Minutes of meeting
Renfrewshire Council · 3 April 2025
Back to Finance, Resources and Customer Services Policy Board — 3 April 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Minute of Meeting Finance, Resources and Customer Services Policy Board Date Time Venue Thursday, 03 April 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; C Dalrymple, Head of Facilities & Property Services, G Hannah, Head of Climate, Public Protection & Roads, G Hutton, Head of Operations & Service Development and T Irvine, Homeless & Housing Support Services Manager (all Environment, Housing & Infrastructure); L Fingland, Service Planning & Policy Development Manager, D McAllion, Data Analytics & Research Manager and J McKee, Digital Strategy Delivery Manager (all Chief Executive's); 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, J Bowles, P2P Operational Lead, S Brydson, S Ford and G Gordon, all Senior Procurement Specialists, A Donaldson and R Park, both Strategic Category Managers, B Bradley and J Tannock, both Assistant Category Managers, A Crumb and A Hopkirk, both Procurement Assistants, E Shields, Business Services Manager, S Fanning, Strategic Lead Partner (Health & Safety), P Feeney, Architecture & Technology Manager, C Fraser, Security & Compliance Manager, E Simpson, Strategic Lead Partner (Organisational Development), E Gray Senior Committee Services Officer and J Barron, Committee Services Officer (all Finance & Resources); and K Hampsay, Strategic Business Delivery Manager and S Docherty, Senior Contracts Officer (both Renfrewshire Health & Social Care Partnership). 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 There were no declarations of interest intimated prior to the commencement of the meeting. Transparency Statements Councillor Ann-Dowling indicated that she had a connection to item 4 by reason of being a foster carer. However, she indicated that she had applied the objective test and did not consider she had an interest to declare. 1 Joint Consultative Board (Non-Teaching) There was submitted the Minute of the meeting of the Joint Consultative Board (Non- Teaching) held on 13 February 2025, a copy of which forms Appendix 1 to this Minute. DECIDED: That the Minute be noted. 2 Revenue and Capital Budget Monitoring 2024/25 at 7 January 2025 There was submitted a revenue and capital budget monitoring report by the Director of Finance & Resources for the period to 7 January 2025. The report intimated that the projected revenue outturn at 31 March 2025 for those services reporting to this Policy Board was an underspend of £1.610 million (1.7%) 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 £1.610 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 of the report be noted. 3 Revenue and Capital Budget Monitoring – Council Overview as at 7 January 2025 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 7 January 2025.
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The report detailed that the total projected revenue outturn position for the Council, Health & Social Care Partnership and Housing Revenue Account as at 31 March 2025 was an overspend of £4.133 million (0.8%) 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 £4.133 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. 4 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 February 2025. 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. DECIDED: That the contents of the report be noted. 5 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 in February 2025. 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 contents of the report be noted. 6 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 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
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homologate the action taken by the Head of Corporate Governance, in consultation with the Provost, to provide civic hospitality as detailed in the report. The report advised that the budget provision for 2025/26 for civic hospitality (including international links) was £46,460. It was noted that should the requests for hospitality be agreed, taking account of previous decisions, the remaining balance would be approximately £30,585. DECIDED: (a) That the provision of hospitality as detailed in section 1 of the report for Renfrewshire’s Armed Forces events, Johnstone Day Care Centre, Wellmeadow Bowling Club Ladies Section and Ferguslie Bowling Club Ladies Section be approved; (b) That the purchase of a table at the St Vincent’s Hospice ladies afternoon tea event be approved; and (c) That the Director of Finance & Resources, in consultation with the Provost, be authorised to make the necessary arrangements. 7 Discretionary Housing Payments Policy There was submitted a report by the Director of Finance & Resources relative to the proposed implementation of a revised policy for Discretionary Housing Payments (DHP). The report noted that the existing DHP policy was approved in 2015 and advised that the policy refresh was required following a change to Scottish Government guidance. Applications were no longer sought for benefit cap related awards which were now automatically made where the qualifying criteria was met. The revised policy was set out in full at Appendix 1 of the report together with a list of the key changes provided in section 1.4 of the report. DECIDED: (a) That the contents of the report be noted; and (b) That the Discretionary Housing Payment Policy, as set out at Appendix 1 to the report, be approved. 8 Digital Strategy 2025/30 There was submitted a report by the Director of Finance & Resources relative to the Renfrewshire Council Digital Strategy 2025/30 which was set out in full at Appendix 1 of the report. The report provided an overview of the proposed strategy which was developed using customer insights and in consultation with the Senior Leaders from all services. The strategic objectives and strategic themes of the strategy were detailed in sections 3.4 and 3.5 of the report respectively.
