DOCUMENT PACK (Tendering Committee 6 12 23) BOOKMARKED
West Dunbartonshire Council · 6 December 2023
Back to Tendering Committee — 6 December 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Agenda Tendering Committee Date: Wednesday, 6 December 2023 ___________________________________________________________________ Time: 09:15 ___________________________________________________________________ Venue: Clyde Room, Clydebank Town Hall, 5 Hall Street, Clydebank ___________________________________________________________________ Contact: Scott Kelly, Committee Officer Tel: 01389 737220 Email: scott.kelly@west-dunbarton.gov.uk committee.admin@west-dunbarton.gov.uk Dear Member Please attend a meeting of the Tendering Committee as detailed above. The business is shown on the attached agenda. Yours faithfully PETER HESSETT Chief Executive Page 1
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Distribution: Councillor John Millar (Chair) Councillor Karen Murray Conaghan Councillor June McKay (Vice Chair) Councillor Lawrence O’Neill Councillor Chris Pollock Councillor Hazel Sorrell Councillor Clare Steel Councillor Sophie Traynor All other Councillors for information Chief Officer – Regulatory and Regeneration Date of Issue: 23 November 2023 Page 2
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TENDERING COMMITTEE WEDNESDAY, 6 DECEMBER 2023 AGENDA 1 APOLOGIES 2 DECLARATIONS OF INTEREST Members are invited to declare if they have an interest in any of the items of business on this agenda and the reasons for such declarations. 3 MINUTES OF PREVIOUS MEETING 5 – 7 4 Submit, for approval as a correct record, the Minutes of Meeting of the Tendering Committee held on 15 November 2023. OPEN FORUM The Committee is asked to note that no open forum questions have been submitted by members of the public. 5 CONTRACT AUTHORISATION REPORT – PROVISION OF To Follow OCCUPATIONAL HEALTH SERVICES Submit report by the Chief Officer – Regulatory and Regeneration in relation to the above. Page 3
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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. ITEM 3 Page 5
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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:- Page 6
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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. Page 7