Agenda Document Pack - Finance, Resources and Customer Services Policy Board - 14/09/2023
Renfrewshire Council · 14 September 2023
Back to Finance, Resources and Customer Services Policy Board — 14 September 2023 and its agenda
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Notice of Meeting and Agenda Finance, Resources and Customer Services Policy Board Date Time Venue Thursday, 14 September 2023 10:00 Via Teams Platform, MARK CONAGHAN Head of Corporate Governance Membership Councillor John Shaw (Convener): Councillor Fiona Airlie-Nicolson (Depute Convener): Councillor Alison Ann-Dowling: Councillor Jacqueline Cameron: Provost Lorraine Cameron: Councillor Graeme Clark: Councillor Audrey Doig: Councillor Chris Gilmour: Councillor Edward Grady: Councillor Neill Graham: Councillor Robert Innes: Councillor Bruce MacFarlane: Councillor David McGonigle: Councillor Sam Mullin: Councillor Iain Nicolson: Webcasting of Meeting This meeting will be filmed for live or subsequent broadcast via the Council’s internet site – at the start of the meeting the Convener will confirm if all or part of the meeting is being filmed. To find the webcast please navigate to https://renfrewshire.public-i.tv/core/portal/home Further Information - online meetings only This meeting is on-line only but is a meeting which is open to members of the public by prior arrangement. A copy of the agenda and reports for this meeting will be available for inspection prior to the meeting at the Customer Service Centre, Renfrewshire House, Cotton Street, Paisley and online at http://renfrewshire.cmis.uk.com/renfrewshire/CouncilandBoards.aspx For further information, please email democratic-services@renfrewshire.gov.uk
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Apologies Apologies from members. Declarations of Interest and Transparency Statements Members are asked to declare an interest or make a transparency statement in any item(s) on the agenda and to provide a brief explanation of the nature of the interest or the transparency statement. Minutes 1 Investment Review Board Minute of meeting held on 7 June 2023. 1 - 2 2 Joint Consultative Board (Non-Teaching) Minute of meeting held on 30 August 2023. 3 - 6 Finance 3 Revenue and Capital Monitoring as at 23 June 2023 Report by Director of Finance & Resources. 7 - 18 4 Revenue and Capital Budget Monitoring Overview Report Report by Director of Finance & Resources. 19 - 30 5 Business Services Accounts for Write-off Report by Director of Finance & Resources. 31 - 44
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Performance 6 Facilities and Property Services Operational Performance Report Report by Director of Environment, Housing & Infrastructure. 45 - 54 7 Business Services Performance Report Report by Director of Finance & Resources. 55 - 68 8 Customer Services Performance Report Report by Director of Finance & Resources. 69 - 74 Policy 9 Organisational Development programme and Risk Management review Report by Director of Finance & Resources. 75 - 80 10 People Strategy 2021-26 - New and Revised HR/OD Policies - Control of Smoking at Work Policy Report by Director of Finance & Resources. 81 - 88 Civic Hospitality/Conference 11 Civic Hospitality Report by Director of Finance & Resources. 89 - 94 12 Request for attendance at Conference Report by Director of Finance & Resources. 95 - 98 Human Resources/OD
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13 Public Holidays for Renfrewshire Council Employees 2024 Report by Director of Finance & Resources. 99 - 102 Procurement 14 Contract Award: Refurbishment of Ferguslie Sports Centre (RC-CPU-23-053) Joint report by Chief Executive and Director of Finance & Resources. 103 - 108 15 Contract Award: Supply and Delivery of a Gully Tanker Vehicle Joint report by Director of Finance & Resources and Director of Environment, Housing & Infrastructure. 109 - 114 16 Contract Award: Supply and Delivery of 2 High Entry Buses Joint report by Director of Finance & Resources and Director of Environment, Housing & Infrastructure. 115 - 120 17 Contract Award: Treatment and Disposal of Paint & Paint Tins (RC-CPU-23-068) Joint report by Director of Finance & Resources and Director of Environment, Housing & Infrastructure. 121 - 126 18 Notification of Contract Authorised for Award under Clause 9.1(j) of Standing Orders Related to Contracts 2023 Joint report by Director of Finance & Resources and Director of Environment, Housing & Infrastructure. 127 - 130 19 Traffic Signals Planned and Unplanned Inspection and Maintenance Joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure. 131 - 136 20 Contract Authorisation Report: Drainage Maintenance Works for Council Properties (RC-CPU-22-248) 137 - 142
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Joint report by Director of Finance & Resources and Director of Environment, Housing and Infrastructure. 21 Contract Authorisation Report: Managed Print Service (RC-CPU-23-059) Report by Director of Finance & Resources. 143 - 148 22 School Based Counselling Service Joint report by Director of Finance & Resources and Chief Education Officer. 149 - 154 23 Annual Procurement Report for the period 1 April 2022 to 31 March 2023 Report by Director of Finance & Resources. 155 - 208
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Minute of Meeting Investment Review Board Date Time Venue Wednesday, 07 June 2023 11:00 Remotely via MS Teams, Present: Councillor Alison Ann-Dowling, Councillor Jacqueline Cameron, Councillor Iain Nicolson, Councillor John Shaw Present C McCourt, Head of Finance & Business Services; G Borland, Finance Manager, J Barron and D Cunningham, both Assistant Committee Services Officers (all Finance & Resources). Also in Attendance D Watson, Investment Research Associate, Hymans Robertson LLP; and C Joiner, Senior Portfolio Manager, abrdn Capital Limited. Apology Councillor D McGonigle. Recording of Meeting Prior to the commencement of the meeting, the Convener intimated that this meeting of the Policy Board would be recorded and that the recording would be available to watch on the Council’s website. Declarations of Interest There were no declarations of interest intimated prior to the commencement of the meeting. Item 1 Page 1 of 208
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1 Minute of Previous Meeting There was submitted the Minute of the meeting of the Investment Review Board, held on 16 November 2022. It was advised that G Borland's title was incorrect in the sederunt, as his title is Finance Manager rather than Principal Accountant. DECIDED: That the Minute be approved subject to the amendment. 2 Paisley and Renfrew Common Good Funds six-month report to 31 March 2023 There was submitted a report by the Director of Finance and Resources together with a presentation by D Watson from Hymans Robertson LLP, relative to the Paisley and Renfrew Common Good Funds, a review of investment income and the key issues pertaining thereto. C Joiner, Charities Portfolio Manager (Scotland) abrdn (formerly Aberdeen Standard Capital Limited) also provided a presentation relative to the Paisley and Renfrew Common Good fund investments performance. The presentations referred to a review of the Investment Managers’ performance for the six months to 31 March 2023; an update of markets; and the current economic climate, valuation and performance of the funds; asset allocation; and an explanation of performance calculations detailed in appendix 4 to the presentation. DECIDED: That the report and presentations be noted. Page 2 of 208
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Minute of Meeting Joint Consultative Board (Non-Teaching) Date Time Venue Wednesday, 30 August 2023 15:00 Via Teams Platform, Present: Councillor Fiona Airlie-Nicolson, Councillor Audrey Doig, Councillor Chris Gilmour, Councillor Lisa-Marie Hughes, Councillor Sam Mullin Representing Trades Unions J Boylan, S Hicks and M McIntyre (all UNISON), A Canning and K Muat (both GMB) and G Cochrane (UNITE). In Attendance L Kiliscaslan, Operations Manager (Care at Home) RSCP; M Boyd, Head of People & OD, R Laouadi, HR Manager, R Cree, OD & Workforce Planning Manager, S Fanning, Principal HR & OD Adviser, D Pole, J Skinner, J McLean and L Sandell, all End User Technicians, C MacDonald, Senior Committee Services Officer and J Barron, Committee Services Officer (all Finance & Resources). Appointment of Chairperson In accordance with the terms of the constitution of the Joint Consultative Board (Non- Teaching), which stated that the Chair of the Board should alternate between The management-side and the trade unions it was proposed and agreed that John Boylan chair this meeting of the JCB (Non-Teaching). DECIDED: That John Boylan chair the meeting. Recording of Meeting Prior to the commencement of the meeting the Chair intimated that this meeting would be filmed for live or subsequent broadcast on the Council's internet site Item 2 Page 3 of 208
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Apology M Ferguson, UNISON. Transparency Statements Councillor Gilmour indicated that he had a connection to items 1, 2, 3 and 4 of the agenda by reason of his membership of Unite the Union. However, he indicated that he had applied the objective test and did not consider he had an interest and intimated that it was his intention to remain in the meeting and to take part in any discussion or voting thereon. Councillor Hughes indicated that she had a connection to items 1, 2, 3 and 4 of the agenda by reason of her membership of UNISON. However, she indicated that she had applied the objective test and did not consider she had an interest and intimated that it was her intention to remain in the meeting and to take part in any discussion or voting thereon. Councillor Mullin indicated that he had a connection to items 1, 2, 3 and 4 of the agenda by reason of his membership of the GMB Union. However, he indicated that he had applied the objective test and did not consider he had an interest and intimated that it was his intention to remain in the meeting and to take part in any discussion or voting thereon. 1 Developments in Health, Safety and Wellbeing There was submitted a report by the Director of Finance & Resources relative to developments in relation to health, safety and wellbeing issues since the previous meeting of the Joint Consultative Board (Non-Teaching), held on 24 May 2023. DECIDED: That the report be noted. 2 Details of Grievances There was submitted a report by the Director of Finance & Resources relative to the number of grievances received. The report provided information on grievances at both the informal and formal stages and indicated that there were a total of nine grievances as at August 2023, an increase of three cases since the last meeting of this Board. DECIDED: That the report be noted. Page 4 of 208
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3 Agency Workers There was submitted a report by the Director of Finance & Resources relative to the number of agency staff employed within the Council as at 1 July 2023 and detailing the capacity and Services in which they were engaged. The report advised that as at 1 July 2023, 350 agency workers were employed across all Council Services, an increase of 32 agency workers since May 2023. Renfrewshire Health & Social Care Partnership employed 286 of those agency workers. The HR Manager responded to questions regarding numbers of agency workers. DECIDED: That the report be noted. 4 Absence Statistics - Annual report 22/23 and Quarter 1 of 23/24 There was submitted a report by the Director of Finance & Resources relative to the Council’s absence statistics for the period 1 April 2022 to 31 March 2023 and quarter 1, 1 April to 30 June 2023. The report provided information in relation to absence targets and how Services and categories of staff had performed against them. An analysis of the reasons for absence for the period was included within the report. Information was also provided on supporting attendance activity levels by Service and the overall number of days lost. The absence statistics were broken down by service and category of staff, reasons for absence and progress made by services in relation to their supporting attendance action plans. DECIDED: That the report on absence statistics for the period 1 April 2022 to 31 March 2023 and the first quarter of 2023/24 be noted. 5 Departmental Reviews across Renfrewshire The UNISON representatives requested that information and documents be made available to the trade unions regarding staffing reviews and changes to staffing structures within the Council timeously. The HR Manager confirmed there was a commitment from Services and HR to keep unions up-to-date with information and advise of any changes at the earliest point. DECIDED: That arrangements continue to include regular updates regarding staffing reviews within Services and changes to staffing structures proposed as part of the Right for Renfrewshire initiative as a standing item on the agenda of future Joint Trade Union Liaison meetings. Page 5 of 208
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6 Home Care Worker Facilities The UNISON representatives expressed concern in relation to the lack of facilities made available to the home care workers within Family and Wellbeing Services. The Operations Manager (Home Care) confirmed there was a commitment from Services to provide facilities for staff. It was noted that 15 sites were available throughout the Renfrewshire area and work was ongoing with Soft FM to provide three further sites in rural areas. DECIDED: That arrangements continue to be made at the three further sites for them to be made available to staff, bringing the total number of facilities to 18 in the Renfrewshire area. 7 Date of Next Meeting DECIDED: That it be noted that the next meeting of the JCB (Non-Teaching) would be held at 3pm on 8 November 2023. Page 6 of 208
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To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 Report by: Director of Finance and Resources Heading: Revenue and Capital Budget Monitoring as at 23 June 2023 1. Summary of Financial Position 1.1. The projected revenue outturn at 31 March 2024 for those services reporting to the Finance, Resources and Customer Services Policy Board is an overspend position of £1.055m (1.1%) against the revised budget for the year. 1.2. The projected capital outturn at 31 March 2024 for projects reporting to the Finance, Resources and Customer Services Policy Board is a break-even position. 1.3. This is summarised over the relevant services in the table below and further analysis is provided in the Appendices. Table 1: Revenue Division Revised Annual Budget £000 Projected Annual Outturn £000 Budget Variance £000 Budget Variance % Finance and Resources 44,031 44,031 0 0.0% Environment, Housing and Infrastructure 21,260 22,315 (1,055) 5.0% Miscellaneous Services 33,208 33,208 0 0.0% Total 98,499 99,554 (1,055) 1.1% Item 3 Page 7 of 208
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Table 2: Capital Division Revised Annual Budget £000 Projected Annual Outturn £000 Budget Variance £000 Budget Variance % Finance, Resources and Customer Services 10,339 10,339 0 0% 2. Recommendations Members are requested to: 2.1. Note the projected Revenue outturn position detailed in Table 1 above; 2.2. Note the projected Capital outturn position detailed in Table 2 above; and 2.3. Note the budget adjustments detailed at sections 4 and 6. 3. Revenue 3.1. The Revenue Budget Monitoring report at Appendix 1 identifies a projected annual overspend of £1.055m (1.1% of total budget) for all services reporting to this Policy Board. Detailed division service reports can be found at the end of this report, along with an explanation of any significant projected variances. 3.2. The projected outturn is based on information currently available, and assumptions made by service budget holders. Any changes to these projections will be detailed in future reports to this Board. 3.3. The main reasons for the projected outturn position are indicated below the tables showing both the subjective analysis (what the budget is spent on) and the objective analysis (which division is spending the budget). 4. Revenue Budget Adjustments 4.1. Members are requested to note, from Appendix 1, that budget adjustments totalling £0.833m have been processed since the budget was approved in March 2023, with the main reasons as follows: + £0.120m added to Finance and Resources from Fairer Renfrewshire balances to fund new Customer Services Advice Works income advisers; +£0.112m transferred into Finance and Resources from other services to Digital, Transformation and Customer Services, for various ICT support services; and +£142k transferred into Public Building Repairs (Environment, Housing and Infrastructure) from other services for work on various properties. Page 8 of 208
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+£0.460m transferred into Miscellaneous Services relating to Marketing and Communications Right for Renfrewshire savings; and +£0.634m transferred into Miscellaneous Services from Finance and Resources relating to Right for Renfrewshire savings. 5. Capital 5.1. The Capital Investment Programme 2023/24 to 2027/28 was approved by the Council on 2 March 2023. For Finance, Resources and Customer Services the revised capital spend for 2023/24 is £10.339m (£9.982m approved). 5.2. The budget movement primarily results from reprofiling in the approved capital programme for the year, and grant awarded for the expansion of school meals. Further detail can be found at Appendix 2. 6. Capital Budget Adjustments 6.1. Since the last report, budget changes totalling £0.357m have arisen, which reflect the following: Budget carried forward from 2022/23 to 2023/24 (£3.007m): o ICT Infrastructure and Renewal (£0.186m); o Energy Efficiency Programme (£0.066m) o Lifecycle Capital Maintenance Fund (£1.290m); o Artificial Pitch Upgrades (£0.459m) o Digital Infrastructure Provision (£0.032m) o Community Empowerment Fund (£0.552m); o Villages Improvement Fund (£0.297m) o Retail Improvement Fund (£0.127m). Budget Reallocation 2023/24 (-£0.300m): o Strategic Asset Management Fund (-£0.300m); Budget decreases in 2023/24 (-£2.352m): o Reduction in capital grant in relation to free school meals expansion. This was included in the capital grant awarded in the original Finance Circular on which the 2023/24 budget was based; however, in the revised circular (3/2023) it was moved into funds still to be distributed, with confirmation awaited on the timing and value of the Council’s allocation. Page 9 of 208
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Implications of this report 1. Financial – The projected budget outturn position for Finance, Resources and Customer Services’ Revenue budget is an overspend of £1.055m (1.1%). Income and expenditure will continue to be monitored closely for the rest of the financial year and as far as possible, steps will be taken to mitigate any overspend. The projected outturn position for Finance, Resources and Customer Services’ Capital budget is break-even. The Capital programme will continue to be monitored closely for the rest of the financial year. Any changes to current projections in either Revenue or Capital budgets will be reported to the board as early as possible, along with an explanation for the movement. 2. HR and Organisational Development - None directly arising from this report. 3. Community/Council Planning - None directly arising from this report. 4. Legal - None directly arising from this report. 5. Property/Assets - The Capital expenditure noted in this report will result in lifecycle maintenance improvements to existing properties and replacement of ICT assets and infrastructure. 6. Information Technology - None directly arising from this report. 7. Equality and Human Rights - None directly arising from this report. 8. Health and Safety - None directly arising from this report. 9. Procurement - None directly arising from this report. 10. Risk - The potential risk that the Council will overspend its approved budgets for the year will be managed at a Council-wide level by the Chief Executive and Directors. 11. Privacy Impact - None directly arising from this report. 12. Cosla Policy Position - N/a. 13. Climate Risk - None directly arising from this report. __________________________________________________________________ Page 10 of 208
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List of Background Papers Revenue Budget and Council Tax 2023/24, Council 2 March 2023 The Capital Investment Programme 2023/24 to 2027/28, Council 2 March 2023 __________________________________________________________________ Authors: Valerie Howie / Lisa Dickie / Alison Burns / Linsey McGregor Page 11 of 208
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APPENDIX 1 Objective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn £000 £000 £000 £000 £000 % Finance and Resources 44,425 (394) 44,031 44,031 0 0.0% Environment, Housing and Infrastructure 21,121 139 21,260 22,315 (1,055) (5.0%) Miscellaneous 32,120 1,088 33,208 33,208 0 0.0% NET EXPENDITURE 97,666 833 98,499 99,554 (1,055) (1.1%) Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn £000 £000 £000 £000 £000 % Employees 101,328 (18,214) 83,114 83,876 (762) (0.9%) Premises Related 11,660 252 11,912 12,234 (322) (2.7%) Transport Related 2,127 0 2,127 2,410 (283) (13.3%) Supplies and Services 23,811 5,311 29,122 30,842 (1,720) (5.9%) Third Party Payments 1,970 0 1,970 1,948 22 1.1% Transfer Payments 41,569 16,444 58,013 58,029 (16) 0.0% Support Services 2,829 (2,762) 67 19 48 71.6% Depreciation and Impairment Losses 7,957 0 7,957 7,957 0 0.0% GROSS EXPENDITURE 193,251 1,031 194,282 197,315 (3,033) (1.6%) Income (95,585) (198) (95,783) (97,761) 1,978 2.1% NET EXPENDITURE 97,666 833 98,499 99,554 (1,055) (1.1%) POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES Budget Variance (Adverse) or Favourable Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2023/24 1 April 2023 to 23 June 2023 Page 12 of 208
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APPENDIX 1 Objective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn £000 £000 £000 £000 £000 % Finance and Resources Directorate (924) 0 (924) (966) 42 4.5% Audit Services 630 0 630 626 4 0.6% Corporate Governance 3,421 (210) 3,211 3,166 45 1.4% Digital, Transformation & Customer Services 22,233 (119) 22,114 22,150 (36) (0.2%) Finance and Procurement 5,715 (1) 5,714 5,776 (62) (1.1%) Business Services 8,692 (66) 8,626 8,604 22 0.3% Housing Benefits 1,226 0 1,226 1,223 3 0.2% People & Organisational Development 2,580 0 2,580 2,600 (20) (0.8%) Property Services 34 2 36 36 0 0.0% Social care (non‐delegated) 818 0 818 816 2 0.2% NET EXPENDITURE 44,425 (394) 44,031 44,031 0 0.0% Objective Heading Finance and Resources Budget Variance (Adverse) or Favourable Key Reasons for Significant Projected Variances While there are some variances projected within the service, Finance and Resources overall is forecast to break‐even by the end of the financial year. Any changes to this position will be updated in future board reports. 1 April 2023 to 23 June 2023 RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2023/24 POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES Page 13 of 208
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APPENDIX 1 Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn £000 £000 £000 £000 £000 % Employees 37,411 (72) 37,339 37,651 (312) (0.8%) Premises Related 2,177 358 2,535 2,575 (40) (1.6%) Transport Related 137 0 137 113 24 17.5% Supplies and Services 10,440 (85) 10,355 10,414 (59) (0.6%) Third Party Payments 1,875 0 1,875 1,853 22 1.2% Transfer Payments 52,200 0 52,200 52,218 (18) 0.0% Support Services 894 (397) 497 447 50 10.1% Depreciation and Impairment Losses 0 0 0 0 0 0.0% GROSS EXPENDITURE 105,134 (196) 104,938 105,271 (333) 25.8% Income (60,709) (198) (60,907) (61,240) 333 0.5% NET EXPENDITURE 44,425 (394) 44,031 44,031 0 0.0% RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2023/24 1 April 2023 to 23 June 2023 POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ FINANCE & RESOURCES Budget Variance (Adverse) or Favourable Page 14 of 208
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APPENDIX 1 Objective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn £000 £000 £000 £000 £000 % Building Services (472) 0 (472) (472) 0 0.0% Street Lighting Maintenance Work 382 0 382 522 (140) (36.6%) Public Building Repairs 3,851 142 3,993 3,993 0 0.0% Soft Facilities Management Services 17,360 (3) 17,357 18,272 (915) (5.3%) NET EXPENDITURE 21,121 139 21,260 22,315 (1,055) (5.0%) Objective Heading Building Services Street Lighting Maintenance Work Public Building Repairs Soft Facilities Management Services There is an anticipated overspend forecast for the service. This is largely due to an under‐ recovery of income, inflationary pressure on the cost of provisions and cleaning materials, which is all partially offset by vacancies across the service. A review of income is underway to ascertain the impact that service changes has had on the income budget and associated income recovery. An overspend is projected for this service, which is predominantly on the repairs and maintenance of lighting columns, due to the increased cost of materials. This will be closely monitored throughout the remainder of the financial year with mitigating actions by management where required. POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ ENVIRONMENT, HOUSING AND INFRASTRUCTURE REVENUE BUDGET MONITORING STATEMENT 2023/24 The service is currently forecast to breakeven this year however it is recognised that costs are under considerable pressure from supply price increases and contractor inflation. This position will be closely monitored through the year with mitigating actions by management where required. Any updates will be provided at future boards. Key Reasons for Significant Projected Variances The service is currently forecast to break even this year; however, it is recognised that costs are under considerable pressure from supply price increases. This will affect the Housing Revenue Account and Public Building Repairs as the two main recharges of Building Services costs. 1 April 2023 to 23 June 2023 RENFREWSHIRE COUNCIL Budget Variance (Adverse) or Favourable Page 15 of 208
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APPENDIX 1 Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn £000 £000 £000 £000 £000 % Employees 27,943 0 27,943 28,393 (450) (1.6%) Premises Related 3,101 139 3,240 3,522 (282) (8.7%) Transport Related 1,590 0 1,590 1,897 (307) (19.3%) Supplies and Services 9,448 0 9,448 11,109 (1,661) (17.6%) Third Party Payments 0 0 0 0 0 0.0% Transfer Payments 110 0 110 108 2 1.8% Support Services 970 0 970 972 (2) (0.2%) Depreciation and Impairment Losses 0 0 0 0 0 0.0% GROSS EXPENDITURE 43,162 139 43,301 46,001 (2,700) (6.2%) Income (22,041) 0 (22,041) (23,686) 1,645 7.5% NET EXPENDITURE 21,121 139 21,260 22,315 (1,055) (5.0%) POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ ENVIRONMENT, HOUSING AND INFRASTRUCTURE RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2023/24 1 April 2023 to 23 June 2023 Budget Variance (Adverse) or Favourable Page 16 of 208
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APPENDIX 1 Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn £000 £000 £000 £000 £000 % Employees 35,974 (18,142) 17,832 17,832 0 0.0% Premises Related 6,382 (245) 6,137 6,137 0 0.0% Transport Related 400 0 400 400 0 0.0% Supplies and Services 3,923 5,396 9,319 9,319 0 0.0% Third Party Payments 95 0 95 95 0 0.0% Transfer Payments (10,741) 16,444 5,703 5,703 0 0.0% Support Services 965 (2,365) (1,400) (1,400) 0 0.0% Depreciation and Impairment Losses 7,957 0 7,957 7,957 0 0.0% GROSS EXPENDITURE 44,955 1,088 46,043 46,043 0 0.0% Income (12,835) 0 (12,835) (12,835) 0 0.0% NET EXPENDITURE 32,120 1,088 33,208 33,208 0 0.0% Subjective Heading Miscellaneous Services 1 April 2023 to 23 June 2023 RENFREWSHIRE COUNCIL Budget Variance (Adverse) or Favourable REVENUE BUDGET MONITORING STATEMENT 2023/24 The service is currently forecast to breakeven this year, this position will be closely monitored throughout the year with any updates provided at future boards. Budget adjustments between Employee Costs, Supplies and Services and Transfer Payments arose from a review of appropriate coding within the ledger. POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ MISCELLANEOUS Key Reasons for Significant Projected Variances Page 17 of 208
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APPENDIX 2 Prior Years Approved Budget Revised Projected Expenditure Budget Adjustments Budget Outturn Total Approved Projected to 31/03/2023 2023‐24 in 2023‐24 2023‐24 2023‐24 Budget Outurn Project Title to 31‐Mar‐27 to 31‐Mar‐27 £000 £000 £000 £000 £000 £000 £000 CORPORATE PROJECTS ICT Infrastructure Maintenance & Renewal Programme 0 1,730 186 1,916 1,916 0 0% 3,516 3,516 0 0% Strategic Asset Management Fund 0 300 (300) 0 0 0 0% 0 0 0 0% Energy Efficiency Programme 0 0 66 66 66 0 0% 66 66 0 0% Lifecycle Capital Maintenance (LCM) Fund 0 7,352 (1,062) 6,290 6,290 0 0% 14,179 14,179 0 0% Artificial Pitch Upgrades 741 600 459 1,059 1,059 0 0% 1,800 1,800 0 0% Digital Infrastructure Provision 1,904 0 32 32 32 0 0% 1,936 1,936 0 0% Commnunity Empowerment Fund 399 0 552 552 552 0 0% 951 951 0 0% Greenspaces and Parks 1,223 0 0 0 0 0 0% 1,223 1,223 0 0% Villages Improvement Fund 53 0 297 297 297 0 0% 550 550 0 0% Retail Improvement Fund 23 0 127 127 127 0 0% 150 150 0 0% CO2 Monitors 233 0 0 0 0 0 0% 233 233 0 0% TOTAL FINANCE, RESOURCES & CUSTOMER SERVICES BOARD 4,576 9,982 357 10,339 10,339 0 0% 24,604 24,604 0 0% *Rolling programmes have a prior year year expenditure of £0 as the expenditure is not directly linked from one year to the next as a singular project. Budget Variance (Adverse) or Favourable Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL CAPITAL INVESTMENT STRATEGY ‐ NON‐HOUSING SERVICES 1st April to 23rd June 2023 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES Current Year 2023‐24 Full Programme ‐ All years Page 18 of 208
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To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 Report by: Director of Finance and Resources Heading: Revenue and Capital Budget Monitoring – Council Overview as at 23 June 2023 1. Summary of Financial Position 1.1. The projected Revenue outturn at 31 March 2024 for all services is an overspend of £5.679m. 1.2. The projected Capital outturn at 31 March 2024 for all services is an underspend of £0.143m. This is split between General Fund Services and the Housing Revenue Account (HRA) in the table below, with further analysis is provided in the Appendices. Table 1: Revenue Division Revised Annual Budget Projected Outturn Budget Variance (Adv)/Fav Budget Variance £000 £000 £000 % General Fund Services 509,587 515,266 (5,679) (1.1%) Housing Revenue Account (HRA) 0 0 0 0.0% Total 509,587 515,266 (5,679) (1.1%) Table 2: Capital Division Revised Annual Budget Projected Outturn Budget Variance (Adv)/Fav Budget Variance £000 £000 £000 % General Fund Services 145,890 145,747 143 0.0% Housing Revenue Account 29,678 29,678 0 0.0% Total 173,899 173,756 143 0.0% Item 4 Page 19 of 208
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2. Recommendations Members are requested to: 2.1. Note the projected Revenue outturn position detailed in Table 1 above, considering that the forecast position is based on best estimates at this point in time; and also note the substantial risks to this position as outlined in section 3 of the report; 2.2. Note the projected Capital outturn position detailed in Table 2 above; 2.3. Note the prudential indicators detailed in section 6 of the report. 3. Revenue Monitoring 3.1. The Revenue Budget Monitoring report at Appendix 1 identifies a projected annual overspend of £5.679m (1.1% of total budget) for all Services. Details for all services can also be found here, along with an explanation of significant projected variances. 3.2. The projected outturn is based on information currently available, and assumptions made by service budget holders. Any changes to these projections will be detailed in future reports to this board. 3.3. The main reasons for the projected outturn position are indicated in the appendix showing both the subjective analysis (what the budget is spent on) and the objective analysis (what division is spending the budget). 3.4. In line with last year, there are ongoing cost pressures within Children’s Services, Soft Facilities Management, Waste Services, Parking and Streetscene. Reasons for significant variances are included within Appendix 1. 3.5. Members should also note that the forecast outturn position does not include any impact of non-teaching pay settlements for 2023/24, which are not yet agreed. 3.6. Directors and management teams are closely monitoring their costs and are aiming to mitigate increases where possible; however, as noted in the Revenue Estimates 2023/24 report, the Council is expected to use up to £4m from ring-fenced reserve balances in order to break even at year end, particularly in relation to children’s residential care, energy costs, and parking income shortfalls. Page 20 of 208
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3.7. Section 6 includes additional information about capital and treasury performance indicators, which will now be regularly reported to this board. Further context is provided at 6.1 and 6.2. 4. Capital Monitoring: Housing Services Programme 4.1. The HRA Capital Investment Programme 2023/24 to 2027/28 was approved by the Council on 2 March 2023. For 2023/24, the approved capital spend totalled £29.678m. There have been no changes to date. 4.2. Capital expenditure to 23 June 2023 amounted to £2.583m, representing 9% of available resources, compared to 6% for the same period in 2022/23. 4.3. 36% of expected capital income has been received to date, compared to 0% for the equivalent period in 2022/23. This difference relates to the timing of receipt of grant for external improvements and council house new build. 4.4. The projected outturn position, after budget changes, is for the Housing Services Programme to break even (see Appendix 2). However, inflationary impacts of delays to work and related cost estimates are still ongoing and may result in this forecast being revised at a future date. 5. Capital Monitoring: Non-Housing Services Programme 5.1. The General Services Capital Investment Programme 2023/24 to 2027/28 was approved by Council on 2 March 2023. For 2023/24, the approved capital spend totalled £145.327m. The current revised programme totals £145.890m (an increase of £0.560m) resulting from the net effect of: net budget increases of £1.452m, mainly as result of new grant awards from Strathclyde Passenger Transport and Cycle Walking & Safer Routes; budget carried forward from 2022/23 to 2023/24 of £3.425m; and projects re-profiled from 2023/24 into 2024/25 of (£4.317m). 5.2. Capital expenditure to 23 June 2023 totals £10.717m, representing 7% of the available resources, compared to 5% for the equivalent period in 2022/23. 5.3. Capital income totalling £6.405m has been received to 23 June 2023. This represents 13% of the total anticipated income, compared to 9% for the equivalent period in 2022/23. Page 21 of 208
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5.4. The projected outturn position after these budget changes is an underspend of £0.143m (see Appendix 2). However, the full impact of inflation on capital costs on each project is not yet determined, with increased costs through inflation and compliance expected to increase the risk of overspends across the capital programme. It is anticipated that the current forecast underspend will be reallocated within the Education Capital Investment Programme. 6. Capital Overview: Prudential Indicators 6.1. The Council is required to set prudential indicators to ensure that its capital investment plans are affordable, proportionate, prudent and sustainable. The current prudential indicators were approved, alongside the housing and non- housing capital investment programmes, by Council on 2 March 2023. 6.2. The CIPFA Prudential Code 2021 recommends that from 2023/24 a regular update is provided to members noting the current forecasts for prudential indicators compared to those approved at the start of the financial year. These are outlined in 6.4 to 6.8 below. 6.3. The Council will be asked to approve revised Prudential Indicators in December 2023 as part of the mid-year progress report. 6.4. Capital Expenditure: The limit on capital expenditure that the Council has set for 2023/24 is shown in the table below. The limit is based on the resources available to fund the capital programmes, split between Housing and Non- Housing Services, but excludes the Public Sector Housing Grant, as this is not considered to be capital spend for the Council. Approved Plan £m Forecast Expenditure £m Non-Housing 145 145 Housing 30 30 Total 175 175 6.5. Capital Finance Requirement (CFR): The CFR originally planned by the Council for 2023/24 is shown in the table below and is split between Housing and Non-Housing Services. The approved Non-Housing figure in the Treasury Strategy was £94m lower than the Planned figure shown here, and the following two tables, owing to a formula error that omitted other long-term liabilities. The projected outturn at 31 March 2024 is also shown. Any significant increase in the capital expenditure without planned funding at the point of spend will result in an increase to the CFR. Page 22 of 208
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Planned CFR to 31 March 2024 £m Projected CFR to 31 March 2024 £m Non-Housing 431 424 Housing 121 124 Total 552 547 6.6. Operational Boundary: This is the focus of day-to-day treasury management activity within the Council and is an estimate of the most likely, but not worst case, scenario in terms of cashflow. Risk analysis and risk management strategies are taken into account, as are plans for capital expenditure, estimates of the CFR and estimates of cashflow requirements for all purposes. It is possible that this boundary could be breached occasionally and this should not be regarded as significant. However, a sustained or regular trend of such would be significant and require investigation and action. Planned Operational Boundary to 31 March 2024 £m Projected Operational Boundary to 31 March 2024 £m Borrowing 459 453 Other Long-Term Liabilities 94 94 Total 553 547 6.7. Authorised Limit: This is based on the same assumptions as the Operational Boundary, with additional headroom to ensure sufficient capacity to allow for both planned and exceptional cashflow requirements, without breaching the limit. Planned Authorised Limit to 31 March 2024 £m Projected Authorised Limit to 31 March 2024 £m Borrowing 477 476 Other Long-Term Liabilities 94 94 Total 571 570 6.8. Ratio of Financing Costs to Net Revenue: A key measure of affordability is the incremental impact of investment decisions on Council Tax or housing rents. Estimates of the ratio of financing costs to net revenue stream provide an indication of how much of the Council’s revenue budget is committed to the repayment of debt. Page 23 of 208