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DECIDED: (a) That the contents of the report be noted; and (b) That the Renfrewshire Council Digital Strategy 2025/30 be approved. 9 Revised ICT Acceptable Use Policy (AUP) There was submitted a report by the Director of Finance & Resources relative to the proposed implementation of a revised ICT Acceptable Use Policy. The report advised that the Council's current ICT Acceptable Use Policy required a number of minor updates to reference developments in email protection capabilities, password strengthening and the availability of artificial intelligence tools across the internet. The updated policy was attached at Appendix 1 of the report with the updated sections highlighted in red text. DECIDED: That the minor changes and the inclusion of the artificial intelligence acceptable use clause within the ICT Acceptable Use Policy be approved to safeguard the Council’s interests and support the safe and effective use of artificial intelligence technologies. 10 Finance & Resources Service Update There was submitted a report by the Director of Finance & Resources relative to a number of proposed changes to service management arrangements within Finance & Resources. The report outlined a number of proposed changes to service management arrangements which aimed to improve the overall level of resource available within specific corporate services, improving the focused delivery of expert advice, governance and support to the wider Council. It was noted that the Head of People & Organisational Development (OD) carried out a review which focused on four key areas - ensuring the People & OD function was structured to provide strategic and operational support effectively; improving responsiveness to service demands by aligning resources with key priority areas; introducing a business partner model that enhanced service engagement and collaboration; and strengthening the Council’s approach to key workforce areas - with the outcomes set out at section 3.15 of the report. DECIDED: (a) That the revised service reconfigurations and revised management arrangements, as outlined in the report, be approved; and (b) That it be noted that any changes to employee roles and/or grades would be undertaken in line with existing HR policies, and further note that it was not anticipated there would be any reduction in employee numbers or requirement for redeployment.
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11 Chief Executive’s Service – Health & Safety Action Plan & Performance Indicators 2025/26 There was submitted a report by the Director of Finance & Resources relative to the Chief Executive’s Service Health & Safety Action Plan & Performance Indicators 2025/26. The report set out the requirements for all services to submit an annual Health & Safety action plan to the relevant Policy Board. The Chief Executive’s Service action plan and performance indicators for 2025/2026 were attached at Appendix 1 to the report and detailed the planned actions the service would undertake, outlining the service’s commitment to continuous improvement in health and safety performance. DECIDED: That the Chief Executive’s Service Health & Safety Action Plan & Performance Indicators 2025/26, as set out at Appendix 1 of the report, be approved. 12 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. 13 Contract Authorisation Report for Processing & Recycling of Mixed Paper and Card (RC-CPU-24-106) 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 Mixed Paper and Card (reference RC-CPU-24-106) to WRC Recycling Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for Processing & Recycling of Mixed Paper and Card (RC-CPU-24-106) to WRC Recycling Limited made following a mini-competition under Lot 2 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 £1,000,000 excluding VAT be approved; (c) That the contract period from 1 May 2025 until 30 April 2026 with the Council having the sole right to extend this Contract for two periods of up to one year until 30 April 2028 be authorised; and (d) That it be noted that the anticipated date of commencement was 1 May 2025 and that in the event that the contract did not commence on 1 May 2025, the contract period would run from the actual date of commencement as stated in the Council’s
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letter of acceptance. 14 Contract Authorisation Report for the Treatment, Recycling & Disposal of Skip Hire Service & Processing & Recycling of Waste (RC-CPU-24-286) 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 Skip Hire Service & Processing & Recycling of Waste (reference RC-CPU-24-286) to Enva Scotland Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for Treatment, Recycling & Disposal of Skip Hire Service & Processing & Recycling of Waste (RC-CPU-24-286) to Enva Scotland Limited following a mini-competition made under Lot 11 Treatment and Disposal of Bulky Waste 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 £500,000 excluding VAT be authorised; (c) That the contract period from 1 May 2025 until 30 April 2029 be authorised; and (d) That it be noted that the anticipated date of commencement was 1 May 2025 and that in the event that the contract did not commence on 1 May 2025, the contract period would run from the actual date of commencement as stated in the Council’s letter of acceptance. 