Renfrewshire House Archive Store Roof Concrete Slab Waterproofing Works
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 Environment, Housing and Infrastructure and the Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for: Renfrewshire House Archive Store Roof Concrete Slab Waterproofing Works (RC-CPU-24-070) ___________________________________________________________________ 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 Renfrewshire House Archive Store Roof Concrete Slab Waterproofing Works, (RC-CPU-24-070) to W.H. Kirkwood Limited. 1.2 The recommendation to award the Contract follows a procurement exercise which was conducted in accordance with the Council’s Standing Orders Relating to Contracts 1 January 2024 for a below Regulated (Works) contract using the Quick Quote Procedure. 1.3 A Quotation Request Form was approved by the Interim Strategic Category Manager on the 11 December 2024 and the Project Manager on 13 December 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 Contract for Renfrewshire House Archive Store Roof Concrete Slab Waterproofing Works (RC-CPU-24-070) to W. H. Kirkwood Limited.
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2.2 Authorises the Tendered Contract Sum of £219,475.85, excluding VAT. 2.3 Authorises a contingency spend of £21,947.59 which equates to 10% of the Contract Sum. 2.4 Authorises a total Approved Contract Value of £241,423.44 (which is the total of the Contract Sum plus the contingency spend). 2.5 Note the Date of Commencement of the Works is 1 May 2025, and the Date for Completion of the Works is 24 July 2025. Any changes to these dates will be confirmed in the Council’s Letter of Acceptance to W. H. Kirkwood Limited. _________________________________________________________ 3. Background 3.1 Renfrewshire Council requires a competent and suitably qualified contractor to remove existing concrete screed and slabs from the main ramp at Renfrewshire House and install new spray applied waterproof membrane, reinstalling screed and slabs to original lines and level. 3.2 A Quick Quote procurement process was utilised for this Contract. To initiate this procurement process 6 organisations were invited to participate in the Quick Quote. The tender documentation was published on Public Contracts Scotland – Tender portal on 9 January 2025 with the tender documentation available for downloading from the PCS-Tender portal from this date. 3.3 By the closing date set for the return of electronic tender submissions, 12 noon on 6 February 2025, 3 organisations submitted a tender response, 2 organisations did not respond, and 1 organisation declined to respond due to the timescales. CPU issued a feedback request from the organisations that did not submit a tender response; however, no feedback has been provided to date. 3.4 In accordance with the Council’s Standing Orders Relating to Contracts 1 January 2024, Tenderers were required to complete a Single Procurement Document (SPD) to be submitted as part of their Quotation Response. All 3 Quotation Responses 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. 3.5 During the technical evaluation period 1 tenderer was deemed non- compliant as it did not meet the Specification required.
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3.6 The remaining 2 Quotation Responses received complied with the minimum selection criteria of the SPD. The 2 Quotation Responses were each evaluated against the Award Criteria which were based on a weighting of 70.00% Price and 30.00% Quality. 3.7 The scores relative to the Award Criteria for each of the remaining two Quotation Responses are noted below: Company Price (70%) Quality (30%) Total (100%) W. H. Kirkwood Limited 70.00% 27.50% 97.50% Hugh L S McConnell Limited 38.59% 26.25% 64.84% 3.8 The evaluation of Quotation Responses received identified that the submission by W. H. Kirkwood Limited was the most economically advantageous tender. 3.9 The form of Contract is SBCC Minor Work Building Contract Scotland (MW/Scot) 2016 Edition including the Employer’s Amendments. 3.10 Community Benefits were requested as part of the procurement process and W. H. Kirkwood Limited confirmed that the following Community Benefits would be made available to the Council for this Contract: __________________________________________________________________ Implications of the Report 1. Financial - Financial and Economic Standing have been assessed as part of the tender selection criteria – which W. H. Kirkwood Limited met. The Approved Contract Value of up to £241,423.44 excluding VAT will be met through the Capital – General Services budget. 2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – • Green - Integrating climate considerations into our long term strategic and financial planning as an organisation Community Benefit Description No of People / Activity Work Experience Placement for an individual 16+ years of age 1
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• Living Our Values - Ensuring Renfrewshire Council delivers Best Value for our citizens and customers, that we are a well governed, effective organisation. 4. Legal - The Procurement for this Contract was conducted as a below Regulated (Works) Quick Quote Procurement Procedure in accordance with the Council’s Standing Orders Relating to Contracts 1 January 2024. 5. Property/Assets – This Contract will remove existing concrete screed and slabs from Renfrewshire House main ramp and install new spray applied waterproof to protect the contents of the Archive Store. 6. Information Technology - None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety – W. H. Kirkwood Limited health and safety credentials are currently being evaluated by Corporate 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 - W. H. Kirkwood Limited 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 – Mitigations the Council has taken in regard to sustainability within this Contract include: - The Contractor to complete and submit Climate Change Plan document for information - The Contractor has provided evidence of UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position – None directly arising from this report. _______________________________________________________
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List of Background Papers None ___________________________________________________________________ Author: Stuart McLean, Procurement Adviser, stuart.mclean@renfrewshire.gov.uk