. Cosla Policy Position – none arising directly from this report. _______________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Brian Bradley, Assistant Category Manager, 0141 487 1522, brian.bradley@renfrewshire.gov.uk