15 Contract Authorisation Report for the Supply and Delivery of 3 x 26 Tonne Low Entry Split Lift Refuse Collection Vehicles (RC-CPU-24- 289) 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 Supply and Delivery of 3 x 26 Tonne Low Entry Split Lift Refuse Collection Vehicles (RC-CPU-24-289) to Farid Hillend Engineering Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a call-off contract for the Supply and Delivery of 3 x 26 Tonne Low Entry Split Lift Refuse Collection Vehicles (RC-CPU-24-289) to Farid Hillend Engineering Limited, awarded under Lot 10 (Bodies for Refuse Collection Vehicles) of the Scotland Excel Framework Agreement for Supply and Delivery of Heavy & Municipal Vehicles, reference: 03/21; (b) That the approved contract value of £700,911.00, excluding VAT be authorised; and
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(c) That it be noted that Farid Hillend Engineering Limited had confirmed that following receipt of the Council’s letter of acceptance and purchase order, delivery would be made for the vehicles in a phased approach on 29 October, 5 November and 12 November 2025 and that delivery of these vehicles would be made to Fleet Services, Underwood Road, Paisley. 16 Contract Authorisation Report for: Development of Site C1, Dargavel (RC-CPU-24-023) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a works contract for Development of Site C1, Dargavel (RC-CPU-24-023) to John McGeady Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a works contract in the form of a SBCC Design & Build Contract for use in Scotland (2016 Edition) as amended by the Employer’s Amendments in respect of Development of Site C1, Dargavel (RC-CPU-24-023) to John McGeady Limited; (b) That the total contract sum of £473,790.89 excluding VAT be authorised; (c) That a contingency spend of £47,379.09, which equated to 10% of the contract sum, be authorised; (d) That a total approved contract value of £521,169.98, the total of the contract sum plus the contingency spend, be authorised; and (e) That it be noted that the date of possession of the site was anticipated to be 28 April 2025 with the date of completion anticipated to be 21 July 2025 and that the actual dates would be confirmed in the Council’s letter of acceptance to John McGeady Limited. 17 Contract Authorisation Report – School Kitchen Expansion Phase 2 – RC-CPU-24-089 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 School Kitchen Extension – Phase 2 (RC-CPU-24- 089) to City Gate Construction (Scotland) Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a works contract in the form of a SBCC Standard Building Contract Without Quantities for use in Scotland (SBC/XQ/Scot), 2011 Edition supplemented and amended by the Employer's Amendments for the School Kitchen Expansion Phase 2 (RC-CPU-24- 089), to City Gate Construction (Scotland) Limited; (b) That the award of the contract for the tendered contract sum of £885,970.78 excluding VAT be authorised;
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(c) That a contingency spend of £88,597.07 excluding VAT, which equated to 10% of the tendered contract sum, be authorised; (d) That the total approved contract value of £974,567.85 excluding VAT, the total of the tendered contract sum plus the contingency spend excluding VAT, be authorised; and (e) That it be noted that the date of possession was anticipated to be 12 June 2025 with the date for completion anticipated to be 9 October 2025 and that the actual dates would be confirmed in the Council’s letter of acceptance to City Gate Construction (Scotland) Limited. 18 Contract Authorisation Report for Bus Shelter Advertising, Cleaning and Maintenance (RC-CPU-22-212) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a contract for Bus Shelter Advertising, Cleaning and Maintenance, reference RCCPU-22-212, to Clear Channel UK Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award the contract for Bus Shelter Advertising, Cleaning and Maintenance to Clear Channel UK Limited; (b) That it be noted that the intended award date was 2 June 2025, the expiry date was 1 June 2035 and that the actual dates would be confirmed in the letter of acceptance; (c) That it be noted that the contract was anticipated to generate an income to the Council of £519,500.00 excluding VAT over the contract period; and (d) That it be noted that the contract included provision for annual increases to income generated under the contract, which would be in line with the consumer price index and capped at a maximum of 3% per annum and that this income would be in addition to the anticipated value of £519,500.00 excluding VAT. 19 Contract Authorisation Report for Scottish Procurement Framework Agreement for the Supply of Natural Gas There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the new collaborative Scottish Procurement Framework Agreement for the Supply of Natural Gas established by Scottish Procurement. The report advised that the appointed provider was TotalEnergies Gas and Power Limited. DECIDED: (a) That the contents of the report be noted; and (b) That it be noted that the Council’s annual spend for gas under this Scottish Procurement Framework Agreement for the Supply of Natural Gas was estimated to
