Approved Minutes of Meeting
West Dunbartonshire Council · 15 November 2023
Back to Tendering Committee — 15 November 2023 and its agenda
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TENDERING COMMITTEE At a Meeting of the Tendering Committee held in the ‘The Bridge’ Meeting Room, Council Offices, 16 Church Street, Dumbarton on Wednesday, 15 November 2023 at 9.15 a.m. Present: Councillors June McKay, Lawrence O’Neill*, Chris Pollock, Hazel Sorrell, Clare Steel* and Sophie Traynor. *Arrived later in the meeting. Attending: Laura Adams, and Angus Cameron, Business Partners – Strategic Procurement; Andrew Cameron, Section Leader, ICT; and Scott Kelly, Committee Officer. Apologies: Apologies for absence were intimated on behalf of Councillors Karen Murray Conaghan and John Millar. 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. Note: Councillor O’Neill entered the meeting at this point. MINUTES OF PREVIOUS MEETING The Minutes of Meeting of the Tendering Committee held on 11 October 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.
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CONTRACT AUTHORISATION REPORT – PROVISION OF FUEL CARDS AND ASSOCIATED SERVICES A report was submitted by the Chief Officer – Regulatory and Regeneration seeking approval to conclude the award of the contract for the Provision of Fuel Cards and Associated Services. Having heard Ms Adams, Business Partner – Strategic Procurement, in further explanation and in answer to a Member’s question, the Committee agreed:- (1) to authorise the Chief Officer – Regulatory and Regeneration to conclude, on the Council, the award of the contract for the Provision of Fuel Cards and Associated Services to UK Fuels Limited; and (2) to note: (i) that the contract shall be for a period of two years with the option of a two 12-month extensions and at a budget value of £615,640.50 inclusive of VAT over two years and £1,231,281 inclusive of VAT should the contract be extended; and (ii) that the estimated commencement date was 1 January 2024. PROVISION OF REMOVALS, EXTERNAL ENVIRONMENTAL WORKS AND NEEDLE SWEEP SERVICES A report was submitted by the Chief Officer – Regulatory and Regeneration seeking approval to conclude the award of the contract for the Provision of Removals, External Environmental Works and Needle Sweep Services. Having heard Ms Adams, Business Partner – Strategic Procurement, in further explanation and in answer to Members’ questions, 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 Removals, External Environmental Works and Needle Sweep Services to SPS Doorguard Limited; and (2) to note: (i) that the contract shall be for a period of four years at a value of £935,923.20 inclusive of VAT; and (ii) that the estimated commencement date was December 2023. PROVISION OF MANAGED WIDE AREA NETWORK SERVICES (SWAN 2.0) A report was submitted by the Chief Officer – Regulatory and Regeneration seeking approval to conclude the award of the contract for the Provision of Managed Wide Area Network Services (SWAN 2.0). Following discussion and having heard Mr Cameron, Business Partner – Strategic Procurement, in further explanation and in answer to a Member’s question, the Committee agreed:-
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(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 Managed Wide Area Network Services (SWAN 2.0) to British Telecommunications PLC; (2) to note: (i) that the contract shall be for a period of six years at an initial value of £2,127,654.66 inclusive of VAT; (ii) that included within the contract was the option to place orders for any future Value Added Services up to an additional value of £690,000 inclusive of VAT; and (iii) that for any orders that would exceed £690,000 accumulatively, a report would be taken to a future Committee meeting to seek approval; and (3) to note that the estimated commencement date of the contract was December 2023. Note: Councillor Steel entered the meeting during consideration of this item. The meeting closed at 9.25 a.m.