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Approved Ratio of Financing Costs to Net Revenue 2023/24 % Projected Ratio of Financing Costs to Net Revenue 2023/24 % Non-Housing 3.64 3.85 Housing 28.97 29.03 Financing costs include the interest payable with respect to forecast borrowing levels, interest payable on finance leases, interest and investment income, loans fund and finance lease principal repayments and gains/losses on the repurchase or early settlement of borrowing. Because interest rates have remained higher for longer than anticipated in the approved ratio, the forecast cost of interest on potential borrowing levels results in higher projected ratios. Revenue streams relate either to the amounts received in terms of government grant and local taxpayers for Non-housing, or to the amounts received from tenants in respect of housing rents for Housing. 7. Private Sector Housing Grant Programme 7.1. The overall budget provision for this programme is included within the revenue budget. However, in order to monitor the performance of the individual programmes, it is included within capital budget monitoring procedures. 7.2. The Council approved expenditure up to £0.600m for 2023/24. The programme currently stands at £1.117m, an increase in budget of £0.517m to reflect Contribution From Current Revenue (CFCR) in 2023/24 after the approval of the Private Sector Housing Investment Programme 2023/24 by the Communities and Housing Policy Board on 16 May 2023. 7.3. The programme is expected to fully spend by 31 March 2024 and will be contained within the overall resources. ___________________________________________________________________ Implications of this report 1. Financial – The projected budget outturn position for General Fund Services Revenue budget is an overspend of £5.679m (1.1%) and break-even for the HRA Revenue budget. Income and expenditure will continue to be monitored closely for the rest of the financial year and, where necessary, steps will be taken to mitigate overspends. The projected outturn position for General Fund Services Capital budget is an underspend of £0.143m and break-even for the HRA Capital budget. Page 24 of 208
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The Capital programme will continue to be monitored closely for the rest of the financial year. Any changes to current projections in either Revenue or Capital budgets will be detailed in future reports to this board. 2. HR and Organisational Development - None directly arising from this report. 3. Community/Council Planning - None directly arising from this report. 4. Legal - None directly arising from this report. 5. Information Technology - None directly arising from this report. 6. Equality and Human Rights - None directly arising from this report. 7. Health and Safety - None directly arising from this report. 8. Procurement - None directly arising from this report. 9. Risk - The potential risk that the Council will overspend its approved budgets for the year will be managed at a Council-wide level by the Chief Executive and Directors. 10. Privacy Impact - None directly arising from this report. 11. Cosla Policy Position - N/a. 12. Climate Risk - None directly arising from this report. List of Background Papers Revenue Budget and Council Tax 2023/24. Council, 2 March 2023. Non-Housing Capital Investment Programme 2023/24 to 2027/28. Council, 2 March 2023. HRA Capital Investment Programme 2023/24 to 2027/28, Council on 2 March 2023. __________________________________________________________________ Authors: Alison Burns, Corporate Finance Manager and Geoff Borland, Finance Manager Page 25 of 208
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Appendix 1 Policy Board Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Projected Outturn £000 £000 £000 £000 £000 % Communities and Housing Services 13,567 591 14,158 13,815 343 2.4% Education and Children's Services 239,035 6,317 245,352 247,975 (2,623) (1.1%) Infrastructure, Land and Environment 31,123 (317) 30,806 33,154 (2,348) (7.6%) Finance, Resources and Customer Services 97,666 833 98,499 99,554 (1,055) (1.1%) Adult Services 94,264 3,273 97,537 97,537 0 0.0% Planning 595 6 601 607 (6) (1.0%) Economy and Regeneration 3,086 7 3,093 3,091 2 0.1% Chief Executive's Service 20,010 (469) 19,541 19,533 8 0.0% GENERAL SERVICES NET EXPENDITURE 499,346 10,241 509,587 515,266 (5,679) (1.1%) Housing Revenue Account (HRA) 0 0 0 0 0 0.0% NET EXPENDITURE 499,346 10,241 509,587 515,266 (5,679) (1.1%) RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2023/24 1 April 2023 to 23 June 2023 Budget Variance (Adverse) or Favourable POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ OVERVIEW Page 26 of 208
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Appendix 1 Policy Board Key Reasons for Significant Projected Variance Communities and Housing Services The projected underspend here relates to vacancies within the Communities and Public Protection service, which are currently being reviewed by operational management. Education and Children's Services Of the reported forecast overspend, £2.651m is related mainly to external specialised residential accommodation placements within Children and Families. An additional £2m was set aside in the 2023/24 budget, with an expectation that up to a further £3m may be required to be funded from ringfenced balances; this will be closely monitored as the year progresses. All external placements are held under continual review by the service to ensure they continue to meet the needs of the individual children and young people and options to mitigate cost pressures continue to be examined. Further overspends are anticipated in relation to contracted mainstream and additional support needs transport costs. Infrastructure, Land and Environment The main drivers of the projected year‐end overspend of £2.348m are the ongoing shortfall in parking income; waste collection costs that are largely driven by inflationary factors and absence cover as a result of annual leave and sick leave, and the impact of other inflationary pressures across the services. Additional expenditure has been incurred as a result of ongoing tree management work that is currently being carried out by the Streetscene team with further analysis required here to establish the full current year impact on the budget. Finance, Resources and Customer Services The projected year‐end overspend is £1.055m, arising from overspends in the repair and maintenance of street lighting columns, due to inflationary pressures, as well as a forecast income under‐recovery within Soft Facilities Management. The position will continue to be monitored closely for the rest of the financial year, with mitigating actions by management following more detailed analysis of drivers. Housing Revenue Account (HRA) An underspend in employee costs is projected due to the timing of recruitment of vacancies within the service. Property costs are projected to overspend, reflecting ongoing demands for repair and maintenance provision, particularly in void properties, as well as additional Council Tax costs for these properties. Transfer payments are forecast to overspend, owing to the impact of repairs pressures on void rent loss. These overspends are expected to be offset by additional interest income due to higher than budgeted interest rates. Overall the HRA is therefore projecting a break‐even position at the year‐end. Page 27 of 208
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Appendix 1 Subjective Summary Approved Annual Budget Budget Adjustments Revised Annual Budget at Period 3 Total Projected Outturn £000 £000 £000 £000 £000 % Employees 357,984 (7,898) 350,086 349,095 991 0.3% Premises Related 44,692 576 45,268 47,322 (2,055) (4.5%) Transport Related 13,748 (2) 13,746 15,720 (1,974) (14.4%) Supplies and Services 87,011 8,216 95,227 97,666 (2,439) (2.6%) Third Party Payments 96,094 4,446 100,540 103,543 (3,003) (3.0%) Transfer Payments 71,078 14,382 85,460 86,359 (899) (1.1%) Support Services 5,906 (2,762) 3,144 3,083 61 1.9% Depreciation and Impairment Losses 27,023 0 27,023 27,028 (5) 0.0% GROSS EXPENDITURE 703,536 16,958 720,494 729,817 (9,323) (1.3%) Income (204,190) (6,717) (210,907) (214,551) 3,644 1.7% NET EXPENDITURE 499,346 10,241 509,587 515,266 (5,679) (1.1%) Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL REVENUE BUDGET MONITORING STATEMENT 2023/24 1 April 2023 to 23 June 2023 POLICY BOARD : FINANCE, RESOURCES & CUSTOMER SERVICES ‐ OVERVIEW Page 28 of 208
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Appendix 2 Prior Years Approved Budget Revised Projected Expenditure Budget Adjustments Budget Outturn Total Approved Projected to 31/03/2023* 2023‐24 in 2023‐24 2023‐24 2023‐24 Budget Outurn to 31‐Mar‐27 to 31‐Mar‐27 £000 £000 £000 £000 £000 £000 £000 EDUCATION & CHILDREN'S SERVICES Education & Children's Services 71,715 8,905 (1,567) 7,338 7,195 143 2% 157,644 157,501 143 0% TOTAL 71,715 8,905 (1,567) 7,338 7,195 143 2% 157,644 157,501 143 0% COMMUNITIES, HOUSING & PLANNING Housing(HRA) 40,827 29,678 0 29,678 29,678 0 0% 319,242 319,242 0 0% Housing(PSHG) 0 600 517 1,117 1,117 0 0% 1,117 1,117 0 0% TOTAL 40,827 30,278 517 30,795 30,795 0 0% 320,359 320,359 0 0% INFRASTRUCTURE, LAND & ENVIRONMENT Environment & Infrastructure 78,986 11,868 4,808 16,676 16,676 0 0% 97,689 97,689 0 0% TOTAL 78,986 11,868 4,808 16,676 16,676 0 0% 97,689 97,689 0 0% ECONOMY & REGENERATION Economy and Development 54,136 39,128 4,073 43,201 43,201 0 0% 106,181 106,181 0 0% TOTAL 54,136 39,128 4,073 43,201 43,201 0 0% 106,181 106,181 0 0% FINANCE, RESOURCES & CUSTOMER SERVICES Corporate Projects 4,576 9,982 357 10,339 10,339 0 0% 24,604 24,604 0 0% TOTAL 4,576 9,982 357 10,339 10,339 0 0% 24,604 24,604 0 0% LEADERSHIP Leisure Services 2,548 1,725 461 2,186 2,186 0 0% 4,733 4,733 0 0% Chief Executives 111,559 73,719 (7,569) 66,150 66,150 0 0% 360,864 360,864 0 0% TOTAL 114,107 75,444 (7,108) 68,336 68,336 0 0% 365,597 365,597 0 0% TOTAL ALL BOARDS 364,347 175,605 1,080 176,685 176,542 143 0.1% 1,072,074 1,071,931 143 0% MADE UP OF :‐ Non-Housing Programme 323,520 145,327 563 145,890 145,747 143 0% 751,715 751,572 143 0% Housing Programme(HRA) 40,827 29,678 0 29,678 29,678 0 0% 319,242 319,242 0 0% Housing Programme(PSHG) 0 600 517 1,117 1,117 0 0% 1,117 1,117 0 0% PROGRAMME TOTAL 364,347 175,605 1,080 176,685 176,542 143 0.1% 1,072,074 1,071,931 143 0% Budget Variance (Adverse) or Favourable Budget Variance (Adverse) or Favourable RENFREWSHIRE COUNCIL CAPITAL INVESTMENT STRATEGY ‐ NON‐HOUSING SERVICES 1st April to 23rd June 2023 POLICY BOARD: FINANCE, RESOURCES & CUSTOMER SERVICES Current Year 2023‐24 Full Programme ‐ All years Page 29 of 208
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Appendix 2 2023/24 Housing Non Housing PSHG Total Services Services Programme A. RESOURCES AVAILABLE TO FUND CAPITAL PROGRAMME £'000 £'000 £'000 £'000 1. Prudential Borrowing 23,438 95,812 119,250 2a General Capital Grant 16,039 600 16,639 2b. Specific Capital Grant 1,786 2,186 3,972 3. Usable Capital Receipts 530 29,917 30,447 4. Contribution From Current Revenue (CFCR) 3,924 1,936 517 6,377 5 Total Resource Availability 29,678 145,890 1,117 176,685 B. CAPITAL PROGRAMME 6. Resources Available 29,678 145,890 1,117 176,685 7. Current Programme 29,678 100% 145,890 100% 1,117 100% 176,685 100% C. ACTUAL EXPENDITURE VS PROJECTED 8. Resource Availability 29,678 145,890 1,117 176,685 9. Cash Spent at 23 June 2023 2,583 9% 10,717 7% 218 20% 13,518 8% 10. Cash to be Spent by 31 March 2024 27,095 135,173 899 163,167 D. ACTUAL RECEIPTS VS PROJECTED 11. Current Programme (total receipts expected) 2,316 48,142 600 51,058 12. Actual Cash Received at 23 June 2023 826 36% 6,405 13% 99 17% 7,330 14% 13. Receipts to be received by 31 March 2024 1,490 41,737 501 43,728 RENFREWSHIRE COUNCIL 2023/24 CAPITAL BUDGETS MONITORING SUMMARY REPORT TO 23rd JUN 2023 Page 30 of 208
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_________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Business Services Accounts for Write Off ___________________________________________________________________ 1. Summary 1.1 In accordance with Financial Regulation 3.5.10 a report regarding the write-off for sums over £10,000 due must be submitted to the Finance and Resources Policy Board. 1.2 The debt recovery process involves extensive effort by the Council and its collection agents to locate the debtor and recover the debt. During this process a stage can be reached when it is recognised that the recovery of the sums is no longer viable, and it is prudent to write-off the recovery of the outstanding liability. 1.3 The Council has already pursued each of the debts summarised on the attached Appendix through its follow up cycle and it is considered prudent to write-off the outstanding balance. 1.4 The approval for the write-off will enable the Council to prudently reflect within the financial accounts an accurate representation of the collectable debt. The Council continues to monitor the accounts and, where the circumstances of the debtor alter, will instigate further recovery action as appropriate. The level of write-off will be contained within the Council’s bad debt provision. 1.5 An analysis of the debt proposed for write-off highlighting the reason why collection is deemed irrecoverable is shown in table 1 below: Item 5 Page 31 of 208
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Table 1 Housing Benefit Overpayments Reason No. Debtors Value Sequestrated 2 £16,537.30 Trust Deed 1 £20,315.61 Unrecoverable 2 £21,143.75 Total 5 £57,996.66 Table 2 Council Tax Reason No. Debtors Value Dissolved 1 £25,038.88 Sequestrated 3 £28,544.40 Trust Deed 2 £22,319.26 Total 6 £75,902.54 Table 3 Sundry Debtors - Communities, Housing and Planning Services Reason No. Debtors Value Trust Deed 1 £96.53 Total 1 £96.53 Table 4 Non-Domestic Rates Reason No. Debtors Value Dissolved 12 £410,780.89 Sequestrated 1 £16,326.08 Total 13 £427,106.97 2. Recommendations 2.1 The Board is asked to authorise the write-off of the £561,102.70 as detailed above. Page 32 of 208
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Implications of the Report 1. Financial – There has been adequate provision made for these bad debts. 2. HR & Organisational Development - None 3. Community Planning – None 4. Legal - None 5. Property/Assets – None 6. Information Technology – None 7. Equality & Human Rights – None 8. Health & Safety - None 9. Procurement – None 10. Risk - None 11. Privacy Impact – None 12. Climate Risk - None Author: Emma Shields – Strategic Service Delivery Manager Page 33 of 208
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 1 Debtor 1 Not Applicable Housing Benefit Overpayments Unrecoverable 19/03/2018 to 08/01/2023 10239.87 Total £10,239.87 Debtor 2 Not Applicable Housing Benefit Overpayments Unrecoverable 20/07/2020 to 18/12/2022 10903.88 Total £10,903.88 Debtor 3 Not Applicable Housing Benefit Overpayments Sequestrated 01/06/2015 to 06/08/2020 15792.49 Debtor 3 Not Applicable Council Tax Sequestrated 2013 83.91 Debtor 3 Not Applicable Council Tax Sequestrated 2015 468.86 Debtor 3 Not Applicable Council Tax Sequestrated 2016 240.77 Debtor 3 Not Applicable Council Tax Sequestrated 2017 335.22 Total £16,921.25 Debtor 4 Not Applicable Housing Benefit Overpayments Sequestrated 07/12/2013 to 22/12/2013 744.81 Debtor 4 Not Applicable Council Tax Sequestrated 1998 347.03 Debtor 4 Not Applicable Council Tax Sequestrated 1999 66.24 Debtor 4 Not Applicable Council Tax Sequestrated 2000 379.58 Debtor 4 Not Applicable Council Tax Sequestrated 2001 759.04 Debtor 4 Not Applicable Council Tax Sequestrated 2002 654.80 Debtor 4 Not Applicable Council Tax Sequestrated 2003 609.48 Debtor 4 Not Applicable Council Tax Sequestrated 2004 802.64 Debtor 4 Not Applicable Council Tax Sequestrated 2005 695.02 Debtor 4 Not Applicable Council Tax Sequestrated 2006 106.48 Debtor 4 Not Applicable Council Tax Sequestrated 2006 585.26 Debtor 4 Not Applicable Council Tax Sequestrated 2007 831.34 Debtor 4 Not Applicable Council Tax Sequestrated 2008 212.23 Page 34 of 208
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 2 Debtor 4 Not Applicable Council Tax Sequestrated 2010 77.09 Debtor 4 Not Applicable Council Tax Sequestrated 2011 372.41 Debtor 4 Not Applicable Council Tax Sequestrated 2012 378.41 Debtor 4 Not Applicable Council Tax Sequestrated 2013 397.07 Debtor 4 Not Applicable Council Tax Sequestrated 2017 669.86 Debtor 4 Not Applicable Council Tax Sequestrated 2018 1200.49 Debtor 4 Not Applicable Council Tax Sequestrated 2019 1247.64 Debtor 4 Not Applicable Council Tax Sequestrated 2020 1293.26 Debtor 4 Not Applicable Council Tax Sequestrated 2021 1096.75 Debtor 4 Not Applicable Council Tax Sequestrated 2022 843.33 Total £14,370.26 Debtor 5 Not Applicable Housing Benefit Overpayments Trust Deed 03/06/2016 to 07/03/2021 20315.61 Debtor 5 Not Applicable Council Tax Trust Deed 2010 295.26 Debtor 5 Not Applicable Council Tax Trust Deed 2011 61.56 Debtor 5 Not Applicable Council Tax Trust Deed 2011 394.98 Debtor 5 Not Applicable Council Tax Trust Deed 2012 621.22 Debtor 5 Not Applicable Council Tax Trust Deed 2013 180.05 Debtor 5 Not Applicable Council Tax Trust Deed 2013 11.04 Debtor 5 Not Applicable Council Tax Trust Deed 2014 483.53 Debtor 5 Not Applicable Council Tax Trust Deed 2015 689.41 Debtor 5 Not Applicable Council Tax Trust Deed 2016 170.34 Debtor 5 Not Applicable Council Tax Trust Deed 2016 689.87 Debtor 5 Not Applicable Council Tax Trust Deed 2018 331.11 Debtor 5 Not Applicable Council Tax Trust Deed 2019 806.63 Debtor 5 Not Applicable Council Tax Trust Deed 2020 844.06 Debtor 5 Not Applicable Council Tax Trust Deed 2021 955.17 Debtor 5 Not Applicable Sundry Debtors ‐ Communities, Housing and Planning Services Trust Deed 20/11/2014 96.53 Page 35 of 208
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 3 Total £26,946.37 Debtor 6 Not Applicable Council Tax Sequestrated 2008 1378.05 Debtor 6 Not Applicable Council Tax Sequestrated 2009 1709.60 Debtor 6 Not Applicable Council Tax Sequestrated 2010 1121.71 Debtor 6 Not Applicable Council Tax Sequestrated 2010 735.94 Debtor 6 Not Applicable Council Tax Sequestrated 2011 2475.90 Debtor 6 Not Applicable Council Tax Sequestrated 2012 1337.08 Debtor 6 Not Applicable Council Tax Sequestrated 2013 911.17 Debtor 6 Not Applicable Council Tax Sequestrated 2014 126.25 Debtor 6 Not Applicable Council Tax Sequestrated 2016 142.78 Debtor 6 Not Applicable Council Tax Sequestrated 2017 1407.19 Debtor 6 Not Applicable Council Tax Sequestrated 2018 252.84 Debtor 6 Not Applicable Council Tax Sequestrated 2019 2191.68 Total £13,790.19 Debtor 7 Not Applicable Council Tax Trust Deed 2001 387.64 Debtor 7 Not Applicable Council Tax Trust Deed 2001 1057.55 Debtor 7 Not Applicable Council Tax Trust Deed 2002 131.79 Debtor 7 Not Applicable Council Tax Trust Deed 2004 955.28 Debtor 7 Not Applicable Council Tax Trust Deed 2005 134.90 Debtor 7 Not Applicable Council Tax Trust Deed 2005 211.98 Debtor 7 Not Applicable Council Tax Trust Deed 2005 560.42 Debtor 7 Not Applicable Council Tax Trust Deed 2006 1510.07 Debtor 7 Not Applicable Council Tax Trust Deed 2008 433.91 Debtor 7 Not Applicable Council Tax Trust Deed 2008 827.34 Debtor 7 Not Applicable Council Tax Trust Deed 2009 1523.63 Debtor 7 Not Applicable Council Tax Trust Deed 2010 1208.66 Debtor 7 Not Applicable Council Tax Trust Deed 2014 1015.50 Debtor 7 Not Applicable Council Tax Trust Deed 2014 487.48 Page 36 of 208
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 4 Debtor 7 Not Applicable Council Tax Trust Deed 2015 868.95 Debtor 7 Not Applicable Council Tax Trust Deed 2017 190.19 Debtor 7 Not Applicable Council Tax Trust Deed 2019 974.37 Debtor 7 Not Applicable Council Tax Trust Deed 2020 1508.80 Debtor 7 Not Applicable Council Tax Trust Deed 2021 785.19 Debtor 7 Not Applicable Council Tax Trust Deed 2022 1011.38 Total £15,785.03 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2017 368.58 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2017 368.58 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2017 368.58 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2017 368.58 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2017 368.58 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2017 368.58 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2017 368.58 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2017 368.58 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2017 368.58 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2017 368.58 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2018 1200.49 Page 37 of 208
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 5 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2018 1200.49 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2018 1200.49 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2018 985.21 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2018 1200.49 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2018 1200.49 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2018 1200.49 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2018 1200.49 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2018 1200.49 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2018 1200.49 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2019 1101.07 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2019 1101.07 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2019 1101.07 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2019 1101.07 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2019 754.90 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2019 1101.07 Page 38 of 208
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 6 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2019 1101.07 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2019 1101.07 FUTURE DEVELOPMENT PROPERTIES LTD Not Applicable Council Tax Dissolved 2019 1101.07 Total £25,038.88 Capretz Ltd 11, Gilmour Street, Paisley, PA1 1DD Non‐Domestic Rates Dissolved 2019 6281.89 Capretz Ltd 11, Gilmour Street, Paisley, PA1 1DD Non‐Domestic Rates Dissolved 2020 11318.97 Capretz Ltd 11, Gilmour Street, Paisley, PA1 1DD Non‐Domestic Rates Dissolved 2021 3426.71 Total £21,027.57 Dreams Desserts Ltd 35, Causeyside Street, Paisley, PA1 1YL Non‐Domestic Rates Dissolved 2021 895.33 Dreams Desserts Ltd 35, Causeyside Street, Paisley, PA1 1YL Non‐Domestic Rates Dissolved 2022 7723.98 Dreams Desserts Ltd 35, Causeyside Street, Paisley, PA1 1YL Non‐Domestic Rates Dissolved 2023 1436.85 Total £10,056.16 Erskine Mains Limited Erskine Mains Home, Meadows Drive, Erskine, PA8 7ED Non‐Domestic Rates Dissolved 2018 20861.06 Erskine Mains Limited Erskine Mains Home, Meadows Drive, Erskine, PA8 7ED Non‐Domestic Rates Dissolved 2019 51084.00 Erskine Mains Limited Erskine Mains Home, Meadows Drive, Erskine, PA8 7ED Non‐Domestic Rates Dissolved 2020 39488.91 Total £111,433.97 Giftsforhome Ltd Unit 171, Braehead Shopping Centre, King'S Inch Road, Glasgow, G51 4BS Non‐Domestic Rates Dissolved 2020 9962.80 Giftsforhome Ltd Unit 171, Braehead Shopping Centre, King'S Inch Road, Glasgow, G51 4BS Non‐Domestic Rates Dissolved 2021 35411.20 Page 39 of 208
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 7 Giftsforhome Ltd Unit 171, Braehead Shopping Centre, King'S Inch Road, Glasgow, G51 4BS Non‐Domestic Rates Dissolved 2022 7436.80 Total £52,810.80 Giftswrapping Ltd Unit 12 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2019 1848.95 Giftswrapping Ltd Unit 12 Paisley Centre, 23, High Street, Paisley, PA1 2AF Non‐Domestic Rates Dissolved 2021 16936.21 Total £18,785.16 Glasgow Chauffeur Drive Ltd 7c, Lyon Road, Linwood, Paisley, PA3 3BQ Non‐Domestic Rates Dissolved 2018 4389.64 Glasgow Chauffeur Drive Ltd 7c, Lyon Road, Linwood, Paisley, PA3 3BQ Non‐Domestic Rates Dissolved 2019 4581.50 Glasgow Chauffeur Drive Ltd 7c, Lyon Road, Linwood, Paisley, PA3 3BQ Non‐Domestic Rates Dissolved 2020 4544.14 Total £13,515.28 Home Zone Glasgow Limited Rmu3, Central Way, Paisley, PA1 1EH Non‐Domestic Rates Dissolved 2021 270.64 Home Zone Glasgow Limited Units 40‐41 Piazza, Central Way, Paisley, PA1 1EN Non‐Domestic Rates Dissolved 2022 22100.28 Home Zone Glasgow Limited Units 40‐41 Piazza, Central Way, Paisley, PA1 1EN Non‐Domestic Rates Dissolved 2023 459.22 Total £22,830.14 Debtor 8 Bel Cibo, 48a, Glasgow Road, Paisley, PA1 3PW Non‐Domestic Rates Sequestrated 2012 1432.82 Debtor 8 Bel Cibo, 48a, Glasgow Road, Paisley, PA1 3PW Non‐Domestic Rates Sequestrated 2013 4370.52 Page 40 of 208
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 8 Debtor 8 Bel Cibo, 48a, Glasgow Road, Paisley, PA1 3PW Non‐Domestic Rates Sequestrated 2015 4540.80 Debtor 8 Bel Cibo, 48a, Glasgow Road, Paisley, PA1 3PW Non‐Domestic Rates Sequestrated 2016 4578.64 Debtor 8 Bel Cibo, 48a, Glasgow Road, Paisley, PA1 3PW Non‐Domestic Rates Sequestrated 2017 1403.30 Total £16,326.08 Malik & Co Ltd 10, Paisley Road, Renfrew, PA4 8LT Non‐Domestic Rates Dissolved 2005 3643.97 Malik & Co Ltd 10, Paisley Road, Renfrew, PA4 8LT Non‐Domestic Rates Dissolved 2006 3327.73 Malik & Co Ltd 10, Paisley Road, Renfrew, PA4 8LT Non‐Domestic Rates Dissolved 2007 3051.27 Malik & Co Ltd 10, Paisley Road, Renfrew, PA4 8LT Non‐Domestic Rates Dissolved 2008 463.48 Malik & Co Ltd 10, Paisley Road, Renfrew, PA4 8LT Non‐Domestic Rates Dissolved 2013 2790.01 Malik & Co Ltd 10, Paisley Road, Renfrew, PA4 8LT Non‐Domestic Rates Dissolved 2014 1299.97 Total £14,576.43 Storage Investments Limited Warehouse Grd Flr, 1, Macdowall Street, Paisley, PA3 2JG Non‐Domestic Rates Dissolved 2016 36029.84 Storage Investments Limited Warehouse Grd Flr, 1, Macdowall Street, Paisley, PA3 2JG Non‐Domestic Rates Dissolved 2017 22851.02 Storage Investments Limited Bldg 16 Office 3.2, 1, Macdowall Street, Paisley, PA3 2NB Non‐Domestic Rates Dissolved 2016 485.33 Storage Investments Limited Bldg 23 Office 2.20, 1, Macdowall Street, Paisley, PA3 2NB Non‐Domestic Rates Dissolved 2016 99.32 Storage Investments Limited Bldg 23 Office 2.9, 1, Macdowall Street, Paisley, PA3 2NB Non‐Domestic Rates Dissolved 2016 484.00 Total £59,949.51 The Gallery Sb Ltd Lm18, Braehead Shopping Centre, King'S Inch Road, Glasgow, G51 4BP Non‐Domestic Rates Dissolved 2017 7701.60 Page 41 of 208
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 9 The Gallery Sb Ltd Lm18, Braehead Shopping Centre, King'S Inch Road, Glasgow, G51 4BP Non‐Domestic Rates Dissolved 2018 6577.97 The Gallery Sb Ltd Unit 114, Braehead Shopping Centre, King'S Inch Road, Glasgow, G51 4BS Non‐Domestic Rates Dissolved 2018 9002.64 Total £23,282.21 Tnr Export Packing Limited 3c, Lyon Road, Linwood, Paisley, PA3 3BQ Non‐Domestic Rates Dissolved 2016 1764.94 Tnr Export Packing Limited 3c, Lyon Road, Linwood, Paisley, PA3 3BQ Non‐Domestic Rates Dissolved 2017 4049.54 Tnr Export Packing Limited 3c, Lyon Road, Linwood, Paisley, PA3 3BQ Non‐Domestic Rates Dissolved 2018 4171.20 Tnr Export Packing Limited 3c, Lyon Road, Linwood, Paisley, PA3 3BQ Non‐Domestic Rates Dissolved 2019 4258.10 Tnr Export Packing Limited 3c, Lyon Road, Linwood, Paisley, PA3 3BQ Non‐Domestic Rates Dissolved 2020 1925.01 Total £16,168.79 Workspace Studios Limited Studio 8, 1, Macdowall Street, Paisley, PA3 2NB Non‐Domestic Rates Dissolved 2017 55.54 Workspace Studios Limited Studio 8, 1, Macdowall Street, Paisley, PA3 2NB Non‐Domestic Rates Dissolved 2018 20880.00 Workspace Studios Limited Studio 8, 1, Macdowall Street, Paisley, PA3 2NB Non‐Domestic Rates Dissolved 2019 8131.19 Workspace Studios Limited Studio 11, 1, Macdowall Street, Paisley, PA3 2NB Non‐Domestic Rates Dissolved 2019 4867.87 Workspace Studios Limited Bldg 27 Grd Biomass, 1, Macdowall Street, Paisley, PA3 2NB Non‐Domestic Rates Dissolved 2018 4080.00 Workspace Studios Limited Bldg 27 Grd Biomass, 1, Macdowall Street, Paisley, PA3 2NB Non‐Domestic Rates Dissolved 2019 4165.00 Page 42 of 208
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Finance, Resources and Customer Services Policy Board – Business Services Accounts for Write-Off Appendix Name Property Address Service Reason Year/Period/ Invoice Date Amount 10 Workspace Studios Limited Bldg 27 Grd Biomass, 1, Macdowall Street, Paisley, PA3 2NB Non‐Domestic Rates Dissolved 2020 4165.27 Total £46,344.87 Overall Total £561,102.70 Page 43 of 208
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To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 Report by: Director of Environment, Housing & Infrastructure Heading: Facilities and Property Services Operational Performance Report 1 Summary 1.1 Environment, Housing & Infrastructure brings together a range of Council services and activities, with both strategic and operational responsibilities. This report provides an operational performance update on Facilities Management (Hard and Soft Services) and Property Services delivered by Environment, Housing & Infrastructure since the last Policy Board in June 2023. 1.2 Building Services continue to operate normal day to day business and our emergency out of hours repairs as the contractor for Housing Services. The supply issue with materials has improved and only remains in a few areas where longer lead in times continue to be experienced. The service continues to manage all works. 2 Recommendations It is recommended that members of the Finance, Resources and Customer Services Policy Board: 2.1 Notes the content of this report. Item 6 Page 45 of 208
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3 Operational Update 3.1 Service Reviews Renfrewshire Council previously commissioned a consultant to undertake several reviews. The latter, finalised in 2022, considered aspects across Housing Services, Building Services, Property Services, Customer Services and Procurement. Given the challenges around the global pandemic and changes to structures (including 2 new Heads of Service and a new department that joined Communities and Housing with Environment and Infrastructure) – the timing of undertaking the actions of the review had been delayed. As such, the Director of Environment, Housing & Infrastructure has sought further assistance over the next 6 months. As a result, Officers are working on 6 pieces of work as detailed below: • Void property management process and potential remodelling • Productivity Analysis and initial measurement process design • Business Plan framework for Building Services • Job costings - options analysis • Organisational design • Review of call handling from the Customer Contact Centre Hard FM 3.2 Unwanted Fire Alarm signals From July 2023, the Scottish Fire and Rescue Service no longer respond to calls in many public buildings where there is only a single detector head activation, or no fire/smoke is detected. The caller (including the Alarm Receiving Centre) will be asked if an investigation has been carried out before the 999 call was made. The Scottish Fire and Rescue Service will send a full response if there are confirmed signs of a fire, whilst there will be no response if there has not been a confirmation. This is a change in process for the Council and whilst the evacuation process will not change i.e. people will leave the building, the responsible person present in the building will need to assess if there is a fire when phoning 999. Data collation remains on-going, and Officers have a clearer understanding of the technical issues required to try and mitigate any future risks. The next step is to update the keyholder information for the infrequently used sites – this will relate to both during and out with working hours. Officers continue to work closely with H&S colleagues on this matter to ensure a full record of the Renfrewshire property portfolio is maintained. It should be noted that domestic and residential properties, where there may be sleeping occupants, are not in scope for the unwanted fire alarm amendment and Scottish Fire and Rescue Service will attend a 999 call as required. Page 46 of 208
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3.3 Compliance – Key Performance Indicators (KPIs) The performance of contractors continues to pose a challenge for the service and the impacts are clearly demonstrated within the quarter 1 return. Overall compliance for the period is 89%, however, poor performance of one contractor has negativity impacted the results. Removing this contractor from the data would have returned 95% compliance for the month of May (instead of 85%) with a 92% adjusted score for the quarter overall. Officers have worked with Corporate Procurement to replace the contractor for these works. Continuous improvement remains a key priority moving forward, and regular contractor meetings help to reiterate performance expectations. However, these meetings are not without challenge from the contractors. Renfrewshire House (HQ) – Power down In order to facilitate essential maintenance, a ‘black start’ exercise was carried out within the Renfrewshire House Headquarters at Cotton Street on 19 and 20 August 2023. This involved numerous contractors, in house teams and service officers carrying out essential maintenance, as part of a complete power shut down for the building. This exercise allowed the service to have greater understanding of how the building would react following any potential power outage/loss. It is reassuring to note that the onsite generator became active, and power remained within the essential areas of the building; therefore overall, a wholly satisfactory and worthy exercise. 3.4 Capital/Life Cycle Projects Hard FM Support Services Officers continue to be involved in shaping the new Paisley Grammar Campus, attending meetings when requested by the design team. 3.5 Life Cycle Replacement works. 3.5.1 Completed Commissions Heating boiler replacements at - • Ralston Primary School • Douglas St Nursery • Lochfield Primary School • Gryffe High School • Mary Russell School Others St John Ogilvie Primary School – renew rough cast 3.5.2 New Commissions • Glendee Nursery – new CCTV system • Rashielea Primary – replacement CCTV system • Gallowhill MUGA – New playing surface and lighting (part funded) • Abbey House – Boiler replacement • Wallneuk records store – new roof • Douglas St Nursery – Disability Discrimination Act adaptations (toilet/access) Page 47 of 208
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3.5.3 Defibrillators have now been installed (externally) to every primary school. This vital equipment is ready and available for use to the wider public. Secondary schools (phase 2) continue to progress. Following building warrant approvals, it is anticipated the programme will be complete by November 2023. 3.6 Net Zero Strategy (for buildings) Whilst the works on Net Zero/Climate Change will be reported to other Boards (Planning and Climate Change Board/Infrastructure, Land and Environment Policy Board), Facilities and Property Services will be essential in assisting with this work. Officers continue to engage with Property Services colleagues to embrace the challenges to achieve the Net Zero Carbon target by 2030. Experienced consultants continue to progress Net Zero pilot projects at Newmains, East Fulton and Brediland Primary schools and the reports will be due soon. Thereafter the steps taken will help shape the strategy for future Net Zero projects. Condition Surveys proposed for the whole school estate have now been awarded and are progressing well with a completion date towards the end of 2023. 3.7 Responsive Repairs The chart below shows the actual volume of the 1st quarter of 2023 (April to end June) for responsive repairs reported by tenants. These are only the repairs that Building Services attended. There are other repairs that will be issued directly to other contractors. The 1st quarter figures above show that of the total number of repairs issued for the this period is 16,340, of which, 35% are classed as emergency or next day attendance. In addition, of the total number of emergencies issued, 26% are outwith normal working hours. Page 48 of 208
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Total number of repairs Financial Year Quarter 16,340 2023/24 Quarter 1 The requests for repairs follow seasonal trends and the first quarter in each year have recorded a similar number of issued repairs. As detailed previously, work continues to better understand classification of emergency repairs and 24 hour/next day repairs to assess what jobs can be planned in diaries to allow the workforce to be allocated appropriately. 3.8 Domestic Gas Servicing From the 1st Quarter (1 April to 30 June 2023), the domestic gas servicing and repairs team carried out 3,083 gas services. Total number of repairs Financial Year Quarter 2,952 2022/23 Quarter 1 3,533 2022/23 Quarter 2 2,379 2022/23 Quarter 3 3,780 2022/23 Quarter 4 Total number of repairs Financial Year Quarter 3,083 2023/24 Quarter 1 The figures in quarter one of the last two years have risen slightly with around 4.4% more gas servicing completed in the first quarter of 2023/24. This is due to the rolling programme of servicing moving slightly forward each year as all annual servicing must be completed within 365 days. 3.9 Voids Building Services continue to work closely with our colleagues in Housing Services to maximise the number of houses that are returned to the letting pool. Houses are prioritised based on the current needs of those requiring housing. Weekly operational meetings take place to prioritise houses and review progress. Building Services has continued to return at least the number of void houses received weekly. There is currently a backlog of houses with Housing Services due to issues with utilities, asbestos and rot works which must be carried out prior to any repair works being undertaken. The volume of void houses returned by Building Services in the 1st quarter of 2023/24 (April to June) is shown below. Total number of repairs Financial Year Quarter 16,482 2022/23 Quarter 1 17,282 2022/23 Quarter 2 21,413 2022/23 Quarter 3 22,121 2022/23 Quarter 4 Page 49 of 208
