Minutes of meeting
Renfrewshire Council · 12 June 2025
Back to Finance, Resources and Customer Services Policy Board — 12 June 2025 and its agenda
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Minute of Meeting Finance, Resources and Customer Services Policy Board Date Time Venue Thursday, 12 June 2025 10:00 Remotely via MS Teams, Present: Councillor Fiona Airlie-Nicolson, 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 Iain Nicolson, Councillor John Shaw Chair Councillor Shaw, Convener, presided. In Attendance A MacArthur, Director of Finance & Resources; L McIntyre, Head of Policy & Partnerships, L Fingland, Service Planning & Policy Development Manager and E Shearer, Regeneration & Place Manager (all Chief Executive’s); C Dalrymple, Head of Facilities & Property Services, L Hepburn, Senior Manager, Neighbourhood Services, Waste and Fleet, G Darbyshire, Senior Service Development Manager and K Sillars, Housing Asset & Investment Manager (all Environment, Housing & Infrastructure); R Cree, Head of People & Organisational Development, M Conaghan, Head of Corporate Governance, C McCourt, Head of Finance & Procurement, L Gillan, Interim Corporate Procurement Manager, G Beattie and A Donaldson, both Strategic Category Managers, R Davison, Digital Category Manager, S Ford, Senior Procurement Specialist, J Tannock, Assistant Category Manager, G Innes, Senior Service Delivery Manager (Customer & Digital Operations), P Boyle, Revenues Manager, S Fanning, Strategic Lead Partner (Health & Safety), E Simpson, Strategic Lead Partner (Organisational Development), A Brown, People & Organisational Development Analytics Lead, E Gray Senior Committee Services Officer and J Barron, Committee Services Officer (all Finance & Resources); and T Paterson, Senior Service Development Manager (Renfrewshire Health & Social Care Partnership). Webcasting of Meeting Prior to the commencement of the meeting the Convener intimated that this meeting of the Policy Board would be filmed for live or subsequent broadcast on the Council's internet site.
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Apologies Councillors Ann-Dowling, J MacLaren and Mullin. Declarations of Interest There were no declarations of interest intimated prior to the commencement of the meeting. Transparency Statements Councillor Gilmour declared a connection to item 4 by reason of having attended meetings of the Johnstone Business Consortium where the community celebration event in relation to the 80th anniversary of VE was discussed. However, he indicated that he had applied the objective test and did not consider he 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 3 April 2025, a copy of which forms the Appendix to this Minute. DECIDED: That the Minute be noted. 2 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 April. 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: (a) That the contents of the report be noted; and (b) That the allocation of £600,000, which was currently held in reserve, to the Scottish Welfare Budget be approved. 3 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 April 2025. The report provided an update on the overall contact centre call handling volumes, implementation of the Digital Advisor
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(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. 4 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 proposed type and cost of civic hospitality to be provided in respect of each civic event was set out in Section 1 of the report and authorisation was sought 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 homologate the action taken by the Head of Corporate Governance. The report advised that the budget provision for 2025/26 for civic hospitality (including international links) was £46,460 and it was noted that should the proposed hospitality be agreed, taking account of previous decisions, the remaining balance would be approximately £24,545. DECIDED: (a) That the provision of hospitality as detailed in Section 1 of the report for Paisley Trade Union Council, PAGGS Twin Town Camp and Solid Rock Cheer & Gym be approved; (b) That the purchase of a table at the Accord Hospice’s ladies day event be approved; (c) That the Director of Finance & Resources, in consultation with the Provost, be authorised to make the necessary arrangements for the hospitality detailed above; and (d) That the action taken by the Head of Corporate Governance, in terms of his delegated authority, in respect of the 80th Anniversary of VE Day and the table of 10 for the Red Heart Ball be noted. 5 Report on the Voluntary Redundancy/Early Retirements Scheme There was submitted a report by the Director of Finance & Resources relative to employees leaving the Council through the voluntary redundancy or voluntary early retirement schemes during the period 1 April 2024 to 31 March 2025. The report advised that 16 employees (15.1 full-time equivalent) left under the scheme during the reporting period. DECIDED: That the report be noted.
