Item 3 - Minutes of Previous Meeting
West Dunbartonshire Council · 11 October 2023
Back to Tendering Committee — 11 October 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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TENDERING COMMITTEE At a Meeting of the Tendering Committee held in ‘The Bridge’ Meeting Room, Council Offices, 16 Church Street, Dumbarton on Wednesday, 20 September 2023 at 9.15 a.m. Present: Councillor Karen Murray Conaghan, June McKay, Lawrence O’Neill, Chris Pollock and Hazel Sorrell. Attending: Alan Douglas, Chief Officer – Regulatory and Regeneration; Annabel Travers, Procurement Manager; Laura Adams and Angus Cameron, Business Partners – Strategic Procurement; John Kerr, Housing Development and Homelessness Manager; Jacqueline Carson, Integrated Operations Manager; and Scott Kelly, Committee Officer. Apologies: Apologies for absence were intimated on behalf of Councillors John Millar and Clare Steel. Councillor June McKay in the Chair DECLARATIONS OF INTEREST It was noted that there were no declarations of interest in any of the items of business on the agenda. MINUTES OF PREVIOUS MEETING The Minutes of Meeting of the Tendering Committee held on 17 May 2023 were submitted and approved as a correct record. OPEN FORUM The Committee noted that no open forum questions had been submitted by members of the public. ITEM 3
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DESIGN DEVELOPMENT AND PROJECT MANAGEMENT SERVICES AT THE ARTIZAN SITE A report was submitted by the Chief Officer – Regulatory and Regeneration advising of the award of the contract for Design Development and Project Management Services at the Artizan Site which was approved on 23 June 2023 by the Chief Executive in consultation with the Leader of the Council, the Leader of the Opposition and the Convener of the Tendering Committee. Having heard Ms Adams, Business Partner – Strategic Procurement, in further explanation of the report and in answer to a Member’s question, the Committee agreed:- (1) to note the appointment of Design Development and Project Management Services at the Artizan Site to Turner & Townsend Project Management Services Limited; and (2) to note: (i) that the award of the contract shall be for a period of four years but shall end on completion of the defects period of subsequent construction projects, which may be before or after the four year term; and (ii) that the value of the contract was £824,659 exclusive of VAT. CONTRACT AUTHORISATION REPORT – DESIGN AND BUILD OF NEW SUPPORTED HOUSING AT MOUNT PLEASANT A report was submitted by the Chief Officer – Regulatory and Regeneration seeking approval to conclude the award of the contract for the Design and Build of New Supported Housing at Mount Pleasant, Ashtree Court, Old Kilpatrick. After discussion and having heard Ms Adams, Business Partner – Strategic Procurement, in further explanation of the report, the Committee agreed:- (1) to authorise the Chief Officer – Regulatory and Regeneration to conclude, on behalf of the Council, the award of the contract for the Design and Build of New Supported Housing at Mount Pleasant to CCG (Scotland) Limited; and (2) to note: (i) that the contract shall be for a period of 60 weeks with a further 52 week defect period, at a value of £4,606,022 exclusive of VAT; and (ii) that the estimated commencement date was March 2024. CONTRACT AUTHORISATION REPORT – PROVISION OF CALLCONFIRM LIVE SUPPORT A report was submitted by the Chief Officer – Regulatory and Regeneration seeking approval to conclude the award of the contract for the Provision of CallConfirm Live Support.
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After discussion and having heard Mr Cameron, Business Partner – Strategic Procurement, and relevant officers in further explanation of the report and in answer to Members’ questions, the Committee agreed:- (1) to authorise the Chief Officer – Regulatory and Regeneration to conclude, on behalf of the West Dunbartonshire Health and Social Care Partnership, the award of the contract for the Provision of CallConfirm Live Support to Access UK Limited; and (2) to note: (i) that the contract shall be for a period of two years with the option of a one year extension and at a value of £339,552.48 inclusive of VAT over two years and £509,328.72 inclusive of VAT should the contract be extended; and (ii) that the estimated commencement date was 2 October 2023. CONTRACT AUTHORISATION REPORT – PROVISION OF SMALL PLANT AND HAND OPERATED TOOLS HIRE A report was submitted by the Chief Officer – Regulatory and Regeneration seeking approval to conclude the award of the contract for the Provision of Small Plant and Hand Operated Tools Hire. After discussion and having heard Ms Adams, Business Partner – Strategic Procurement, in further explanation of the report and in answer to a Member’s question, the Committee agreed:- (1) to authorise the Chief Officer – Regulatory and Regeneration to conclude, on behalf the Council, the award of the contract for the Provision of Small Plant and Hand Operated Tools Hire to Alex Mather Limited; and (2) to note: (i) that the contract shall be for a period of two years with the option of two 12-month extensions and at a budget of £170,000 inclusive of VAT over two years and £340,000 inclusive of VAT should the contract be extended for two years; and (ii) that the estimated commencement date was October 2023. CONTRACT AUTHORISATION REPORT – PROVISION OF WELFARE HIRE A report was submitted by the Chief Officer – Regulatory and Regeneration seeking approval to conclude the award of the contract for the Provision of Welfare Hire. After discussion and having heard Ms Adams, Business Partner – Strategic Procurement, and the Procurement Manager in further explanation of the report and in answer to a Member’s question, the Committee agreed:- (1) to authorise the Chief Officer – Regulatory and Regeneration to conclude, on behalf of the Council, the award of the contract for the Provision of Welfare Hire to Sunbelt Rentals Limited; and
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(2) to note: (i) that the contract shall be for a period of two years with the option of two 12-month extensions and at a budget of £112,000 inclusive of VAT over two years and £224,000 inclusive of VAT should the contract be extended for two years; and (ii) that the estimated commencement date was October 2023. PURCHASE OF HEAVY GOODS VEHICLES AND REFUSE COLLECTION VEHICLES A report was submitted by the Chief Officer – Regulatory and Regeneration advising of the award of the contract for the Purchase of Heavy Goods Vehicles and Refuse Collection Vehicles which was approved on 7 August 2023 by the Chief Officer – Roads and Neighbourhood after consulting with the Convenor of the Infrastructure, Regeneration & Economic Development Committee. After discussion and having heard Ms Adams, Business Partner – Strategic Procurement, and the Chief Officer – Regulatory and Regeneration in further explanation of the report and in answer to Members’ questions, the Committee agreed:- (1) to note: (i) that the contract shall be for a period of three years including warranty and at a value of £2,263,294.80 inclusive of VAT; and (ii) that the estimated commencement date was 1 September 2023; (2) to note that approval had been granted in accordance with Standing Orders 35 (b) (ii)–(iv) due to the urgent need to secure a production slot for delivery in March 2024 (the usual contract authorisation would have added an additional 13 weeks to the programme), secure the offered pricing that would potentially otherwise see an additional financial burden of circa £328,500 and end the ongoing hire charges that the Council was incurring; and (3) to note that Standing Order 35(b) states:- “Officers will exercise those powers referred to above in accordance with the following scheme: (ii) Delegated powers should generally not be exercised where any decision by an authorised officer would represent a departure from Council policy or procedure or would be contrary to a standing instruction of Council (or Committee), or would itself represent a significant development of policy or procedure. (iii) Such decisions will be referred to Council, or the appropriate Committee, except in the case of urgency, where the officer may, after consultation with the relevant Service Spokesperson or Convener of the appropriate Committee, exercise such delegated powers.” The meeting closed at 9.38 a.m.