CAR - Upgrading of Artificial Pitches - Gryffe Johnstone
Renfrewshire Council · 8 September 2022
Back to Finance, Resources and Customer Services Policy Board — 8 September 2022 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 8th September 2022 ___________________________________________________________________ Report by: The Chief Executive and The Director of Finance and Resources ___________________________________________________________________ Heading: Contract Award: Upgrading of Artificial Pitches – Gryffe High School and Johnstone Community Sports Hub, (RC-CPU-22-063) ___________________________________________________________________ 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 Upgrading of Artificial Pitches – Gryffe High School and Johnstone Community Sports Hub, (RC-CPU-22-063) to Tony Patterson Sportsgrounds 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 1 January 2022 for a below Regulated (Works) contract using the Open Procedure. 1.3 A Contract Strategy was approved by the Strategic Commercial Category Manager and the Head of Property Services on 7th July 2022. ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Service Policy Board:
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(a) Authorise the Head of Corporate Governance to award a Contract for the Upgrading of Artificial Pitches – Gryffe High School and Johnstone Community Sports Hub, (RC-CPU-22-063) to Tony Patterson Sportsgrounds Ltd. (b) Authorise the Tendered Contract Sum of £546,801.25 excluding VAT and an additional 10% contingency for any unforeseen works; (c ) Note the Date for Commencement of the Works is 3rd October 2022 and the Date for Completion of the Works is 25th November 2022. Any changes to these dates will be confirmed in the Council’s Letter of Acceptance. _________________________________________________________ 3. Background 3.1 Renfrewshire Council (the Employer) requires a competent and suitably qualified Contractor to carry out the uplift and replacement of Artificial Playing surfaces, associated fencing and floodlight lamp replacements at Gryffe High School and Johnstone Community Sports Hub. 3.2 To initiate this procurement process a Contract Notice was published on the Public Contracts Scotland advertising portal on 8th July 2022 with the tender documentation available for downloading from the Public Contracts Scotland – Tender portal from this date. 3.3 During the live tender period, nine (9) organisations expressed an interest in the tender. By the closing date set for the return of electronic tender submissions, 12 noon, Friday 22nd July 2022, four organisations submitted a tender response, two organisations declined to respond due to workload and timescales, and three organisations did not respond. 3.4 In accordance with the Council’s Standing Orders Relating to Contracts 11.5, Tenderers were required to complete a Single Procurement Document (SPD) to be submitted with their tender submission. All four tender submissions were evaluated against a pre-determined set of criteria in the form of the SPD by representatives from the following Council Services: Property Services, the Corporate Procurement Unit, Corporate Risk and Corporate Health & Safety. 3.5 All four tender submissions received complied with the minimum selection criteria of the SPD. The four tender submissions were each evaluated against the Award Criteria which were based on a weighting of 60% Price 40% Quality.
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3.6 The scores relative to the Award Criteria for each of the four tender submissions are noted below: Price (60%) Quality (40%) Total (100%) 1 Tony Patterson Sportsgrounds Ltd 59.70% 27.25% 86.95% 2 Fairways Sportsgrounds Limited 60.00% 24.50% 84.50% 3 Allsports Construction & Maintenance Limited 54.72% 29.50% 84.22% 4 Sportex Group Limited 59.60% 23.50% 83.10% 3.7 The evaluation of tender submissions received identified that the submission by Tony Patterson Sportsgrounds Ltd was the most economically advantageous tender. 3.8 The form of Contract is SBCC Minor Works Building Contract (M/WScot) 2011 Edition as supplemented by the Employer Amendments. 3.9 A capital budget of £1.2m has been made available for upgrading of artificial pitches in Renfrewshire and the costs for the Gryffe High School and Johnstone Community Sports Hub will be met through this budget. 3.10 Community Benefits were requested as part of the procurement process and Tony Patterson Sportsgrounds Ltd confirmed that the following Community Benefits would be made available to the Council for this Contract. ___________________________________________________________________ Implications of the Report 1. Financial – The cost for these works will be met by the Capital General Services budget. 2. HR & Organisational Development – No TUPE implications Community Benefit Description No of People / Activity S/NVQ (or equivalent) for New Employee, Existing Employee or Supply Chain Employee 1 Business advice/support to an SME /Social Enterprise/ Voluntary organisation 1 Financial Support for a Community Project 2
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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 • Reshaping our place, our economy and our future - Delivering required infrastructure • Tackling inequality, ensuring opportunities for all - Celebrating Youth - Improving mental health and wellbeing - Promoting active lifestyles - Driving attainment for all - Tackling the poverty relating attainment gap • Creating a sustainable Renfrewshire for all to enjoy - Keeping local places clean and attractive 4. Legal – The Procurement of this Contract was conducted as a below Regulated (Works) Open Procurement Procedure in accordance with the Council’s Standing Orders Relating to Contracts 1 January2022. 5. Property/Assets – The contract will facilitate the upgrading of Artificial Pitches at Gryffe High School and Johnstone Community Sports Hub that will ensure that the Council’s assets are upgraded and maintained to a proper standard. 6. Information Technology – No Information Technology implications have arisen or are anticipated. 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 because for example it is for noting only. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website.
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8. Health & Safety – Tony Patterson Sportsgrounds Ltd health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s minimum requirements regarding health and safety. 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. 10. Risk – Tony Patterson Sportsgrounds Ltd insurances have been assessed and evaluated to confirm that they meet the minimum requirements regarding insurance risk. 11. Privacy Impact - No Privacy Impact implications have been identified or are anticipated. 12. Cosla Policy Position – No COSLA Policy Position implications have arisen or are anticipated. 13 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. The Scottish Procurement Document (SPD) Environmental Management question was utilised as well as two (2) information only questions within the Technical Evaluation: Disposal of used materials: 95% of materials used will be re-used or re-cycled. Re-use and re-purpose of existing materials: instead of existing shock pads being sent to specialist landfill they are recycled and used in all-weather outdoor arena surfaces. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Kevin Milliken, Procurement Advisor, Corporate Procurement Unit, kevin.milliken@renfrewshire.gov.uk