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be £2.5 million, excluding VAT and that the total estimated spend under this call-off contract (including the extension periods) was £13 million, excluding VAT. 20 Contract Authorisation Report for: Renfrewshire House Archive Store Roof Concrete Slab Waterproofing Works (RC-CPU-24-070) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a works contract for Renfrewshire House Archive Store Roof Concrete Slab Waterproofing Works, (RC- CPU-24-070) to W.H. Kirkwood Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for Renfrewshire House Archive Store Roof Concrete Slab Waterproofing Works (RC- CPU-24-070) to W. H. Kirkwood Limited; (b) That the tendered contract sum of £219,475.85 excluding VAT be authorised; (c) That a contingency spend of £21,947.59, which equated to 10% of the contract sum, be authorised; (d) That a total approved contract value of £241,423.44, the total of the contract sum plus the contingency spend, be authorised; and (e) That it be noted that the date of commencement of the works was 1 May 2025 and the date for completion of the works was 24 July 2025 and that any changes to these dates would be confirmed in the Council’s letter of acceptance to W. H. Kirkwood Limited. 21 Four Contracts for Housing Support Services - Provision of a Floating Support Service x 2 RC-CPU-24-251 and RC-CPU-24-268, Provision of a Housing First Service RC-CPU-24-254 and Make it Your Own: 1-2-1 Support (Creative Tenancies) RC-CPU-24-269 There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of four separate contracts for Housing Support Services. DECIDED: (a) That the Head of Corporate Governance be authorised to enter into four separate contracts for the following services: (i) RC-CPU-24-251 Provision of a Floating Support Service to Turning Point Scotland (Company Registration Number SC194639), for a contract period of 10 months and for a value of up to £208,330 excluding VAT, with the option to extend for 12 months for an additional value of up to £249,996 excluding VAT - the total value if the extension option was taken was up to a maximum of £458,326 excluding VAT;
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(ii) RC-CPU-24-268 Provision of a Floating Support Service to RAMH (Company Registration Number SC141458), for a contract period of 10 months for a value of up to £97,500 excluding VAT, with the option to extend for 12 months for an additional value of up to £117,000 excluding VAT - the total value if the extension option was taken was up to a maximum of £214,500 excluding VAT; (iii) RC-CPU-24-254 Provision of a Housing First Service to Blue Triangle (Glasgow) Housing Association Limited (Company Registration Number SP1835RS), for a contract period of 10 months for a value of up to £171,875 excluding VAT, with the option to extend for 12 months for an additional value of up to £206,250 excluding VAT - the total value if the extension option was taken was up to a maximum of £378,125 excluding VAT; and (iv) RC-CPU-24-269 Make it Your Own: 1-2-1 Support (Creative Tenancies) to Impact Arts (Projects) Limited (Company Registration Number SC225422), for a contract period of 10 months for a value of up to £103,333 excluding VAT, with the option to extend for 12 months for an additional value of up to £124,000 excluding VAT - the total value if the extension option was taken was up to a maximum of £227,333 excluding VAT; (b) That it be noted that any extension to an individual contract would be at the discretion of Renfrewshire Council and subject to both funding being available and satisfactory operation and performance during the initial period of the respective contract; and (c) That it be noted that each of these four contracts were intended to commence on 1 June 2025, but where this was not achieved the exact commencement date would be confirmed in the respective Council letters of acceptance. 22 Contract Authorisation Report for: Housing Management System Consultancy (RC-CPU-24-237) 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 Housing Management System Consultancy to Gravitas Recruitment Group Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award the contract for Housing Management System Consultancy to Gravitas Recruitment Group Limited being a Call-Off Contract made under Lot 3 of the Crown Commercial Services G- Cloud 14 Framework Agreement (RM1557.14); (b) That the call-off contract for a term of 14 months be authorised; (c) That it be noted that the proposed call-off start date was 6 May 2025, however, the actual call-off start date would be confirmed in the Crown Commercial Services G- Cloud 14 Framework Agreement RM1557.14 Call-Off Order Form; (d) That the maximum approved call-off contract value of up to £248,000, excluding VAT, for the full call-off contact term be authorised; and (e) That the liability cap of £1 million per year in direct loss or damage to the property,