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Financial Year Quarter Total number of completed voids *Inclusive Gas Central Heating (GCH) install *Inclusive Asbestos Removal (ASB RE) Preliminary Works 2022/23 Quarter 1 183 25 27 176 2022/23 Quarter 2 199 38 22 138 2022/23 Quarter 3 144 19 20 126 2022/23 Quarter 4 208 19 3 210 Financial Year Quarter Total number of completed voids *Inclusive Gas Central Heating (GCH) install *Inclusive Asbestos Removal (ASB RE) Preliminary Works 2023/24 Quarter 1 245 26 13 141 3.10 Electrical Testing programme As part of the on-going electrical compliance requirement of Landlords, Building Services, and other external contractors, have been working in partnership with Housing colleagues to carry out the statutory 5-year check of electrics within every tenanted household across Renfrewshire (approx. 12,200 houses). On behalf of Housing, Building Services have fully electrically tested 4,006 houses since the start of the programme in 2021. Building Services complete the electrical testing based on the number of appointments booked in by the tenants via the letter process carried out by Housing. The number of letters issued to tenants has been reduced resulting in fewer appointments being made. 3.11 Streetlighting Quarter 4 2022/23 - the Street Lighting Team attended 98.97% of all reported dark lamps within the 7-day timescale and, in addition, attended 150 emergencies of which 13 were out-of-hours. Quarter 1 2023/24 - the Street Lighting Team have performed well with 100% of all reported dark lamps attended within the 7-day timescale. In addition, they attended 91 emergencies of which 23 were out-of-hours. Financial Year Quarter Number of electrical tests competed 2022/23 Quarter 1 639 2022/23 Quarter 2 280 2022/23 Quarter 3 42 2022/23 Quarter 4 187 Financial Year Quarter Number of electrical tests competed 2023/24 Quarter 1 77 Page 50 of 208
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Collaborative working has been progressing well across Environment, Housing & Infrastructure partnering with Procurement to tender for a streetlighting contractor to assist with replacement of columns/loops. Work continues on the appointment. With the strategy now completed and issued to market, the intention is to bring the contract award to this policy board in November with a contract start date of December 2023. As of 1 September 2023, Streetlighting has moved to Climate, Public Protection and Roads Service within the Environment, Housing & Infrastructure Department. This will allow the streetlighting design team and the Roads team to work more closely with the Streetlighting Maintenance team. Future updates on Streetlighting will be reported to the Infrastructure, Land and Environment Policy board. 3.12 Apprentices 3.12.1 Building Services are pleased to announce that 4 new apprentices have taken up placement and have started college for their respective trades. 3.12.2 We are extremely pleased to report that one of our second-year apprentice electricians, Callum Rae, won the West of Scotland apprentice of the year heat and will be progressing to the national final. 3.13 Energy Management The Energy Management Team now report through the Head of Climate, Public Protection and Roads. Updated Scheme of Delegated Functions mean Energy Management will now be reported to the Infrastructure, Land and Environment Policy Board. 4 Soft FM (Facilities Management) Alongside Hard FM and as detailed in Section 3.2, Soft FM has been working closely with Health and Safety to agree the process to be followed in the event of an Unwanted Fire Alarm signal in all premises where Soft FM has a presence. A toolbox talk has been developed which outlines the actions to be undertaken when investigating a fire alarm activation and is currently being delivered to all Senior Facilities Operatives and Caretakers. Corporate Health and Safety have issued a Managers Briefing to staff to ensure everyone is aware of the process. Soft FM has also agreed to provide training to Head Teachers and Head of Centres (ELCCs) on how to interpret and reset the fire panel, training took place over the 2 in- service days at the start of the new school term in August. 4.1 Capital Works 4.1.1 The tender award for the £876,000 Scottish Government Capital funding has been completed. This will be invested in improvements of kitchen facilities in Barsail Primary, Erskine, Bushes Primary, Glenburn, and Mossvale/St James Campus, Paisley. Completion of the improvements will be by the end of 2023. Page 51 of 208
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Officers continue to liaise with the Scottish Government and associated groups e.g. the Association of Service Solutions in Scotland (ASSIST) with regards to on-going capital and revenue funding and will seek to obtain funding to improve school facilities wherever possible. 4.1.2 At a previous Board, a request was made to assess how much the expansion of the Universal Free School Meals to Primary 6 and Primary 7 pupils would cost. The revenue cost for the expansion (food and staff costs) in Renfrewshire would be approximately £2m based on the local financial return. As detailed above, the capital costs for any expansion are still being discussed with the Scottish Government as they would fund these works. Some upgrade works have already been planned for as part of the initial tranche of capital funding. As noted at the previous board, the Scottish Government continues to review the expansion and has paused this at the current time. 4.2 School Meals 4.2.1 Soft FM successfully launched a new 3-weekly school meal menu on 19 June 2023 in non-PPP Primary Schools. Early feedback has been positive. The new menu was delivered to Early Learning and Childcare premises throughout the school summer term break. A new 3-weekly meal menu has been launched in non-PPP Secondary Schools on 21 August 2023. 4.3 Deposit Return Scheme The Deposit Return Scheme (DRS) has been deferred to October 2025 at the earliest. There is currently a review of exemption criteria being carried out by the Scottish Government. ASSIST has been participating in the Scottish Government’s participation group to shape the requirements for educational establishments to comply with the DRS. Officers will continue to monitor updates from the Scottish Government to assess how this will be implemented and the direct impact on Renfrewshire Council educational establishments and the Atrium. At the last meeting of the Finance, Resources and Customer Services Policy Board, Officers were asked to advise on the costs incurred as part of the Deposit Return Scheme. Following checks, it can be confirmed that there were no capital costs established for the scheme with the only costs incurred being staff time. The staff time was to attend meetings and review consultations, however, as this is part of normal meetings (agenda items) and part of the Officers role, the time spent on this cannot be quantified. 4.4 PPP Schools Officers continue to work with the Renfrewshire Schools Partnership and AMEY on monitoring the PPP contract across the PPP portfolio. Work is also being undertaken with regards to an energy efficiency pilot at Gleniffer HS which aligns with Net Zero targets and reducing carbon emissions across the estate. Page 52 of 208
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5 Property Services Property Services is a multi-disciplinary design consultancy commissioned by Facilities Management or Council Departments to deliver projects. An update of some of the work currently being undertaken is detailed below. The Members are asked to note that whilst an operational update is provided below, the progress of major projects will be reported through the relevant policy board. 5.1 Dargavel PS Modular Buildings Officers worked with the appointed contractor to erect and fully fit out the 3 modular units to meet the new school term opening. All paperwork is in place and modular units handed over to the school for use. 5.2 West Primary School Rewire The works being undertaken on the re-wire of West Primary school is now complete apart from minor snagging work with handover planned for September 2023. 5.3 Reinforced Autoclaved Aerated Concrete (RAAC) RAAC is a lightweight form of concrete used in roof, floor, cladding and wall construction in the UK from the mid-1950s to the 1990’s. Following evidence of it failing over recent years, work has been undertaken by Facilities and Property Services to review the wider estate. Initial desktop investigation and visual/physical inspection of the school estate has found no RAAC to be present in the construction of schools or early years education establishments. These results have been passed to the Scottish Government who had requested this information from all 32 local authorities. Work to undertake similar assessments remains ongoing across the wider Council estate including public buildings and Council housing. This will take the same risk- based approach with regards to a desk top survey, visits to properties and intrusive inspections where required. Implications of the Report 1. Financial – Any financial elements referenced in this report will be progressed through the Council’s financial & budget planning process. 2. HR & Organisational Development – None 3. Community/Council Planning – the report details a range of activities which reflect local community and council planning themes. 4. Legal – None 5. Property/Assets - None 6. Information Technology - None Page 53 of 208
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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 – Advice and guidance is being given to protect the health and safety of employees and service users when carrying out priority services for the Council in line with government and health guidance. 9. Procurement – As noted within the report. 10. Risk – None 11. Privacy Impact – None 12. COSLA Policy Position – None 13. Climate Change – As detailed within the report, work is being undertaken to assess property to understand works required for Net Zero. List of Background Papers – None Author: Gordon McNeil, Director of Environment, Housing & Infrastructure Email: gordon.mcneil@renfrewshire.gov.uk Page 54 of 208
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_________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Business Services Performance Report ___________________________________________________________________ 1. Summary 1.1 This report details performance across key Business Services functions including revenue collection and benefit administration for the period ending 28 July 2023 (including an update on the funding and expenditure position in relation to Discretionary Housing Payments (DHP) and the Scottish Welfare Fund). _______________________________________________________________ 2. Recommendations 2.1 It is recommended that the Board: Note the contents of the report. _______________________________________________________________ 3. Revenue Collection 3.1 Council Tax 3.1.1 This section details the collection performance as at 28 July 2023 for Council Tax. It also provides details of the total sums collected for the previous financial year. 3.1.2 The billable sum for 2023/24 is £100,957,204. Item 7 Page 55 of 208
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3.1.3 The sums collected to date for 2023/24 are £41,612,334 which is 41.22% of the billable sum (45.02% last year). This represents a decrease of 3.80% in cash collection as a proportion of net charges billed compared with the same position for 2022/23. 3.1.4 The lower comparable position is due to Scottish Government funded Cost of Living Awards being credited to Council Tax accounts in 2022/23, but no such provision has been made for 2023/24. These awards totalled £9,432,000 by 28 April 22. It is anticipated that the percentage decrease will lessen over the remaining months of the year similarly to the pattern of increases last year which lessened as the year developed. 3.1.5 It is expected that the ongoing cost of living crisis is likely to have an impact on the level of collection this year. 3.1.6 The Council Tax Reduction (CTR) awarded is £13,805,110, amounting to 12.03% of the billable sum, which is 0.24% less than at the same point last year. 3.1.7 The Service has reduced the outstanding volume of CTR applications by over 20% since the last reporting cycle and continues to encourage the take-up of CTR. Take-up activities have commenced including tracking of potential applications, data matching and analysis to maximise CTR awards and support customers, where possible. 3.2 Non-Domestic Rates 3.2.1 This section details the collection performance as at 28th July 2023 for Non- Domestic Rates (NDR). It also provides details of the total sums collected for the last financial year. 3.2.2 Non-Domestic Rates (NDR) bills were raised in two phases for 2023/24 due to complex legislative changes to the Small Business Bonus Scheme (SBBS) and the Transitional Relief which will apply to some ratepayers following revaluation. 3.2.3 Revaluation, reviewing the value of all 9834 business properties in Renfrewshire, was carried out by Renfrewshire Valuation Joint Board and effective from 1 April 2023. 3.2.4 In relation to the SBBS, under the previous regulations, all properties received fixed percentage SBBS awards. Those with rateable values (RVs) of up to £15,000 were eligible for 100% relief. Those over £15,000, but not exceeding £18,000, received 25% relief. From 1st April 2023, the threshold for 100% relief has been reduced to £12,000. The complexity lies with properties with RVs between £12,000 and £20,000, which will now receive relief on a sliding scale between 100% and 0%. Different rules apply where a customer is liable for rates on multiple properties within Scotland. Page 56 of 208
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3.2.5 The Service has been interpreting and implementing these complex changes both for the Council and also on behalf of East Renfrewshire Council as part of our long-term arrangement to process Non Domestic rates on their behalf. 3.2.6 Cash receipts to date amount to £35,561,189 which is 29.85% of the sum billed. This is an increase in cash collection as a proportion of net charges billed of 1.03% compared with the same position for 2022/23. 4. Benefit administration This section details the processing performance in relation to Housing Benefit and the Scottish Welfare Fund, as at the end of July 2023. Also provided is an update on the funding and expenditure position in relation to Discretionary Housing Payments (DHP) and the Scottish Welfare Fund. 4.1 Workload and Performance 4.1.1 The Service aims to balance the varied and changing workload resulting from the impacts of the ongoing Cost of Living Crisis and any post-pandemic effects. 4.1.2 The Service has started the new financial year in a improved position with a progressing trend, this is reflected in the performance data below showing most indicators within target. 4.1.3 Additional temporary resources continue to be deployed to the service; this is having a positive impact and is providing critical support. 4.1.4 Training and support remains in place for new and less experienced staff members. Training for benefits work is an extensive process, taking several weeks for a new team member to become proficient in a single process, many months to be fully trained in all areas and be fully productive. 4.1.5 The Service maintains a targeted plan aimed at bringing all work items within target and building a platform for sustained improved performance for the year ahead. 4.2 Speed of Processing – Housing/Council Tax Benefit 4.2.1 As detailed in Table 1 below, processing speed for New Claims is well within target for the period, showing a further improved position from 23 days reported at the last cycle 4.2.2 In relation to New Claims processed within 14 days of all information received, this measure is also within target for the period, a much-improved position from 81% at the last cycle. 4.2.3 Processing of Changes in Circumstance (CIC) is within target for the reporting period. Page 57 of 208
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(Supplementary processing information is attached in Appendix 2 for members’ reference) Table 1 – Performance Summary Performance measure 4 Week Reporting Period 16 June 2023 to 13 July 2023 Year to date position Annual Target New Claims – processing time (no. of days) 21 days 21 days 24 days New Claims - % processed within 14 days of all information received 93% 89% 92% Changes in Circumstance – processing time (no. of days) 10 days 7 days 10 days 4.3 Discretionary Housing Payments 4.3.1 The total budget for Discretionary Housing Payments for 2023/24 is shown in Table 2 below. This includes an additional amount of £241k allocated by the Council during 2022/23, and a top-up of £80.6k, provided by Scottish Government during 2022/23, both of which were carried forward to 2023/24 and reflects the position reported at the last cycle. 4.3.2 The Scottish Government funding amount detailed in table 2 below also now includes a significant amount of £183,220 which had been redistributed to the Council, as part of the normal allocation activities by Scottish Government. This enhanced amount was in recognition of the additional spend made last year from Council top -up funding 4.3.3 The total budget is detailed in Table 2 below and shows the indicative spending spilt provided to the Council. 4.3.4 The DHP budget has been calculated to include the full Scottish Government estimate of the amount of funding required to fully mitigate the effect of both the Benefit Cap and the Bedroom Tax. These estimates include a 20% reserve allocation, which will be paid in May 2024, if required. 4.3.5 In line with DHP Policy and DHP Regulations, the Service makes awards to fully mitigate the effect of the Benefit Cap and the Bedroom Tax and maximise spend within the year. 4.3.6 Table 3 shows the performance information in relation to DHPs. The table shows that the average processing time in relation to DHP is within target. Page 58 of 208
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Table 2 – DHP Budget Funding – indicative allocations Amount Renfrewshire Council (brought forward from 2022/23) £241,383 Financial Hardship – Scottish Government £441,536 Benefit Cap* – Scottish Government £136,600 Bedroom Tax* – Scottish Government £2,354,497 Total budget for the year £3,278,480 *These figures represent the maximum amount required to cover the estimated shortfall of customers impacted by the Benefit Cap or Bedroom Tax. Page 59 of 208
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Table 3 – DHP Performance Summary Measure 1 April 2023 to 28 July 2023 Volume of DHP applications received 3,215 applications Volume of DHP decisions made 3,037 decisions Number of DHP awards 2,933 awards Average processing time (target 29 days) 4 days Total amount committed/paid £2,264,613 4.4.0 The Scottish Welfare Fund 4.4.1 The Scottish Welfare Fund (SWF) provides a safety net for vulnerable people on low incomes through the provision of Community Care Grants and Crisis Grants. The Scottish Welfare Fund is a national scheme, underpinned by law and delivered on behalf of the Scottish Government by all local councils. The SWF replaced elements of the Social Fund abolished by the Department for Work and Pensions in 2013. 4.4.2 The Service makes awards in 2023/24 in line with Scottish Government guidance and had spent 37% of its total budget for the Scottish Welfare Fund (SWF) by the end of July 2023. 4.4.3 The total budget for the Scottish Welfare Fund for 2023/24 is shown in Table 4 below. This includes an additional amount of £401,771 allocated by the Council, £201,771 of which was brought forward from 2022/23. 4.4.4 The Service anticipates that the Scottish Welfare fund budget will come under significant pressure this financial year and it will exhaust all funds provided by both Scottish Government and the Council. Last year the Council spent almost £170,000 more than this year’s total budget despite demand not escalating until part way through the year when the Cost-of-Living Crisis really started to take effect. 4.4.5 The performance data relating to the Fund is presented in Table 4 below. The Service processed both Crisis Grants and Community Care Grants within target for the period. Page 60 of 208
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Table 4 – SWF Performance Summary (Crisis & Community Care Grants) Measure 1 April 2023 to 28 July 2023 Number of Crisis Grant applications received 3,321 Number of Crisis Grant Awards 2,291 Total amount paid for Crisis Grants £286,728.45 Average Processing time year to date (2 working days target) 2 days Average Processing time within July 2 days Number of Community Care Grant applications received 866 Number of Community Care Grant Awards 589 Total amount paid for Community Care Grant £319,117.33 Average processing time year to date (15 working days target) 9 days Average processing time within July 9 days Total amount paid/committed from the fund £605,845.78 Budget from Council brought forward from 2022/23 £201,771 Budget from Council 2023/24 £200,000 Budget provided by Scottish Government £1,252,119 Total Budget £1,653,890 5. Energy Bills Support Scheme Alternative Funding (EBSS AF) and Alternative Fuel Payment Alternative Funding (AFP AF) 5.1 In November it was announced that the UK government were to launch the EBSS AF which would provide an opportunity for households that would not be able to access the main Energy Bills Support Scheme to access £400 of support for energy costs for the winter. The support was to be delivered in partnership with local authorities, who would provide verification and payment functions. 5.2 More recently, the Government has also announced the AFP AF, a £200 support payment for households that use fuels other than gas to heat their homes. Local authorities were also asked to perform a role in providing support with processing applications for the small number of households that will not receive the payment automatically. Page 61 of 208
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5.3 The Service has made arrangements, in line with the guidance issued by the UK government, to support these additional functions to ensure that Renfrewshire residents eligible for this support receive their payments. Both schemes are now closed, with only isolated appeal cases being submitted to the Service for processing, with any final payments to be made by 15 September 2023. Table 5 – Energy Bills Support Scheme Alternative Funding (EBSS AF) and Alternative Fuel Payment Alternative Funding (AFP AF) Measure 26 February 2023 to 16 August 2023 Applications received to date EBSS 125 Applications AFP 44 Applications Total 170 Applications Payments Made EBSS 121 Payments £48,400 AFP 39 Payments £7,800 Total 160 Payments £56,200 Applications Rejected 10 Applications Page 62 of 208
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______________________________________________________________ Implications of the Report 1. Financial - The level of collection of Local Taxation continues to provide funding for the delivery of Council services throughout Renfrewshire. 2. HR & Organisational Development – None. 3. Community/Council Planning – Our Renfrewshire is fair - An effective Benefits service is vital to the quality of life of many of our citizens as it provides vital support for low income households to sustain tenancies and meet their rent obligations. Working together to improve outcomes - An efficient and effective billing and administrative process for the collection of local taxes is vital for ensuring the recovery of income to the Council to support the provision of local services. This is supported by a range of payment opportunities for the public, including electronic and digital payments (e.g. Direct Debit, Website and Telephone). Working together to improve outcomes – Efficient and effective customer service is vital to ensuring that citizens have equality of access to Council services, whether this is digitally, by telephone or face to face. 4. Legal – None. 5. Property/Assets – None. 6. Information Technology – None. 7. Equality & Human Rights - The recommendations contained within this report in relation to performance updates has been considered in relation to its 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 it is for consideration of performance only. 8. Health & Safety – None. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact – None. 12. Cosla Policy Position – None. 13. Climate Risk – None. _________________________________________________________ Page 63 of 208
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List of Background Papers None ___________________________________________________________________ Author: Emma Shields, Strategic Service Delivery Manager Page 64 of 208
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Appendix 1 RENFREWSHIRE COUNCIL REVENUES COLLECTION STATEMENT AS AT 28 JULY 2023 COUNCIL TAX 2022/23 2023/24 £m £m Projected Yield 100.788 108.473 Gross Charges 107.262 114.762 Less rebates 13.137 13.805 Net Charges Billed 94.125 100.957 Cash Collected 89.634 41.612 Rebate Grant 13.137 13.805 102.771 55.417 Cash collected as % of Net Charges 95.23% 41.22% Income as % of Projected Yield 101.97% 51.09% NON DOMESTIC RATES 2022/23 202324 £m £m Projected Yield 122.162 116.743 Gross Charges 147.735 142.771 Less reliefs 23.080 23.645 Net Charges Billed 124.655 119.126 Cash Collected 121.034 35.561 Cash collected as % of Net Charges 97.10% 29.85% Cash collected as % of Projected Yield 99.08% 30.46% Page 65 of 208
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Appendix 2 Business Services Performance Report Supplementary KPIs – Finance & Resources Policy Board APPEALS Where a claimant disputes a Benefits decision and also disputes a revision decision, they can formally make an Appeal. The Benefits Service will prepare a detailed submission which is then considered by the Independent Tribunals Service. Preparation of a submission is a very involved process and requires significant data gathering. Target processing speed (number of days) 60 Result: last 3 months (days) May: 51 days June: 27 days July: 40 days Average (12 months to date) 100 days Average Appeals Completed 4 Appeals per month Comment:- Appeals volumes are very low, which is expected due to reducing Housing Benefit caseload, now being processed consistently within target. REVISIONS Where a claimant disputes a benefits decision in the first instance, they can request for it to be looked at again. This is known as a Revision. The process involves a Senior Benefit Assessor reviewing the decision thoroughly to decide whether the decision should stand. Target 28 days Result last report February 23: 63 March 23: 43 April 23: 52 Result Last 3 months May 23: 44 June 23: 58 July 23: 36 Comment:- The Service has missed target for revisions processing as a result of balancing workloads. Resources have been focussed on reducing the outstanding volume which has decreased significantly since the start of the financial year. The data above still shows a trending improving position. ACCURACY The Service proactively monitors the accuracy of benefits decisions made through a robust audit checking programme. The Service targets to audit a minimum of 4% of calculations. Target % Actual % Volume of Audits 2023/24 4% 23% Accuracy – July 2023 95% 89% Accuracy – 2023/24 95% 89% Comment:- The Service continues to analyse errors and action trends/patterns by providing additional guidance/training where needed.. Accuracy is below target, but improved from the last report when it was 85%. Targeted training takes place following errors being identified and a detailed training matrix is being developed as more capacity for training activity emerges as the processing times recover. Page 66 of 208
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Appendix 2 Business Services Performance Report Supplementary KPIs – Finance & Resources Policy Board HOUSING BENEFIT OVERPAYMENTS The service is responsible for raising overpayments where Housing Benefit has been paid in error. If these have resulted from errors made by claimants, the cost is partially funded by the DWP. The service attempts to recover both newly raised and historic debts from claimants or landlords as appropriate. Overpayments raised 2023/24 £331,650 Overpayments raised and recovered in year £117,699 % Recovery 35.49% All recovery in year £403,916 All recovery vs raised in year 122% All recovery vs all debt 5.26% Total debt outstanding at end of reporting period £7,280,284 Page 67 of 208
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Customer Services Performance Report ___________________________________________________________________ 1. Summary 1.1 This report details performance across key Customer Service functions including Call Centre, Face to Face and Digital Support for customers for July 2023 ___________________________________________________________________ 2. Recommendations 2.1 It is recommended that the Board: Note the contents of the report. _________________________________________________________ 3. Customer Service Provision 3.1 This section details the performance of the customer service for July 2023, and the current year to date position. The report provides an update on the overall contact centre call and e-mail volumes. Face to Face services continue in Renfrewshire House, and details of customer volumes are provided in this report. Demand for Digital Services remains high, and this report will update members on the level of online transactions being completed. Item 8 Page 69 of 208
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3.2 Contact Centre Performance 3.2.1 High level monthly summary – for the month of July, the contact centre received 25,815 calls and answered 95% against a primary target of 90% for the period. Table 1 – Customer Service Unit – Primary Target (call handling) Primary target Year Calls Received July Performance Year to Date 90% calls answered 2023 25,815 95% 94% 2022 25,237 97% 97% 3.2.2 The contact centre achieved the primary target of answering 90% of all calls. 3.2.3 The secondary target is to respond to 70% of all calls within 40 seconds. Table 7 – Customer Service Unit – Secondary Target (call handling) Secondary target Year July Performance Year to Date 70% calls in 40 seconds 2023 70% 71% 2022 62% 66% 3.2.4 The contact centre performance achieved secondary target of answering 70% of calls within 40 seconds and is slightly above target year to date. The month of July is always a challenging month for the contact centre as resources are required to process Free School Meal and Clothing Grant applications as well as continue to respond to telephone and e-mail contacts. By the end of July, the team had received 3,590 applications for Free School Meals and Clothing grants and had paid £559,290 in clothing grants for 4,272 children. 3.2.5 In addition to the calls outlined above, customers also contact the Council using e-mail as their preferred channel. Since the new contact system was implemented, this has given greater visibility to the volumes handled through this route. The e-mails received in the last three months for each service is outlined in table 3 below. Page 70 of 208
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Table 3 – E-mail contact volumes Service May 2023 June 2023 July 2023 Blue Badge 241 1295 291 General Enquiry 1078 1306 1396 Environmental 59 94 50 Free School Meals / Clothing Grants 14 487 776 Housing Repairs 692 655 605 Licensing 252 183 444 Mybins 554 988 786 Roads and Lighting Faults 51 63 67 Garden Waste 663 528 Total e-mails handled 2,941 5,743 4,943 3.3 Face to face provision 3.3.1 The Customer Service Centre in Paisley offers face to face support to customers by appointment where this is required. 3.3.2 Table 4 below shows the volume of customers who received face to face service during the month of July 2023. Table 4 – Face to Face Customer Volumes Service Total Customers Birth Registration 130 Marriage Registration 100 Licensing 84 TOTAL 314 3.4 Digital Services 3.4.1 The Council continues to see a high level of requests processed through the online platform, with an additional 2,587 customers registered since the start of the financial year. The total number of registered users on the MyAccount platform is now 100,438. 3.4.2 The level of online transactions for the month is higher than the same period last year with the platform supporting 20,426 requests in July. The increase can be attributed to the number of customers applying for the new garden waste collection permit. 3.4.3 Since the start of the financial year, 79,387 transactions have been completed online, which is 23,735 higher than the same period last year. Page 71 of 208
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___________________________________________________________________ Implications of the Report 1. Financial – None 2. HR & Organisational Development – None 3. Community/Council Planning – Working together to improve outcomes – An efficient and effective Customer Services Unit is vital to ensuring citizens have equality of access to Council services whether this is digitally, by telephone or face to face 4. Legal - None 5. Property/Assets - None 6. Information Technology - None - 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 it is for consideration of performance 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 – None 0 5000 10000 15000 20000 25000 30000 35000 Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Online Transactions 2019/20 2020/21 2021/22 2022/23 2023/24 Page 72 of 208
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9. Procurement - None. 10. Risk - None 11. Privacy Impact - None 12. Cosla Policy Position – Non applicable. 13. Climate Risk – none. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Gary Innes, Senior Service Delivery Manager (Customer and Digital Operations) Page 73 of 208
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Organisational Development programme and Risk Management review ___________________________________________________________________ 1. Summary 1.1 The paper notes the proposals for a leadership development programme which acknowledges the significant change in senior leadership across the council, the impact of the pandemic on opportunities for professional development, and addresses the themes identified in the Review. 1.2 It also notes specific work underway to review risk management within the context of service-led projects, and notes that a revised corporate risk register will be considered at the November meeting of the Audit, Risk and Scrutiny Board. 1.3 Both of these areas were noted as actions which will address two of the recommendations flowing from the external review into the provision of education in Dargavel. 2. Recommendations 2.1 It is recommended that elected members: a) Note the progress to date detailed in this report. Item 9 Page 75 of 208
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b) Note that risk management is a delegated function of the Audit, Risk and Scrutiny Board and specific updates on risk management will be presented to that Board. 3. Background 3.1 In June 2023, Council received the final report of the Dargavel Primary School External Review, which made eight recommendations to address the issues relating directly to the provision of education for Dargavel and wider issues identified by the independent reviewer. 3.2 At the same meeting, Council also received a report from the Chief Executive accepting all eight recommendations and outlining the actions the organisation will take in response to the recommendations. 3.3 This report provides elected members with an update on progress against the two recommendations within the remit of the Director of Finance and Resources. 4. Corporate Working and Organisational Culture 4.1. Recommendation 5 of the External Review stated: “The Council needs to consider a significant change programme, not just on the of issue of corporate working and personal responsibility, but also its organisational culture and values. It needs plans to build a stronger organisation where constructive challenge is welcomed and there is a clarity of what is expected of all of those in a leadership role.” 4.2 In his initial response to the External Review, the Chief Executive noted the considerable changes to the Council’s senior leadership in the last two years and advised that the historic corporate ways of working described in the Review did not reflect how the organisation or senior leaders operate today. Nonetheless, his report made clear a commitment to continuous improvement and to learning from the findings detailed in the Review, particularly in relation to developing senior leaders and delivering major projects. The Chief Executive is the Lead Officer for delivering on the recommendation, supported by the Director of Finance and Resources and the Head of Human Resources and Organisational Development. Page 76 of 208
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4.3 The Council had already begun to develop a programme of work focused on corporate support and governance in recognition of the scale of change and turnover within the senior leadership team in recent years, as well as a relative lack of opportunities for professional and corporate development due to the impact of the pandemic. This was to consider the operation of programme and project governance within the Council, and how these link appropriately with the Council’s professional support functions. 4.4 In response to the review, the programme has been enhanced to include specific organisational development in relation to corporate working across the senior leadership team both generally and specifically within the context of major corporate projects. 4.5 The Council has approached Solace to co-design and deliver a leadership development programme over the next 12 – 18 months. The programme will have two levels – an intensive programme for Chief Officers and a series of masterclasses for senior managers. The themes for both programmes will include governance, commercial risk management, leadership, culture, and performance management. Officer – member working and relationships will also be a focus. 4.6 The programme for Chief Officers will amount to six days and commence later this year, with completion anticipated by April 2024. The programme for senior managers is likely to comprise several masterclass sessions and will likely commence in late 2023. 5. Risk Management 5.1 Recommendation 6 of the External Review stated: “The Council needs to review how it both identifies risk and manages it.” 5.2 In his response, the Chief Executive notes that the handling of risks in relation to the Dargavel Village work is not representative of the Council’s current practice in managing large scale projects or those which potentially involve commercial risk. There are well-established risk management approaches deployed and supported by project and risk management specialists as well as multi-disciplinary teams, and external support and expertise is utilised where this is appropriate. These approaches are well-established in centrally- managed projects and programmes. 5.3 The Council has robust arrangements in place for managing corporate, strategic and business-as-usual risks, and there is a clear governance Page 77 of 208
