CAR for Erskine Library – Hire of Modular Building
Renfrewshire Council · 20 November 2025
Back to Finance, Resources and Customer Services Policy Board — 20 November 2025 and its agenda
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OFFICIAL ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 20 November 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for Erskine Library – Hire of Modular Building (RC-CPU-25-134) ___________________________________________________________________ 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 Supply Contract for Erskine Library – Hire of Modular Building (RC-CPU-25- 134) to Portakabin (Scotland) Ltd. 1.2 The recommendation to award the Contract follows a procurement exercise conducted in accordance with the Council’s Standing Orders Relating to Contracts and the Scottish Procurement Alliance (SPA) Framework Agreement for Design, Supply and Installation of Permanent and Temporary Modular Buildings (reference MB3) for an above Threshold Supply Contract. 1.3 A competitive award procedure was conducted under this SPA Framework, Workstream 3 – Hire of Temporary Buildings. 1.4 A contract strategy was approved by the Interim Corporate Procurement Manager, the Head of Facilities and Property Services and the Head of Policy and Partnerships on 9 October 2025. ___________________________________________________________________
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OFFICIAL 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 Supply Contract in accordance with the Scottish Procurement Alliance (SPA) Framework Agreement Design, Supply and Installation of Permanent and Temporary Modular Buildings (reference MB3) to Portakabin (Scotland) Ltd. 2.2 Authorises the approved total tendered contract sum of £341,613.00 excluding VAT for the Leasing Agreement period. 2.3 Authorises a contingency of spend of £51,241.95 which equates to 15% of the total tendered contract sum. 2.4 Authorises a total Approved Contract Value of £392,854.95 excluding VAT, which is total tendered contract sum plus the contingency spend. 2.5 Note that it is anticipated that the Contract will commence on 15 December 2025. It is anticipated that the installation of the modular building will be complete and operational by 10 April 2026.The minimum hire period will commence on the day of handover and run for a period of up to 5 years, this will allow for proposals in relation to leisure and cultural facilities in Erskine to be developed as part of the wider review of services provided by One Ren and the wider Strategic Property Programme. 2.6 Note that as per Portakabin (Scotland) Ltd standard terms and conditions they have included a liability cap to damage of physical property to the value of £1m and included a liability cap in respect of all liabilities (other than damage to physical property) of 100% of the hire charges paid by Renfrewshire Council. These limits are deemed sufficient by the project team and acceptance confirmed by the Head of Policy and Partnership. _________________________________________________________ 3. Background 3.1 Renfrewshire Council seeks to appoint the services of a competent and suitably experienced company for the hire of a modular building to be used as a temporary library facility at the existing Erskine Sports Centre who can deliver the site in early April 2026 on behalf of
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OFFICIAL Renfrewshire Leisure trading as OneRen (trading name of Renfrewshire Leisure Limited). As per the Contract Terms Portakabin (Scotland) Ltd have confirmed that OneRen has permission to use the modular buildings. 3.2 The Contract is for the provision of a turn-key library facility for use as a temporary library facility. The Contract comprises of the installation and rental of a single span modular building for a minimum rental period of 5 years with associated enabling works and dismantle on completion of the rental period. The modular building should be maintained by the supplier for the 5-year hire period. Council officers have requested that OneRen work with the community to put into place all arrangements relating to the operations of the new library facility. 3.3 In considering use of this Framework, the Council’s CPU assessed this as a speculative Framework in accordance with the Guidance issued in the SPPN 03/2017. A risk assessment was therefore carried out on the recommendation to use this Framework as opposed to alternative options which were all noted in the contract strategy which was approved by the Interim Corporate Procurement Manager, the Head of Facilities and Property Services, the Head of Policy and Partnerships and the Operations and Estates Director of OneRen. Use of the Framework is deemed the only route available that will allow a fully functioning library to be delivered by 10 April 2026. 3.5 A Competitive Award Procedure mini-competition was conducted in accordance with the SPA Modular Buildings Framework Agreement Design, Supply and Installation of Permanent and Temporary Modular Buildings under workstream 3 (Framework) and following those procedures an expression of interest was sent out to all ten Appointed Companies on the Framework. From this ten, six Appointed Companies expressed an interest. 3.6 On 10 October 2025 the mini-competition documentation was issued to all six Appointed Companies who expressed an interest via the Public Contracts Scotland – Tender portal. By the deadline date, 24 October 2025, three Appointed Companies submitted a response, one declined to offer due to timescales involved and two others failed to respond. 3.7 The three tender submissions were each evaluated against the award criteria issued with this mini-competition based on a weighting of 70% Quality and 30% Price.