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£2 million during the call-off contract term for buyer data defaults, and an annual total liability of the supplier for all other defaults not exceeding the greater of £1 million or 125% of the charges payable by the buyer to the supplier during the call-off contract term (whichever is the greater) be authorised. 23 Contract Authorisation Report: Housing Removal, Relocation and Warehouse Storage Framework – RC-CPU-24-120 There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a multi-supplier framework agreement for the Housing Removal, Relocation and Warehouse Storage (RC-CPU-24-120). DECIDED: (a) That the Head of Corporate Governance be authorised 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; (b) That it be noted 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; (c) That it be noted that the framework agreement shall be for an initial period of three years with the option, at the sole discretion of the Council, to extend the framework agreement for a period of one year to a maximum period of four years; (d) That it be noted that the framework agreement was anticipated to commence on 1 May 2025 and that the actual commencement date would be confirmed in the Council’s letter of acceptance; (e) That a spend up to a value of £350,000 excluding VAT under all call-off contracts made under the framework agreement be authorised; (f) That it be noted that the framework agreement had no guarantee as to the continuity and value of work available to the framework service provider; and (g) That it be noted that the framework service providers awarded rights to participate under the framework agreement were each required to enter into a data processor agreement with the Council. 24 Contract Authorisation Report: Flexible Framework for the Provision of Care at Home and Housing Support Services (RC-CPU-23-048) There was submitted a joint report by the Director of Finance & Resources and the Chief Officer, Renfrewshire Health & Social Care Partnership, relative to the award of places on the flexible framework for the Provision of Care at Home and Housing
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Support Services (RCCPU-23-048) (“Flexible Framework”) to each of the tenderers detailed within Appendix 1 of the report. DECIDED: (a) That the Head of Corporate Governance be authorised to award a flexible framework for the Provision of Care at Home and Housing Support Services, reference RC-CPU-23-048, to the 15 tenderers listed in Appendix 1 of the report; (b) That the maximum approved value of up to £160 million for the duration of the flexible framework, including use of any extension periods, for all individual service contracts made under this flexible framework be authorised; (c) That the flexible framework for an initial period of four years with the option to extend, at the discretion of the Council, for a further period of 12 months on three separate occasions be authorised; (d) That it be noted that the anticipated commencement date of the flexible framework was 1 May 2025 and that the actual commencement date would be confirmed in the Council’s letter of acceptance to each successful tenderer identified in Appendix 1 of the report; (e) That it be noted that a provider’s appointment date may be after the commencement date of the flexible framework; and (f) That it be noted that where the Council reopened the flexible framework a recommendation would be presented to this Policy Board for approval of any new entrants. 25 Contract Authorisation Report for the Preparation and Supply of Community Meals (Sandwiches)(RC-CPU-24-276) There was submitted a joint report by the Director of Finance & Resources and the Chief Officer, Renfrewshire Health & Social Care Partnership relative to the award of a contract for the Preparation and Supply of Community Meals (Sandwiches) (RCCPU- 24-276), Lot 1 Core Product Range to PJ’S Foods Limited. It was noted that Lot 2 Frozen Product Range would not be awarded as no bids had been received. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for the Preparation and Supply of Community Meals (Sandwiches) (RCCPU- 24-276) Lot 1 Core Product Range to PJ’S Foods Limited (Company Registration Number SC206871); (b) That a maximum contract value of up to £481,298.76 (£120,324.69 per annum) excluding VAT for the full contract period, including the extensions, be authorised; (c) That the award of the contract for an initial period of two years with the option to extend at the sole discretion of the Council for a further period of 12 months on 2 separate occasions be authorised; and
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(e) That it be noted that the anticipated commencement date of the contract was 1 May 2025 and that the actual commencement date would be confirmed in the Council’s letter of acceptance. 26 Contract Authorisation Report for Sheltered Housing Fire Alarm Upgrades (RC-CPU-23-189) There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a works contract for the Sheltered Housing Fire Alarm Upgrades (reference RC-CPU-23-189) to A. Alexander & Son (Electrical) Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a works contract in the form of a SBCC Standard Building Contract without Quantities for use in Scotland (SBC/Q/Scot), 2011 Edition, as amended and incorporating the Employer’s Amendments, for the Sheltered Housing Fire Alarm Upgrades (RC-CPU-23-189) to A. Alexander & Son (Electrical) Limited; (b) That the award of the contract for the contract sum of £718,694.00 value excluding VAT be authorised; (c) That a contingency spend of £35,934.70 which equated to 5% of the contract sum be authorised; (d) That a total approved contract value of £754,628.70 excluding VAT, the total of the contract sum plus the contingency spend, be authorised; (e) That it be noted that this contract had a sectional completion requirement of 12 sections, that section 1 date of possession of the site was 26 May 2025 and section 12 date of completion was 17 April 2026 and that all section dates would be set out in the Council’s letter of acceptance; and (f) That it be noted that the award of this contract required the provision of a data processor agreement as indicated within the tender documentation. 