Housing Removal, Relocation and Warehouse Storage Framework
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 & Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report: Housing Removal, Relocation and Warehouse Storage Framework – RC-CPU-24-120 ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to enter into a multi- supplier Framework Agreement for the Housing Removal, Relocation and Warehouse Storage (RC-CPU-24-120). 1.2 The recommendation to award the Framework Agreement follows a procurement exercise conducted in accordance with the Public Contracts (Scotland) Regulations 2015 for an above GPA Threshold Framework using the Open Procedure (Services) and the Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Director of Environment, Housing and Infrastructure and the Interim Corporate Procurement Manager on the 20 December 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 enter into a Framework Agreement for the Housing Removal, Relocation and Warehouse Storage (RC-CPU-24-120) with the following tenderers, as ranked in the following order: 1st – Kelerbay Limited t/a Doree Bonner International 2nd – Clockwork Removals Limited 3rd – Kwikshift European Transportation & Logistics Ltd 2.2 Note that Kwikshift European Transportation & Logistics Ltd’s place on the Framework Agreement is subject to the provision of evidence that the Tenderer maintains insurances that meet the minimum requirements regarding insurable risk as set out in the tender documentation. 2.3 Note the Framework Agreement shall be for an initial period of 3 years with the option, at the sole discretion of the Council, to extend the Framework Agreement for a period of 1 year to a maximum period of 4 years. The Framework Agreement is anticipated to commence on 1 May 2025. The actual commencement date will be confirmed in the Council’s Letter of Acceptance. 2.4 Authorises spend up to a value of £350,000 excluding VAT under all Call-Off Contracts made under the Framework Agreement. 2.5 Note the Framework Agreement has no guarantee as to the continuity and value of work available to the Framework Service Provider; and 2.6 Note that Framework Service Providers awarded rights to participate under the Framework Agreement are each required to enter into a Data Processor Agreement with the Council. _________________________________________________________ 3. Background 3.1 The Council has a requirement to establish a multi-supplier Framework Agreement for the Housing Removal, Relocation and Warehouse Storage Services. The Framework Agreement will be ranked as detailed within the Council’s Invitation to Tender. The Framework Agreement is required for housing removals and storage which may be required throughout the Council’s Housing and Homeless teams. The Council has a statutory duty to provide these services for persons who find themselves homeless and are being assisted by the Council’s Housing Advice and Homeless Services.
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3.2 A contract notice advertising the tender opportunity was dispatched via the Public Contracts Scotland portal to the Find Tender System (FTS) with the notice published on FTS on 20 December 2024 and the tender documentation available for downloading from the Public Contracts Scotland – Tender platform on this date. 3.3 During the live Tender period, 15 organisations expressed an interest in the Framework Agreement. By the closing date set for return of electronic tender submissions 12 noon on 6 February 2025, 6 organisations submitted a response, and 9 organisations did not respond. 3.4 The 6 Tender Submissions received were evaluated against a pre- determined set of criteria in the form of the Single Procurement Document (SPD) by representatives from the following Council Services: Environment, Housing and Infrastructure, Corporate Procurement Unit, Corporate Risk and Corporate Health and Safety. 3.5 The 6 Tender Submissions met the minimum selection criteria of the SPD (Scotland) and progressed to evaluation of the Award Criteria which was based on a weighting of 35.00% Quality / 65.00% Price. The outcome of this evaluation determined the total score achieved by each tenderer. 3.6 The scores relative to the Award Criteria for the 6 Tender Submissions are noted below. In accordance with the Invitation to Tender, the top 3 scoring tenderers will be awarded the right to participate on the Framework Agreement. Tenderer Quality Score (35%) Price Score (65%) Total Score (%) Rank Kelerbay Limited t/a Doree Bonner International 31.75% 56.68% 88.43% 1 Clockwork Removals Limited 33.00% 51.83% 84.83% 2 Kwikshift European Transportation & Logistics Ltd 27.00% 48.63% 75.63% 3 Richard Healey Removals Ltd 31.75% 36.32% 68.07% 4 Johnsons 1871 Limited 33.75% 33.94% 67.69% 5 Harrow Green Limited 31.75% 31.04% 62.79% 6
