5. CAR - Notification of Contract Authoirised for Award under Clause 9.1(j)
Renfrewshire Council · 14 September 2023
Back to Finance, Resources and Customer Services Policy Board — 14 September 2023 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Notification of Contract Authorised for Award under clause 9.1 j) of Standing Orders Relating to Contracts 2023 ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to notify the Finance, Resources and Customer Services Policy Board of a Contract for Renovation of Park Tennis Courts authorised for award by the Head of Service for Operations and Service Development under clause 9.1 j) of Council Standing Orders Relating to Contracts. The Contract was awarded to Sportex Group Limited on 27 July 2023. 1.2 The Council was offered a grant from the LTA Tennis Foundation towards the cost of renovating tennis courts at the following locations: Robertson Park; Brodie Park; and Johnstone Municipal Park. The grant conditions require Environment, Housing and Infrastructure to appoint a contractor for the tennis court renovations from a framework agreement let by the LTA Tennis Foundation as well as make a financial contribution towards the project.
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1.3 Works started on 31 July 2023. As the next Finance, Resources and Customer Services Policy Board due was this board on 14 September 2023, to ensure the grant could be utilised, the Head of Finance and Procurement approved the use of standing order 9.1 j) Council Standing Orders Relating to Contracts with the requirement for retrospective reporting to this Policy Board. ___________________________________________________________________ 2. Recommendations 2.1 The Finance, Resources and Customer Services Policy Board is asked to note the information provided in section 3 of this report which details the contract authorised for award by the Head of Service for Operations and Service Development in accordance with clause 9.1 j) of Council Standing Orders Relating to Contracts June 2023. 2.2 Note that the contribution from the total grant awarded to the Council is £293,700.75 excluding VAT with Environment, Housing and Infrastructure providing a contribution towards the renovation project of £38,145.65 excluding VAT. The approved spend under the Contract is £331,846.40 excluding VAT. _________________________________________________________ 3. Background 3.1 A report was approved by the Leadership Board on 26 April 2023 relative to the refurbishment of tennis courts in three Renfrewshire locations, Robertson Park, Renfrew, Brodie Park, Paisley and Park Road, Johnstone. 3.2 Environment, Housing and Infrastructure were awarded a grant from the Lawn Tennis Association (LTA) Tennis Foundation to renovate the tennis courts in these 3 locations. 3.3 The grant conditions require Environment, Housing and Infrastructure to appoint a contractor for the tennis court renovations from a framework agreement let by the LTA Tennis Foundation as well as to make a financial contribution towards the project. To ensure the grant could be utilised, the Head of Finance and Procurement approved the use of standing order 9.1 j) of Council Standing Orders Relating to Contracts and this retrospective report to the Policy Board. 3.4 Discussions were held between the Head of Service for Operations and Development who brought the requirement to the attention of the Corporate Procurement Manager who brought this to the attention of the Convenor of the Finance, Resources and Customer Services Policy Board to benefit from the grant conditions. Approval to award this contract in advance of the next Board was granted. Following these discussions the formal contract strategy was signed.
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3.5 In accordance with the terms of the framework agreement Sportex Group Limited were appointed being the only supplier available on the framework agreement for work in Scotland. 3.6 The approved spend under the Contract is £331,846.40 excluding VAT. 3.7 As this Contract was awarded under the LTA Framework Agreement and so subject to their form of tender, no community benefits were offered as part of this contract. 3.8 Financial costs in respect of this contract will be met from grant awarded by the LTA Tennis Foundation and Capital – General Services Budget. ___________________________________________________________________ Implications of the Report 1. Financial The tennis court renovations will be funded from a grant awarded by the LTA Tennis Foundation and a contribution from Environment, Housing and Infrastructure’s Capital – General Services Budget. 2. HR & Organisational Development No HR and Organisation Development issues have arisen or are anticipated. 3. Community/Council Planning The Contract will support the delivery of the following outcomes: Place – working together to enhance wellbeing across communities; and Fair – nurturing bright, happy and healthy futures for all. 4. Legal The contract was arranged via a framework agreement let by the LTA Tennis Foundation and in accordance with the Council Standing Orders Relating to Contracts applying clause 9.1 j) exemption. 5. Property/Assets The tennis courts in each location will be renovated to a high standard. 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.
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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. 8. Health & Safety Sportex Group Limited’s Health and Safety submission was evaluated as part of the process when places on the LTA Tennis Foundation framework agreement were awarded. 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 Sportex Group Limited’s insurances were evaluated as part of the process when places on the LTA Tennis Foundation framework agreement were awarded. 11. Privacy Impact No Privacy Impact Assessment requirements were identified within this procurement. 12. Cosla Policy Position No Cosla Policy Position implications have arisen or are anticipated. 13. Climate Risk The level of impact associated with works connected with the Contract is considered to be low. _________________________________________________________ List of Background Papers 1 A paper was presented to the Leadership Board on 26 April with the heading “Refurbishment of Tennis Courts in Renfrewshire Parks and Development of Tennis in Renfrewshire Parks”; and 2 A paper was presented to the Leadership Board on 14 June 2023 with the heading “Development of Tennis in Renfrewshire Parks”. ___________________________________________________________________ Author: Brian Bradley, Assistant Category Manager, 0141 487 1522, brian.bradley@renfrewshire.gov.uk