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framework in place with 6-monthly reporting to the Audit, Risk and Scrutiny Board, which has delegated authority for risk management matters. However, in order to make best use of the learning from the Review, officers are progressing a number of actions that would further strengthen our approach. 5.4 The key actions being (or indeed already) progressed include: A belt and braces review of risk profiles across all service departments to ensure visibility of all risks and confirmation of where certain risks are being monitored if outwith the standard Risk Reports to the Audit, Risk and Scrutiny Board (i.e., Health and Safety Planning Groups, Service Improvement Plans etc) A review of the ‘service risk representative’ roles in each service department to ensure the representatives who sit on the Corporate Risk Management Group are sufficiently involved in risk matters within the service, to feed this into the Corporate Risk Management Group and that they also have authority within the service to provide challenge as a ‘critical friend.’ Delivery of a project risk management workshop specific to the planned new primary school in Dargavel (complete) Delivery of project risk management training with all PMU colleagues (in a train the trainer format) so colleagues are delivering this as part of project kick-offs to support a more risk focussed culture in the organisation Undertaking a ‘healthcheck’ of project management arrangements across the council to ensure governance, management, reporting and risk management is appropriate to the scale of the project An update to the risk management course on iLearn and consideration of whether it should be a mandatory course Embedding risk management training into the new leadership development programme that is currently under development, particularly in relation to commercial risk Reviewing governance documents to ensure delegations in relation to liability caps are clear and unambiguous 5.5 Progress on improvement actions relating to risk management will be included in the regular schedule of risk reports to the Audit, Risk and Scrutiny Board. Page 78 of 208
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Implications of the Report 1. Financial – The cost of the leadership development programme will be met from existing revenue budgets over the course of 2023/24 and 2024/25. 2. HR & Organisational Development – The report notes a programme of workforce development. 3. Community/Council Planning – The planned workforce development links to themes identified in the Council Plan and to the Council’s values. 4. Legal – None 5. Property/Assets - None 6. Information Technology – none 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 it is for noting only. Any projects arising from this report will carry out impact assessments in line with council policy. 8. Health & Safety –none 9. Procurement – none 10. Risk – This report details improved actions for risk management practice arising from the Dargavel External Review. 11. Privacy Impact - none 12. COSLA Policy Position – none. 13. Climate Risk – none List of Background Papers: None ___________________________________________________________________ Author: Alastair MacArthur, Director Page 79 of 208
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2 ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Progress report on the Council’s People Strategy ‘Our People Our Future 2021–2026’ ___________________________________________________________________ 1. Summary 1.1 The Council’s People Strategy was approved by the Finance, Resources and Customer Services Policy Board on 31 March 2021 following a review of approaches to organisational development and workforce planning, which identified areas where improvements could be made. This review highlighted our strategies at that time applied a “one size fits all” generic approach to workforce priorities, which did not take account of diverse service needs or where they were in their change journey, or unexpected developments like the COVID19 pandemic. 1.2 Since its approval, officers have taken steps to progress bespoke service actions identified in each of the immediate year 1-2 priorities, contained within the 3 key strategic outcomes, in line with the agreed timescales. 1.3 The purpose of this report is to provide the members with an update on the progress made, and to set the key workforce planning priorities over the next 2 years. These future-focused priorities align to 5 strategic outcomes of the Council Plan 2022-2027. However, the Council acknowledges priorities may change over the duration of the People Strategy as core services continue to redesign to meet service needs. 1.4 Section 4 of this report to members provides a strategic summary and general capture of progress made across the 3 priority areas with approximately 50% of the way towards implementing the plan in full. Item 10 Page 81 of 208
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3 1.5 Progress reports have been provided to all the trade unions as part of the joint trade union liaison meetings which take place with HR & OD colleagues and service managers. ___________________________________________________________________ 2. Recommendations 2.1 The Board is asked to note: • The progress made by the Council in the last 24 months. • The next progress report will be submitted on 31 March 2025. • Approve the new Control of Smoking at Work Policy attached at Appendix 1. ___________________________________________________________________ 3. Background to the People Strategy 3.1 The Council has undergone significant transformation in recent years and continues to adapt to immediate and long-term financial and national policy challenges. In response to the challenges ahead, the Council’s People Strategy 2021-2026, approved on 31 March 2021 set out how we intended to support our employees and deliver on the workforce priorities during our continued recovery from COVID-19 and the transformational change and reform programmes already underway. It set out 3 strategic outcomes containing a framework of activities within each outcome for delivery over the lifecycle of the strategy. 3.2 The People Strategy has helped to strengthen workforce resilience in areas of: • Health, safety, and wellbeing - this remains our top priority for the council. We protected our staff during COVID-19 recovery ensuring safe working practices were in place to prevent any future spread of the virus. We now have placed a much wider focus on health, wellbeing, and attendance levels of staff by progressing activities to support and improve the physical, mental, social, and financial wellbeing of our workforce. • Exploring new ways of working post COVID19 - Since COVID-19 restrictions were relaxed and then removed, the ways in which we work are different to how we worked before the pandemic. New ways of working introduced across services provides flexibility on how services are delivered, and where and when our colleagues work. Looking forward, the ways we work will continue to evolve as part of a wider programme of work for the council which commenced during 2021/22 which has seen a transition towards return to physical work locations for part of the working week. Work has also commenced on the use of our workplaces, office spaces, equipment, technology with focus on the benefits for our workforce. Page 82 of 208
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4 • Building on our staff communications and engagement - Throughout the COVID-19 pandemic, the council provided colleagues and trade unions with weekly clear updates on changes to government guidance and safety protocols which was welcomed. We continue to build on this success and explore new ways of fostering a culture that empowers a well informed and engaged workforce. Positive relationships and engagement with our trade unions was essential in maintaining a safe and healthy working environment. 4 People Strategy Progress 4.1 Sections 4.2 to 4.4 of this report provides a summary of key progress made across the three priority areas of Health and Well-being, New Ways of Working and Communication and Engagement. 4.2 Health and Wellbeing • We reviewed the impact of the current Health, Safety and Wellbeing Strategy 2019-22 against the pandemic response which has informed the development of our new strategy, due to be launched later in 2023. • We carried out an organisational health check that assessed the wellbeing of our workforce, both frontline and homeworking, asking questions about mental health, physical health and lifestyle including nutrition, exercise, quality sleep, self-checks/actions, alcohol consumption, loneliness and isolation supports. Outputs from this exercise informed the development of four new priorities: ‘Mental, Physical, Social and Financial’ wellbeing contained within our new draft Health and Well-being Strategy. • Informed by our absence data, we have increased psychological & musculoskeletal support by targeting known hotspot areas within services and have provided more bespoke support such as: trained Mental Health First Aiders, Occupational Health, Advice Works, Employee Benefits/Savings etc, with greater focus on frontline service colleagues. • We reviewed our Occupational Health and Employee Assistance provision and introduced a new contract during 2022. This provided services with increased Occupational Health Physician time and Occupational Health Adviser support. Appointments were provided face to face, virtually or over the telephone. • We have promoted ‘self-care’ for our colleagues by launching new training on mental health awareness and introduced new ‘wellbeing conversations’ e-learning across all services. We have promoted the work of Mental Health First Aiders to improve opportunities for staff to talk freely and openly about mental health and seek support. Further self-care support included financial wellbeing stalls set up at 3 Council locations with more information available via virtual Ren Talks sessions. • A new Managing Absence Policy was approved by Board in November 2022 to support improvements in attendance levels encouraging earlier Page 83 of 208
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5 returns to work, where possible. Training was developed to champion new ways of thinking, where everyone understands how regular attendance at work impacts positively on the council’s performance. • A new Supporting Menopause at Work Policy was introduced earlier this year with the key purpose of providing a range of supports to women with menopause, raising awareness of what menopause is, and encouraging discussions openly and confidently, should they wish to do so. • A new Pregnancy Loss Policy was introduced earlier this year to support colleagues who experience pregnancy loss with paid time off and access to a range of support provisions. 4.3 New Ways of Working Post Pandemic • We engaged with services, colleagues, and trade unions to explore opportunities for new ways of working post-pandemic. This included: carrying out a review of our estates and facilities, the provision of new supporting technology, embedding hybrid working where it works best, and adapting some customer facing front line service delivery practices, learning from our past experiences. • Managers and staff have been supported on cultural change with training via iLearn modules, created on topics such as Managing a Virtual Team, Living Our Values, Leading Our Values, alongside topics such as Managing Business Continuity and Coaching. • We have completed 8 cohorts of CMI accredited Leadership and Management development training with 75 managers, to date, successfully completing the programme. Four new cohorts, totalling 46 managers due to complete later this year. • We reviewed each stage of the employee lifecycle starting with recruitment, induction, and onboarding, through to exiting the council. This ensures necessary changes are considered and being made within our HR&OD plans, policies, and conditions of service to support new ways of working. • We worked closely with economic development colleagues to promote the council’s social and economic priorities by embedding employability programmes into service workforce plans, with our policies and processes supporting routes into employment creating a more inclusive workforce. • We implemented several new and revised HR&OD policies to support new ways of working including Recruitment, Managing Absence, Flexible Working, Flexible Retirement, Menopause and Pregnancy Loss. • We successfully harmonised the Pay, Grading and Terms and Conditions of Employment for ‘Building Services Craft Employees’ to ‘Local Government provisions. • Within the Council’s Digital Strategy priorities, we have partnered with West College Scotland to reduce digital barriers and exclusion by investing in training to upskill our front-line service colleagues. We’ve introduced 13 Digital Champions to provide peer support and build digital confidence across the workforce. Page 84 of 208
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6 • We implemented a revised pay and grading model for approximately 6000 colleagues. This consolidated the Scottish Local Government living wage into our pay model as the minimum hourly rate of pay and helped to reduce our gender pay gap to 0.48% in favour of male, the lowest in the Council’s history. 4.4 Staff Communication and Engagement 4.5 Working in collaboration, colleagues from HR&OD and the Communications team have: • Regularly acknowledged the commitment and values colleagues have shown during the pandemic and recovery. This is part of the employee journey we are building to create a positive, healthy, and inclusive workplace culture. • Made positive progress with the programme to embed our values across our employee lifecycle with priority given to Recruitment, Induction and Onboarding processes and HR Policies. • Provided training for our leaders in role modelling our values and bringing these to life and continue to train all colleagues on living and promoting our values with approx. 3500 colleagues completed the training so far. • Continued to provide up-to-date, regular information on safety, wellbeing, and new working conditions as they are developed and agreed. • Reviewed our current approaches to communications to explore new technologies to improve our communications council wide. This will help provide managers with the right tools to communicate council messages differently and effectively to frontline and remote teams. • Started a review of how we engage with colleagues, exploring the opportunity to re-introduce local forums and focus groups within services. This will ensure that views and ideas are obtained from colleagues on how to improve levels of engagement, allowing communications to flow freely from the council to colleagues and vice versa. • Started developing a package of training for managers to empower them to deliver clear, inclusive, accessible, and appropriate communications to their teams, adapting messages to suit different groups, whilst being aware of staff with numeracy or literacy support needs. 5. Key People Strategy priorities for the next 24 Months 5.1 Having reviewed our progress against our outcomes, we have taken the opportunity to reset our key people priorities in agreement with our trade union colleagues and services for the next 24 months. These priorities, outlined below, will align to, and support the 5 strategic outcomes of the Council Plan 2022-2027 and will be delivered using a collaborative approach with various stakeholders. 5.2 These priorities are: Page 85 of 208
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7 Priority 1 - Improving our employee experience to evolve our culture. • We will accelerate our plans to embed our cultural change journey, taking opportunities to celebrate how well our colleagues are ‘living our values’ each day. We will build on our range of learning and training resources to help managers and colleagues embed these values into everything they do. • We will work closely with our trade union colleagues to continue embedding our values through new and revised HR&OD policies and suite of learning resources, helping to create a healthy and inclusive working environment. • We will use the feedback from our equality, diversity, and inclusion survey to provide managers with a range of tools that will encourage engagement and communication so all colleagues regardless of their role feel supported, valued, and informed. • We will introduce an employee recognition scheme that will enable us to recognise and reward colleagues for the excellent work they do and support the Council’s culture of continuous service improvement. • We will implement a new modern and sustainable package of terms and conditions of employment for local government employees, in agreement with our trade unions, ensuring we continue to attract and retain top talent. • We will support our managers and leaders as visible role models to improve engagement and communication with their teams. This will help ensure colleagues are productive, feel valued and supported through regular team meetings and 1-2-1 performance discussions. • We will ensure the health, safety and well-being of our colleagues remains our number one priority, focusing on service led needs, aligned to physical, mental, social, and financial wellbeing. The latest health and safety policy, which has been developed in collaboration with services and our trade union colleagues is the ‘Control of Smoking at Work Policy’, attached at Appendix 1 for approval. This policy replaces the Council’s policy on ‘Tobacco, Control of Smoking at Work’ and ensures a smoke free environment at work for all, covering all forms or smoking and smoking materials such vapes and e-cigarettes. 5.3 Priority 2 - Workforce Planning to support service redesigns. • We will improve our workforce data provision to managers to support future service redesigns. This will help us respond pro-actively to future challenges whilst exploring new opportunities that will modernise services. • We will provide workforce planning training for managers to support service redesigns. • We will support the integration of these new people strategy priorities into our service improvement plans ensuring activities become embedded in day-to-day business and outcomes are easily demonstrated. Page 86 of 208
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8 • We will work with services to identify skills gaps and equip managers with tools to enable the up-skilling of colleagues and support our new ways of working. • We will embed our economic development employability programmes throughout our recruitment processes ensuring barriers identified by our employability groups such as ‘DFN Project Search’ and ‘The Promise’ are removed, creating opportunities for the Council to create a more, inclusive, and diverse workforce. • We will review our end-to-end recruitment processes to support service workforce planning providing a more inclusive and efficient process for attracting, appointing, inducting, and onboarding our future diverse workforce. • We will implement a revised appraisal process to ensure performance is managed, talent is recognised and celebrated, enabling our people to reach their full potential. 5.4 Priority 3 - Equality, Diversity, and Inclusion • We will review our policies and processes, using feedback from an Equality, Including and Diversity survey carried out in June 2023, to support our ambition to create an inclusive environment where everyone can feel valued and thrive, regardless of their personal characteristics or circumstances. • We will ensure all our learning and development and management and leadership development programmes include Equality, Diversity, and Inclusion, providing focus on the benefits of being a diverse and inclusive employer, demonstrated through strong leadership. • We will review, promote, and maximise participation on our mandatory training modules that support Equality, Diversity, and Inclusion, ensuring these are accessible to all managers and colleagues. • We will review the impact of existing internal staff forums and create new focus groups using the results of our Equality, Diversity, and inclusion survey to ensure underrepresented groups of our workforce are supported and have a voice. • We will build trust and encourage our workforce to share their equality monitoring information with us to help inform improvements in policy and strategy and improve the experiences of colleagues working in Renfrewshire. • We will continue to take steps to improve our gender pay gap which is currently gap to 0.48% in favour of male, the lowest in the Council’s history. ________________________________________________________ Implications of the Report 1. Financial – The People Strategy is supporting the Council’s ongoing financial sustainability which is dependent on the ability of the Council to transform and modernise services. 2. HR & Organisational Development – As outlined in the report. Page 87 of 208
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9 3. Community Planning – None. 4. Legal – None 5. Property/Assets – None. 6. Information Technology – None. 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 – None. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact – None. 12. Cosla Policy Position – None. 13. Climate Risk – None. _________________________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Marlene Boyd, Head of HR & OD Page 88 of 208
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_________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 __________________________________________________________________ Report by: Director of Finance and Resources __________________________________________________________________ Heading: Civic Hospitality __________________________________________________________________ 1. Summary 1.1 The following requests for civic hospitality have been received for the financial year 2023/24. a) In celebration of the 300th Anniversary of the Weaver’s Cottage in Kilbarchan, it was proposed that a civic reception in the form of a three- course lunch for 13 people be held at the Bowfield Hotel & Country Club in order to show appreciation to the volunteers who maintain this historic building and showcase Renfrewshire’s proud weaving heritage. Following consultation with the Provost, the Head of Corporate Governance used his delegated authority to approve the request and made the necessary arrangements for a lunch on 1st August 2023 at the cost of £328.25. b) Correspondence was received from the Johnstone & District Bowlers Association suggesting the possibility of a contribution towards their 75th Anniversary celebrations. It was suggested that Civic hospitality in the form of a buffet for 70 people be provided at Arthurlie Bowling Club on Saturday 22nd July 2023. Following consultation with the Provost, the Head of Corporate Governance used his delegated authority to approve the request and made the necessary arrangements for a contribution of £1000 towards the cost of their celebratory meal. c) Correspondence has been received from Jazzle Dazzle Dance School suggesting the possibility of a civic reception to celebrate the groups recent international success in America. Jazzle Dazzle is a Renfrew based dance school who participated in the All-star World Dance Item 11 Page 89 of 208
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Championships achieving 4 Gold medals and 1 Silver medal at the competitions. The Council at its meeting held on 22 June 2023 agreed that the Provost support Jazzle Dazzle to celebrate their World Championship status with appropriate civic hospitality. Following consultation with the Provost, it is proposed that the Board agree to provide civic hospitality in the form of a buffet for approximately 85 people at the Normandy Hotel, Renfrew on Thursday 5th October at the cost of approximately £1275 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. d) Correspondence has been received from Erskine in relation to their Annual Military Charity Ball. They have suggested civic hospitality in the form of a table for 10 people on Friday 6th October at the Doubletree by Hilton, Glasgow at the cost of approximately £700 in support of this event. Following consultation with the Provost, it is proposed that the Board agree to take a table at this event as detailed above and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. e) Correspondence has been received from Accord Hospice in relation to their charity Ladies Lunch. They have suggested civic hospitality in the form of a table for 10 people on Saturday 7th October at Ingliston Hotel and Country Club at the cost of approximately £400 in support of this event. Following consultation with the Provost, it is proposed that the Board agree to take a table at this event as detailed above and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. f) Correspondence has been received from the Mòd Phaislig 2023 organising committee. They have suggested civic hospitality in the form of a drinks reception and finger buffet for the opening ceremony of The Royal National Mòd on Friday 13th October at Paisley Town Hall. Following consultation with the Provost, it is proposed that the Board agree to provide hospitality as detailed above for up to 150 people at a cost of approximately £3000 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. g) Correspondence has been received from the Dollywood Foundation in relation to the Dolly Parton Imagination Library and the achievement of 100,000 books being sent to children across Renfrewshire, the first local authority in Scotland to achieve this. They have suggested an afternoon tea to celebrate this achievement for approximately 100 people and are looking for a suitable venue for us to hold this joint civic reception on Wednesday 1st November 2023. Page 90 of 208
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Following consultation with the Provost, it is proposed that the Board agree to provide a contribution towards this event in the form of hiring the Loggia at Paisley Town Hall at the cost of £520 for an afternoon tea as detailed above and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. h) Each year the Provost holds an annual Christmas Card competition across Renfrewshire’s Primary Schools. The schools submit artwork to win a chance to be the official Provost’s Christmas card. In thanks and appreciation for this the winner and their family are taken out for a celebratory tea and cakes where their finished card is presented to them, along with a small gift as a token for the winner’s achievement. Following consultation with the Provost, it is proposed that the Board agree to provide hospitality and a small gift as detailed above at the approximate cost of £300 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. i) Following the successful refurbishment of Paisley Town Hall, one of the largest civic facilities within Renfrewshire, it has been proposed that the Provost host an official opening ceremony to showcase this venue to various community groups across Renfrewshire. It is suggested that in conjunction with the official opening of this venue a drinks reception and canapes be provided for approximately 100 people on 29th September 2023. Following consultation with the Provost, it is proposed that the Board agree to provide the hospitality as detailed above at the cost of approximately £2000 and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. j) Correspondence has been received from Maggie’s Glasgow in relation to their 21st birthday celebration fundraiser. They have suggested civic hospitality in the form of a table for 10 people on Saturday 7th October at the Radisson Blu, Glasgow at the cost of approximately £1000 in support of this event. Maggie’s Glasgow offers support and cancer care to individuals and their families embarking upon their difficult cancer journey, situated just across from the Beatson Hospital in Glasgow, they support individuals and families from all across the West of Scotland. Following consultation with the Provost, it is proposed that the Board agree to take a table at this event as detailed above and that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements 1.2 The budget provision for 2022/23 for Civic Hospitality (including international Links) is £46,460. Should the above be agreed, and taking account of previous decisions, the remaining balance would be approximately £15,700. Page 91 of 208
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2. Recommendations 2.1 That the Board agrees to: (a) provide the hospitality as detailed above for Jazzle Dazzle Dance School, Mòd Phaislig 2023, the Dollywood Foundation, the Provost’s Christmas card competition winners and the Official Opening of Paisley Town Hall; (b) that the Board agree to take a table of 10 at the Erskine Military Ball, Accord Hospice Ladies Lunch and Maggie’s Glasgow and; (c) that it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements. 2.2 That the Board note the actions taken by the Head of Corporate Governance in terms of his delegated authority in respect of the 300th anniversary of Weaver’s Cottage and the 75th Anniversary of the Johnstone and District Bowlers Association. Implications of the Report 1. Financial – The costs of the request from civic hospitality will be met from the 2023/24 budget provision. 2. HR & Organisational Development – None. 3. Community/Council Planning – Civic receptions provide recognition of the contributions made by individuals and organisations to the fabric of life in Renfrewshire. 4. Legal - None. 5. Property/Assets - None. 6. Information Technology – None. 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. 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 – None. 9. Procurement – None. 10. Risk – None. Page 92 of 208
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11. Privacy Impact - None. 12. Climate Risk – None. 13. Cosla Policy Position – Not applicable. __________________________________________________________________ List of Background Papers (a) Background Paper 1 – Email correspondence from Johnstone and District Bowlers Association (b) Background Paper 2 – Email correspondence from Jazzle Dazzle Dance School (c) Background Paper 3 – Correspondence from Erskine (d) Background Paper 4 – Email correspondence from Accord Hospice (e) Background Paper 5 – Email correspondence from Mòd Phaislig 2023 (f) Background Paper 6 – Correspondence from the Dollywood Foundation (g) Background Paper 7 – Correspondence from Maggie’s Glasgow The foregoing background papers will be retained within Finance & Resources for inspection by the public for the prescribed period of four years from the date of the meeting. The contact officer within the service is Donna Gallagher, Member Services Officer (Telephone – 0141 487 1115, e-mail – donna.gallagher- pt@renfrewshire.gov.uk Author: Donna Gallagher – Member Services Officer. Tel: 0141 487 1115 E-mail donna.gallagher-pt@renfrewshire.gov.uk Page 93 of 208
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_________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 __________________________________________________________________ Report by: Director of Finance and Resources __________________________________________________________________ Heading: Request for attendance at Conference __________________________________________________________________ 1. Summary 1.1 A request was received from two Councilors who expressed a wish in attending a conference “Councillors’ Guide to Understanding your Council’s Financial Reporting Requirements”. 1.2 The Conference took place on 24 August 2023 by way of a Webinar, and the Board is requested to homologate the actions of the Director of Finance & Resources in making the necessary arrangements for their attendance. The cost of the conference was £175 per person. 1.3 The conference, organised by FAN (Finance Advisory Network) workshop was designed specifically to provide local authority elected members with greater insight into the financial reporting requirements of their authority, giving them the knowledge and confidence to deliver effective engagement, scrutiny and challenge of the Statement of Accounts as part of their overall governance role. 1.4 The workshops also discussed the financial resilience considerations for local authorities and how the statement of accounts can assist elected members in spotting any warning signs and seeking assurance, as well as explaining the main differences between local authority accounts and the financial statements of companies. Item 12 Page 95 of 208
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2. Recommendations (a) That it be noted that two Elected Members expressed a wish to attend; (b) That as the Conference took place prior to the date of this meeting, the Director of Finance & Resources made the necessary arrangements for their attendance; and (c) That the action of the Director of Finance & Resources be homologated. Implications of the Report 1. Financial – As stated in paragraph 1.2 2. HR & Organisational Development – None. 3. Community/Council Planning – None 4. Legal - None. 5. Property/Assets - None. 6. Information Technology – None. 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. 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 – None. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact - None. 12. Climate Risk – None. 13. Cosla Policy Position – Not applicable. __________________________________________________________________ List of Background Papers - None Page 96 of 208
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Author: Paul Shiach– Senior Committee Services Officer. Tel: 0141 487 03 E-mail paul.shiacht@renfrewshire.gov.uk Page 97 of 208
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To: Finance, Resources & Customer Services Policy Board On: 14 September 2023 Report by: Director of Finance & Resources Heading: Public Holidays for Renfrewshire Council Employees 2024 1. Summary 1.1 In accordance with established practice, the Council approves the dates for 12 public holidays for Council employees. These holidays, which have followed a set pattern for several years, are normally determined on an annual basis 1.2 In line with the Council’s statement of particulars of employment for local government employees, employees shall be granted 12 public holidays and one day of no work requirement per annum. 2. Recommendations 2.1 That the public holidays and day of no work requirement for Renfrewshire Council employees for 2024, as detailed in the appendix be approved. 3. Background 3.1 The day of no work requirement between Christmas and New Year came into effect in October 2009 following the implementation of new terms and conditions. The Council closes for all non-essential services for 3 days between the Christmas and New Year public holidays. Employees are required to retain and use two days of their annual leave to cover the first two days of closure with the third day allocated as a day of no work requirement. The day of no work requirement will vary each year but is normally the work day preceding New Year’s Day. Item 13 Page 99 of 208
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3.2 The Board is asked to approve the proposed public holidays for 2024 as set out in the appendix to this report. Implications of the Report 1. Financial – None. 2. HR & Organisational Development – approval of these public holidays will assist with diary arrangements and allows Council services to plan staff cover well in advance to ensure that essential services continue to be provided over public holiday periods. 3. Community Planning – None. 4. Legal – None. 5. Property/Assets – None. 6. Information Technology – None. 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. 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 – None. 9. Procurement – None. 10. Risk – None. 11. Privacy Impact – None. 12. Cosla Policy Position – N/a 13. Climate Risk – N/a List of Background Papers – None. Page 100 of 208
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Author: Paul Shiach, Senior Committee Services Officer Email: paul.shiach@renfrewshire.gov.uk Page 101 of 208
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Appendix RENFREWSHIRE COUNCIL PUBLIC HOLIDAYS FOR EMPLOYEES Holiday 2024 New Year Monday, 1 January 2024 Tuesday, 2 January 2024 Wednesday, 3 January 2024 Good Friday Friday, 29 March, 2024 Easter Monday Monday, 1 April, 2024 May Day Monday, 6 May 2024 Spring Bank Holiday 27 May 2024 Fair Holiday Monday, 5 August 2024 Autumn Holiday Friday, 27 September 2024 Monday, 30 September 2024 Christmas Wednesday, 25 December 2024 Thursday, 26 December 2024 Day of no work requirement Tuesday, 31 December 2024 Non-teaching staff in schools Children’s Services will issue a separate list of school holidays for term time staff. Page 102 of 208
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: The Chief Executive and Director of Finance and Resources ___________________________________________________________________ Heading: Contract Award: Ferguslie Sport Centre Refurbishment (RC-CPU- 23-053) ___________________________________________________________________ 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 Ferguslie Sport Centre Refurbishment to City Gate Construction (Scotland) 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 June 2023 for a below Regulated (Works) contract using the Open Procedure. 1.3 A Contract Strategy was approved by the Strategic Commercial and Procurement Manager and the Programme Director- City Deal and Infrastructure in June 2023. ___________________________________________________________________ 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 for Ferguslie Sport Centre Refurbishment (RC-CPU-23-053) to City Gate Construction (Scotland) Limited. Item 14 Page 103 of 208
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(b) Authorise the Tendered Total of £ 573,984.47 excluding VAT and an additional 10% contingency for any unforeseen works. (c) Note the proposed Date of Possession is 30th October 2023 and Date for completion of the Works is 21st April 2024. Any changes to these dates will be confirmed in the Council’s Letter of Acceptance. _________________________________________________________ 3. Background 3.1 This procurement exercise is for the appointment of a competent and experienced contractor to undertake internal and external refurbishment works at Ferguslie Sport Centre, a Council owned community facility. 3.2 The Contract is part of the Cultural Infrastructure Programme to improve external sport facilities in Renfrewshire and the works comprise major structural alterations to the changing room area along with roof repairs, boiler plant replacement and partial rewire works. 3.3 A Contract Notice was published on Public Contract Scotland advertising portal on 19th June 2023 with tender documentation available for downloading from Public Contract Scotland – Tender portal from this date. 3.4 During the live tender period, thirteen organisations expressed an interest in the tender. By the closing date set for the return of electronic tender submissions, 12 noon on Thursday 20th July 2023, four organisations submitted a tender response, five organisations declined to respond, and four organisations did not respond. 3.5 In accordance with the Council’s Standing Orders relating to Contracts June 2023 standing order 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. 3.6 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 of 60% Quality and 40% Price. 3.7 The scores relative to the Award Criteria for each of the four tender submissions are noted below: Quality (60%) Price (40%) Total (100%) 1 City Gate Construction (Scotland) Limited 42.50% 40.00% 82.50% 2 Clark Contracts Limited 50.00% 32.40% 82.40% 3 W.H. Kirkwood Limited 47.50% 34.64% 82.14% Page 104 of 208