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3.7 Any Call-off contract (Call-offs) made under the Framework Agreement will follow the award procedures as set out in the Framework Agreement by either (1) directly selecting a Service Provider according to the Direct Award procedure or (2) conducting a Mini-Competition Process. It is envisaged that the majority of Call-offs will follow the Direct Award procedure, however circumstances may arise where not all of the terms of the proposed contract are laid down in the Framework Agreement, or that services required are for a high value or complex service and the option of a Mini-Competition Process would be pursued. Where the Direct Award procedure is undertaken, the 1st ranked Service Provider will be contacted to undertake the requirement. If the 1st ranked Service Provider is unable to undertake the requirement, the 2nd ranked Service Provider would be contacted, and so on. 3.8 Community Benefits were requested as part of this procurement process and the successful tenderers have confirmed that the following Community Benefits would be made available once each Service Provider has reached £30k of spend on the framework. Kelerbay Limited t/a Doree Bonner International Community Benefit Description No of People / Activity Job for an unemployed individual 1 Modern Apprenticeship 2 Work Experience Placement for an individual 16+ years of age 1 Industry Awareness Events 1 Clockwork Removals Limited Community Benefit Description No of People / Activity Job for a young person (age 16-24) from a recognised priority group e.g. from the councils' most deprived data zones 1 Job for an unemployed individual 1 Modern Apprenticeship 1 Work Experience Placement for an individual 16+ years of age 1 Work Experience Placement for an individual in full time education 1 "Industry Awareness Events 2
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• Schools • Invest in Renfrewshire – Employability • Further Education" Industry Skill Transfer to Schools 2 Commitment to ensure that supply chain opportunities are prioritised for Renfrewshire based businesses 1 Business advice/support to an SME/Social Enterprise/Voluntary organisation 1 Non-financial support for a Community Project 1 Kwikshift European Transportation & Logistics Ltd Community Benefit Description No of People / Activity Job for a young person (age 16-24) from a recognised priority group e.g. from the councils' most deprived data zones 1 Modern Apprenticeship 2 Work Experience Placement for an individual 16+ years of age 4 "Industry Awareness Events • Schools • Invest in Renfrewshire – Employability • Further Education" 2 Business advice/support to a local SME /Social Enterprise/ Voluntary organisation 2 Commitment to ensure that supply chain opportunities are prioritised for Renfrewshire based businesses 1 Financial Support for a Social Enterprise or other approved community initiative 1 Non-financial support for a Social Enterprise or other approved community initiative 1 ___________________________________________________________________ Implications of the Report 1. Financial - The maximum spend under the Framework Agreement is up to the value of £350,000.00 excluding VAT, though there is no guarantee of continuity or value of orders placed under this Framework Agreement. The spend under this framework will be funded from the Housing Revenue Account capital and revenue budgets, and the Homeless Prevention revenue budget within the General Services.
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2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – • Fair - Reducing inequalities in Renfrewshire, focusing on supporting our communities through the cost-of-living crisis with dignity and empowering people to live fulfilled lives • 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 of this Framework Agreement has been conducted as an above GPA Threshold Open Procedure (Services) in accordance with the Council’s Standing Orders Relating to Contracts and the Public Contracts (Scotland) Regulations 2015, as amended. 5. Property/Assets - None directly arising from this report. 6. Information Technology – The service provider’s cyber security submissions have been assessed by representatives from the Council’s cyber security team and met the Council’s requirements regarding cyber security. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety – All three recommended Tenderers’ health and safety submissions have been evaluated by the Corporate Health and Safety team and meet 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 – Two of the recommended Tenderers’ insurances have been assessed and evaluated to confirm that they have met the minimum requirements regarding insurable risk. Kwikshift European Transportation & Logistics Ltd place on the Framework Agreement is subject to them providing evidence they meet this requirement.
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11. Privacy Impact - The three recommended Tenderers have confirmed compliance with the form of the Data Processor Agreement and have committed to sign the agreement prior to the award of their respective right to participate under this Framework Agreement. 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 – None directly arising from this report. 14. Cosla Policy Position – None directly arising from this report. _______________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Aileen Ross, Procurement Adviser, aileen.ross@renfrewshire.gov.uk