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6 People Strategy 2021/26 – Council Workforce Demographics and People Metrics There was submitted a report by the Director of Finance & Resources relative to information on the Council’s workforce demographics and people metrics for the period 1 April 2024 to 31 March 2025. DECIDED: (a) That the contents of the report be noted; (b) That it be noted that the report would be submitted to this Policy Board bi-annually for monitoring purposes; and (c) That it be noted that the next report would be submitted to the meeting of this Policy Board scheduled to take place on 20 November 2025 and would provide quarter by quarter comparison data, with targeted interventions to drive improvements where necessary. 7 Local Government Terms and Conditions of Employment There was submitted a report by the Director of Finance & Resources relative to progress of discussions with trade unions around proposals to modernise the Council's terms and conditions of employment, namely proposed changes to public holidays. The report detailed the current position and proposed next steps which included providing an update to the next meeting of this Policy Board. DECIDED: (a) That the current position on discussions with Unison, Unite and GMB Trade Unions be noted; and (b) That it be noted that an update on discussions would be submitted to the meeting of this Policy Board scheduled to take place on 11 September 2025. 8 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. 9 Renfrew Victory Baths There was submitted a joint report by the Director of Environment, Housing & Infrastructure and the Director of Finance & Resources relative to proposals and recommendations to support the existing infrastructure of Renfrew Victory Baths
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following external consultant inspections in December 2024 and further work in early 2025. A summary of the proposed works was set out at Section 4.1 of the report and it was noted that the works would be funded by Renfrew Common Good Fund up to £500,000 with the Council funding the remaining balance. DECIDED: That the contents of the report and the financial implications be noted and approved. 10 Update on Oakshaw Trinity Steeple and Weathervane There was submitted a report by the Chief Executive relative to the condition, recent conservation works and future restoration requirements of the steeple and weathervane at Oakshaw Trinity Church in Paisley. The report provided detail on the required works and associated costs and sought approval for these to be funded from the Paisley Common Good Fund. It was noted that an application would be made to Historic Environment Scotland for 25% of the total cost to reduce the burden on the Common Good Fund. DECIDED: (a) That the contents of the report be noted; (b) That the Head of Economy & Development be authorised to issue a tender for urgent repairs and reinstatement works at the Oakshaw Trinity Church in Paisley; and (c) That the use of £260,000 from the Paisley Common Good Fund for the works be approved. 11 COSLA Annual Levy There was submitted a report by the Chief Executive relative to payment of the COSLA annual levy for member organisations for 2025/26. The report noted that the Council's contribution had been set at £117,700 (exclusive of VAT) which would be met from the Chief Executive’s Service’s budget. DECIDED: That payment of the COSLA levy for 2025/26 be approved. 12 Finance and Resources Service Improvement Plan Outturn Report 2024/25 There was submitted a report by the Director of Finance & Resources relative to delivery of the Finance & Resources Service Improvement Plan 2024/27 during the 12-month period 1 April 2024 to 31 March 2025. The report provided details of the key achievements of the service over the period, full details of which were appended to the report, a progress update on implementing the action plan linked to the 2024/27 Service Improvement Plan and an assessment of performance in relation to the service scorecard of core performance indicators. DECIDED: (a) That the contents of the report be noted;
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(b) That the progress to date on delivering the actions contained within the Finance & Resources Service Improvement Plan be noted; and (c) That the current performance of the service as measured by the scorecard indicators be noted. 13 Finance and Resources 2025/28 Service Improvement Plan There was submitted a report by the Director of Finance & Resources relative to the Finance & Resources Service Improvement Plan 2025/28. The report highlighted that the Service Improvement Plan 2025/28, a copy of which was attached as Appendix 1 of the report, was designed to sit beneath the Council Plan, Community Plan, Risk Management Plan, and the Workforce Plan to form a suite of documents which provided the strategic direction for the service. DECIDED: (a) That the Finance & Resources Service Improvement Plan, as set out at Appendix 1 of the report, be approved; and (b) That it be noted that the mid-year progress of the Service Improvement Plan, with updates to the performance indicators and action plan, would be reported to this Policy Board in the autumn of 2025. 