CAR - Traffic Signals Refurb
Renfrewshire Council · 9 February 2023
Back to Finance, Resources and Customer Services Policy Board — 9 February 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 9 February 2023 ___________________________________________________________________ Report by: The Chief Executive and the Director of Environment and Infrastructure ___________________________________________________________________ Heading: Refurbishment of 5 Signalised Sites (RC-CPU-22-135) ___________________________________________________________________ 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 Contract for the Refurbishment of 5 Signalised Sites to Hillhouse Quarry Group Limited t/a MacAsphalt. 1.2 The tendering procedure for this Works Contract was conducted as a below Regulated Open Procedure in accordance with Renfrewshire Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Head of Operations and Infrastructure and the Strategic Commercial Category Manager in April 2022. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorise the Head of Corporate Governance to award the Contract for the Refurbishment of 5 Signalised Sites (RC-CPU-22-135) to Hillhouse Quarry Group Limited t/a MacAsphalt;
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2.2 Note that the intended starting date is 6 March 2023 with the completion date being 31 March 2023. The actual dates will be confirmed in the Council’s Letter of Acceptance. 2.3 Note that the contract value is £211,192.28 excluding VAT. The cost of this contract will be met by funding provided by Strathclyde Partnership for Transport. This funding must be spent by 31 March 2023. _________________________________________________________ 3. Background 3.1 Renfrewshire Council has a statutory obligation to maintain and approve all the traffic signals in operation within the Council boundary. Given this obligation the Council has a requirement for a suitably qualified and experienced contractor to refurbish or upgrade traffic signal equipment at the following junctions: ▪ Main Street/Torr Road, Bridge of Weir; ▪ Main Road/Glenpatrick Road, Elderslie; ▪ Kings Inch Drive/IKEA, Braehead; ▪ Beith Road/Hallhill Road, Elderslie; and ▪ Paisley Road/Wright Street, Renfrew. 3.2 A contract notice was published on the Public Contracts Scotland advertising portal on Monday, 24 October 2022 and the tender documentation available for downloading from the Public Contracts Scotland – Tender platform. 3.3 During the tender period, four (4) companies expressed an interest in the Contract. By the closing date for return of electronic tenders, 12 noon on Monday, 14 November 2022, two (2) companies submitted a response, and two (2) failed to respond. 3.4 One (1) tender submission was a variant bid which was prohibited under the terms of the Invitation to Tender. As a result, this bid was rejected. 3.5 The remaining tender submission received was evaluated against a pre-determined set of criteria in the form of the Single Procurement Document (SPD) as required by the Council’s Standing Orders relating to contracts 11.5 by representatives from the Corporate Procurement Unit, Health and Safety and Risk which assessed competence, expertise and economic and financial standing. The tenderer was assessed as meeting the minimum criteria following the methodology stated in the Invitation to Tender.
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3.6 The Tender Submission was then assessed against the published set of Award Criteria which were based upon a price/quality ratio of 60%/40%. 3.7 The scores relative to the Award Criteria for the remaining Tenderer are noted below: Price (60%) Quality (40%) Total (100%) 1 Hillhouse Quarry Group Limited t/a Mac Asphalt 60.00% 40.00% 100.00% 3.8 The evaluation of Tender Submissions received identified that the submission by Hillhouse Quarry Group Limited t/a MacAsphalt was the most economically advantageous tender. As they were the only compliant bidder, the value for money assessment is required to ensure there is no need to go back out to market. 3.9 The costs arising from this contract will be met by funding provided by Strathclyde Partnership for Transport. This funding has to be spent by 31 March 2023. 3.10 Community Benefits were requested as part of the procurement process and Hillhouse Quarry Group Limited t/a MacAsphalt have committed to the following Community Benefits: Community Benefit Description No of People / Activity Non-Financial Support for a Community Project 2 ___________________________________________________________________ Implications of the Report 1. Financial The cost of this contract will be met by funding provided by Strathclyde Partnership for Transport. This funding must be spent by 31 March 2023. 2. HR & Organisational Development Not applicable. 3. Community/Council Planning –
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Reshaping our place, our economy and our future – the Contract proposed will support the delivery of this outcome. 4. Legal The tendering procedure for this Works Contract was conducted in accordance with a below Regulated Open Procedure. 5. Property/Assets This contract will improve the Council’s traffic signal infrastructure. 6. Information Technology No Information Technology implications have been identified 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. 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. 8. Health & Safety Hillhouse Quarry Group Limited t/a MacAsphalt’s health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s requirements regarding health and safety. 9. Procurement The procurement procedures outlined within this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk Hillhouse Quarry Group Limited t/a MacAsphalt have been assessed and evaluated to confirm that they have met the minimum requirements regarding insurable risk. 11. Privacy Impact No Privacy Impact implications have been identified or are anticipated. 12. Cosla Policy Position No Cosla Policy implications have arisen or are anticipated.
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13. Climate Risk The level of impact associated with the provision of this work has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. ___________________________________________________________________ Author: Brian Bradley, Assistant Category Manager, Corporate Procurement Unit, 0141 487 1522, brian.bradley@renfrewshire.gov.uk