CAR PTH Furniture
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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1 To: Finance, Resources and Customer Service Policy Board On: Thursday 9th February 2023 ___________________________________________________________________ Report by: Chief Executive ___________________________________________________________________ Heading: Paisley Town Hall Refurbishment - Furniture (RC-CPU-22-150) ___________________________________________________________________ 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 Goods Contract titled Paisley Town Hall Refurbishment - Furniture (RC-CPU-22-150) (the “Contract”) to Claremont Office Furniture Limited. 1.2 The recommendation to award the Contract follows a mini competition in accordance with Lot 6 of the Scotland Excel Education & Office Furniture Framework, reference 0620 and the Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Category Manager - City Deal and Infrastructure and the Programme Director -City Deal & Infrastructure on 16th November 2022. ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Services Policy Board: (a) Authorise the Head of Corporate Governance to award a Contract being a Call-Off Contract made following a mini-competition under Lot
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2 6 of the Scotland Excel Education and Office Furniture Framework (0620) titled Paisley Town Hall Refurbishment - Furniture (RC-CPU-22- 150) to Claremont Office Furniture Limited. (b) Authorise the total price of £218,132.00 excluding VAT for this Contract. (c) Note that the Contract will commence on 21st February 2023 or date confirmed in the Letter of Acceptance. It is anticipated the Contractor will deliver and install the furniture between 5th June 2023 and 21st July 2023 however exact dates for delivery and installation will be agreed with the Supplier subject to completion of the Paisley Town Hall main works contract. _________________________________________________________ 3. Background 3.1 This Procurement is to appoint a supplier to provide the Office & General furniture requirements for all spaces in the Paisley Town Hall. Furniture to be supplied through this contract includes banquet, conference and outdoor chairs and tables, office desks and chairs, conference chairs and tables, outdoor seating accessories, storage trollies and cabinets, lamps, mirrors and decorative furnishings. 3.2 The Paisley Town Hall is undergoing a refurbishment which is a key element of the longer-term regeneration of Paisley Town Centre. The lifecycle maintenance upgrade with additional facilities will provide a modern facility that is fit for purpose within an important historic building, supporting and developing the regeneration of Paisley town centre. 3.3 Ahead of the opening, the Paisley Town Hall will undertake a full fit out of Furniture, Fittings and Equipment to complete the overall look and feel of the newly refurbished facility, whilst improving audience experience. 3.4 As part of the contract strategy it was identified that the Scotland Excel Framework Agreement, Education & Office Furniture (0620), Lot 6: Office Full Kit Out (the “Framework”) was best suited for this contract. This procurement exercise was conducted as a mini-competition and was conducted in accordance with the Framework Agreement mini competition process. 3.5 There are thirteen (13) framework supplier who confirmed their ability to service the Renfrewshire Council area within Lot 6 of the Framework. All thirteen (13) suppliers were invited to tender on 17th November 2022. 3.6 By the closing date set for tender submissions, 12 noon on 7th December 2022, two (2) suppliers had submitted a response, four (4) suppliers declined to respond and seven (7) suppliers did not respond.
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3 3.7 The two (2) Framework Suppliers (hereinafter identified as Tenderers) who submitted Tender Submissions continue to meet the requirements of the Single Procurement Document (SPD) they completed when applying for a place on the Scotland Excel Framework Agreement, Education & Office Furniture (0620). 3.8 One (1) of the Tender submissions was incomplete and that Tenderer was excluded from the tender process as it did not comply with the information and instructions to tenderers issued with the mini competition. 3.9 The remaining one (1) Tender Submission was evaluated against the Award Criteria of 30% Technical/ 70% Commercial. The technical score achieved for Lot 6 during the Framework evaluation process was carried forward as the quality score attributable to this procurement exercise for this Contract. The scores achieved by the Tenderer are detailed in the table below: Company Technical (30%) Commercial (70%) Total (100%) Claremont Office Furniture Limited 28.00% 70.00% 98.00% 3.10 Standing Order 26.3 of the Council’s Standing Orders Relating to Contracts 2022 allows for the use of Post Tender Negotiations (“PTN”) to be used to refine and improve the most economically advantageous offer. The Claremont Office Furniture Limited tender submission was over budget, therefore using PTN, the Council invited the Tenderer to propose alternatives which met the specification requirements but offer improved value for money (VFM). Claremont proposed improvements which brought the tender submission total within the Contract budget. 3.11 Following PTN, the Tender Submission submitted by Claremont Office Furniture Limited was identified as the most economically advantageous tender. 3.12 Community Benefits were assessed at the Framework level, Claremont Office Furniture Limited has confirmed the following Community Benefits would be made available to the Council for this Contract. Financial Support for a Community Project 1 ___________________________________________________________________
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4 Implications of the Report 1. Financial - The cost for this contract will be contained within existing resources approved in the Council’s Capital Investment Plan. 2. HR & Organisational Development - No HR or Organisational Development implications have arisen or are anticipated. 3. Community/Council Planning – Reshaping our place, our economy and our future – This contract is part of the refurbishment of the Paisley Town Hall and will contribute to the building becoming one of the landmark entertainment venues in the West of Scotland. 4. Legal - The procurement of this Contract was by Mini Competition in accordance with the Scotland Excel Education & Office Furniture (0620) Framework , Lot 6 and the Council’s Standing Orders Relating to Contracts for an above Threshold Supplies Contract. 5. Property/Assets – The furniture will be added to the Council’s asset register. 6. Information Technology - No Information Technology implications have arisen or are anticipated. 7. Equality & Human Rights (a) 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 - Claremont Office Furniture 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 procedure outlined within this report ensures that the Council complies with the Council’s Standing Orders relating to Contracts 2022 and meets its statutory requirements in respect of procurement procedures, efficiency and modern government. 10. Risk - Claremont Office Furniture Limited insurances were assessed and evaluated to confirm that they meet the minimum requirements regarding insurable risk. 11. Privacy Impact - No Privacy implications have been identified or are anticipated.
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5 12. Cosla Policy Position No COSLA Policy Position implications have arisen or are anticipated. 13. Climate Risk – A sustainability test was carried out and this contract was assessed as low risk. The Scotland Excel Framework Agreement contains specific conditions that all contractors must adhere to with regards to sustainability. ➢ All packaging should be kept to the minimum required to protect the furniture and be recyclable/reusable/recycled and include recycling instructions. ➢ Delivery vehicles should comply with emissions standards. _________________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Louise Bishop – Procurement Advisor email: louise.bishop@renfrewshire.gov.uk