14 Finance & Resources Health, Safety and Wellbeing Progress Report and Plan 2025/26 There was submitted a report by the Director of Finance & Resources relative to health, safety, and wellbeing activities and interventions that have taken place within the Service during the period 1 April 2024 to 31 March 2025. The total number of employees within the Service who had undertaken health and safety-related training courses during the report period was set out at Appendix 1 of the report together with a summary of the performance against the identified health and safety priorities at Appendix 2. DECIDED: That the Health, Safety and Wellbeing progress of Finance & Resources be noted. 15 Chief Executive’s Service - Service Improvement Plan Outturn Report 2024/27 There was submitted a report by the Chief Executive relative to delivery of the Chief Executive's Service Improvement Plan 2024/27 during the 12-month period 1 April 2024 to 31 March 2025. The report provided details of the key achievements of the service over the period, full details of which were appended to the report, a progress update on implementing the action plan linked to the 2024/27 Service Improvement Plan and an assessment of performance in relation to the service scorecard of core performance indicators. DECIDED:
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(a) That the contents of the report be noted; (b) That the progress to date on delivering the actions contained within the Chief Executive's Service Improvement Plan be noted; and (c) That the current performance of the service as measured by the scorecard indicators be noted. 16 Chief Executive’s Service 2025/28 Service Improvement Plan There was submitted a report by the Chief Executive relative to the Chief Executive's Service Improvement Plan 2025/28. The report highlighted that the Service Improvement Plan 2025/28, a copy of which was attached as Appendix 1 of the report, was designed to sit beneath the Council Plan, Community Plan, Risk Management Plan, and the Workforce Plan to form a suite of documents which provided the strategic direction for the service. DECIDED: (a) That the Service Improvement Plan, as set out at Appendix 1 of the report, be approved; and (b) That it be noted that the mid-year progress of the Service Improvement Plan, with updates to the performance indicators and action plan, would be reported to this Policy Board in November 2025. 17 Chief Executive’s Service – Annual Health and Safety Report 2024/25 and Action Plan Outturn Report 2024/25 There was submitted a report by the Chief Executive relative to health, safety, and wellbeing activities and interventions that have taken place within the Service during the period 1 April 2024 to 31 March 2025. The Chief Executive's Service Annual Health & Safety Report 2024/25 was attached at Appendix 1 of the report together with the Chief Executive's Health & Safety Action Plan 2024/25 at Appendix 2. DECIDED: That the contents of the report be noted. 18 Environment, Housing and Infrastructure - Service Improvement Plan 2024/27 Outturn Report There was submitted a report by the Director of Environment, Housing & Infrastructure relative to delivery of the Environment, Housing & Infrastructure Service Improvement Plan 2024/27 during the 12-month period 1 April 2024 to 31 March 2025. The report provided details of the key achievements of the service over the period, full details of which were appended to the report, a progress update on implementing the action plan linked to the 2024/27 Service Improvement Plan and an assessment of performance in relation to the service scorecard of core performance indicators. DECIDED:
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(a) That the contents of the report be noted; (b) That the progress to date on delivering the actions contained within the Environment, Housing & Infrastructure Service Improvement Plan be noted; and (c) That the current performance of the service as measured by the scorecard indicators be noted. 19 Environment, Housing and Infrastructure - 2025/28 Service Improvement Plan There was submitted a report by the Director of Environment, Housing & Infrastructure relative to the Environment, Housing & Infrastructure Service Improvement Plan 2025/28. The report highlighted that the Service Improvement Plan 2025/28, a copy of which was attached as Appendix 1 of the report, was designed to sit beneath the Council Plan, Community Plan, Risk Management Plan, and the Workforce Plan to form a suite of documents which provided the strategic direction for the service. DECIDED: (a) That the Service Improvement Plan, as set out at Appendix 1 of the report, be approved; and (b) That it be noted that the mid-year progress of the Service Improvement Plan, with updates to the performance indicators and action plan, would be reported to this Policy Board in the autumn of 2025. 20 Environment, Housing and Infrastructure Annual Health and Safety Plan 2024/25 – Year End Update There was submitted a report by the Director of Environment, Housing & Infrastructure relative to the year-end update in respect of the Environment, Housing & Infrastructure Annual Health and Safety Plan 2024/25. Appendices to the report set out an update on the Environment, Housing & Infrastructure Health and Safety Plan 2024/25 and provided a brief update for actions contained in the Plan for those areas within the remit of this Policy Board. DECIDED: (a) That the Environment, Housing & Infrastructure Annual Health and Safety Plan 2024/25 update, as set out at Appendix 1 of the report, as specific to the areas of activity delegated to this Policy Board be noted; (b) That the Environment, Housing & Infrastructure Annual Health and Safety Plan 2024/25 action update, as set out at Appendix 2 of the report, as specific to the areas of activity delegated to this Policy Board be noted; and