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4 Flemings Building Limited 47.50% 34.59% 82.09% 3.8 The evaluation of tender submissions received identified that the submission by City Gate Construction (Scotland) Limited is the most economically advantageous tender. 3.9 The form of Contract is SBCC Standard Building Contract Without Quantities 2011 Edition (SBC/XQ/Scot), incorporating the Employer Amendments. 3.10 The costs for the Ferguslie Sport Centre Refurbishment (RC-CPU-23-053) will be met through the Capital General Services. 3.11 Community Benefits were requested as part of the procurement process and City Gate Construction (Scotland) Limited confirmed that the following Community Benefits would be made available to the Council for this Contract: Community Benefit Description No of People / Activity Job for unemployed individual from Priority Group 1 Job for unemployed individual 1 Work Experience Placement for an individual16+ years of age 2 ___________________________________________________________________ Implications of the Report 1. Financial The Financial and Economic Standing of the recommended bidder has been assessed as part of the tender selection criteria, which City Gate Construction (Scotland) Limited passed. The cost for these works will be met by the Capital General Services budget. 2. HR & Organisational Development – None. 3. Community/Council Planning – Place – working together to enhance wellbeing across communities, Ferguslie Sport Centre is a community facility and enhancement to the property will improve its use for Renfrewshire’s communities. Economy – building an inclusive, green and resilient economy (matching people, skills and opportunities) – improving lives and securing wellbeing through a stronger, inclusive and sustainable economy. Community Benefits contribute to creating sustainable employment opportunities for people who live in Renfrewshire and encourage growth of businesses already operating ensuring that all people can benefit from the inclusive growth in Renfrewshire. Page 105 of 208
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Fair – nurturing bright, happy and healthy futures for all - Working with a range of partners to support the improved health and wellbeing of our citizens and reducing inequalities in Renfrewshire, focusing on supporting our communities through the cost-of-living crisis with dignity and empowering people to live fulfilled lives. Tenderers were assessed within the procurement process regarding their approach to Fair Work First throughout their organisation and supply chain i.e. payment of the living wage, training and development opportunities and effective voice. Green - leading Renfrewshire to Net Zero- Ensuring our journey to net zero is a just transition with climate justice and fairness at the heart, finding opportunities to challenge inequalities in new green ways as we tackle the climate crisis Living our values – making a difference together – City Gate Construction (Scotland) Limited has committed to deliver Community Benefits as set out within 3.11 of this report. 4. Legal -The Procurement of this Contract was conducted as a below Regulated (Works) Open Procedure in accordance with the Council’s Standing Orders Relating to Contracts June 2023. 5. Property/Assets - The Contract will facilitate the internal and external upgrade of the Ferguslie Sport Centre that will ensure that the Council’s assets are upgraded to a proper standard and maintained in a manner that complies with statutory legislation and enhance the property to improve it use for communities. 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. 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 – City Gate Construction (Scotland) 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 - City Gate Construction (Scotland) Limited insurances have been evaluated by Corporate Risk and City Gate Construction (Scotland) Limited commit to obtain insurances which meet minimum requirements regarding insurable risk prior to contract award. Page 106 of 208
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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 has been assessed using the Scottish Government Sustainability Test and is considered high risk. Waste Management Plan – City Gate Construction (Scotland) Limited will take a proactive approach to waste reduction and recycling at the site encouraging their workforce and subcontractors to reduce, reuse and recycle materials as governed by their Site Waste Management Plan. _____________________________________________________ List of Background Papers (a) None. __________________________________________________________________ Author: Rebecca Park, Category Manager – City Deal and Infrastructure, rebecca.park@renfrewshire.gov.uk Page 107 of 208
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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 & Infrastructure Services ___________________________________________________________________ Heading: Contract Award: Supply and Delivery of a Gully Tanker Vehicle ___________________________________________________________________ 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 Supply and Delivery of a Gully Tanker Vehicle (RC-CPU-23-034) to Whale Tankers Limited as part of the Council’s Vehicle Replacement Programme for 2023/2024. 1.2 The recommendation to award the Contract follows a procurement exercise conducted as a mini-competition under Lot 5 (Bodies for Gully Emptiers) of the Scotland Excel Framework Agreement for Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21). 1.3 A Contract Strategy was prepared by the Corporate Procurement Unit which covered the purchase of vehicles for the vehicle replacement programmes from 2023 to 2027 and was approved by the Director of Environment, and Infrastructure, and the Strategic Commercial and Procurement Manager in February 2023. Item 15 Page 109 of 208
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___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorise the Head of Corporate Governance to award a Contract for the Supply and Delivery of a Gully Tanker Vehicle to Whale Tankers Limited made following a mini-competition under Lot 5 (Bodies for Gully Emptiers) of the Scotland Excel Framework Agreement for the Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21). 2.2 Authorise the total contract value of £197,931 excluding VAT; and 2.3 Note that Whale Tankers Limited have confirmed delivery will be made for the vehicle 38 weeks from receipt of a purchase order. Delivery of this vehicle will be made to Fleet Services, Underwood Road, Paisley. _________________________________________________________ 3. Background 3.1 As part of the vehicle replacement programme 2023/2024 Environment, Housing & Infrastructure Services identified a requirement to purchase a Gully Tanker Vehicle. A Gully Tanker Vehicle is a specialist vehicle. The tankers have features which can be used to clear debris, waste or mud that could be causing problems or blockages for the gully. This can be achieved by using suction to extract waste from the gully into the tanker. In accordance with Standing Order 29.5 of the Standing Order relating to Contracts, the Scotland Excel Framework Agreement for Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21) Lot 5 Bodies for Gully Emptiers was identified as the best option for this vehicle purchase. 3.2 This procurement exercise involved a mini-competition under the Scotland Excel Framework Agreement Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21) Lot 5 (Bodies for Gully Emptiers.) 3.3 There are 2 Suppliers on the Framework Agreement Lot 5 Bodies for Gully Emptiers. Both Suppliers were invited to participate in the mini-competition issued on 16 June 2023 with the tender documentation available for downloading from the Public Contract Scotland - Tender platform on this date. 3.4 By closing date set for return of electronic tenders of 12noon on 30th June 2023, 1 Supplier submitted a Tender Submission with 1 failing to provide a response. 3.5 The Supplier who submitted a response continues to meet the requirements of the Single Procurement Document (SPD) they completed when applying for a place on the Scotland Excel Framework Agreement for Supply and Delivery of Heavy and Municipal Vehicles. Page 110 of 208
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3.6 The Tender Submission received was evaluated against a price/quality score of 70% / 30%. The quality score achieved through the Framework Agreement evaluation process was carried forward as the quality score attributable to this procurement exercise. The scores achieved by the tenderer are detailed in the table below: Price (70%) Quality (30%) Total (100%) 1 Whale Tankers Limited 70.00 24.00 94.00 3.7 Following evaluation in line with the criteria set out in the procurement documents, the bid received by Whale Tankers Limited was within the Council’s set budget and was therefore deemed to be value for money. 3.8 Community Benefits were sought for this Contract and Whale Tankers Limited has committed to the following: Community Benefit Description No of People / Activity Work Experience Placement for an individual aged 14 to 16 years of age 1 Industry Awareness Events • Schools • Invest in Renfrewshire – Employability • Further Education 1 ___________________________________________________________________ Implications of the Report 1. Financial - The costs under this Contract will be funded from the Environment, Housing & Infrastructure Capital budget allocation for the Vehicle Replacement Programme for financial year 2023/2024. 2. HR & Organisational Development - No TUPE implications have arisen or are anticipated. 3. Community/Council Planning Place - Delivering those strong universal services we all receive and all rely on - like safe roads, clean and well-lit streets, efficient waste and recycling - making Renfrewshire a great place to live 4. Legal - The procurement of this Contract was conducted in accordance with the requirements for a mini competition under Lot 5 of the Scotland Excel Framework Agreement for Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21) and the Council’s Standing Orders Relating to Contracts. Page 111 of 208
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5. Property/Assets – When delivered, the vehicle will replace an older Gully Tanker Vehicle and become an integral part of the Council’s fleet. 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. 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 – Whale Tankers Limited’s health and safety standards have been assessed and evaluated by Scotland Excel to confirm they meet the minimum requirements regarding insurable risk. 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 – Whale Tankers Limited’s insurances have been assessed and evaluated by Scotland Excel confirm they meet the minimum requirements regarding insurable risk. 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 provision of the supply of this product has been assessed by Scotland Excel using the Scottish Government Sustainability Test and is low risk. Vehicles Emissions - The continued replacement of current Renfrewshire Council vehicles with new vehicles of Euro 6 emission standards, helps Renfrewshire Council continue to reduce the carbon footprint of the fleet by removing older and less environmentally friendly vehicles. The Council will continue to explore alternative fuelled models including electric, hydrogen and hydrotreated vegetable oil (HVO) fuelled vehicles. Page 112 of 208
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_____________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Sam Smith, Procurement Advisor, sam.smith@renfrewshire.gov.uk Page 113 of 208
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: Thursday 14 September 2023 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing & Infrastructure Services ___________________________________________________________________ Heading: Contract Award: Supply and Delivery of 2 High Entry Buses ___________________________________________________________________ 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 Supply and Delivery of 2 High Entry Buses (RC-CPU-23-031) to EVM Direct Limited as part of the Council’s Vehicle Replacement Programme for 2023/2024. 1.2 The recommendation to award the Contract follows a procurement exercise conducted as a further competition under Lot 8: Buses and Coaches (over 17 seats) of the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244). 1.3 A Contract Strategy was prepared by the Corporate Procurement Unit which covered the purchase of vehicles for the vehicle replacement programmes from 2023 to 2027 and was approved by Director of Environment and Infrastructure and the Strategic Commercial and Procurement Manager in February 2023. Item 16 Page 115 of 208
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___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorise the Head of Corporate Governance to award a Contract for the Supply and Delivery of 2 High Entry Buses to EVM Direct Limited made following a further competition under Lot 8: Buses and Coaches (over 17 seats) of the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244); 2.2 Authorise the total contract value of £203,000 excluding VAT; and 2.3 Note that EVM Direct Limited have confirmed delivery will be made for both vehicles 24 weeks from receipt of a purchase order. Delivery will be made to Fleet Services, Underwood Road, Paisley. _________________________________________________________ 3. Background 3.1 As part of the vehicle replacement programme Environment, Housing & Infrastructure Services identified a requirement to purchase 2 High Entry Buses that will be used for Additional Support Needs, School Transport and Health and Social Care Partnership Day centre transport. In accordance with Standing Order 29.5 of the Standing Orders relating to Contracts, the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244) Lot 8: Buses and Coaches (over 17 seats) was identified as the best option for this purchase. 3.2 This procurement exercise involved a further competition under the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244) Lot 8: Buses and Coaches (over 17 seats). 3.3 There are 13 suppliers on the Framework Agreement Lot 8: Buses and Coaches (over 17 seats). All Suppliers registered on Public Contract Scotland - Tender were invited to participate in the further competition issued on 23rd June 2023 with the tender documentation available for downloading from the Public Contract Scotland - Tender platform on this date. 3.4 By closing date set for return of electronic tenders of 12noon on 7th July 2023, 1 Supplier submitted a Tender Submission with 9 failing to provide a response. Page 116 of 208
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3.5 The Tender Submission received was evaluated against a price, quality score of 90% / 10%. The scores achieved by the tenderer are detailed in the table below: Commercial (90%) Technical (10%) Total (100 %) 1 EVM Direct Limited 90.00 7.00 97.00 3.6 Following evaluation in line with the criteria set out in the procurement documents, the bid received by EVM Direct Limited was within the Council’s set budget and was therefore deemed to be value for money. 3.7 Community Benefits were sought for this Contract and EVM Direct Limited has committed to the following: Community Benefit Description No of People / Activity Non-financial support for a Social Enterprise within Renfrewshire 2 Financial Support for a Community Project/Group. 2 Non-financial support for a Community Project/Group 2 Implications of the Report 1. Financial – The costs under this Contract will be funded from the Environment, Housing & Infrastructure Capital budget allocation for the Vehicle Replacement Programme for financial year 2023/2024. 2. HR & Organisational Development - No TUPE implications have arisen or are anticipated. 3. Community/Council Planning Place - Delivering those strong universal services we all receive and all rely on – the buses will be for Additional Support Needs, School Transport and Health and Social Care Partnership Day centre runs. 4. Legal - The procurement of this Contract was conducted in accordance with the requirements for a further competition under Lot 8 of the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244) and the Council’s Standing Orders Relating to Contracts. Page 117 of 208
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5. Property/Assets – When delivered the vehicles will replace two older buses and become an integral part of the Council’s fleet. 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 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 – EVM Direct Limited health and safety standards have been assessed and evaluated by Council’s Corporate Health and Safety team to confirm they meet the minimum requirements regarding insurable risk. 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 – EVM Direct Limited insurances have been assessed and evaluated to confirm they meet the minimum requirements regarding insurable risk. 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 provision of the supply of this product has been assessed by crown commercial services using the Scottish Government Sustainability Test and is low risk. Vehicles Emissions - The continued replacement of current Renfrewshire Council vehicles with new vehicles of Euro 6 emission standards, helps Renfrewshire Council continue to reduce the carbon footprint of the fleet by removing older and less environmentally friendly vehicles. Page 118 of 208
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The Council will continue to explore alternative fuelled models including electric, hydrogen and hydrotreated vegetable oil (HVO) fuelled vehicles. _____________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Sam Smith, Procurement Advisor, sam.smith@renfrewshire.gov.uk Page 119 of 208
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: Thursday 14 September 2023 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure Services ___________________________________________________________________ Heading: Contract Award: Treatment & Disposal of Paint & Paint Tins (RC-CPU- 23-068) ___________________________________________________________________ 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 Services Contract for Treatment & Disposal of Paint & Paint Tins (contract reference RC-CPU-23- 068) to Clearwater D C 2001 Limited. 1.2 The recommendation to award this Contract follows a mini competition made under the Scotland Excel Recyclable & Residual Waste Dynamic Purchasing System (schedule 27/17), Lot 16 Treatment and Disposal of Special Waste. 1.3 An overarching Waste Commodity Contract Strategy was prepared by the Corporate Procurement Unit, this covered the Council’s requirements for waste services and was approved by the Director of Environment and Infrastructure Services and the Strategic Commercial and Procurement Manager in October 2021. ___________________________________________________________________ Item 17 Page 121 of 208
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2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorise the Head of Corporate Governance to award a Contract for Treatment and Disposal of Paint & Paint Tins (RC-CPU-23-068) to Clearwater D C 2001 Limited made following a mini competition under Lot 16 Treatment and Disposal of Special Waste of the Scotland Excel Recyclable & Residual Waste Dynamic Purchasing System (schedule 27/17); 2.2 Note the Contract is for the initial period of one year commencing 16 October 2023 until 15 October 2024 with the Council having the sole right to extend this Contract on two separate occasions for up to one year until 15 October 2026. In the event the Contract does not commence on 16 October 2023 the period of contract shall run from the actual Date of Commencement as stated within the Letter of Acceptance. 2.3 Authorise the total Contract value of up to £360,000 excluding VAT. _________________________________________________________ 3. Background 3.1 The Council has a requirement for the processing, recycling, and disposal of paint and paint tins and also paint containers. The Council recognise that there are different types of paint (gloss and emulsion) and different disposal methods for each. The Council requires the Service Provider to collect paint tins and paint containers from each of the Council’s 5 Household Waste Recycling Centres and deliver to their premises for treatment and disposal. 3.2 This procurement exercise has been tendered as a mini competition under the Scotland Excel Recyclable & Residual Waste Dynamic Purchasing System (schedule 27/17) under Lot 16 Treatment and Disposal of Special Waste (“DPS”). 3.3 Lot 16 of this DPS at the time this mini-competition was issued had seventeen suppliers registered on the Public Contract Scotland Tender platform, all of whom were invited to participate in the mini competition issued on 11 July 2023. In accordance with the terms of the DPS the Council could use the Call off Terms prepared by Scotland Excel or could use Council terms for the mini-competition. The Council chose to use the Council’s General Conditions of Contract for Services – Waste and Operation Terms and Conditions for this mini-competition which also uses the term Service Provider rather than Supplier. Page 122 of 208
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3.4 By closing date set for return of electronic tenders of 12 noon on 1 August 2023, two Suppliers submitted a Tender Submission with fifteen Suppliers also invited failing to provide a response. 3.5 Both Suppliers (Tenderers) completed the European Single Procurement Document (ESPD) when applying for a place on the Scotland Excel Dynamic Purchasing System. 3.6 The 2 Tenderer’s Tender Submissions were evaluated against the set award criteria which was based on a combined weighting of 30% Quality and 70% Price. The scores relative to the Award Criteria are as follows: Quality (30%) Price (70%) Total (100%) 1 Clearwater D C 2001 Limited 15.25 70.00 85.25 2 Enva Scotland Limited 27.50 43.00 70.50 3.7 The evaluation of tender submission received identified that the tender submission by Clearwater D C 2001 Limited was the most economically advantageous tender. 3.8 Community Benefits were requested as part of the procurement process and Clearwater D C 2001 Limited have committed to the following Community Benefits as part of the Contract. Community Benefit Description No of People / Activity Modern Apprenticeship 1 Job for an unemployed individual 1 ___________________________________________________________________ Implications of the Report 1. Financial The costs under this Contract will be met from existing waste disposal revenue budgets. 2. HR & Organisational Development - No TUPE implications for the Council have arisen or are anticipated. 3. Community/Council Planning – Place - working together to enhance well being across communities and delivering those strong universal services we all receive and all rely on – for example safe roads, clean and well-lit streets, efficient waste and recycling - making Renfrewshire a great place to live. Page 123 of 208
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4. Legal The procurement of this contract was carried out in accordance with the Scotland Excel Dynamic Purchasing System Processing & Disposal of Recyclable & Residual Waste (DPS) mini-competition arrangements and the Council’s Standing Orders Relating to Contracts using the Council General Terms and Conditions for Services/Waste as permitted by the DPS. 5. Property/Assets None 6. Information Technology No property/asset 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. 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 Clearwater D C 2001 Limited’s Health and Safety submission was evaluated by the Council’s Corporate Health and Safety team and meet the minimum 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 Clearwater D C 2001 Limited’s insurances have been assessed and evaluated to confirm they meet the minimum requirements regarding insurable risk. 11. Privacy Impact No Privacy Impact Assessment requirements were identified within this procurement. Page 124 of 208
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12. Cosla Policy Position No Cosla Policy implications have been identified or are anticipated. 13. Climate Risk The level of impact associated with provision of this service has been assessed using the Scottish Government Sustainability Test and this contract will strive towards the Scottish Government’s aims and objectives for a Zero Waste Scotland. ____________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Sam Smith, Procurement Advisor, Corporate Procurement Unit (sam.smith@renfrewshire.gov.uk) Page 125 of 208
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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. Item 18 Page 127 of 208
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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. Page 128 of 208
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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. Page 129 of 208
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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 Page 130 of 208
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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: Traffic Signals Planned and Unplanned Inspection and Maintenance ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy to award a contract for Traffic Signals Planned and Unplanned Inspection and Maintenance, reference RC-CPU-22-342, to Swarco UK & Ireland Ltd. 1.2 The tendering procedure for this Services Contract followed the Public Contracts (Scotland) Regulations 2015 under the Open Procedure and Renfrewshire Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Head of Operations and Infrastructure (now the Head of Service for Operations and Service Development Manager) and the Strategic Commercial and Procurement Manager in June 2023. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: Item 19 Page 131 of 208
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2.1 Authorise the Head of Corporate Governance to award the Contract for Traffic Signals Planned and Unplanned Inspection and Maintenance, reference RC-CPU-22-342, to Swarco UK & Ireland Ltd. 2.2 Note that the intended starting date is 1 November 2023 with the service period being 24 (twenty-four) months from the starting date with the Council having the option, at its sole discretion, to extend the service period on 2 (two) occasions for a period of up to 12 (twelve) months on each occasion. The actual starting date will be confirmed in the Council’s Letter of Acceptance. 2.3 Note that the cumulative spend under this Contract will be up to a maximum value of £3,000,000 excluding VAT. _________________________________________________________ 3. Background 3.1 Renfrewshire Council has a statutory obligation to maintain and approve all traffic signals in operation within the Council boundary. Given this obligation, the Council has a requirement for a suitably qualified and experienced contractor to carry out the repair and maintenance work to the Council’s traffic signal infrastructure and to also carry out works for improvements and new developments to this infrastructure. 3.2 The Contract will be formed under the NEC3 Term Service Short Contract April 2013 with bespoke Z Clauses. 3.3 The Contract was tendered using the Public Contracts (Scotland) Regulations 2015, as amended. The contract notice was dispatched via the Public Contracts Scotland portal on 26 June 2023 and advertised on the Find a Tender Service on the same date. The tender documents were available for download through the Public Contracts Scotland – Tender portal. 3.4 During the tendering period, three (3) companies expressed an interest in the Contract. By the closing date set for return of electronic tenders, 12 noon on Monday, 31 July 2023, two (2) companies provided a response and one (1) failed to respond. The Tender Submissions received were evaluated by a panel comprising representatives from Environment, Housing and Infrastructure, Health and Safety, Risk and the Corporate Procurement Unit. Page 132 of 208
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3.5 The Tenderer Submissions were evaluated against a pre-determined set of criteria in the form of the Single Procurement Document, SPD (Scotland). All Tenderers satisfied the Council’s requirements in respect of their responses to the SPD (Scotland). 3.6 The technical and commercial responses in each Tender Submission were then scored against the award criteria of 50% technical (Quality) and 50% commercial (Price). 3.7 The scores relative to the award criteria of the Tenderers are noted below: Price (50%) Quality (50%) Total (100%) 1 Swarco UK & Ireland Ltd 50.00% 48.75% 98.75% 2 Yunex Limited 41.44% 48.75% 90.19% 3.8 The evaluation of Tender Submissions received identified that the submission by Swarco UK & Ireland Ltd was the most economically advantageous tender. 3.9 Community Benefits were requested as part of the procurement process and Swarco UK & Ireland Ltd have committed to the following Community Benefits: Community Benefit Description No of People / Activity Job for an unemployed individual 1 Work Experience Placement for an individual 16+ years of age (who is not currently in employment, education or training) and preferably from an identified priority group. 1 S/NVQ (or equivalent) for • New Tenderer Employee working on this contract • New Supply Chain Employee working on this contract 1 Industry Awareness Events • Schools • Invest in Renfrewshire – Employability • Further Education 1 Business advice/support to an SME /Social Enterprise/ Voluntary organisation 1 Event to promote supply chain opportunities 1 Page 133 of 208
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Financial Support for a Social Enterprise within Renfrewshire 1 ___________________________________________________________________ Implications of the Report 1. Financial The costs of any planned and unplanned maintenance in this Contract will be met from Environment, Housing and Infrastructure Revenue – General Services funds. Any developments and improvements will be met from capital budgets or funds granted by external agencies. 2. HR & Organisational Development Not applicable 3. Community/Council Planning Green – Leading Renfrewshire to Net Zero – the Contract proposed will support the delivery of this outcome. 4. Legal The tendering procedure for this services Contract followed the Public Contracts (Scotland) Regulations 2015 under the Open Procedure and Renfrewshire Council’s Standing Orders Relating to Contracts. 5. Property/Assets This Contract will ensure that all traffic signal assets will be maintained. 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 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. Page 134 of 208
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8. Health & Safety Swarco UK & Ireland Ltd 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 in this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk Swarco UK & Ireland Ltd insurances 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. 13. Climate Risk The level of impact associated with works connected with the Contract has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. _________________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Brian Bradley, Assistant Category Manager, brian.bradley@renfrewshire.gov.uk, 0141 487 1522 Page 135 of 208
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To: Finance, Resources and Customer Services Policy Board On: 14th September 2023 Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure. Heading: Contract Authorisation Report: Drainage Maintenance Works for Council Properties (RC-CPU-22-248) 1. Summary 1.1 The purpose of this report is to seek approval of the Finance, Resources and Customer Services Policy Board to award a Works Contract for Drainage Maintenance Works for Council Properties to DAMM Environmental Limited. 1.2 The recommendation to award the Contract follows a procurement exercise which was conducted in accordance with the Council’s Standing Orders Relating to Contracts June 2023 for a below Regulated (Works) contract using the Open Procedure. 1.3 A Contract Strategy was approved by the Strategic Commercial and Procurement Manager on 30th June 2023 and the Head of Housing Services on 6th July 2023. 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Services Policy Board: Item 20 Page 137 of 208
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(a) Authorise the Head of Corporate Government to award a Contract for Drainage Maintenance Works for Council Properties (RC-CPU-22-248) to DAMM Environmental Limited; (b) Authorise a Contract Period of 36 months with the Council having the sole option to extend for up to 12 months on two separate occasions to a Total Contract Period of 5 years. The proposed commencement date is 5th October 2023, with the actual date confirmed in the Council’s Letter of Acceptance; (c) Authorise a Contract value of up to £750,000.00 excluding VAT for the Contract period (initial and both extension periods); Any Orders to carry out works will be raised by the Council as and when required; and (d) Note the award of this Contract requires the provision of a Data Processor Agreement as indicated within the tender documentation. 3. Background 3.1 Renfrewshire Council’s Housing Services is responsible for providing effective and best practice estate management and housing maintenance services for the Council to meets its statutory and regulatory obligations as a landlord, while meeting the needs of its tenants and maximising the amount of rental income collected. As part of this process Housing Services, ensure that available houses are let quickly and efficiently. 3.2 The Council sought to appoint a suitably experienced Drain Maintenance/Repair Contractor to provide drain maintenance and repair services for sub-surface (below ground) drainage systems. The works include the provision of drain maintenance and repair services, diagnostic analysis, unblocking, flushing, jetting, CCTV surveys, vactor cleaning, excavation/disposal, reinstatement of footpath/highways including traffic management to Renfrewshire Council’s housing stock. 3.3 To initiate this procurement process, a Contract Notice was published on the Public Contracts Scotland advertising portal on 11th July 2023 with the tender documentation available for downloading from the Public Contracts Scotland- Tender portal from this date. 3.4 During the live tender period, fifteen organisations expressed interest in the tender. By the closing date set for the return of electronic tender submissions, 12 noon on Friday 28th July 2023, four organisations submitted responses, three declined to respond, and eight organisations did not respond. 3.5 In accordance with the Council’s Standing Order relating to Contracts June 2023 standing order 11.5, Tenderers were required to complete a Single Procurement Document (SPD) to be submitted with their submission. Page 138 of 208
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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: Housing Services, the Corporate Procurement Unit, Corporate Risk and Corporate Health & Safety. 3.6 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 of 30% Quality and 70% Price. 3.7 The scores relative to the Award Criteria for each of the four tender submissions are noted below: Price (70%) Quality (30%) Total (100%) DAMM Environmental Limited 70.00% 26.25% 96.25% IPSUM Water (England & Wales) Limited 63.05% 27.50% 90.55% John McGeady Limited 53.83% 27.50% 81.33% City Gate Construction (Scotland) Limited 34.90% 25.00% 59.90% 3.8 The evaluation of tender submissions received identified that the tender submission by DAMM Environmental Limited was the most economically advantageous tender. 3.9 The Conditions of Contract governing this contract are the SBCC Measured Term Contracts for use in Scotland (SBC/MTC/Scot), 2011 Edition incorporating Employers Amendments. 3.10 Community Benefits were requested as part of the procurement process and DAMM Environmental Limited confirmed that the following Community Benefit would be made available to the Council for this Contract. Page 139 of 208
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Community Benefit Outcome Description No of People / Activity Job for an unemployed Individual 6 Work Experience Placement for an Individual 16+ years of age 4 S/NVQ 1 Industry Skill Transfer to Schools 1 Business Advice/Support to local SME/Social Enterprise/Voluntary organisation 4 Implications of the Report 1. Financial –The Financial and Economic Standing have been assessed as part of the tender selection criteria- DAMM Environmental Limited passed. The cost for these works will be met by the Housing Revenue Account (HRA) budget. 2. HR & Organisational Development – No TUPE implications. 3. Community/Council Planning – Place- Working together to enhance wellbeing across communities. The works will ensure that the Council’s housing stock is up to standard and fit for purpose. Economy- Building an inclusive, green, and resilient economy (matching people, skills and opportunities). DAMM Environmental Limited has committed to deliver Community Benefits as set out within 3.10 of this report. Fair- Nurturing bright, happy and healthy futures for all. Tenderers were assessed within the procurement process regarding their approach to Fair Work First throughout their organisation and supply chain i.e. payment of the living wage, training and development opportunities and effective voice. Green- Leading Renfrewshire to Net Zero. DAMM Environmental has indicated to ensure working in the community towards a net zero Renfrewshire by 2030 while ensuring waste generated from the works are disposed of appropriately. Living our values- Making a difference together. Delivering Best Value for our citizens and customers. 4. Legal – The Procurement of this Contract was conducted as a below Regulated (Works) Open Procedure in accordance with the Council’s Standing Orders Relating to Contracts June 2023. Page 140 of 208
