CAR -PTHR Stage Lighting and Loose AV Equipment
Renfrewshire Council · 9 February 2023
Back to Finance, Resources and Customer Services Policy Board — 9 February 2023 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 09 January 2023 ___________________________________________________________________ Report by: The Chief Executive ___________________________________________________________________ Heading: Paisley Town Hall Refurbishment (PTHR) - Stage Lighting and Loose AV Equipment (RC-CPU-22-171) ___________________________________________________________________ 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 PTHR - Stage Lighting and Loose AV Equipment to Stage Electrics Partnership Limited. 1.2 The recommendation to award the Contract follows a procurement exercise conducted using the Open procedure in accordance with the Council’s Standing Orders Relating to Contracts and the Public Contract (Scotland) Regulations 2015 for an above Threshold Supply Contract. 1.3 A contract strategy was approved by the Strategic Commercial & Procurement Manager and the Programme Director City Deal and Infrastructure in November 2022. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board authorise the Head of Corporate Governance to:
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(a) Award the Contract for PTHR - Stage Lighting and Loose AV Equipment (RC-CPU-22-171) to Stage Electrics Partnership Limited. (b) Authorise the total price of £309,369.76 excluding VAT for provision of stage lighting and loose AV equipment. (c) Note that it is anticipated that the Contract will commence on 6th March 2023 or on date confirmed in the Letter of Acceptance. It is anticipated the Contractor will deliver and install the equipment in June 2023 however exact dates for delivery and installation will be agreed with Contractor subject to completion of the Paisley Town Hall main works contract. _________________________________________________________ 3. Background 3.1 Renfrewshire Council seeks to appoint a competent and suitably experienced contractor to supply, install and provide client training on stage lighting and loose audio-visual equipment for the Paisley Town Hall as part of the Paisley Town Hall Refurbishment project. 3.2 The Paisley Town Hall aims to become a landmark venue in the West of Scotland for performances and events. This contract is for the supply of improved stage lighting and sound equipment needed to provide a high-quality experience for incoming customers. 3.3 A contract notice for this tender was dispatched to Find a Tender Service via Public Contract Scotland advertising portal on 10 November 2022 and the tender documentation was made available or downloading from Public Contract Scotland – Tender platform on 11 November 2022. 3.4 During the tendering live period, fourteen (14) organisations expressed an interest in the Contract. By the closing date set for return of electronic tenders of 12 noon on Monday 12 December 2022, two (2) organisations (tenderers) had submitted a response. 3.5 The two (2) Tender Submissions received, each contained a completed Single Procurement Document (SPD) as required by the Invitation to Tender and these were evaluated against the pre-determined set of criteria in the Single Procurement Document (SPD) by representatives from OneRen and the following Council services: Chief Executives Services, the Corporate Procurement Unit, Corporate Risk and Corporate Health and Safety.
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3.6 Both Tender Submissions confirmed they met the requirements of the SPD and progressed to evaluation against the published Award Criteria of 30% Quality / 70% Price. 3.7 The scores relative to the Award Criteria for the two (2) Tenderers are noted below: Quality (30%) Price (70%) Total (100%) 1 Stage Electrics Partnership Limited 19.75% 70.00% 89.75% 2 Adlib Audio Limited 11.75% 65.55% 77.30% 3.8 The evaluation of Tender Submissions received identified that the submission by Stage Electrics Partnership Limited was the most economically advantageous tender. 3.9 Community Benefits were requested as part of the procurement however Stage Electrics Partnership Limited have not committed to any community benefits and have been scored accordingly. ___________________________________________________________________ Implications of the Report 1. Financial – The costs for this contract will be contained within existing resources approved in the Council’s Capital Investment Plan. 2. HR & Organisational Development – None 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 • Reshaping our place, our economy, and our future - Delivering improvement to Paisley Town Hall • Creating a sustainable Renfrewshire for all to enjoy - Keeping local places clean and attractive
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4. Legal – The Procurement of this Supply Contract has been conducted, in accordance with the Council’s Standing Orders Relating to Contracts 1 January 2022 and Public Contract (Scotland) Regulations 2015 for above GPA Threshold Supply Contract. 5. Property/Assets – The stage lighting and audio-visual equipment 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 - 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 –Stage Electrics Partnership 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 were carried out in accordance with the Public Contracts (Scotland) Regulations 2015 and x 10. Risk – Stage Electrics Partnership Limited insurances have been assessed 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 Scottish Government Sustainability was carried out as part of the strategy for this procurement. The impact is considered low risk. ___________________________________________________________________ List of Background Papers: None ___________________________________________________________________ Author: Rebecca Park, Category Manager – City Deal and Infrastructure, Corporate Procurement Unit, rebecca.park@renfrewshire.gov.uk