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OFFICIAL The Quality Scores were taken from inception of the Framework; as per the terms of the Framework the option to open commercial scoring only was taken. The scores relative to the award criteria for each of the Appointed Company Offers are noted below: Price (30%) Quality (70%) Total (100%) 1 Portakabin (Scotland) Ltd 30.00% 55.68% 85.68% 2 McAvoy Modular Offsite Limited 21.81% 48.04% 69.85% 3 P McVey Mobile Building Systems Ltd 18.49% 46.27% 64.76% 3.8 The evaluation of tender submissions received identified that the submission by Portakabin (Scotland) Ltd was the most economically advantageous tender. 3.9 Community Benefits were requested as part of the procurement and Portakabin (Scotland) Ltd confirmed that they commit to the following: ___________________________________________________________________ Implications of the Report 1. Financial - The Approved Contract value is £392,854.95 for a five-year hire period, which includes the total tendered contract sum and the Contingency, excluding VAT. The limits of liability are as detailed within paragraph 2.6 above. 2. HR & Organisational Development - No TUPE implications as this is a new requirement. Community Benefit Description No of People / Activity Work Experience Placement for an individual aged 14+ years of age (and currently in full-time education) 2 Industry Awareness Events 2 Industry Skill Transfer to Schools 2 Non-Financial Support for a Social Enterprise or other approved community initiative 1
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OFFICIAL 3. Community/Council Planning – • Our Renfrewshire is thriving – maximising economic growth that 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 that limit life chances • Our Renfrewshire is safe – protecting vulnerable people, and working together to manage the risk of harm 4. Legal - The Procurement of this Supply Contract has been conducted, in accordance with the Council’s Standing Orders Relating to Contracts January 2024, after following a competitive award procedure under the Scottish Procurement Alliance Framework Agreement Design, Supply and Installation of Permanent and Temporary Modular Buildings (reference MB3). As part of this Framework Agreement and in line with market conditions the Council has agreed to accept the terms and conditions from Portakabin Ltd, agreeing to the use of these terms was approved by the Head of Policy and Partnerships following assessment. The Director of Finance and Resources has been consulted during the process. 5. Property/Assets - This contract is for turn-key library facility for a temporary library facility. A review and amendment agreement with OneRen for Erskine Sports Centre to occupy the land at the rear of the building to install the new Library will be required, and a back-to-back agreement with OneRen will be agreed to abide by the contract conditions set out within the Portakabin leasing terms to ensure that ongoing maintenance, repairs and building usage are carried out in accordance with the terms. 6. Information Technology – None directly arising from this report. 7. Equality & Human Rights - The recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. 8. Health & Safety - None directly arising from this report.
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OFFICIAL 9. Procurement - The procurement procedures outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency, and modern Government. The procurement procedures outlines within this report were carried out in accordance with the Public Contracts (Scotland) Regulations 2015 and the Council's Standing Orders Relating to Contracts. The Council was required to enter into a participation agreement to permit access to the Scottish Procurement Alliance Framework. 10. Risk – As per the terms and conditions of Portakabin (Scotland) Ltd, the modular buildings will be insured by the Council at the point of handover in the joint names of the Council and Portakabin (Scotland) Ltd. 11. Privacy Impact – None directly arising from this report. 12. Cosla Policy Position – None directly arising from this report.. 13. Climate Risk – The Scottish Government Sustainability was carried out as part of the strategy for this procurement. The impact is considered low risk. To mitigate the risk profile the following is applied to this contract: • Portakabin (Scotland) Ltd is ISO9001 and ISO4001 accredited 14. Children’s Rights – None directly arising from this report. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Joanna Tannock, Assistant Category Manager, Corporate Procurement Unit, Joanna.tannock@renfrewshire.gov.uk