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5. Property/Assets - By awarding this measured term contract, the Council will have the ability to carry out complex drainage repairs on a reactive basis which will improve the quality of its housing stock. 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. 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 – DAMM Environmental 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 – DAMM Environmental Limited insurances have been assessed and evaluated to confirm that they meet the minimum requirements regarding insurable risk. 11. Privacy Impact - A Data Processor Agreement will be in place between Renfrewshire Council and DAMM Environmental Limited. 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 has been assessed using the Scottish Government Sustainability Test and is considered high risk. Carbon Energy Consumption – The contractor will be required to consider energy saving measures where possible. As part of the drainage maintenance all lighting is being changed to low energy LEDs. Page 141 of 208
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Waste Production – Contractor will be required to consider waste reduction and recycling measures while undertaking these works. Contractors are required to provide details of their proposed Waste Carrier. _________________________________________________________ List of Background Papers (a) None _________________________________________________________ Author: Abimbola Olutola, Procurement Advisor, Corporate Procurement Unit, Abimbola.olutola@renfrewshire.gov.uk Page 142 of 208
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___________________________________________________________________ To: Finance, Resources and Customer Service Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: Director of Finance and Resources ___________________________________________________________________ Heading: Contract Authorisation Report for Managed Print Service (Reference: RC-CPU-23-059) ___________________________________________________________________ 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 a Managed Print Service. 1.2 The recommendation to award the Contract follows a procurement exercise conducted as a Further Competition in accordance with Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046 and the Council’s Standing Orders Relating to Contracts for an above Threshold Services contract. 1.3 A Contract Strategy was approved by the Head of Digital, Transformation and Customer Services on 14 June 2023 and the Strategic Commercial and Procurement Manager on the 19 June 2023. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: Item 21 Page 143 of 208
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2.1 Authorise the Head of Corporate Governance to award the Contract for a Managed Print Service to Canon (UK) Limited following a further competition exercise under Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046. 2.2 The Call-off Contract will be for an initial period of 4 years from the Call- off Commencement Date and will include an optional extension period of up to two additional one year periods. The Call-off Commencement Date will be 1 January 2024. 2.3 The Contract value for the initial 4 year Period of Contract will not exceed £1,237,455.90 excluding VAT. Where the first optional extension period is utilised, the additional value for that period will not exceed £260,857.93 excluding VAT and where the second optional extension period is utilised, the additional value for that period will not exceed £261,935.93. Where both extension periods are utilised by the Council, the total Contract value will be £1,760,249.76 excluding VAT. _________________________________________________________ 3. Background 3.1 The Council has a requirement for a Managed Print Service which includes the installation, maintenance, repairs and removal of print devices at various locations throughout the Renfrewshire Council estate. The current contract for this requirement is due to expire on 31 December 2024. Due to the need to exchange the Council’s old printing devices for the new devices offered under this Contract, the new Contract will commence on 1 January 2024 to ensure the new service is fully mobilised by the expiry of the current contract. 3.2 The Council has introduced a Green Print Strategy which reviews the aim to reduce the amount and cost of the Council’s printing. As part of these Green Print objectives, this new Managed Print Service Contract will assist the Council in delivering change that will support the reduction of the use of print, more cost-effective printing options and ultimately deliver cash savings across the Council by considering options such as the use of remanufactured print devices and devices which allow the use of recycled paper. 3.3 The procurement exercise for this contract was conducted as a mini- competition under the Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046 and in accordance with the procedures for use of frameworks under the Council’s Standing Orders Relating to Contracts. Page 144 of 208
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The mini-competition was issued via the Public Contracts Scotland – Tender portal on 16 June 2023 with the tender deadline of 20 July 2023. 3.4 All nine (9) Suppliers on the Framework were invited to tender and by the tender deadline, five (5) responses were received. 3.5 All five (5) Suppliers completed an SPD as part of the tendering process for the Framework. 3.7 All 5 Supplier tender submissions were evaluated against the Award Criteria of 70% Quality and 30% Price. 3.8 The scores relative to the Award Criteria for the tender submissions are noted below: Tenderers Name Quality Score (70%) Price Score (30%) Total Score (100%) Canon (UK) Limited 47.34% 30.00% 77.34% Xerox (UK) Limited 50.40% 25.67% 76.07% Ricoh UK Limited 41.13% 28.05% 69.17% Capital Document Solutions Limited 43.84% 23.59% 67.43% Workflo Solutions (Scotland) Limited 29.40% 14.61% 44.01% Canon (UK) Limited’s tender submission was identified as the most economically advantageous tender following this mini-competition. 3.9 Costs under this Call-off Contract will be funded by the ICT revenue budget. 3.10 Canon (UK) Limited has committed to deliver the following community benefits as part of this Call-off Contract: Community Benefit No of People/ Activity Industry Awareness Event 4 Industry Skill Transfer to Schools 24 ___________________________________________________________________ Page 145 of 208
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Implications of the Report 1. Financial - The financial status of Canon (UK) Limited was assessed which confirmed that the organisation satisfied the Council’s requirements in relation to financial stability. 2. HR & Organisational Development – The Council’s current Managed Print Service is inclusive of a full-time onsite Fleet Manager. Therefore, there will be TUPE transfer between the current provider and the new supplier as a result of this recommended award. 3. Community/Council Planning – Green - leading Renfrewshire to Net Zero- This Contract will deliver the objectives outlined in the Council Plan 2022-2027 as it will follow the recommendations of the Green Print Strategy by reducing the amount of printing, relying on recycled paper and by introducing remanufactured printing devices. 4. Legal - The procurement was carried out in accordance with Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21- 046 and the Council’s Standing Orders Relating to Contracts. 5. Property/Assets – The Council will lease the printing devices provided for the period of the Contract, including the optional extension periods if utilised. 6. Information Technology - The delivery of this Contract will involve introducing new printing devices and a change in the deliver of the current service in accordance with the Green Print Strategy. 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. 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. Page 146 of 208
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8. Health & Safety - Canon (UK) Limited Health and Safety Policy was assessed by Health and Safety and met the Council’s minimum requirements. 9. Procurement – The procurement was carried out as a further competition exercise in accordance with Scottish Procurement’s Managed Print Solutions Framework Agreement SP-21-046 SP-21-046 and the Council’s Standing Orders Relating to Contracts. 10. Risk – Canon (UK) Limited insurance cover was assessed by Corporate Risk and met the Council’s minimum requirements for insurable risk. 11. Privacy Impact - No Privacy Impact implication has arisen or is 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 this service has been assessed using the Scottish Government Sustainability Test and is considered to be of medium risk due to the transport and use of printing devices. However, this Contract is anticipated to reduce climate risk impact by reducing the number of devices used, and how often the printing devices are used. _________________________________________________________ List of Background Papers None ___________________________________________________________________ Author Rachel Davison, Category Manager (ICT), rachel.davison@renfrewshire.gov.uk Page 147 of 208
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1 ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: Report by the Director of Finance and Resources and the Chief Education Officer ___________________________________________________________________ Heading: School Based Counselling (RC-CPU-22-340) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to enter into a contract for School Based Counselling. 1.2 The recommendation to award this Contract follows a procurement exercise which was conducted as an Open Procedure for an above GPA threshold contract in accordance with the Public Contracts (Scotland) Regulations 2015, as amended, for Social and Other Specific Services. 1.3 A Contract Strategy for this Contract was approved by the Head of Schools (Senior Phase & Inclusion), Children’s Services on 03 April 2023 and the Strategic and Commercial Procurement Manager on 29 March 2023. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board authorise the Head of Corporate Governance to award the Contract: Item 22 Page 149 of 208
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2 2.1 For School Based Counselling, reference RC-CPU-22-340 to Place2Be (CRN 02876150). 2.2 The Commencement Date of the contract is anticipated to be the 31 October 2023 for 32 months until 30 June 2026; the actual dates for this Contract will be confirmed in the Council’s Letter of Acceptance. 2.3 At a contract value of up to a maximum of £343,300 (£10,728 per month) excluding VAT for the 32 month contract period. ________________________________________________________ 3. Background 3.1 The recommendations and actions from Scottish Government’s Mental Health Strategy 2017-27 highlight the significant need to provide opportunities for early intervention and prevention to avoid the unnecessary escalation of emotional distress in children and young people. By promoting positive mental health in children and young people from an early age, the range of positive school outcomes such as: attitudes to learning, better attendance and lower exclusion rates will greatly increase. 3.2 The Scottish Government has demonstrated ongoing commitment to supporting positive mental health of children and young people in schools. This support includes continued funding to local authorities to ensure that schools have access to counselling services. However, the schools who have elected to use this model of counselling will also use their own Pupil Equity Fund budget to cover a large proportion of the costs for this service. 3.3 These counselling services are focused on prevention and early intervention and include supports for positive mental health and wellbeing as well as for emotional distress. The School Based Counselling services will operate within a small number of schools in Renfrewshire and will support delivery of one of Renfrewshire Council’s strategic priorities “to reduce inequalities and deliver improved health and wellbeing outcomes for children and young people”. 3.4 This will be a targeted counselling services, providing therapeutic support to improve the mental health and wellbeing and emotional resilience of children and young people supported by services provided under this Contract. Page 150 of 208
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3 The services will include appointment of a school-based project manager (SPM) to become part of the school team and deliver 1:1 therapeutic counselling, drop-in sessions, class lessons, staff consultation and work with parents and families. The SPM will also support the school community as and when required at whole-school events and during times of crisis. 3.5 This procurement process for this contract was conducted in accordance with the Public Contracts (Scotland) Regulations 2015, as amended, for a Social and Other Specific Services Contract using the Open Procedure and the Council’s Standing Orders Relating to Contracts. 3.6 A contract notice was published on 05 May 2023 on the Find a Tender Service with the Invitation to Tender also published and available on this date. The Tender submission deadline was 12:00 on 16 June 2023. 3.7 During the tendering period, fifteen (15) economic operators viewed the tender opportunity; three (3) submitted tender responses and twelve (12) failed to respond. A list of economic operators who submitted a tender response (tenderers) is detailed in 3.10 of this report. Feedback was sought from those who did not submit; responses included that the requirement did not align to core business, lack of capacity, lack of resources or not a financially viable opportunity for them. 3.8 In accordance with Standing Order relating to Contracts 11.5, the three (3) tender submissions were each evaluated against a pre-determined set of criteria in the form of the Single Procurement Document (SPD) by representatives from Children’s Services, Corporate Procurement Unit, Risk Management and Health and Safety. 3.9 All tenderers confirmed compliance with the minimum selection criteria set within the SPD. Each tender submission was then evaluated against the published award criteria of 80% Quality and 20% Price. 3.10 The scores relative to the Award Criteria for each of the three (3) Tenderers are noted below: Page 151 of 208
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4 Tenderer Quality (80%) Price (20%) TOTAL Place2Be 80.00% 19.87% 99.87% Therapeutic Counselling Services Limited 63.25% 20.00% 83.25% The Glasgow Council on Alcohol 41.50% 19.98% 61.48% 3.11 The evaluation of the tender submissions received identified that the tender submitted by Place2Be was the most economically advantageous tender submission. 3.12 Community Benefits were requested as part of this procurement process. Place2Be has confirmed the following will be delivered as part of the Contract: Community Benefit Number Offered Work Experience Placement for an individual 16+ years of age 2 Industry Awareness Events 4 Implications of the Report 1. Financial – Will be met by Children’s Services, part-funded from Scottish Government funding for Counselling in Schools as well as from the individual schools' own Pupil Equity Fund. 2. HR & Organisational Development – None. 3. Community/Council Planning – Our Renfrewshire is well: Supporting the wellness and resilience of our citizens and communities: o Promoting wellbeing and good mental health, particularly in our young people; o Developing strong community-based services that respond to local need. Our Renfrewshire is fair: Addressing the inequalities which limit life chances: o Ensuring our children get the best possible start in life; o Addressing the poverty related attainment gap, and young people can achieve success after school; Page 152 of 208
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5 o Tackling health inequalities and narrowing the gaps in healthy life expectancy. Place – working together to enhance wellbeing across communities: o We want children to grow up excited, inspired and encouraged to fulfil their potential in Renfrewshire and want to continue to stay here. Fair – nurturing bright, happy and healthy futures for all: o Protecting the most vulnerable members of our communities, including children and young people who are at risk; o Supporting and nurturing children and families, with particular focus on early intervention and mental health and wellbeing, to ensure positive outcomes for children and young people; o Enhancing supports around mental health and wellbeing, including school-based mental health and wellbeing programmes and the provision of early help services to those in need; o Raising educational attainment while ensuring equity for all our children and young people. 4. Legal – This procurement was carried out in accordance with the procedures for an above GPA Threshold contract under the Public Contracts (Scotland) Regulations 2015 as amended for a Social and Other Specific Services contract and the Council’s Standing Orders Relating to Contracts. 5. Property/Assets – None. 6. Information – None. 7. Equality & Human Rights - The Recommendations contained within this report may be assessed in relation to their impact on equalities and human rights by Children’s Services. 8. Health & Safety - The Health and Safety submission has been assessed by Corporate Health and Safety Officers, Place2Be were deemed to meet the necessary requirements. 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 - The insurances submitted by Place2Be were assessed by Renfrewshire Council’s Risk Officer and satisfied the Council’s requirements. Page 153 of 208
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6 11. Privacy Impact - The contract contains Renfrewshire Council’s General Conditions of Contract data protection provisions. Place2Be will be a Data Controller and, as such, have a legal responsibility to comply with Data Protection legislation when collecting, processing and storing personal data to those receiving a service under this contract. 12. Cosla Policy Position - None. 13. Climate – None. _________________________________________________________ List of Background Papers - None. ___________________________________________________________________ Author: Shona Brydson, Senior Procurement Specialist, Corporate Procurement Unit – shona.brydson@renfrewshire.gov.uk Page 154 of 208
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___________________________________________________________________ To: The Finance, Resources and Customer Services Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: The Director of Finance and Resources ___________________________________________________________________ Heading: Annual Procurement Report for the period 1 April 2022 to 31 March 2023 ___________________________________________________________________ 1. Summary 1.1 Section 18 of the Procurement Reform (Scotland) Act 2014 requires that any contracting authority which is required to prepare or revise a procurement strategy in relation to a financial year must prepare an annual procurement report on its regulated procurement activities as soon as reasonably practicable after the end of that financial year. 1.2 As a minimum this report must include: a summary of the regulated procurements that have been completed during the year covered by the report; a summary of community benefits fulfilled during the year covered by the report; a summary of any steps taken to facilitate the involvement of supported businesses in regulated procurements during the year covered by the report; and a summary of the regulated procurements the authority expects to commence in the next two financial years. 1.3 The Annual Report attached in Appendix 1, provides an update on key indicators set in the Corporate Procurement Strategy for the period April 2020- 2023. ___________________________________________________________________ Item 23 Page 155 of 208
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2. Recommendations 2.1 The Finance, Resources and Customer Services Policy Board are asked to note the content of the Annual Report for the Financial Year 2022/23. _________________________________________________________ 3. Background 3.1 Section 18 of the Procurement Reform (Scotland) Act 2014 requires that all public sector contracting authorities with a spend of more than £5million per annum publish an Annual Report relating to Regulated procurement activity. The content of the Annual Report is analysed by Scottish Government Procurement and the information included in the Scottish Ministers Annual Report on Procurement Activity in Scotland. 3.2 The Annual Report provides an opportunity to provide an update on procurement activity undertaken over the last financial year, and to give an indication of future contracting opportunities. 3.3 A Regulated Procurement is any procurement for: Goods, Supplies and Services (excluding services covered under Schedule 3 Social and Other Specific Services of the Public Contracts (Scotland) Regulations 2015) with a total value of £50,000 up to £177,896.99; Services defined under Schedule 3 Social and Other Specific Services of the Public Contracts (Scotland) Regulations 2015 with a total contract value of £50,000 up to £552,949.99; Works contracts with a total value of £2million up to £4,447,446.99. 3.4 A procurement at or above the Threshold set by the Government Procurement Agreement is any procurement for: Goods, Supplies and Services (excluding services covered under Schedule 3 Social and Other Specific Services of the Public Contracts (Scotland) Regulations 2015) with a total value of £177,897 and above; Services defined under Schedule 3 Social and Other Specific Services of the Public Contracts (Scotland) Regulations 2015 with a total contract value of £552,950 and above; and Works contracts with a total value of £4,447,447 and above. (The above amounts are exclusive of VAT) 3.5 The information provided in the Annual Report is gathered by Scottish Government Procurement and Property Directorate and included in the national “Annual Report on Procurement Activity in Scotland.” 3.6 The Annual Report provides an opportunity to recognise the contribution that procurement can make to the economy and communities in Renfrewshire and to celebrate the success of the procurement team. Page 156 of 208
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3.7 Appendix 1 contains the Annual Report for the Financial year 2022/23. ___________________________________________________________________ Implications of the Report 1. Financial – None. 2. HR & Organisational Development - None. 3. Community/Council Planning – None. 4. Legal – the preparation of an Annual Procurement Report is a Statutory Duty, defined under Section 18 of the Procurement Reform (Scotland) Act 2014 “Annual Procurement Reports”. Publication is required in accordance with Section 19 “Publication” of the Act and a copy must be made available on the internet. 5. Property/Assets – None. 6. Information Technology - None. 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 – None. 9. Procurement – the attached Annual Report identifies how the Council is meeting the requirements of the Procurement Reform (Scotland) Act 2014. 10. Risk - None. 11. Privacy Impact - None. 12. Cosla Policy Position – None. 13. Climate Risk – Section 9 of the Act (“Sustainable Procurement Duty”) requires that the Council must consider how in conducting it’s procurement processes it can: (i) improve the economic, social, and environmental wellbeing of the authority’s area, (ii) facilitate the involvement of small and medium enterprises, third sector bodies and supported businesses in the process, and (iii) promote innovation. Page 157 of 208
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In so doing, procurement ensures that sustainability is at the heart of all procurement processes carried out on behalf of the council with a clear focus on supporting the aspiration of the council to work towards achieving net zero by 2030. _________________________________________________________ List of Background Papers (a) None. ___________________________________________________________________ Author: Bridget Lambert, Strategic Procurement Manager Bridget.lambert@renfrewshire.gov.uk APPENDIX 1 – ANNUAL PROCUREMENT REPORT 2022 - 2023 Page 158 of 208
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1 Annual Procurement Report 2022/2023 Renfrewshire Council Page 159 of 208
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2 Contents Introduction ............................................................................... 3 Section 1 – Summary of Regulated Procurements Completed . 6 Section 2 – Review of Regulated Procurement Compliance .... 7 Section 3 – Summary of Sustainable Procurement Benefits .. 12 Section 4 – Supported Business Summary ............................. 19 Section 5 – Future Regulated Procurement Summary ........... 19 Section 6 – Future Opportunities ............................................ 20 Annex 1: Procurements Awarded in the Period 1 April 2022 – 31 March 2023 ........................................................................ 30 Annex 2: Potential Future Contract Renewals ........................ 46 Page 160 of 208
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3 Introduction Background and Purpose On 1 April 2020, in accordance with Section 15 of the Procurement Reform (Scotland) Act 2014 (the Act), Renfrewshire Council published its Corporate Procurement Strategy for the period 1 April 2020 to 31 March 2023. This strategy described the fundamental role procurement had in supporting the delivery of the Council’s strategic objectives aligned to the Council’s Plan “Thriving People, Connected Communities” and established actions aligned to the 5 key outcomes of that Plan: • Reshaping our place, our economy and our future; • Building strong, safe and resilient communities; • Tackling inequality, ensuring opportunities for all; • Creating a sustainable Renfrewshire for all to enjoy; and • Working together to improve outcomes. Renfrewshire Council now has a new strategic plan for 2022 – 2027 which seeks to Create a fairer Renfrewshire built on innovation, wellbeing and opportunity. This new Plan is high level in nature and sets out how the Council will work with partners, communities and businesses to progress 5 strategic outcomes: Place – working together to enhance wellbeing across communities Economy – building an inclusive, green and resilient economy Fair – nurturing bright, happy and healthy futures for all Green – leading Renfrewshire to Net Zero Living our values – making a difference together The Corporate Procurement Strategy will be reviewed and updated to this new Council Plan and future Annual Reports will focus on the new plan and strategy, however, this report is retrospective for the period 2022-2023 therefore the outcomes and indicators of this Report align to the Council Plan for the period 2017-2022 and the Corporate Procurement Strategy for 2020 – 2023. Section 18 of the Act requires that: “a contracting authority, which is required to prepare or revise a procurement strategy in relation to a financial year, to prepare an annual procurement report on its regulated procurement activities as soon as reasonably practicable after the end of that financial year”. Page 161 of 208
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4 This Annual Procurement Report provides an opportunity to report on our Regulated procurement activity over the financial year 2022 / 2023 in accordance with the requirements of the Act. It also provides an opportunity to update on procurement activity below the threshold for Regulated Procurement and to report on the progression of the Action Plan set out in Appendix 1 of the published Procurement Strategy 2020 - 2023 (Section 2 - Review of Regulated Procurement Compliance). Procurement Overview In the financial year 2022 – 2023, total recorded spend via external contractors, providing Goods, Services and Works to Renfrewshire Council was £253,392,487. This spend was with 5,158 suppliers, of whom 1,507 were SMEs (accounting for 50% of the total spend), and 348 were local suppliers based within Renfrewshire. 18.29% of the spend was local, accounting for £46 million into the local economy. Our detailed spend information is available online via Renfrewshire Council’s website by searching for Spotlight on Spend: http://www.spotlightonspend.org.uk/400/Renfrewshire+Council/Spend/Annual This site provides a breakdown of spend by category and by supplier. All procurements with a value of £25,000 and above are carried out by the Council’s Corporate Procurement team in accordance with the Standing Orders Relating to Contracts (available here: https://www.renfrewshire.gov.uk/article/4008/Standing- orders-relating-to-contracts) The procurement team operate a Category Management approach covering: City Deal and Infrastructure Construction / Works Corporate and ICT Environment and Infrastructure; and Social Care and Education Services Table 1 below provides an indication of spend across our key category areas. Note that in the year 2022/23 Construction related contracts accounts for 34% of our total spend and Social Care & Services accounts for 25% of our total spend. All Council tenders with a value of greater than £50,000 are advertised on the Public Contracts Scotland portal and contracts above the Government Procurement Agreement (GPA) Thresholds are advertised on Public Contracts Scotland and the UK Find a Tender Service. Page 162 of 208
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5 Tenders for supplies and services with a value of £25,000 - £49,999.99 are conducted via Quick Quote using Public Contracts Scotland and in the period 2022/23 Works contracts up to £177,897 were conducted via Quick Quote. The upper limit for works via Quick Quote was reviewed in accordance with CPN 9/2020 “Guidance on contract amendments to payment terms and the use of Construction Procurement Route 1A (Quick Quote)” and the Council’s Standing Orders Relating to Contracts have been updated to allow the use of Quick Quote for Works Contracts up to £500,000, with a minimum of 75% local contractors invited to quote where possible. Table 1 Renfrewshire Council % of Spend FY 2022/2023 by Category Page 163 of 208
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6 Further information relating to procurement in Renfrewshire Council and the category leads can be found here: https://www.renfrewshire.gov.uk/article/3572/Corporate- Procurement-Unit Section 1 – Summary of Regulated Procurements Completed The table below shows a summary of regulated procurements that were completed by Renfrewshire Council during the financial year 2022/23. A regulated procurement is any procurement for public supplies or services with value of over £50,000 and for public works with a value of over £2 million where an award notice has been published, or where the procurement process otherwise comes to an end. This includes contracts and framework agreements. This summary demonstrates the Council’s commitment to working in a transparent manner by highlighting the procurement activity that has taken place over the past year. Table 2 Summary of Regulated Procurements awarded in 2022/2023 Total number of regulated procurements awarded 79 Total estimated value of regulated procurements awarded £175,717,044 Percentage of regulated contracts awarded to SME’s 71% Please note the figures provided in table 2 include the award of Contracts and Call Off Contracts made under Framework Agreements where there is recorded spend with a Supplier. Further details of Regulated Procurements awarded by the Council between 1 April 2022 and 31 March 2023 can be found at Annex 1 of this Annual Procurement Report. Information on live contracts can also be found on Renfrewshire Council’s Contract Register on Public Contract Scotland. Page 164 of 208
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7 Section 2 – Review of Regulated Procurement Compliance Section 18 of the Act requires that the Annual Procurement Report should include a review of whether Regulated procurements carried out in the Financial Year complied with the authority’s procurement strategy. Section 3 of the Council’s Procurement Strategy sets out Strategic Priorities for Procurement in Renfrewshire Council and Section 8 of the Strategy confirms how procurement will monitor and review compliance and how progress with the strategic outcomes will be reported. The key actions set out in the corporate procurement strategy were incorporated into the Chief Executives Service, Service Improvement Plan. This Plan is updated every six months and presented to the Council’s Finance, Resources and Customer Services Policy Board. From 1 April 2023, the key actions will be reported in the Finance & Resources Service Improvement Plan. The original Action Plan included within the Procurement Strategy provides the core indicators against which the performance of the Procurement team is monitored. Table 3 below provides an update on progress with the Action Plan within the Financial Year 2022/2023. Table 3. Review of Regulated Procurement Compliance Description Actions to date Provide strategic guidance and leadership on all Procurement matters; The Corporate Procurement Manager provided procurement leadership, guidance and advice on all procurement related matters, through meetings, working groups, Policy Boards, strategic project boards, the Corporate Management Team and representation on wider public sector forums. The procurement Category Managers engaged closely with their client service departments, providing expert input to help the Council deliver its strategic objectives in full compliance with the Procurement Regulations. Procurement in Renfrewshire Council is conducted in accordance with Regulation and the Council’s Standing Orders Relating to Contracts. The Standing Orders are available online and provide clear, concise guidance for all staff. Page 165 of 208
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8 Support the Council to ensure it continues to achieve value for money and work with stakeholders to help achieve efficiency savings; Through active participation in front line project teams and by adopting a proactive and commercial approach to supplier management the procurement team ensured that value for money was achieved throughout this financial year. The Corporate Procurement team worked in partnership with the frontline services to understand and support the demand for products and services and worked collaboratively with suppliers to ensure that products remained available, and that pricing remained reasonable. Market conditions, demand for products and price fluctuations were closely monitored and this informed the buying strategy throughout. Ensure the Council explores all opportunities to use its procurement activities to promote its wider policy objectives, including its social, economic and environmental objectives; Procurement in Renfrewshire Council has a very strong focus on Sustainable Procurement and the Council’s procurement led Community Benefits Forum continued to work in partnership with Invest in Renfrewshire, key internal stakeholders, suppliers and external partners to support the delivery of positive community benefits throughout Renfrewshire in the financial year 2022/23. Community benefits were requested in all Regulated Procurements tendered under the Council’s own terms and conditions of contract in this financial year and where appropriate and feasible in all below threshold procurements. [Note – some collaborative framework agreements established by other Contracting Authorities did not include Community Benefits] During this period, the Procurement Manager continued to work closely with colleagues from Economic Development to promote Community Wealth Building in Renfrewshire. The Community Wealth Building Core Group provides a collaborative forum for procurement and economic development to plan and deliver a series of initiatives which promote Community Wealth Building and sustainable, inclusive economic growth in Renfrewshire. On 29 November 2022, the Corporate Procurement and Economic Development teams co-hosted an event at Johnstone Town Hall providing a series of Page 166 of 208
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9 informative presentations for local businesses about how to do business with Renfrewshire Council. The Supplier Development Programme provided input and an overview of the support available to Scottish suppliers to help them navigate the electronic tender processes used by the Public Sector in Scotland. Fair Working Practices are a core priority for the procurement team, supporting the Council’s ambition to create a fair Renfrewshire, enhance wellbeing across communities and build an inclusive and resilient economy. Fair Work Practices were evaluated in all relevant tender exercises and all of our suppliers are actively encouraged to support their workforce and to pay at least the Real Living Wage rate to all employees engaged in delivery of services to Renfrewshire Council. Tackling the Climate Emergency is an area of focus for the Corporate Procurement team, who are providing active support to services to help the Council with its ambition to work towards being Carbon Net Zero by 2030. Using all relevant tools and support available, the team seeks to identify opportunities for sustainability throughout the whole commissioning cycle. Promote ethical procurement and work with our suppliers to ensure that they do not use exploitative labour; During the financial year 2022/23 all tenders were evaluated in accordance with the requirements of legislation, statutory guidance and good practice. The Corporate Procurement team supported the Council’s commitment to the Modern Slavery Charter and all Works contracts provided a link to the Council’s Statement in Relation to the Procurement of Construction Contracts (the Construction Charter), which promotes fair and ethical treatment of the workforce and supply chain. Develop and strengthen our approach to risk management; Risks and issues were identified and documented throughout all procurement processes. All risks were allocated an owner and mitigating actions were set out in contract strategies. Commodity risks were recorded both within the team and at wider Council level by Council’s Risk Manager. Page 167 of 208