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(c) That it be noted that a similar report and update on the Action Plan was also being presented to the Communities & Housing Policy Board and the Infrastructure, Land & Environment Policy Board to approve the elements covered within those Boards’ remits. 21 Environment, Housing and Infrastructure Health and Safety Plan 2025/28 There was submitted a report by the Director of Environment, Housing & Infrastructure relative to the Environment, Housing & Infrastructure Annual Health and Safety Plan 2025/28, a copy of which was attached as Appendix 1 of the report. Appendix 2 of the report detailed the Service’s Health and Safety Action Plan 2025/28 as it related to the remit of this Policy Board. DECIDED: (a) That the Environment, Housing & Infrastructures Health and Safety Plan 2025/28 and Action Plan, as set out at Appendices 1 and 2 of the report respectively, as specific to the areas of activity delegated to this Policy Board, be approved; and (b) That it be noted that the Action Plan was also being presented to the Communities & Housing Policy Board and the Infrastructure, Land & Environment Policy Board to approve the elements covered within those Boards’ remits 22 Health, Safety and Wellbeing Achievements for 2024/25 and Future Priorities There was submitted a report by the Director of Finance & Resources relative to the health, safety and wellbeing arrangements and performance of the Council for the period 1 April 2024 to 31 March 2025. DECIDED: That the health, safety and wellbeing activities and performance of the Council detailed within the report be noted. 23 Contract Authorisation Report for Renfrewshire Alcohol and Drugs Crisis Outreach Service (RC-CPU-25-034) There was submitted a joint report by the Director of Finance & Resources and the Interim Chief Officer Renfrewshire Health and Social Care Partnership relative to the award of a contract for Renfrewshire Alcohol and Drugs Crisis Outreach Service to Change, Grow, Live. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for Renfrewshire Alcohol and Drugs Crisis Outreach Service, reference RC-CPU-25-034, to Change, Grow, Live (Company Registration Number: 03861209); (b) That the award of a contract for a period of two years with the Council having the option to extend for a further 12 months on one occasion, and the extension being fully dependent on Scottish Government funding, be authorised;
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(c) That it be noted that the anticipated commencement date of the Contract was 1 August 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 £899,998.98 (£299,999.66 per annum) excluding VAT be authorised. 24 Contract Authorisation Report: Supply and Delivery of 2 x 22 Seat + Driver Large Buses with Tail Lift (RC-CPU-25-005) 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 Supply and Delivery of 2 x 22 Seat + Driver Large Buses with Tail Lift to Woodall- Nicholson Ltd t/a Mellor Bus. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for Supply and Delivery of 2 x 22 Seat + Driver Large Buse with Tail Lift – RC-CPU-25- 005 to Woodall-Nicholson Ltd t/a Mellor Bus; a Call-Off Contract made under Lot 8 of the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles RM6244; (b) That the approved contract value of up to £292,060 excluding VAT, be authorised and; (c) That it be noted that Woodall-Nicholson Ltd t/a Mellor Bus had confirmed delivery of the vehicles would be within 20 weeks from receipt of the Council’s purchase order and that delivery of these vehicles will be made to Fleet Services, Underwood Road, Paisley. 25 Contract Authorisation Report for the Supply and Delivery of 2 x 16 Seat + Driver Wheelchair Accessible Bus (RC-CPU-24-345) 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 Supply and Delivery of 2 x 16 Seat + Driver Wheelchair Accessible Bus to Woodall- Nicholson Ltd t/a Treka Bus. DECIDED: (a) That the Head of Corporate Governance be authorised to award a contract for Supply and Delivery of 2 x 16 Seat + Driver Wheelchair Accessible Bus – RC-CPU- 24-345 to Woodall-Nicholson Ltd t/a Treka Bus, a Call-Off Contract made under Lot 8 of the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles RM6244; (b) That the approved contract value of up to £213,468 excluding VAT, be authorised and;
