Upgrading of Artificial Pitch at Parkmains - FINAL
Renfrewshire Council · 17 November 2022
Back to Finance, Resources and Customer Services Policy Board — 17 November 2022 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 17th November 2022 ___________________________________________________________________ Report by: The Chief Executive and the Director of Finance and Resources ___________________________________________________________________ Heading: Contract Award: Upgrading of Artificial Pitch at Parkmains High School, (RC-CPU-22-105) ___________________________________________________________________ 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 Pitch at Parkmains High School, (RC-CPU-22-105) to Allsports Construction & Maintenance Limited. 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 Programme Manager on 2nd September 2022 and approved by the Head of Property Services on 3rd September 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 Pitch at Parkmains High School, (RC-CPU- 22-105) to Allsports Construction & Maintenance Limited. (b) Authorise the Tendered Contract Sum of £311,175.57 excluding VAT and an additional 5% contingency for any unforeseen works; (c ) Note the Date for Commencement of the Works is 13th February 2023 and the Date for Completion of the Works is 11th April 2023. Any changes to these dates will be confirmed in the Council’s Letter of Acceptance. _________________________________________________________ 3. Background 3.1 Renfrewshire Council requires a competent and suitably qualified contractor to carry out the uplift and replacement of Artificial playing surfaces on the 2G Hockey Pitch at Park Mains High School as well as associated fencing and floodlight lamp replacements. 3.2 To initiate this procurement process a Contract Notice was published on the Public Contracts Scotland advertising portal on Friday 2nd September 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 seven organisations expressed an interest in this tender. By the closing date set for the return of electronic tender submissions, 5pm, Tuesday 20th September 2022, four organisations submitted a tender response with three organisations declining to respond due to timescales and workload. 3.4 In accordance with the Council’s Standing Orders Relating to Contracts 1 January 2022 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 and 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 Allsports Construction & Maintenance Limited 58.29% 37.25% 95.54% 2 Tony Patterson Sportsgrounds Ltd 59.91% 35.00% 94.91% 3 Sportex Group Limited 60.00% 31.25% 91.25% 4 Fairways Sportsgrounds Limited 59.14% 30.25% 89.39% 3.7 The evaluation of tender submissions received identified that the submission by Allsports Construction & Maintenance Limited was the most economically advantageous tender. 3.8 The form of Contract is SBCC Minor Works Building Contract (MW/Scot) 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 of this Contract will be met through this budget. 3.10 Community Benefits were requested as part of the procurement process and Allsports Construction & Maintenance Limited 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 this work will be met by the Capital General Services budget. 2. HR & Organisational Development – No TUPE implications Community Benefit Description No of People / Activity Business advice/support to an SME/Social Enterprise/Voluntary Organisation 1 Non-financial support for a Community Project 1
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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 related 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 2G Artificial Hockey Pitch at Park Mains High School 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 – Allsports Construction & Maintenance Limited 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 – Allsports Construction & Maintenance Limited 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 4C.7 was utilised as well as two information only questions within the Technical Evaluation: Supporting a Circular Economy in the Re-Using or Re-Purposing of materials: - The Contractor will adopt a hierarchy of Reduce, Re-use and Recycle as a guiding principle in line with Scotland’s Zero Waste Plan. - The Contractor is ISO9001 and ISO4001 accredited. - The Contractor will ensure that material take-offs are accurate, ordering of materials are timely and material suppliers consider only essential packaging. - The Contractor will also work with their supply chains to ensure that synthetic grass and shock pads off-cuts are kept to a minimum when detailing their installation schematics. - Where there is unavoidable waste, they will use local re-use networks such as The Community Resources Network and
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the Construction Material Exchange to find outlets for materials re-use. - On site Toolbox Talks will ensure that staff know how to reduce, re-use and recycle waste at site. Disposal of used Materials: On this contract the Contractor will: - Dispose of any kerbs or concrete material and ensure this is taken for recycling into 6F2/6F5 - Explore avenues to re-use synthetic carpet such as golf clubs for the pathways, landscaped areas and domestic applications - Have segregated waste skips on site to keep recyclable waste separated from landfill waste A Site Specific Waste Management Plan will be developed at the start of the contract to assess and record materials that can be recycled both on and off site. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Kevin Milliken, Procurement Advisor, Corporate Procurement Unit, kevin.milliken@renfrewshire.gov.uk