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10 The Corporate Procurement Manager is a member of the Construction Contracts Oversight project board, providing procurement support and advice relating to managing procurement risks associated with construction contracts. Engage effectively with stakeholders when developing our strategic commissioning and procurement plans; Throughout the year the Corporate Procurement team worked in partnership with colleagues from across the Council to develop procurement and commissioning strategies. Continue to develop and improve the Council’s procurement processes and support their effective adoption across the Council; Throughout the financial year 2022/23 the Corporate Procurement team promoted a compliant, innovative, informed and inclusive approach to procurement. They continued to engage closely with Scotland Excel, the Centre of Expertise for Local Authority Procurement, and a number of Scottish Government procurement policy working groups to ensure that procurement in Renfrewshire Council continues to meet all statutory requirements. Support the development and growth of local SMEs, third sector, social entrepreneurs and supported business; The Corporate Procurement Strategy set out an ambition to work closely with local and national business representatives and to actively engage with third sector and community partners and Economic Development to explore opportunities for developing and growing Renfrewshire’s local SMEs, third sector organisations and supported businesses. Procurement and Economic Development identified shared opportunities to support Community Wealth Building in Renfrewshire and formed a Community Wealth Building core group to drive our ambitions to actively encourage local businesses to engage with Council procurement processes. This Core Group continues to meet regularly and to drive our Community Wealth Building agenda. The in-person Supplier Event held in Johnstone Town Hall on 29 November 2022 called “Doing Business with Renfrewshire Council” provided a range of relevant links for local businesses including: Access to up-to-date information about Council spend / contracts and procurement contacts; Access to local business support; Page 168 of 208
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11 Information about Net Zero and Business in Renfrewshire; An overview of Business Gateway Services; and Support available from the Supplier Development Programme Ensure the Council meets the requirements of the procurement Regulations and the fundamental principles of non-discrimination, transparency and proportionality and actively seek to utilise the new flexibilities introduced to introduce innovative procurement approaches that can support the Council to achieve its objectives. All procurements undertaken during the period 2022/23 complied with legislation and Statutory Guidance. The Single Procurement Document was used for all procurements, including where appropriate and proportionate, under £50,000 procurements; The Councils processes and procedures were fully aligned to the Scottish Government Procurement Journey, ensuring good governance and due diligence at all key milestones; All Regulated tendering opportunities were advertised via the Public Contracts Scotland Suppliers Portal and tenders above the GPA Threshold were also advertised via the Find a Tender Service. Page 169 of 208
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12 Section 3 – Summary of Sustainable Procurement Benefits Community Benefits Summary Renfrewshire Council identified one of its key objectives to be the exploring of ‘all opportunities to use its procurement activities to promote its wider policy objectives, including social, economic and environmental objectives’ in the Procurement Strategy. The importance of this was further emphasised by the active promotion of including community benefits clauses in tenders for all regulated procurements where possible, and where appropriate and feasible in un-regulated procurements too. The inclusion of community benefits in tenders and the work of the Community Benefits Forum is a key enabler to support delivery of the objectives of the Council Plan, Renfrewshire’s Community Plan and No One Left Behind. Community Benefits make a real difference to the lives of people in Renfrewshire, helping communities, community groups, schools and individuals. Working together with our colleagues in the community benefits forum and our contractors, we aim to continue to maximise the social value that community benefits can bring. Once a contract is awarded, the community benefits forum works closely with the Council’s procurement officers to co-ordinate and support the delivery of community benefits. Forum members include officers from the Council’s Economic Development Team, Invest in Renfrewshire, Childrens Services, and our third sector interface Engage Renfrewshire. As well as monitoring the delivery of community benefits in existing contracts, the forum is a platform to share new Contract Strategies and identify new opportunities for the delivery of community benefits. The forum has significantly contributed to partnership working with providers, developing supplier capacity, local skills and employability by: Encouraging participation in Meet the Buyer events, attendance at workshops supported by Engage Renfrewshire and supporting the Chamber of Commerce mentoring programme; Supporting supplier development through the Supplier Development Programme, setting up supplier mentoring sessions and helping small businesses to identify new contract opportunities; Supporting school employability programmes helping school leavers to achieve positive destinations through education, employment and training; A free vacancy management service provided to advertise employment and work experience opportunities through Invest in Renfrewshire via Twitter; Providing opportunities for providers to meet and engage with potential candidates interested in vacancies associated with delivery of contracts. Page 170 of 208
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13 Provided in Table 4 below is a summary of the community benefit requirements included as part of Renfrewshire Council’s regulated procurements over the last financial year. Table 4. Summary of Community Benefits Total number of regulated procurements awarded in 2022/2023: 79 Total number of regulated procurements awarded that included community benefits in 2022/2023**: 56 **Contracts/Framework Agreements started in the financial year 2022/23 may have contract periods which extend past the end of the financial year and Community Benefits offered may accumulate to be offered in subsequent financial years. Highlight – during this period community benefits delivered the following benefits to individuals based in Renfrewshire: 24 new jobs 19 new apprenticeships 39 Work Experience placements 81 new Qualifications 145 community benefits in other categories. Community Benefits Case Study Paisley Town Hall In March 2021 Renfrewshire Council awarded a contract for the refurbishment of Paisley Town Hall to Galliford Try Construction Limited, trading as Morrison Construction. The vision for the refurbished Paisley Town Hall was “to create a flagship venue for Paisley, Renfrewshire and West Central Scotland, enriching contemporary civic and cultural life”. The refurbishment of the Grade A listed building was a key element of the plan for the longer-term regeneration of Paisley Town Centre and the community benefit strategy developed for this contract reflected these objectives. Morrison Construction, in partnership with their sub-contractors and supply chain delivered: Six new on-site jobs, including employment for individuals who live locally in SIMD 1 / 2 areas; Page 171 of 208
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14 Three new Graduate apprenticeships plus a number of Modern Apprenticeships delivered by both Morrison Construction and their sub- contractors; Eight new SVQ qualifications for sub-contractors staff on site at Paisley Town Hall; Business advice and support to SMEs working on the site; Ten work experience placements for local young people from Renfrewshire, supporting young people with real life experience in trades on site and helping them with advice on their career pathway; Morrison Construction are a strong supporter of My Future Pathway into Construction and through this programme, over 20 local young people from Renfrewshire schools were offered a place on the year-long programme. This provided support with learned skills and experiences, site tours, trade talks, employability support and work experience; In May 2022, in collaboration with the Paisley Townscape Heritage Conservation Area Regeneration Scheme, Renfrewshire Council and West College Scotland, Morrison Construction invited over 200 pupils from 12 Renfrewshire schools to a Traditional Build Event. This provided pupils with a tour of the construction site and an opportunity to undertake practical learning experience to provide examples of future career pathways. This included an insight into trades such as: stonemasonry, painting, slating, leadwork, traditional wood turning, roof slating techniques, and painting and decorating; Morrison Construction and their sub-contractors also provided financial and non-financial support to local community groups worth £42,488, including donation of a stage to PACE. Summary of Sustainability Benefits and benefits incorporated to tackle climate change Renfrewshire’s Plan for Net Zero Our plan for net zero commits the Council to taking a leadership role to deliver our ambitious plans to be net zero on carbon emissions by 2030. More information about the plan for net zero is available online here: https://www.renfrewshire.gov.uk/article/12759/Renfrewshires-Plan-for-Net-Zero The plan recognises that the Council only contributes about 2.5% of the total emissions in Renfrewshire however it also identifies a number of key ways in which the Council can seek to reduce our emissions, including: Page 172 of 208
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15 Targeting the energy efficiency of Council owned property and assets; Reducing waste; Electrifying the vehicle fleet; and Increasing energy security and resilience. Procurement has a key role to play in supporting the Council with the delivery of its net zero objectives. Funding received from the Climate Change Action Fund helped to ensure that the full Corporate Procurement team had access to a dedicated resource,, who established a framework for training and development to support embedding sustainable procurement in all of our practices. The whole team have completed Climate Literacy e-learning and have also benefitted from additional support and input from internal and external experts to encourage new ways of thinking and to challenge the team to focus on sustainable solutions. Every contract strategy considers all opportunities for embedding sustainability and how impacts should be measured. Our objectives are aligned to the Council’s priorities and Table 5 below includes a list of contracts awarded in the financial year 2022/2023 which help to support the priorities of the Plan for Net Zero. As well as the sustainability gains from the nature of these strategic projects, requirements built into contracts have helped support the Council’s sustainability goals. Please see details below of regulated procurements awarded in this reporting period that include sustainability gains and contribute to Council priorities. Highlight Paisley Grammar School and Community Campus In the financial year 2022/23 the Council awarded a number of contracts relating to the construction of a new Paisley Grammar School and Community Campus. The project is part funded by the Scottish Futures Trust (SFT) within the Stage 2 Learning Estate Investment Programme (LEIP). The LEIP metrics set out specific targets and outcomes which must be achieved to ensure that the project delivers a high quality, sustainable, low carbon and digitally enabled learning environment. The outcomes include ambitious energy targets and a requirement to support inclusive economic growth in Renfrewshire. The school and community campus will be built to Passivhaus standard which means that the building will be ultra-low energy and support Renfrewshire’s response to the climate emergency. Page 173 of 208
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16 Table 5 Sustainability Outcomes in Regulated Procurements for 22/23 Contract Title Priority Area(s) in the Council Plan Sustainability Gain Paisley arts centre refurbishment: main works Thriving Communities, Sustainable Economic Recovery The main construction works for the refurbishment of Paisley Arts Centre. The project will regenerate an established arts centre and improve its performance as a cultural asset. Sustainability KPIs have been set in the Contract and will be monitored by the project team for the duration of the works. PAS2035 Retrofit Design, Specification and Co- Ordination Sustainable Economic Recovery, Thriving Communities, Climate emergency (including carbon reduction and a circular economy) The appointment of a multi-disciplinary design team who will be responsible for the design, specification, and coordination of retrofit and regeneration works for the housing investment programme. The contractor will be working to PAS2035 standards and will be required to consider opportunities for waste prevention in their design. Provision of an Operational Management System Climate emergency (including carbon reduction and a circular economy) Provision of a software solution to facilitate the improved operational management of several services Environment and Infrastructure currently deliver. The system will increase the volume and quality of recycling and will model the most efficient routes to minimise the climate impact of collecting waste. Construction works for Netherton Square, Advanced Manufacturing Innovation District Scotland (AMIDS) Sustainable Economic Recovery, Thriving Communities, Climate emergency (including carbon reduction and a circular economy) Construction works for the central square with the AMIDS site including soft and hard landscaping and associated works. The provision of a high-quality public space will enhance health and wellbeing. Additionally, sustainability is one of the key performance indicators for this contract and will be monitored for the duration of the contract. Demolition of Tannahill Rd and Tannahill Terrace Sustainable Economic Recovery, Thriving Communities, Climate The demolition of existing properties on the site to allow for the regeneration of the surrounding area. The contractor must comply with Scotland’s Zero Waste Plan and evidence that the appropriate Page 174 of 208
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17 Contract Title Priority Area(s) in the Council Plan Sustainability Gain emergency (including carbon reduction and a circular economy) processing of materials has occurred and at the required proportion. The contractor will also monitor their plant and equipment to ensure efficient use – including opportunities to reduce emissions etc. Framework Contract for Works to Roads Related Structures Thriving Communities, Climate emergency (including carbon reduction and a circular economy) Framework for the repairs, maintenance, and improvement of roads related structures within the Council boundary. Contractors awarded Package Orders under the Framework will be required to minimise environmental impacts. Maintenance and Refurbishment - Voids and Tenanted Properties Thriving Communities, Climate emergency (including carbon reduction and a circular economy) The appointment of a contractor to carry out maintenance and refurbishment works to both void and tenanted properties. The contractor will be required to consider emissions from vehicles and equipment used on site and will comply with the relevant waste processing regulation. PAS2035 Retrofit Works (Housing Investment and Regeneration Programmes) Sustainable Economic Recovery, Thriving Communities, Climate emergency (including carbon reduction and a circular economy) The appointment of a to supply and install retrofit external works for the housing investment programme. The contractor will be working to PAS2035 standards and will be required to consider opportunities for waste prevention and reduction of emissions of vehicles and equipment used on site. Kirklandneuk Primary School Construction of a New Muga Pitch Thriving Communities, Climate emergency (including carbon reduction and a circular economy) The appointment of a contractor to construct a new Multi Use Games Area. The contractor is ISO 14001:2015 certified and will be required to comply with relevant legislation around waste and environmental management. Vehicle and Plant Hire with Operatives Thriving Communities, Climate emergency (including carbon reduction and a circular economy) The hire and operation of vehicles and plant to assist in the delivery of maintenance and improvements of roads. The contractor will be required to organise their activities in a way that minimises environmental impact. Page 175 of 208
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18 Contract Title Priority Area(s) in the Council Plan Sustainability Gain Dargavel Primary School Temporary Modular Buildings Thriving Communities, Climate emergency (including carbon reduction and a circular economy) The appointment of a contractor to provide temporary modular buildings. The contractor is ISO 9001 and ISO 14001 accredited. Paisley Town Hall Refurbishment - Furniture Thriving Communities, Climate emergency (including carbon reduction and a circular economy) The appointment of a contractor to supply office and general furniture to Paisley Town Hall. The contractor will be required to keep all packaging to a minimum and any used should be recyclable/reusable with clear instructions. All delivery vehicles should comply with emissions standards. Legionella Prevention, Control and Risk Management Services Thriving Communities, Climate emergency (including carbon reduction and a circular economy) The appointment of a contractor for the provision of a Legionella Prevention, Control and Risk Management Service. The contractor will comply with relevant legislation including the handling of hazardous water samples and in consideration of biosecurity. The contractor will also consider vehicles emissions and ensure that when on site, vehicles are switched off when not in use. Paisley Grammar School Community Campus (PGSCC) - Principal Contractor (PC) Sustainable Economic Recovery, Thriving Communities, Climate emergency (including carbon reduction and a circular economy) The appointment of a single Principal Contractor, for both pre- construction services and the construction itself, for the new Passivhaus school and community campus. The school will be built to strict Passivhaus standard. The contractor will be required to consider, and where possible mitigate, emissions from on-site vehicles and equipment. The contractor will comply with relevant waste disposal regulation for any waste generated from the works. Page 176 of 208
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19 Section 4 – Supported Business Summary As part of Renfrewshire Council’s action plan, it was noted that support would continue for the development and growth of Supported Businesses, as well as local SME’s, third sector organisations etc. Supported Business Renfrewshire Council Involvement Scotland’s Bravest Manufacturing Company Renfrewshire Council utilise the Scotland Excel Framework for Road Signage Materials. Royal British Legion Industries Ltd T/A Scotland’s Bravest Manufacturing Company is one of a number of suppliers awarded onto this Framework. The Framework allows the Council to procure a range of materials which will support its road maintenance programmes. Section 5 – Future Regulated Procurement Summary Renfrewshire Council’s Contract Register is publicly available on the Public Contract Scotland website: https://www.publiccontractsscotland.gov.uk/Default.aspx This provides details of regulated contract start and end dates, as well as noting renewal expectations and extension options available. Contracts which have an expiry date within the next two years (whether expiry of initial term or expiry after conclusion of any extension period), have informed the work planner for the next two financial years, which can be found in Annex 2 of this Annual Report. Page 177 of 208
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20 Section 6 – Future Opportunities Community Wealth Building ~ Progressive Procurement Renfrewshire Council’s Plan for the period 2022 – 2027 sets out the Council’s ambition to build an inclusive, green and resilient economy. Actions include: Delivering a Community Wealth Building approach to a wellbeing economy in Renfrewshire - supporting local enterprises and the development of local assets, ensuring how we spend our money benefits Renfrewshire's communities and supports just labour markets and the progressive procurement of goods and services Progressive Procurement is one of the 5 pillars of Community Wealth Building. Our aim is to build capacity in our local supply chain to enable more local businesses to access public sector tendering opportunities both as direct suppliers and sub- contractors. As an indicator of past performance and to establish a baseline for improvement, procurement have taken Indicator ECON04 – Proportion of procurement spent on local enterprises from the Local Government Benchmarking Framework 2021-22 data published by the Improvement Service. (https://www.improvementservice.org.uk/benchmarking/explore-the-data/local- government-professionals) In the financial year 2021/2022 across Scotland the average percentage of procurement spend with local enterprises was 29.9%. The “Family Group” average for the area was 22%. [The Local Government Benchmarking Framework (LGBF) uses ‘family groups’ to allow local authorities to compare themselves with other councils with similar characteristics. Renfrewshire’s family group for economic development indicators is Angus, Clackmannanshire, East Renfrewshire, Inverclyde, Midlothian, South Lanarkshire and West Lothian.] In Renfrewshire, the spend with local enterprises in 2021/22 was 18.9%. This highlighted an area for improvement and demonstrated a need for Renfrewshire Council to work to increase its spend with local businesses. The Corporate Procurement team in Renfrewshire Council have already established a positive working relationship with the Council’s Economic Development team. Together both teams have been actively promoting opportunities for Community Wealth Building, in particular a desire to increase local spend not just with the Council but with the wider public sector. Page 178 of 208
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21 Our approach to development of capacity across our local business community requires to be conducted in accordance with the general principles of procurement, but also aligned to our objectives to improve access to council contracting opportunities for local businesses. Analysis of Council spend identified an opportunity to increase access to contracts which are below the Regulated thresholds of £50,000 for Goods and Services contracts and £2 million for Works Contracts. In the financial year 2022/2023, over £75 million worth of contracts were let by Renfrewshire Council below the Regulated procurement threshold. This provides a positive opportunity to localise the impact of our spend. To support our ambition to develop local supply chains we have increased the threshold up to which Council services can procure from £10,000 to £24,999. The Guidance Note attached to our Standing Orders Relating to Contracts will be updated to provide information to services about how to access “Supplier Finder” via Public Contracts Scotland and how to identify local businesses when seeking quotes. The update to our Standing Orders Relating to Contracts in June 2023 also included increasing the threshold for the use of Quick Quote for Works contracts up to £500,000 with a requirement that where possible, a minimum of 75% local businesses should be invited to quote. Opportunities for local businesses to access public contracts as suppliers and sub- contractors will also be prioritised in the coming year. Community Benefit clauses included in our Regulated procurements include Supply Chain Development community benefits. Contractors are encouraged to promote supply chain / sub- contract opportunities through events targeted at businesses based in Renfrewshire. Whilst a focus on improving ease of access to opportunities is important, the Corporate Procurement team is also keen to increase levels of face-to-face engagement with local suppliers and to help suppliers overcome some of the barriers they face. To support this objective, the Corporate Procurement team and the Economic Development team have hosted two in-person events for local businesses, the first in Johnstone on 29 November 2022 and the second in Tweedie Hall, Linwood on 18 April 2023. Both events were well attended and highlighted a genuine interest in public sector tendering opportunities across the Renfrewshire business community. Page 179 of 208
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22 Supplier Feedback from event on 29 November 2022: Supplier feedback from event on 18 April 2023: Feedback from the April event will help to inform our future agendas for market engagement events. Suppliers have asked if future events could include more opportunities for suppliers to network. They also asked for more information about support available to help small local businesses grow, including support with recruitment, apprenticeships and business processes. The next market engagement will take place in the on 11 October 2023. This event will include representation from NHS Greater Glasgow & Clyde, the University of West of Scotland and Scotland Excel. “The Speakers were very clear and informative and the meet and greet was fantastic. The procurement team really made the effort to mingle and chat.” “Presentations were really informative” “Renfrewshire Council staff were approachable and helpful.” “Great event, really helpful and the team were brilliant” “I think it’s good to know about opportunities for small local businesses like me” “Great event, we need more of these events” Page 180 of 208
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23 Sustainable Procurement ~ “Green – leading Renfrewshire to Net Zero” (https://www.renfrewshire.gov.uk/article/6346/Renfrewshire-Council-Plan-2022- 2027#Green) Renfrewshire Council is “committed to working towards net zero by 2030 for the whole of Renfrewshire to ensure a safer, healthier, greener and fairer place for everyone to live, work and spend time in.” Procurement has a key role to play in helping the Council to achieve our net zero ambitions by ensuring that sustainability is embedded into every stage of our procurement processes. The Corporate Procurement team utilise the Sustainable Procurement Tools to identify opportunities to build sustainability into all relevant tenders. Our strategy includes recognition that engagement with suppliers is critical to support the Council’s drive towards net zero emissions by 2030. By applying the new climate requirements of Question 4C.7 to our Single Procurement Documents from March 2023, bidders will have an opportunity to highlight the steps that they have taken to build their awareness of the climate change emergency and how they will respond. This approach will encourage suppliers to share their practical knowledge and experience. Questions included within our tender documents will invite ideas from suppliers offering climate focused solutions. Actions will form part of our approach to contract and supplier management, measuring progress and celebrating success. We recognise the value that our suppliers bring to our contracts and our wider communities through good practice and innovation. For our future procurements we want to encourage creativity and to provide an opportunity for suppliers to innovate. Renfrewshire has a number of key strategic projects that relate to sustainability including the construction of our first Passivhaus School and Community Campus, our Cultural Infrastructure Programme, our City Deal projects and our Housing Regeneration and Renewal Programme. Page 181 of 208
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24 Highlight Case Study – Artificial Pitch Upgrades The Project: Upgrade of Artificial Pitches at three locations in Renfrewshire. The Budget: Approximately £300,000 per pitch. The Objective: Installation of high quality artificial sport pitches. The Challenge: Sustainability test identified significant risk related to the disposal of the existing materials. The Mitigation: The tender required that all bidders should submit detailed information relating to the reuse, repurpose, and disposal of existing materials. The Outcome: The supplier for the initial contract committed that 95% of used materials will be re-used or recycled, including the diversion of existing shock pads from specialist landfill to be recycled and used in all-weather outdoor arena surfaces. The supplier for the subsequent two contracts committed to adopt a hierarchy of Reduce, Re-use and Recycle as a guiding principle in line with Scotland’s Zero Waste Plan. Waste reduction measures included ensuring that material take-offs are accurate, ordering of materials are timely and material suppliers consider only essential packaging as well as working with their supply chains to ensure that off-cuts are kept to a minimum when detailing their installation schematics. Where there is unavoidable waste, local re-use networks such as The Community Resources Network and the Construction Material Exchange were used. To foster a culture of zero waste, regular onsite Toolbox Talks were planned to ensure that staff know how to reduce, re-use and recycle waste on site. Page 182 of 208
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25 Future Opportunities - Projects Housing Regeneration And Renewal Programme Renfrewshire Council is embarking on an ambitious programme of investment in Housing Led Regeneration and Renewal in Renfrewshire. The investment of at least £100 million over a ten-year period will deliver modern, high quality, energy efficient, affordable Council housing that will not only significantly enhance the Council’s housing stock but will also contribute to the wider transformation of communities and will be central to the economic and social recovery of Renfrewshire. Contract requirements will include demolition of existing properties, building of new homes and associated design services, retrofit and refurbishment of existing properties, environmental works and construction consultancy services. Tendering opportunities will be advertised via Public Contracts Scotland and the Find a Tender service. All contractors will be encouraged to advertise sub-contracting opportunities locally. The Glasgow City Region City Deal The £1.13bn Glasgow City Region City Deal (GCRCD) is an agreement between the UK Government, the Scottish Government and eight local authorities across the Glasgow City Region. This City Deal will fund major infrastructure projects; create thousands of jobs and assist thousands of unemployed people back into work; improve public transport and connectivity; drive business innovation and growth and generate billions of pounds of private sector investment. Renfrewshire Council is the lead authority on two City Deal Projects. Construction on the Glasgow Airport Investment Area completed in 2022. Clyde Waterfront & Renfrew Riverside (CWRR) The CWRR project includes the construction of a new opening bridge across the River Clyde, which will accommodate vehicles, pedestrians and cyclists, and the construction of the Renfrew North Development Road to better link communities and businesses on both sides of the river. Construction began early 2022 and will complete in 2024. There may be sub- contracting opportunities available through the main contractor and information on these opportunities may be found on the Public Contracts Scotland website: https://www.publiccontractsscotland.gov.uk Page 183 of 208
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26 The procurement of a specialist bridge maintenance contractor is anticipated to commence early 2024. More information will be published on Public Contract Scotland in due course. AMIDS South The Council has been successful in obtaining £38.7m of Levelling Up Funding from the UK Government for the AMIDS South Project. The AMIDS South project will provide a gateway route from Paisley town centre along Abercorn Street, Harbour Road and Inchinnan Road to Glasgow Airport and the manufacturing district AMIDS, includes new cycle routes and landscaping as well as a bridge crossing at Paisley Harbour for pedestrians, cyclists and road traffic. Also included is an east-west road link from Renfrew Road joining onto the new route, increasing connectivity to the manufacturing district and improving accessibility to the proposed new Paisley Grammar community campus, West College Scotland, Gallowhill area factory and businesses in the Abercorn area. Traffic calming works on Love Street will improve the environment for local residents and pedestrians, the area benefiting from a reduction in traffic flow due to the new routes. The project also includes measures to improve walking and cycling along Greenock Road between Inchinnan Business Park and AMIDS. The procurement of a Main Contractor for the construction of the AMIDS South project is anticipated to commence early 2024. More information will be published on Public Contract Scotland in due course. Additional information on AMIDS can be found here: https://paisley.is/invest/amids/ The Council has secured grant funding from the Transport Scotland Active Travel Transformation Fund to deliver active travel route improvements throughout Renfrewshire. Some of this funding will be used to deliver the Gallowhill Link, an early element of the AMIDS South project. The Gallowhill link is a short extension to the southern end of the Paisley to Renfrew active travel route using a section of the disused railway line to connect the cycleway to the Gallowhill area of Paisley, passing under Renfrew Road at the existing road bridge at the north end of the Renfrew Road retail development. The procurement of a contractor to construct the Gallowhill Link is anticipated to commence in October / November 2023. More information will be published on Public Contract Scotland in due course. Cultural Infrastructure Projects In collaboration with a range of partners, the Council has been implementing a cultural led economic regeneration programme within Paisley town centre. The current phase of the programme was approved by Council in September 2017, with £100 million investment to progress the delivery of the long term strategic regeneration agenda for Paisley town centre. These investment proposals address Page 184 of 208
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27 major lifecycle maintenance needs in key assets, as well as directly supporting improvements and modernisation of cultural venues and town centre infrastructure. Projects include: Paisley Museum - a £42 million transformation into an international-class destination showcasing the town's unique heritage and collections, predicted to bring around 125,000 visitors a year into the town centre. The main build works are underway, due to complete Spring 2024. The procurement of supply, delivery and install of AV Hardware, supply and delivery of furniture and fittings, the kitchen / café fit out and shop fit out are due to commence Autumn/ Winter 2023. More information will be published on Public Contract Scotland in due course. Public Realm - Abbey Quarter: this project will change the layout of the public space in Abbey Close outside Paisley Town Hall, expand the space into the current grass area, make the riverside area more accessible and offer public realm space on Cotton Street. The procurement of a main contractor to carry out these works is anticipated to commence in early 2024. More information will be published on Public Contract Scotland in due course Now complete / nearing completion: Paisley Town Hall - a £22 million internal refurbishment to become one of the landmark entertainment venues in the West of Scotland. Paisley Learning and Cultural Hub - a fully accessible and digitally connected space housing the town's library collections and a modern educational resource for the area's pupils, students and adults in the heart of Paisley High Street. More information about the Council’s plans can be found here: http://www.renfrewshire.gov.uk/article/7742/100m-infrastructure-investment Operations & Infrastructure Renfrewshire Council have committed to invest in infrastructure projects to support growth throughout Renfrewshire. Future opportunities within this area will be advertised on Public Contracts Scotland and will include: Provision of Lift Maintenance Services: The future tender will include for the inspection, servicing, reactive and emergency repairs to passenger lifts throughout the Councils estate. Page 185 of 208
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28 Red Smiddy Phase 3a Barnsford Road: Improvements to existing Non-Motorised User (NMU) travel provision to provide a high quality, shared use, segregated two way cycle/ pedestrian track located from the end of the existing Glasgow Airport cycle route at St James Interchange to the A726 / Inchinnan Drive / Barnsford Road roundabout. The proposed works involve widening of the existing Northbound footway to form a shared footway & cycleway. Tactile paving will be installed at uncontrolled crossings. Some localised drainage works will also be required. Linside Link Paisley – Construction of an active travel route in Erskine following external design works to provide link from new housing development on Hawkhead Road to Seedhill Road including Hawkhead Train Station and Schools. Bus Shelter Advertising: This contract will include approximately 200 advertising shelters and the cleaning and maintenance of a further 200 non advertising shelters. Adults And Children’s Services A new Flexible Framework Agreement for Care at Home Services will be tendered in 2024 to replace the current framework agreement within the next 12 – 24 months. The Flexible Framework will be used by Renfrewshire Health and Social Care Partnership (RHSCP) to purchase services which will support people to live independently in their own homes for as long as possible with care and support packages tailored to individual needs. The current Supported Living contracts are due to end on 30 June 2024, Renfrewshire Health and Social Care Partnership are keen to partner with more Registered providers of Supported Living with services located in Renfrewshire. The current contract for Technology Enabled Care Alarm Receiving Service contract expires on 1/8/2024. A tender for renewal of this service should be issued by the end of this year to be awarded in May 2024. A tender for Community Based Mental Health Services will be released later this year. The current flexible framework for the provision of Early Learning and Childcare Services will be re-opened in October 2023 for award by March 2024. Page 186 of 208