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(c) That it be noted that Woodall-Nicholson Ltd t/a Treka Bus had confirmed delivery of the vehicles would be within 20 weeks from receipt of the Council’s purchase order and that delivery of these vehicles will be made to Fleet Services, Underwood Road, Paisley. 26 Contract Authorisation Report for Energy Efficient Scotland ABS Funding Managing Agent (RC-CPU-24-238) 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 provision of Energy Efficient Scotland ABS Funding Managing Agent (reference RC-CPU-24-238) to Changeworks Resources for Life, subject to the receipt of Scottish Government grant funding and an award letter for Energy Efficient Scotland: Area Based Schemes (EES:ABS). DECIDED: (a) That the Head of Corporate Governance be authorised to award a services contract in the form of NEC3 Term Service Short Contract, April 2013 edition for the Energy Efficient Scotland ABS Funding Managing Agent (RC-CPU-24-238) to Changeworks Resources for Life (SC103904); (b) That the approved contract value of up to £660,000.00 excluding VAT for the service period, including any extension periods, be authorised; (c) That it be noted that the contract would be fully funded through Scottish Government Energy Efficient Scotland: Area Based Schemes (EES:ABS) Funding; that the funding for EES:ABS was not guaranteed each year and the value of funding package awarded to the Council may fluctuate within the current and subsequent financial years; and that the Scottish Government guidance may also be subject to change; (d) That it be noted that the anticipated contract starting date was 7 July 2025 and that the contract would be for a service period of 12 months with the option to extend the service period for up to 12 months on two separate occasions subject to the availability of Scottish Government EES:ABS funding and also to the contractor’s satisfactory operation and performance of the contract; and (e) That it be noted that as part of the contract, as identified in the invitation to tender, Changeworks Resources for Life would enter into an Information Sharing Protocol with the Council. 27 Contract Authorisation Report for Steeple Buildings Kilbarchan Phase 1 Repairs (RC-CPU-23-316) There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the award of a works contract for the Steeple Buildings Kilbarchan Phase 1 Repairs (reference RC-CPU-23-316) to W.H. Kirkwood Limited. DECIDED:
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(a) That the Head of Corporate Governance be authorised 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; (b) That the award of the contract for the total of the prices of £332,913.87, excluding VAT be authorised; (c) That a contingency spend of £16,645.69, which equated to 5% of the total of the prices be authorised; (d) That a total approved contract value of £349,559.56 excluding VAT, which was the total of the total of the prices plus the contingency spend be authorised; and (e) That it be noted that the starting date was anticipated to be 28 July 2025, the completion date was 22 weeks from the starting date and that the final dates would be set out in the Council’s letter of acceptance. 28 Contract Authorisation Report for Castle Semple Visitor Facility – Toilet Block and Cycle Hub (RC-CPU-24-310) There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the award of a works contract for Castle Semple Visitor Facility – Toilet Block and Cycle Hub (reference RC-CPU-23-310) to Clark Contracts Limited. DECIDED: (a) That the Head of Corporate Governance be authorised to award a works contract in the form of SBCC Minor Works Building Contract with Contractor’s Design for use in Scotland (MWD/Scot), 2013 Edition as amended and incorporating the Employer’s Amendments, for the Castle Semple Visitor Facility – Toilet Block and Cycle Hub (RC- CPU-24-310) to Clark Contracts Limited; (b) That the total contract sum of £641,287.44 excluding VAT be authorised; (c) That a contingency spend of £32,064.37 which equated to 5% of the contract sum total; be authorised; (d) That a total approved contract value of £673,351.81 excluding VAT, which was the contract sum plus the contingency spend, be authorised; (e) That it be noted that the date of commencement of the works was anticipated to be 2 September 2025, the anticipated date for completion was 5 December 2025 and that the actual dates would be confirmed in the Council’s letter of acceptance. 29 Contract Authorisation Report for the Supply and Delivery of Switches and Licences (RC-CPU-24-330) There was submitted a report by the Director of Finance & Resources relative to the award of a call-off Contract for the Supply and Delivery of Switches and Licences (RC-CPU-24-330) to XMA Limited.
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DECIDED: (a) That the Head of Corporate Governance be authorised to award the call-off contract for the Supply and Delivery of Switches and Licenses following an e-auction under the Crown Commercial Service Framework Agreement RM6098 Technology and Associated Services 2 - Lot 1 Hardware and Software and Associated Services to XMA Limited; (b) That the call-off contract for a period of seven years be approved; (c) That it be noted that it was envisaged that the call-off contract would commence on 1 August 2025 and would expire on 31 July 2032, that the actual start and expiry dates would be confirmed in the order form and that the call-off contract was to be awarded in accordance with this framework’s call-off award procedure; (d) That the call-off contract value of £260,000 excluding VAT for the 7-year period be authorised; and (e) That the aggregate liability cap in accordance with the framework agreement core terms and framework special terms, which for this call-off contract would not exceed the greater of £1 million or 150% of the estimated yearly charges, be authorised.