Final Report - Steeple Buildings Kilbarchan Phase 1 Repairs
Renfrewshire Council · 12 June 2025
Back to Finance, Resources and Customer Services Policy Board — 12 June 2025 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 12 June 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Chief Executive Service ___________________________________________________________________ Heading: Contract Authorisation Report for Steeple Buildings Kilbarchan Phase 1 Repairs (RC-CPU-23-316) ___________________________________________________________________ 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 the Steeple Buildings Kilbarchan Phase 1 Repairs (reference RC-CPU-23-316) to W.H. Kirkwood Limited. 1.2 The recommendation to award the Steeple Buildings Kilbarchan Phase 1 Repairs Contract follows a procurement exercise which was conducted in accordance with the Open Procedure under the Council’s Standing Orders Relating to Contracts 1 January 2024 for a below Regulated (Works) Contract. 1.3 A Contract Strategy was approved by the Interim Strategic Category Manager on 26 March 2025 and the Head of Economy and Development on 27 March 2025. ___________________________________________________________________ 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 a Works Contract in the form of NEC3 Engineering and Construction Short Contract April 2013 Edition as set out in the Tender Documents, for the Steeple Buildings Kilbarchan Phase 1 Repairs (RC-CPU-23-316) to W.H. Kirkwood Limited. 2.2 Authorises the award of the Contract for the Total of the Prices of £332,913.87, excluding VAT. 2.3 Authorises a contingency spend of £16,645.69, which equates to 5% of the Total of the Prices. 2.4 Authorises a total Approved Contract Value of £349,559.56 excluding VAT, which is the total of the Total of the Prices plus the contingency spend. 2.5 Note, the starting date is anticipated to be 28 July 2025, and the completion date is 22 weeks from the starting date. The final dates will be set out in the Council’s Letter of Acceptance. _________________________________________________________ 3. Background 3.1 Renfrewshire Council has a requirement to appoint a suitably qualified Contractor to carry out phase 1 immediate and urgent repairs to the Category A Listed Steeple Building in Kilbarchan. 3.2 The work will include repairs to the building’s external and internal fabric, focused on refurbishment of the roof, leadwork, and rainwater goods, as well as an internal upgrade of the building services. The works will also include less urgent high-level repairs. 3.3 To initiate the procurement process a Contract Notice was published on Public Contracts Scotland advertising portal on 27 March 2025 with tender documentation available for downloading from Public Contracts Scotland – Tender portal from this date. 3.4 During the live tender period, 10 organisations expressed an interest in the tender. By the closing date set for the return of electronic tender submissions at 12 noon on 16 April 2025, 2 organisations responded, 2 organisations declined to respond, and 6 organisations did not respond. 3.5 Tenderers were required to complete a Single Procurement Document (SPD) to be submitted with their tender submission in accordance with Standing Order relating to Contracts clause 11.5.
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Both organisations who returned a tender submission were evaluated against a pre-determined set of criteria in the form of the SPD by representatives from the following Council Services: Regeneration Services, the Corporate Procurement Unit, Corporate Risk, and Corporate Health & Safety. 3.6 The 2 tender submissions complied with the minimum selection criteria of the SPD. The 2 tender submissions were each evaluated against the Award Criteria of 65% Quality and 35% Price. 3.7 The 2 tender submissions scores relative to the Award Criteria are noted below: Quality (65%) Price (35%) Total (100%) 1 W.H. Kirkwood Limited 51.00% 35.00% 86.00% 2 Agora Contracts Limited 34.25% 28.29% 62.54% 3.8 The evaluation of tender submissions received identified that the submission by W.H. Kirkwood Limited is the most economically advantageous tender. 3.9 The form of Contract is NEC3 Engineering and Construction Short Contract April 2013 edition incorporating the additional and amended ‘Z’ Clauses. 3.10 Community Benefits were requested as part of the procurement process and W.H. Kirkwood Limited have committed the following Community Benefits. Community Benefits Description No of People / Activity Work Experience Placement for an individual 16+ years of age 2 Financial Support for a Social Enterprise or other approved community initiative 2 ___________________________________________________________________ Implications of the Report 1. Financial The costs for this Contract of £349,559.56, excluding VAT, will be met through the Steeple Hall Kilbarchan Refurbishment Capital Budget. 2. HR & Organisational Development – none directly arising from this report.
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3. Community/Council Planning – • Our Renfrewshire is thriving – maximising economic growth, which is inclusive and sustainable. • Our Renfrewshire is well - supporting the wellness and resilience of our citizens and communities. • Our Renfrewshire is fair - addressing the inequalities which limit life chances. • Our Renfrewshire is safe - protecting vulnerable people and working together to manage the risk of harm. • Green - Working across partners and communities to deliver the priority areas highlighted in our Plan for Net Zero, working towards a net zero Renfrewshire by 2030. • Living Our Values Ensuring Renfrewshire Council delivers best value for our citizens and customers, that we demonstrate we are a well governed, effective organisation. 4. Legal – The procurement of this Contract was conducted in accordance with the requirements of the Council’s Standing Orders Relating to Contracts 1 January 2024 for a below Regulated value Works Contract. 5. Property/Assets – the investment in the Steeple Buildings Kilbarchan will enable phase 1 major repairs focusing on immediate and urgent work to begin. 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 Submission was evaluated by the Council’s Corporate Health & Safety team and meet the minimum requirements regarding health & 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 they meet the minimum requirements regarding insurable risk. 11. Privacy Impact – none directly arising from this report.
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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 High Risk. To mitigate against the High Risk, the Contractor is: • ISO14001 accredited • Environmental Management System • Waste Transfer Note 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: Kevin Milliken, Senior Procurement Specialist, Corporate Procurement Unit (kevin.milliken@renfrewshire.gov.uk)