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29 Annual Procurement Report Ownership and Contact Details Bridget Lambert; Strategic Procurement Manager Email: Bridget.lambert@renfrewshire.gov.uk Page 187 of 208
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30 Annex 1: Procurements Awarded in the Period 1 April 2022 – 31 March 2023 Contracts awarded during the period 2022 / 2023 which have now expired. Note that this list includes negotiated contracts and non-recurring contracts. TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Provision of a Housing Service 29/03/2022 01/04/2022 31/03/2023 £150,000.00 Turning Point Scotland Provision of a Floating Support Service 29/03/2022 01/04/2022 31/03/2023 £170,000.00 Turning Point Scotland Provision of a Floating Support Service 29/03/2022 01/04/2022 31/03/2023 £74,000.00 Blue Triangle Housing Association Limited Provision of a Housing Service 29/03/2022 01/04/2022 31/03/2023 £126,000.00 Blue Triangle Housing Association Limited Provision of a Floating Support Service 29/03/2022 01/04/2022 31/03/2023 £60,000.00 Ramh PMR Conservation Treatment: Sculpture Collection 01/04/2022 01/04/2022 01/11/2022 £23,707.00 Graciela Ainsworth Sculpture Conservation Provision of Info@Work 31/03/2022 01/04/2022 01/04/2023 £71,081.80 NEC Software Solutions UK Limited PMR Conservation Treatment: Paper Collection 01/04/2022 01/04/2022 01/11/2022 £14,528.00 The Scottish Conservation Studio The Provision of OHMS 09/03/2022 01/04/2022 01/04/2023 £119,285.46 NEC Software Solutions Free Sanitary Products for Community Distribution 21/02/2022 01/04/2022 31/03/2023 £0.00 Hey Girls CIC Social Care Adaptations 01/04/2022 04/04/2022 04/07/2022 £175,000.00 Hugh Ls Mcconnell Supply and Delivery of 3, 26Tonne, Refuse Collection Vehicles 12/04/2022 12/04/2022 12/12/2022 £573,302.00 FAUN Zoeller Call Off No.1 South East Area - Lot 1 : Carriageway Resurfacing 22/04/2022 18/04/2022 15/05/2022 £115,081.00 Finco Contracts Ltd Call Off No. 1 North West Area - Lot 1 : Carriageway Resurfacing 05/04/2022 18/04/2022 29/05/2022 £94,005.00 Finco Contracts Ltd Call Off No. 1 North East Area - Lot 1 : Carriageway Resurfacing 01/04/2022 18/04/2022 15/05/2022 £143,432.00 Finco Contracts Ltd Page 188 of 208
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31 TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Direct Award for the Supply & Delivery of Industrial Gases under the ESPO Framework Liquified Petroleum Gas & Other Liquified Fuels 92_21 12/04/2022 19/04/2022 19/04/2023 £80,000.00 Calor Gas Limited Call Off No. 1 South West Area - Lot 1 : Carriageway Resurfacing 20/04/2022 19/04/2022 15/05/2022 £145,048.00 Finco Contracts Ltd Supply and Delivery of 600 Laptops 28/04/2022 28/04/2022 28/10/2022 £280,200.00 HP Inc UK Limited Provision of Adaptations and Small Repair Service 10/05/2021 01/05/2022 31/03/2023 £349,756.00 Bridgewater Housing Association Award of Contract for Provision of Adults Residential Services at Cherrywood Care Home 28/04/2022 02/05/2022 02/05/2023 £1,234,841.00 The Mungo Foundation Scotland Excel Heavy Vehicle Purchase Framework Agreement 03-21 04/05/2022 04/05/2022 04/11/2022 £2,551,720.00 Dennis Eagle Limited Mini Competition for the Supply of 2 x Kubota F3090 Fitted with Kubota RCK60-F36EC 60 Side Discharge Deck (or equivalent) under Scotland Excel Grounds Maintenance Equipment 09-18 Lot 6 11/05/2022 11/05/2022 11/05/2022 £39,000.00 HAMILTON BROS (ENG) LTD Package Order No. 1 - Lot 9 : Minor Traffic Improvement Works 11/05/2022 12/05/2022 04/09/2022 £177,000.00 John McGeady Ltd PAISLEY ARTS CENTRE REFURBISHMENT: MAIN WORKS 21/04/2022 16/05/2022 16/04/2023 £2,698,040.70 Clark Contracts Ltd Void House Refurbishment - Internals 16/05/2022 16/05/2022 15/08/2022 £177,000.00 City Gate Construction (Scotland) Limited Call Off No. 2 South West Area - Lot 1 : Carriageway Resurfacing 23/05/2022 16/05/2022 19/06/2022 £125,803.00 Finco Contracts Ltd Call Off No. 2 South East Area - Lot 1 : Carriageway Resurfacing 29/04/2022 16/05/2022 12/06/2022 £77,242.00 Finco Contracts Ltd Call Off No. 2 North East Area - Lot 1 : Carriageway Resurfacing 29/04/2022 16/05/2022 12/06/2022 £145,843.00 Finco Contracts Ltd Page 189 of 208
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32 TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Mini Competition from Scotland Excel Supply & Delivery of Electrical Materials Framework for LED Lighting Project - Council Chambers 18/05/2022 18/05/2022 18/11/2022 £13,825.88 Bemco, The British Electrical & Manufacturing Company Ltd PMR Conservation Treatment: WC Textile Collection 18/05/2022 19/05/2022 19/04/2023 £14,960.00 Bevan O'Daly Textile Conservation Public Realm Works High Street and Weighhouse Close 13/05/2022 23/05/2022 23/11/2022 £375,821.33 Landscapes and Contracts Ltd Surface Treatment 11/05/2022 23/05/2022 26/08/2022 £745,121.00 Kiely bros ltd Call Off No. 2 North West Area - Lot 1 : Carriageway Resurfacing 23/05/2022 30/05/2022 10/07/2022 £91,660.00 Finco Contracts Ltd Call Off No. 1 North East Area - Lot 2 : Footway Resurfacing 20/05/2022 06/06/2022 10/07/2022 £89,355.00 Hillhouse Quarry Group Ltd T/A MacASPHALT The Supply of 200 Chromebooks 09/06/2022 09/06/2022 09/09/2022 £58,934.00 XMA Limited Void House Refurbishment - Internals 20/06/2022 13/06/2022 12/09/2022 £177,000.00 City Gate Construction (Scotland) Limited Call Off No. 3 North East Area Lot 1 : Carriageway Resurfacing 23/05/2022 13/06/2022 10/07/2022 £116,341.00 Finco Contracts Ltd Call Off No. 3 - South West Area - Lot 1 : Carriageway Resurfacing 08/06/2022 20/06/2022 10/07/2022 £89,143.00 Finco Contracts Ltd Call Off No. 1 South East Area - Lot 2 : Footway Resurfacing 17/05/2022 20/06/2022 07/08/2022 £92,152.00 Hillhouse Quarry Group Ltd T/A MacASPHALT Void House Refurbishment - Internals 04/08/2022 27/06/2022 26/09/2022 £177,000.00 Hugh L S McConnell’s Play Area Renewal - Phase 2B 21/06/2022 27/06/2022 27/11/2022 £552,149.71 Sutcliffe Play (Scotland) Ltd Play Area Renewal - Phase 2B 21/06/2022 27/06/2022 27/11/2022 £552,149.71 Scotplay and Sports Limited Construction works for Netherton Square, Advanced Manufacturing Innovation District Scotland (AMIDS) 30/05/2022 27/06/2022 27/03/2023 £3,127,529.30 RJ McLeod (Contractors) Ltd Supply and Delivery of 4 x 7.5Tonne Multilift XR5 Hook lifts 28/06/2022 28/06/2022 28/03/2023 £271,004.00 Lothian Vehicle Bodybuilders The Supply of 360 Smartphones 13/06/2020 29/06/2022 29/09/2022 £90,000.00 Computacenter Page 190 of 208
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33 TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME West Primary School - Electrical Upgrade 26/04/2022 29/06/2022 29/10/2022 £917,909.00 Atalian Servest AMK Ltd (Arthur McKay) Mentoring for Looked After Young People and Children 25/10/2022 01/07/2022 31/03/2023 £126,327.00 Aberlour Child Care Trust Call Off No. 5 - North West Area - Lot 1 : Carriageway Resurfacing 20/06/2022 04/07/2022 17/07/2022 £38,197.00 Finco Contracts Ltd Supply and Delivery of 415 Laptops 11/07/2022 11/07/2022 11/01/2023 £177,246.50 HP Inc UK Limited Call Off No. 4 South West Area - Lot 1 : Carriageway Resurfacing 05/07/2022 11/07/2022 11/09/2022 £159,243.00 Finco Contracts Ltd Call Off No. 4 North East Area - Lot 1 : Carriageway Resurfacing 05/07/2022 11/07/2022 31/07/2022 £111,763.00 Finco Contracts Ltd Call Off No. 6 North West Area - Lot 1 : Carriageway Resurfacing 30/06/2022 11/07/2022 31/07/2022 £101,938.00 Finco Contracts Ltd Call Off No. 4 - North West Area - Lot 1 : Carriageway Resurfacing 24/06/2022 11/07/2022 14/08/2022 £163,839.00 Finco Contracts Ltd Project Management and Supervision Services for AMIDS District Heating Network project 11/10/2021 11/07/2022 11/07/2023 £150,000.00 Turner & Townsend Project Management Provision of a Specialist Dementia Day Care Service 29/07/2022 18/07/2022 28/02/2023 £170,177.00 Alzheimer Scotland Tree Felling 14/07/2022 18/07/2022 18/09/2022 £93,650.00 Covanburn Contracts Limited Demolition of Tannahill Rd and Tannahill Terrace 28/06/2022 18/07/2022 10/02/2023 £294,813.00 Caskie Limited Call Off No. 5A South West Area Lot 1 : Carriageway Resurfacing 12/07/2022 25/07/2022 14/08/2022 £64,189.00 Finco Contracts Ltd Call Off No. 6 South West Area Lot 1 : Carriageway Resurfacing 25/07/2022 01/08/2022 28/08/2022 £111,110.00 Finco Contracts Ltd Call Off No. 5 North East Area - Lot 1 : Carriageway Resurfacing 26/07/2022 01/08/2022 21/08/2022 £158,402.00 Finco Contracts Ltd Call Off No. 3 North West Area Lot 1 : Carriageway Resurfacing 15/07/2022 01/08/2022 04/09/2022 £127,073.00 Finco Contracts Ltd Pre Patching in Advance of Surface Dressing 02/08/2022 08/08/2022 30/10/2022 £266,058.00 Finco Contracts Ltd Page 191 of 208
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34 TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Call Off No. 5B South West Area Lot 1 : Carriageway Resurfacing 08/08/2022 15/08/2022 04/09/2022 £103,420.00 Finco Contracts Ltd ASN Transport Mini-Competition Lot 1 - East Park School 12/08/2022 16/08/2022 23/06/2023 TBC Westway Coaches Framework For Transportation - Mini Competition ASN Taxis 28/07/2022 16/08/2022 16/08/2023 £842,536.00 Renfrewshire Cab Company Framework For Transportation - Mini Competition ASN Taxis 28/07/2022 16/08/2022 16/08/2023 £842,536.00 toa cabs ltd Framework For Transportation - Mini Competition ASN Buses 27/07/2022 16/08/2022 16/08/2023 TBC Marbill Coach Services Ltd Framework For Transportation - Mini Competition ASN Buses 27/07/2022 16/08/2022 16/08/2023 TBC MARLEIGH HIRE Framework For Transportation - Mini Competition ASN Buses 27/07/2022 16/08/2022 16/08/2023 TBC Westway coaches Framework For Transportation - Mini Competition ASN Buses 27/07/2022 16/08/2022 16/08/2023 TBC Boyds coach hire limited Supply and Delivery of 3x Static Roll Packer Provision 23/08/2022 23/08/2022 31/03/2023 £95,493.00 Bergmann Direct Ltd Supply and Delivery of 8x Portable Compactors 23/08/2022 23/08/2022 31/12/2022 £167,629.00 Bergmann Direct Ltd Call Off No. 7A South West Area Lot 1 : Carriageway Resurfacing 22/08/2022 29/08/2022 18/09/2022 £71,291.00 Finco Contracts Ltd Call Off No. 7A North West Area Lot 1 : Carriageway Resurfacing 26/08/2022 05/09/2022 25/09/2022 £92,301.00 Finco Contracts Ltd Supply and Delivery of 2 x 3.5Tonne Standard Day Cab Tippers 08/09/2022 08/09/2022 08/07/2023 £59,859.86 Kerr and Smith (Cumnock) Supply and Delivery of 5 x 3.5Tonne Crew Cab Tippers 08/09/2022 08/09/2022 08/07/2023 £150,732.90 Kerr and Smith (Cumnock) Call Off No. 8 South West Area Lot 1 : Carriageway Resurfacing 07/09/2022 12/09/2022 02/10/2022 £112,518.00 Finco Contracts Ltd EICR-Detectors-Remedials 14/10/2022 19/09/2022 19/01/2023 £170,000.00 Hugh Ls Mcconnell Limited Call Off No. 7B South West Area - Lot 1 : Carriageway Resurfacing 08/09/2022 19/09/2022 09/10/2022 £90,179.00 Finco Contracts Ltd Page 192 of 208
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35 TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Direct Award for the supply and delivery of Light Vehicles under CCS Light Vehicles Framework, reference RM6060 20/09/2022 20/09/2022 20/03/2023 £58,000.00 Parks of Hamilton Scotland Excel Heavy Vehicle Purchase Framework Agreement 03-21 20/09/2022 20/09/2022 20/03/2023 £1,728,218.00 MOTUS Commercials Puffin Crossing - Bridge of Weir Road, Linwood 05/08/2022 21/09/2022 20/10/2022 £52,146.00 Hillhouse Quarry Group Ltd T/A MacASPHALT Call Off No. 4A South East Area Lot 1 : Carriageway Resurfacing 16/09/2022 26/09/2022 16/10/2022 £135,379.00 Finco Contracts Ltd Call Off No. 7B North West Area - Lot 1 : Carriageway Resurfacing 08/09/2022 26/09/2022 16/10/2022 £146,950.00 Finco Contracts Ltd Provision of a Pupil Leadership Programme (Gleniffer & Renfrew High) 14/09/2022 01/10/2022 31/03/2023 £28,000.00 Cani Coaching Ltd Call Off No. 9 South West Area - Lot 1 : Carriageway Resurfacing 22/09/2022 03/10/2022 16/10/2022 £71,802.00 Finco Contracts Ltd Upgrading of Artificial Pitches Gryffe High School and Johnstone Community Sports Hub 21/09/2022 03/10/2022 03/12/2022 £546,801.00 Tony Patterson Sportsgrounds Direct Award for the Supply and Distribution of Fresh Meats, Cooked Meats & Fresh Fish SE 0118 Lots 1,2,3 12/09/2022 03/10/2022 03/04/2023 £127,891.70 Campbells Prime Meat Ltd Direct Award for the Supply and Distribution of Fresh Meats, Cooked Meats & Fresh Fish SE 0118 Lots 1,2,3 12/09/2022 03/10/2022 03/04/2023 £127,891.70 Brake Bros Ltd PMR Conservation Treatment: Frames 05/10/2022 05/10/2022 05/06/2023 £31,500.00 Sophie Kostin Frames Restoration Call Off No. 8 North West Area - Lot 1 : Carriageway Resurfacing 28/09/2022 10/10/2022 20/11/2022 £127,880.00 Finco Contracts Ltd Page 193 of 208
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36 TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Call Off No. 4B South East Area - Lot 1 : Carriageway Resurfacing 28/09/2022 17/10/2022 30/10/2022 £104,722.00 Finco Contracts Ltd PMR Conservation Treatment: Costumes 12/10/2022 19/10/2022 19/05/2023 £9,180.00 SOTERIA CONSERVATION LLP Mini Competition for SLC Gully Tanker/Operator Hire via Scotland Excel Framework (01-21) Lot 12 - Drainage Equipment 19/10/2022 01/11/2022 01/07/2023 £117,000.00 Acre Industrial Services Ltd Paisleys Christmas - Winterfest 21/11/2022 07/11/2022 07/01/2023 £80,000.00 Lochview Theme Park (Scotland) Ltd. Mini Competition Eastfield Floodlights Supply and Delivery of Electrical Materials 25/11/2022 25/11/2022 25/12/2022 £21,371.52 Rexel Relocation of External Gas Services 10/01/2023 12/12/2022 10/03/2023 £150,000.00 Scotland Gas Networks (Sgn) EICR-Detectors-Remedials 10/01/2023 19/12/2022 18/04/2023 £170,000.00 Hugh Ls Mcconnell Social Care Adaptations 16/12/2022 19/12/2022 14/04/2023 £170,000.00 Hugh Ls Mcconnell Erskine Swimming Pool Tile Replacement 09/12/2022 06/01/2023 06/04/2023 £88,551.00 Azure Pool Services Kirklandneuk Primary School Construction of a New Muga Pitch 05/12/2022 09/01/2023 09/03/2023 £199,440.00 Doe Sport (North) Ltd Linburn Loop Design 11/01/2023 12/01/2023 12/04/2023 £50,891.00 Sweco UK Limited Renfrewshire.gov.uk Alpha Phase 19/01/2023 18/01/2023 18/07/2023 £233,975.00 Manifesto Digital Limited New Lighting Scheme - St Andrews Drive, Bridge of Weir 25/01/2023 25/01/2023 15/03/2023 £63,479.00 Lightways (Contractors) Limited New Lighting Scheme Green Road, Paisley 25/01/2023 25/01/2023 22/03/2023 £148,123.00 Lightways (Contractors) Limited Supply and Delivery of iPads and Cases 13/02/2023 13/02/2023 13/08/2023 £67,681.44 XMA Limited Supply and Delivery of Chromebooks 13/02/2023 13/02/2023 13/08/2023 £63,972.30 XMA Limited Supply, Delivery and Warehousing of HP Desktops 13/02/2023 13/02/2023 13/08/2023 £166,784.30 HP Inc UK Ltd Page 194 of 208
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37 TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Supply, Delivery and Storage of HP Laptops for Pupils 13/02/2023 13/02/2023 13/08/2023 £131,931.00 HP Inc UK Ltd Supply, Delivery and Storage of HP Laptops for Teachers 13/02/2023 13/02/2023 13/08/2023 TBC HP Inc UK Ltd Upgrading of Artificial Pitch at Parkmains High School 05/12/2022 13/02/2023 13/04/2023 £311,176.00 Allsports Construction & Maintenance LTD Paisley Town Hall Refurbishment - Furniture 27/02/2023 27/02/2023 27/07/2023 £218,132.00 Claremont Office Furniture Limited Drainage Improvement Works - Contract 2 and Contract 3 20/02/2023 27/02/2023 22/05/2023 £207,718.00 Wi & A Gilbert Ltd Oakshaw Trinity Church Tower Urgent Repairs 24/01/2023 27/02/2023 27/04/2023 £79,376.00 Pendrich Height Services Ltd External Upgrades Clerk of Works 01/03/2023 01/03/2023 21/07/2023 £0.00 Ross Quality Control Limited Refurbishment of 5 Signalised Sites 23/02/2023 06/03/2023 06/04/2023 £211,192.28 Hillhouse Quarry Group Ltd T/A MacASPHALT Contract 1-Carriageway Reconstruction 14/11/2022 06/03/2023 30/04/2023 £157,277.00 Finco Contracts Ltd Installation Of Land Drainage to 1 Loanhead Cottages, Houston 10/02/2023 20/03/2023 20/05/2023 £61,335.00 DAMM Environmental Call Off No. 10 South West Area - Lot 1 Carriageway Resurfacing 10/03/2023 03/04/2023 23/04/2023 £167,115.00 Finco Contracts Ltd Call off No.1 West Area - Lot 1: Lot One Carriageway Resurfacing 18/04/2023 24/04/2023 21/05/2023 £175,424.00 Finco Contracts Ltd Hawkhead Cemetery Civils Upgrade 17/04/2023 01/05/2023 01/07/2023 £230,279.00 John McGeady Ltd Call Off No. 1 North East Area - Lot 1 : Carriageway Resurfacing 20/04/2023 01/05/2023 21/05/2023 £144,099.00 Finco Contracts Ltd Call off No.2 West Area - Lot 1: Lot One Carriageway Resurfacing 09/05/2023 22/05/2023 11/06/2023 £122,828.00 Finco Contracts Ltd Call Off No. 2 North East Area - Lot 1 : Carriageway Resurfacing 10/05/2023 22/05/2023 02/06/2023 £158,840.00 Finco Contracts Ltd Call off No.1 West Area - Lot 2: Footway Resurfacing 17/05/2023 05/06/2023 06/08/2023 £149,590.00 Finco Contracts Ltd Page 195 of 208
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38 TITLE AWARD DATE START DATE END DATE VALUE SUPPLIER NAME Call off No.1 East Area - Lot 2 : Footway Resurfacing 17/05/2023 05/06/2023 06/07/2023 £99,994.00 Finco Contracts Ltd Call off No.3 West Area - Lot 1: Lot One Carriageway Resurfacing 09/05/2023 12/06/2023 09/07/2023 £174,817.00 Finco Contracts Ltd Call Off No. 3 North East Area - Lot 1 : Carriageway Resurfacing 13/06/2023 03/07/2023 16/07/2023 £109,224.00 Finco Contracts Ltd Call Off No. 5 North East Area - Lot 1 : Carriageway Resurfacing 04/07/2023 10/07/2023 30/07/2023 £54,527.00 John McGeady Ltd Supply and Delivery 250 HP Laptops 25/07/2023 01/08/2023 01/08/2023 £126,680.00 HP Inc UK Ltd. PTHR - Stage Lighting and Loose AV Equipment 28/03/2023 28/03/2023 28/08/2023 £309,369.76 Stage Electrics Partnership Ltd. Page 196 of 208
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39 Contracts awarded during the period 2022 / 2023 which are still current. Note that this list includes negotiated contracts and non-recurring contracts TITLE AWARD DATE START DATE END DATE MAX EXTENSION MONTHS VALUE SUPPLIER NAME Provision of a Social Care Case Management System 05/04/2023 01/04/2023 01/04/2026 12 £643,062.00 OLM Systems Ltd Provision of OHMS 20/03/2023 01/04/2023 01/04/2024 0 £133,182.53 NEC Software Solutions UK Limited Treasury Management Consultancy 29/03/2023 01/04/2023 31/03/2025 0 £33,500.00 Link Treasury Services Advice Services 27/02/2023 01/07/2023 01/07/2025 12 £1,112,100.00 Renfrewshire Citizens Advice Bureau Supply and Delivery of 2 x 3.5Tonne Standard Day Cab Tippers 08/09/2022 08/09/2022 08/07/2023 0 £59,859.86 Kerr and Smith (Cumnock) Supply and Delivery of 5 x 3.5Tonne Crew Cab Tippers 08/09/2022 08/09/2022 08/07/2023 0 £150,732.90 Kerr and Smith (Cumnock) Vacant Property Protection, Clearance, Cleaning and Maintenance 08/03/2023 08/03/2023 07/03/2024 0 £170,000.00 Orbis Protect Ltd Provision of a Housing Support Service 22/03/2023 01/04/2023 31/03/2025 12 £354,060.00 Turning Point Scotland Provision of a Floating Support Service 22/03/2023 01/04/2023 31/03/2025 12 £354,000.00 Turning Point Scotland Abstinence Based Residential Rehab 25/11/2022 01/12/2022 30/11/2023 0 £168,500.00 Abbeycare(UK) Limited Multiply Money Management Support 06/01/2023 07/01/2023 31/03/2024 0 £75,000.00 Renfrewshire Citizens Advice Bureau Paisley Town Hall Refurbishment - Furniture 27/02/2023 27/02/2023 27/07/2023 1 £218,132.00 Claremont Office Furniture Limited Drainage Improvement Works - Contract 2 and Contract 3 20/02/2023 27/02/2023 22/05/2023 0 £207,718.00 Wi & A Gilbert Ltd Supply and Delivery of iPads and Cases 13/02/2023 13/02/2023 13/08/2023 0 £67,681.44 XMA Limited Page 197 of 208
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40 TITLE AWARD DATE START DATE END DATE MAX EXTENSION MONTHS VALUE SUPPLIER NAME Supply and Delivery of Chromebooks 13/02/2023 13/02/2023 13/08/2023 0 £63,972.30 XMA Limited Supply, Delivery and Warehousing of HP Desktops 13/02/2023 13/02/2023 13/08/2023 0 £166,784.30 HP Inc UK Ltd Supply, Delivery and Storage of HP Laptops for Pupils 13/02/2023 13/02/2023 13/08/2023 0 £131,931.00 HP Inc UK Ltd Supply, Delivery and Storage of HP Laptops for Teachers 13/02/2023 13/02/2023 13/08/2023 0 £0.00 HP Inc UK Ltd Installation Of Land Drainage to 1 Loanhead Cottages, Houston 10/02/2023 20/03/2023 20/05/2023 0 £61,335.00 DAMM Environmental Renfrewshire.gov.uk Alpha Phase 19/01/2023 18/01/2023 18/07/2023 0 £233,975.00 Manifesto Digital Limited Pump Station Maintenance Services 24/01/2023 10/02/2023 10/02/2025 12 £177,000.00 WGM Engineering Ltd Dargavel Primary School Temporary Modular Buildings 16/12/2022 09/01/2023 09/09/2023 0 £1,722,641.03 Portakabin Ltd Vehicle and Plant Hire with Operatives 13/12/2022 10/01/2023 10/01/2025 24 £2,000,000.00 John McGeady Ltd Community Based Alcohol Prevention and Treatment Service 25/11/2022 01/12/2022 30/11/2023 12 £125,919.00 Rca Trust Customer Portal and Customer Relationship Management (CRM) Solution 30/11/2022 03/10/2022 02/10/2023 0 £114,000.00 Granicus-Firmstep Ltd PMR Conservation Treatment: Costumes 12/10/2022 19/10/2022 19/05/2023 0 £9,180.00 SOTERIA CONSERVATION LLP PMR Conservation Treatment: Frames 05/10/2022 05/10/2022 05/06/2023 0 £31,500.00 Sophie Kostin Frames Restoration Cash Collection Service for Renfrewshire Council 20/10/2022 25/10/2022 25/10/2024 24 £108,000.00 G4S Cash Solutions (UK) Ltd Cashless Parking 29/09/2022 01/11/2022 01/11/2024 24 £177,000.00 PARK NOW Limited Page 198 of 208
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41 TITLE AWARD DATE START DATE END DATE MAX EXTENSION MONTHS VALUE SUPPLIER NAME SXL Lot 3 - Analytical Services 05/10/2022 06/10/2022 05/10/2023 0 £60,000.00 Socotec UK Ltd SXL Lot 1 Asbestos Surveys 05/10/2022 06/10/2022 05/10/2023 0 £177,000.00 Socotec UK Ltd Oracle Hardware & Software Support 26/09/2022 27/09/2022 27/09/2025 0 £60,000.00 Esteem Systems Limited Paisley Museum Re-imagined: Video & Animation 02/09/2022 22/09/2022 22/09/2023 0 £134,582.13 FREAKWORKS LTD PAS2035 Retrofit Design, Specification and Co-Ordination 06/05/2022 26/05/2022 26/05/2026 12 £3,308,990.00 ECD Architects Accident & Operational Damage Repairs 12/07/2022 01/08/2022 01/08/2024 12 £177,000.00 Linwood Coachworks ltd Intensive Housing Support Service - Alcohol and Drug Focussed 29/03/2022 01/04/2022 31/10/2023 0 £150,000.00 Turning Point Scotland ASN Transport Mini-Competition Lot 1 - East Park School 12/08/2022 16/08/2022 23/06/2023 0 £0.00 Westway Coaches Reopening of Flexible Framework for Early Learning and Childcare Places (New Entrants January 2022) 12/04/2022 06/01/2022 06/01/2025 24 £0.00 Maxwelton park nursery and osc Reopening of Flexible Framework for Early Learning and Childcare Places (New Entrants January 2022) 12/04/2022 06/01/2022 06/01/2025 24 £0.00 Kibbleworks Reopening of Flexible Framework for Early Learning and Childcare Places (New Entrants January 2022) 12/04/2022 06/01/2022 06/01/2025 24 £0.00 Bright Horizons Family Solutions Limited Reopening of Flexible Framework for Early Learning and Childcare Places (New Entrants January 2022) 12/04/2022 06/01/2022 06/01/2025 24 £0.00 Linwood Community Childcare Page 199 of 208
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42 TITLE AWARD DATE START DATE END DATE MAX EXTENSION MONTHS VALUE SUPPLIER NAME Maintenance and Refurbishment - Voids and Tenanted Properties 08/07/2022 18/07/2022 18/07/2024 24 £20,000,000.00 City Gate Construction Limited Festive Lighting 17/08/2022 26/09/2022 26/09/2025 12 £642,689.60 Field and Lawn Managed Security Operations Service 23/07/2022 19/07/2022 19/07/2024 12 £150,000.00 Quorum Cyber Security Limited Framework For Transportation - Mini Competition ASN Taxis 28/07/2022 16/08/2022 16/08/2023 12 £842,536.00 Renfrewshire Cab Company Framework For Transportation - Mini Competition ASN Taxis 28/07/2022 16/08/2022 16/08/2023 12 £842,536.00 toa cabs ltd Provision of Iworld Revs and Bens, NDR and BIDS Licence, Support and Maintenance Services 31/03/2022 01/04/2022 01/04/2025 0 £176,201.94 NEC Software Solutions UK Limited Paisley Grammar School Community Campus (PGSCC) - Principal Contractor (PC) 12/07/2022 11/07/2022 11/05/2027 0 £2,898,140.00 Galliford Try Construction Limited t/a Morrison Construction PAS2035 Retrofit Works (Housing Investment and Regeneration Programmes) 18/07/2022 18/08/2022 18/08/2024 12 £60,000,000.00 MP Group UK Limited Framework For Transportation - Mini Competition ASN Buses 27/07/2022 16/08/2022 16/08/2023 24 £0.00 Marbill Coach Services Ltd Framework For Transportation - Mini Competition ASN Buses 27/07/2022 16/08/2022 16/08/2023 24 £0.00 MARLEIGH HIRE Framework For Transportation - Mini Competition ASN Buses 27/07/2022 16/08/2022 16/08/2023 24 £0.00 Westway coaches Framework For Transportation - Mini Competition ASN Buses 27/07/2022 16/08/2022 16/08/2023 24 £0.00 Boyds coach hire limited Paisley Museum Re-imagined: Co-Production 22/06/2022 22/06/2022 22/06/2023 12 £55,000.00 media co-op Paisley Museum Re-imagined: Digital Interactives (Re-issue) 27/06/2022 27/06/2022 27/06/2023 12 £148,730.00 Four Communications Page 200 of 208
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43 TITLE AWARD DATE START DATE END DATE MAX EXTENSION MONTHS VALUE SUPPLIER NAME Framework Contract for Works to Roads Related Structures 05/07/2022 11/07/2022 11/07/2024 24 £0.00 WI & A Gilbert Ltd Framework Contract for Works to Roads Related Structures 05/07/2022 11/07/2022 11/07/2024 24 £0.00 Geo-Structural ltd Framework Contract for Works to Roads Related Structures 05/07/2022 11/07/2022 11/07/2024 24 £0.00 Mackenzie Construction Ltd Housing Support Services for Single Homeless People & Childless Couples who may have Complex Needs 28/06/2022 03/10/2022 03/10/2024 24 £799,984.00 Blue Triangle (Glasgow) Housing Association Limited External Support for Microsoft Agreements 26/05/2022 08/07/2022 08/07/2023 24 £150,000.00 Phoenix Software Provision of Functional Family Therapy 05/04/2022 01/03/2022 01/03/2025 24 £992,176.00 Action for Children Services Ltd Paisley Grammar Community Campus Passivhaus Certifier 27/05/2022 27/05/2022 27/05/2025 0 £72,600.00 ZE Passivhaus Services Ltd Paisley Museum Re-Imagined Project Exhibition Fit-out Contract 10/05/2022 10/05/2022 10/01/2024 0 £6,865,951.52 The Hub Provision of an Operational Management System 20/05/2022 20/05/2022 20/05/2025 24 £366,139.00 Webaspx PGSCC - Multi-Disciplinary Design Team 20/05/2022 20/05/2022 20/05/2027 0 £2,898,139.69 Rybka (Main Contacts) PGSCC - Multi-Disciplinary Design Team 20/05/2022 20/05/2022 20/05/2027 0 £2,898,139.69 Woolgar Hunter PGSCC - Multi-Disciplinary Design Team 20/05/2022 20/05/2022 20/05/2027 0 £2,898,139.69 Ryder Architecture PGSCC - Multi-Disciplinary Design Team 20/05/2022 20/05/2022 20/05/2027 0 £2,898,139.69 EnviroCentre Limited PGSCC - Multi-Disciplinary Design Team 20/05/2022 20/05/2022 20/05/2027 0 £2,898,139.69 Napier University Ventures Ltd PGSCC - Multi-Disciplinary Design Team 20/05/2022 20/05/2022 20/05/2027 0 £2,898,139.69 Space Zero Page 201 of 208
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44 TITLE AWARD DATE START DATE END DATE MAX EXTENSION MONTHS VALUE SUPPLIER NAME PGSCC - Multi-Disciplinary Design Team 20/05/2022 20/05/2022 20/05/2027 0 £2,898,139.69 Atelier Ten (Scotland) Ltd Paisley Grammar School Community Campus Principal Designer 25/05/2022 27/05/2022 17/12/2025 0 £64,110.00 Hypostyle Paisley Grammar School Community Campus - Quantity Surveyor 20/05/2022 20/05/2022 20/11/2026 0 £201,090.00 Faithful & Gould Occupational health and wellbeing 10/05/2022 02/05/2022 02/05/2025 24 £1,940,000.00 People Asset Management Ltd Provision of Specialised Services in Supported Accommodation and Related Specialist Support Services 28/04/2022 02/05/2022 02/05/2025 24 £1,240,695.00 Renfrewshire Women's Aid (SCIO) Telephony as a Service 31/03/2022 01/04/2022 01/04/2042 0 £16,936,870.00 Commsworld Ltd The provision of a Community Crisis Based Service for Individuals affected by Alcohol and/or Drugs 12/04/2022 19/04/2022 19/10/2023 0 £136,153.00 RAMH (recovery across mental health) Award of Community Health Champions Programme 23/03/2022 01/04/2022 01/04/2024 12 £120,000.00 Active Communities Scotland Ltd Award of Provision of a Housing and Health Hub 11/04/2022 01/04/2022 01/04/2024 12 £118,752.00 Linstone Housing Association Provision of Low Level, Preventative, Health and Wellbeing Services for Older People in Renfrewshire 17/03/2022 01/04/2022 01/04/2025 0 £736,952.00 Roar - Connections for Life Ltd Council Wide Door Entry, CCTV & Digital Aerial Maintenance and Reactive Repairs 07/03/2022 01/04/2022 01/04/2025 24 £425,000.00 ROBERTSON ACOM LIMITED Framework Contract for Roads Related Maintenance Works 28/02/2022 03/03/2022 03/03/2024 24 £0.00 Hillhouse Quarry Group Ltd T/A MacASPHALT Page 202 of 208
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45 TITLE AWARD DATE START DATE END DATE MAX EXTENSION MONTHS VALUE SUPPLIER NAME Framework Contract for Roads Related Maintenance Works 28/02/2022 03/03/2022 03/03/2024 24 £0.00 John McGeady Ltd Framework Contract for Roads Related Maintenance Works 28/02/2022 03/03/2022 03/03/2024 24 £0.00 J H Civil Engineering Ltd Framework Contract for Roads Related Maintenance Works 28/02/2022 03/03/2022 03/03/2024 24 £0.00 Luddon Construction Ltd Framework Contract for Roads Related Maintenance Works 28/02/2022 03/03/2022 03/03/2024 24 £0.00 Kiely bros ltd Framework Contract for Roads Related Maintenance Works 28/02/2022 03/03/2022 03/03/2024 24 £0.00 John McQuillan (Contracts) Ltd Framework Contract for Roads Related Maintenance Works 28/02/2022 03/03/2022 03/03/2024 24 £0.00 Markon Limited Framework Contract for Roads Related Maintenance Works 28/02/2022 03/03/2022 03/03/2024 24 £0.00 Finco Contracts Ltd Multi Storey Lift Refurbishment 23/02/2022 01/03/2022 01/03/2024 0 £632,764.00 Jackson Lift Services Limited Page 203 of 208
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46 Annex 2: Potential Future Contract Renewals The table provided below reflects possible renewals of existing contracts, and some potential new commissions (refer to Section 6.0 Future Opportunities for information regarding potential new contracting opportunities). This information does not guarantee commission / procurement of any requirement. Contract Title Possible Renewal Date PL&CH Fit Out - Move Management 01/09/2023 Paisley Learning and Culture Hub Generic AV equipment 01/09/2023 The Supply of Forcepoint Licences 10/09/2023 Community Benefit Management System (Cenefits) 01/10/2023 Provision of an Externally Hosted Website and Intranet 01/10/2023 Roof Safety Systems - Planned and Reactive Maintenance council wide 01/10/2023 Inspection and Servicing of Internal Movable Partitions 01/10/2023 You Decide New Lighting Schemes - Contract 2 01/10/2023 Footpath Improvements - Langbank and Knockhill Parks 01/10/2023 Paisley Museum Content Management Systema and E-intros 01/10/2023 AMIDS South GI and Harbour Road retaining wall survey 01/10/2023 Refurbishment of Ferguslie Sport Centre 01/10/2023 Paisley Museum Signage Design 01/10/2023 Paisley Arts Centre - Stage Lighting and Audio Visual Equipment 01/10/2023 Paisley Arts Centre - Loose Furniture 01/10/2023 Paisley Arts Centre - Catering Sundries 01/10/2023 Drainage Maintenance Works for Council Properties 05/10/2023 The Provision of a GIS System 16/10/2023 Inspection and Repair to Workshop Garage Equipment 01/11/2023 You Decide New Lighting Schemes - Contract 1 01/11/2023 New Lighting Scheme BOW Road 01/11/2023 Memorial Stones 01/11/2023 Paisley Museum Reimagined Shop Fit out 01/11/2023 Supply of Small plant and tools 09/11/2023 Recycling of Corporate WEEE 01/12/2023 Apex Asset Management System 01/12/2023 The Supply of Integrated Payroll, Personnel and HR Software 01/12/2023 Street Lighting Column Replacement Works 01/12/2023 Page 204 of 208
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47 Contract Title Possible Renewal Date St James Playing Fields - Modular Changing Pavilions 01/12/2023 Paisley Museum AV Hardware Supply, install and integration 01/12/2023 Traffic Management Improvements - SPT Projects 11/12/2023 Red Smiddy Roundabout to Southolm Roundabout- Active Travel Route 11/12/2023 Linside Link Paisley - Active Travel Route 11/12/2023 Streetscape Maintenance 14/12/2023 Windows and Doors 20/12/2023 Hybrid Webcasting of Council meetings 29/12/2023 Bus Shelter Advertising 01/01/2024 Paisley Museum Kitchen/ Café Fit out 01/01/2024 Employee Benefits 06/01/2024 MTC Roller Shutter Maintenance and Repair 08/01/2024 Lone Working Solution for Emergencies 24/01/2024 Autodesk Licence Renewal 25/01/2024 Removal, Relocation and Warehouse Storage Services Framework 26/01/2024 Household WEEE 01/02/2024 Halloween 2024 01/02/2024 Paisley Xmas 2024 01/02/2024 Events Evaluation (Survey) 01/02/2024 AMIDS South Gallowhill Link 01/02/2024 Provision of a Care at Home and Housing Support Service 19/02/2024 Sheltered Housing Heating Maintenance MTC 01/03/2024 Paisley Museum Furniture, Fixtures and Equipment 01/03/2024 Public Realm - Abbey Quarter Phase 1 (construction) 01/03/2024 The Support and Maintenance of Capacitygrid 04/03/2024 Supportworks Maintenance for Service Desk System 04/03/2024 Community Based Mental Health Service 09/03/2024 Committee management system 09/03/2024 Insurance Broker and Advisor to Renfrewshire Council and Associated Bodies Arm’s Length 31/03/2024 Document solution centre - support and maintenance of finishing equipment 31/03/2024 Payment Processing - card production 31/03/2024 Adaptation and Small Repair Service 01/04/2024 Community Meals - Sandwiches 01/04/2024 Design and Supply of Kitchens and Associated Spares 01/04/2024 Flexible Floor Finishes 01/04/2024 Weekly cutting/maintenance of fine sports turf - Bowling Greens 01/04/2024 Page 205 of 208
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48 Contract Title Possible Renewal Date Lagoon / ON-X catering services 01/04/2024 Paisley Arts Centre catering services 01/04/2024 Event Catering 01/04/2024 License, Support and Maintenance of NEC Document Management 01/04/2024 Inspect, Maintain and Repair of Fixed and Portable Gym Equipment 05/04/2024 Vacant Property Protection, Clearance, Cleaning and Maintenance 08/04/2024 Email Marketing Platform 08/04/2024 Housing Management System (renewal date to be confirmed – provisional estimate provided for information) 20/04/2024 Online payments and cashless catering 24/04/2024 Media buying for Council and destination 30/04/2024 Annual Inspection of Play Areas Using The PSSLive+ App 01/05/2024 Paisley Museum Reimagined Back-Of-House Fit-Out 01/05/2024 Paisley Museum Reimagined Printed Materials 01/05/2024 Gas Audits 07/05/2024 Debt Partner Services 10/05/2024 Paisley First BID - Debt Recovery and Sheriff Officer Services 10/05/2024 External support for Microsoft agreements 13/05/2024 Road kerb and footway herbicide application 15/05/2024 Asbestos Removal 20/05/2024 Re-Opening Early Learning and Childcare Flexible Framework Agreement 24/05/2024 Asbestos Analytical Services 27/05/2024 Asbestos Surveys 27/05/2024 Call centre workforce management system 31/05/2024 Paisley Museum Reimagined Signage/Wayfinding Production / Installation 01/06/2024 Paisley Museum Reimagined Learning/Educational Equipment and Materials (Kit) 01/06/2024 Cash Receipting (Pay 360) 09/06/2024 Text messaging platform 14/06/2024 Appointment of Active Multi Asset Investment Manager 30/06/2024 Planet Press 30/06/2024 Supported Living Services 01/07/2024 Statutory Maintenance of Fixed Firefighting Equipment and Smoke Control Systems within Public Buildings 29/07/2024 AMIDS South construction works Summer 2024 CWRR Bridge Maintenance Contract 01/08/2024 Page 206 of 208
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49 Contract Title Possible Renewal Date Technology Enabled Care Alarm Receiving Service 02/08/2024 Corporate Procurement Card 18/08/2024 Driver Certificate of Professional Competence (DCPC) 01/09/2024 Building Management System, Bureau Service and Planned Preventative Maintenance (PPM) 05/09/2024 Service provision of MOT, Tachograph repairs and calibration, MOT pre wash and inspections. 08/09/2024 Advance Automation Technology 22/09/2024 Banking Services 30/09/2024 Inspection, Testing & Reactive Repairs to Lightning Protection Systems 01/10/2024 Managed Security Operations Service 21/10/2024 Cash Collection Services 26/10/2024 RVJB Disaster Recovery Solution 30/11/2024 Corporate Skip Hire 07/12/2024 Provision of Lift Maintenance Services 20/01/2025 Pump Station Maintenance Services 11/02/2025 MOT Below 3.5 Tonne 21/02/2025 Oracle Hardware & Software Support 20/03/2025 Treasury Management Consultancy 31/03/2025 Document Solution Centre Print Devices 31/03/2025 Weekly cutting/maintenance of fine sports turf - Bowling Greens 01/04/2025 Processing & Recycling of Automotive Batteries 01/04/2025 Processing & Recycling of Automotive Batteries (Concession) 01/04/2025 Processing & Recycling of Engine Oil and Hydraulic Fluid 01/04/2025 Treatment, recycling & disposal of Mixed Waste from the Councils 5 x Household Waste Recycling Centres (HWRC’s) and other Waste Services of the Council 01/04/2025 Recycling & Reprocessing of Mechanical Street Sweepings 01/04/2025 Recycling & reprocessing of Wood from the Councils HWRC’s 01/04/2025 Treasury Management Consultancy 01/04/2025 Processing & Recycling of Mixed Paper & Card 01/05/2025 Elected Member Case Management System 03/04/2025 CATO Professional Bundle and Earthworks for CATO software products 19/04/2025 Road kerb and footway herbicide application 15/05/2025 Pay point 19/05/2025 Processing & Recycling of Brick & Rubble 01/06/2025 Page 207 of 208
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50 Contract Title Possible Renewal Date Processing & Recycling of Cardboard from the Councils HWRC’s 01/06/2025 Recycling Collection Services - Textiles/Shoes 01/06/2025 Agent for Paisley. Is 12/06/2025 Lease Folder Inserter 30/06/2025 Document management system for RVJB 30/06/2025 Independent Advocacy Services - Adults Services 01/07/2025 External Support for Microsoft Agreements 07/07/2025 Accident damage and operational damage repairs 01/08/2025 Support and Hosting of Corporate Asset Management System 03/09/2025 Piano Tuning 07/09/2025 Insurance Framework for Renfrewshire Council and RVJB 19/10/2025 Framework Agreement for Corporate Uniforms 01/12/2025 ASN Transport Framework (Buses & Taxis) 20/12/2025 Election Management System (EMS) 31/12/2025 External Sports - ON-X TBC External Sports- Lagoon TBC Page 208 of 208