27 Contract Authorisation Report for Low Level, Preventative, Health & Wellbeing Services for Older Adults in Renfrewshire (RC-CPU-24- 191) There was submitted a joint report by the Director of Finance & Resources and the Chief Officer, Renfrewshire Health & Social Care Partnership relative to the award of a contract for Low Level, Preventative, Health & Wellbeing Services for Older Adults in Renfrewshire to ROAR-Connections for Life Ltd. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for Low Level, Preventative, Health & Wellbeing Services for Older Adults in Renfrewshire, reference RC-CPU-24-191 to ROAR-Connections for Life Ltd (Company Registration
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Number: SC390855); (b) That the award of the contract for a period of three years with no option to extend be authorised; (c) That it be noted that the anticipated commencement date of the contract was 1 June 2025 and that the actual commencement date would be confirmed in the Council’s letter of acceptance; and (d) That a maximum approved contract value of up to £630,000 (£210,000 per annum) excluding VAT be authorised. 28 The Provision of a GIS System (RC-CPU-24-266) –Revised liability limits and change of Contract Period Under reference to item 25 of the Minute of the meeting of this Policy Board held on 13 February 2025, there was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the revised limitation of liabilities for the contract for the Provision of a GIS System (RC-CPU-24- 266). DECIDED: (a) That a change of the contract period to 35 months from 1 May 2025 to 31 March 2028 be approved; (b) That the revised liability cap as contained in the master agreement which applied to the US Licenced products for the Provision of a GIS System (RC-CPU-24-266) be approved as follows: "(i) Neither Customer, Esri, not any Esri authorised distributor third party licensor will be liable for any indirect, special, incidental or consequential damages; lost profits; lost sales; loss of goodwill or costs of procurement of substitute goods or services. (ii) Neither Customer, Esri, not any Esri authorised distributor third party licensor will be liable for any direct damages exceeding the applicable licence fees, or current subscription fees, or Service fees paid or owed to Esri during the twelve (12) month period prior to the date upon which the related claim arose."; (c) That the liability cap as contained in the general terms which applied to the UK licenced products and the professional services for the Provision of a GIS System (RC-CPU-24-266) be approved as follows: "(i) Each party’s total aggregate liability to the other in contract tort (including negligence) or otherwise under an Order will be limited to a sum equal to 110% of the Charges payable by the Customer pursuant to such Order. (ii) Neither party shall have any liability to the other in contract tort (including negligence) or otherwise arising out of or in connection with this Agreement or any Loss of data including without limitation Customer Data"; and (d) That the liability cap as contained in the UK Software Licence Agreement which applied to the UK Data Loader product for the Provision of a GIS System (RC-CPU- 24-266) be approved as follows:
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"Licensor’s total cumulative liability to the Licensee under this Licence, shall in no event exceed 110% of the amount paid by to Licensor for the Software." 29 Contract Authorisation Report for Document Solution Centre Print Devices (RC-CPU-24-210) There was submitted a report by the Director of Finance & Resources relative to the award of a services contract for Document Solution Centre Print Devices (RC-CPU- 24-210) to Xerox (UK) Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a call-off contract for Document Solution Centre Print Devices, reference RCCPU-24-210 to Xerox (UK) Limited following a mini competition exercise under Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046; (b) That the call-off contract for an initial period of three years with an optional extension period of up to two additional one-year periods be authorised; (c) That it be noted that the anticipated call-off contract commencement date would be 2 June 2025 and that the actual call-off contract commencement date would be advised in the standard terms of supply order form; (d) That the call-off approved contract value for the initial three-year period up to a maximum value of £350,000 excluding VAT be authorised; (e) That a total call-off approved contract value where, both extension periods are utilised by the Council, up to a maximum value of £500,000 excluding VAT be authorised; and (f) That the liability of either party, Xerox (UK) Limited or the Council for defaults, limited to £2,500,000 for any one incident as per Schedule 5 Call off Terms and Conditions of the Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046 applicable to any Call-off Contracts made under it, be authorised.