Supplementary Document Pack (Bookmarked) TC 08 06 22
West Dunbartonshire Council · 8 June 2022
Back to Tendering Committee — 8 June 2022 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Supplementary Agenda Tendering Committee Date: Wednesday, 8 June 2022 ___________________________________________________________________ Time: 09:15 ___________________________________________________________________ Format: Hybrid Meeting ___________________________________________________________________ Contact: Scott Kelly, Committee Officer Email: scott.kelly@west-dunbarton.gov.uk Dear Member ITEMS TO FOLLOW I refer to the agenda for the above Meeting of the Tendering Committee which was issued on 25 May and now enclose copies of the undernoted reports relating to Items 12 and 13 which were not available for issue at that time. Yours faithfully JOYCE WHITE Chief Executive Note referred to:-/ Page 39
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Note referred to:- 12 CONTRACT AUTHORISATION REPORT – 41 – 68 SUBCONTRACTORS AND SPECIALIST CONTRACTORS FOR BUILDING SERVICES Submit report by the Chief Officer – Supply, Distribution and Property seeking approval to authorise the Chief Officer – Regulatory and Regeneration to conclude the award of:- (a) contracts utilising identified collaborative Scotland Excel (SXL) and Scottish Procurement Alliance (SPA) framework agreements (FA); (b) the FA for Subcontractors and Specialist Contractors; and (c) contracts exceeding £50,000 in value, utilising the FA for Subcontractors and Specialist Contractors. 13 DELEGATED AUTHORITY TO APPROVE CONTRACT 69 – 73 AWARDS DURING SUMMER RECESS – PROVISION OF INSURANCE SERVICES (INCLUDING CLAIMS HANDLING) FOR WEST DUNBARTONSHIRE COUNCIL AND WEST DUNBARTONSHIRE LEISURE TRUST Submit report by the Chief Officer – Supply, Distribution and Property advising of proposals to approve the award of the contracts for the Provision of Insurance Services (including Claims Handling) for West Dunbartonshire Council and West Dunbartonshire Leisure Trust as detailed during the summer recess. Distribution: Councillor John Millar (Chair) Councillor Diane Docherty Councillor Craig Edward Councillor David McBride Councillor Jonathan McColl Councillor James McElhill Councillor June McKay (Vice Chair) Councillor Hazel Sorrell All other Councillors for information Chief Officer – Supply, Distribution and Property Chief Officer – Regulatory and Regeneration Date of Issue: 1 June 2022 Page 40
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WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer – Supply, Distribution and Property Tendering Committee: 8 June 2022 ___________________________________________________________________ Subject: Contract Authorisation Report – Subcontractors and Specialist Contractors for Building Services 1. Purpose 1.1 The purpose of this report is to seek the approval of the Tendering Committee to authorise the Chief Officer - Regulatory and Regeneration to conclude the award of the: • Contracts utilising identified collaborative Scotland Excel (SXL) and Scottish Procurement Alliance (SPA) framework agreements (FA); • FA for Subcontractors and Specialist Contractors; and • Contracts £50K utilising the FA for Subcontractors and Specialist Contractors. 2. Recommendations 2.1 It is recommended that the Tendering Committee authorise the Chief Officer - Regulatory and Regeneration to conclude on behalf of the Council, the award of: a) The contract for Asbestos Surveys utilising the SXL FA for Asbestos Related Works and Services to Environtec Ltd, Hamilton. The contract shall be for a period of two years at a budget value of £192,000 ex VAT with the option to extend the period by another two x one year with the four year budget value being £384,000 ex VAT. The estimated commencement date of the contract is 9 August 2022. b) The contract for Modern Facilities Installations and Improvements utilising the SPA FA for Whole House Refurbishment and Associated Works to Everwarm Ltd, Bathgate. The contract shall be for a period of two years at a budget of £1,525,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £3,050,000 ex VAT. The estimated commencement date of the contract is 9 August 2022. ITEM 12 Page 41
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c) The contract for Internal Window Finishes utilising the SXL FA for Domestic Furniture and Furnishings to GavHas Services, East Kilbride, Glasgow. The contract shall be for a period of two years at a budget of £77,500 ex VAT with the option to extend the period by another two x one year with the four year budget being £155,000 ex VAT. The estimated commencement date of the contract is 9 August 2022. d) The contract for UPVC Windows & Doors and Improvements utilising the SPA FA for Whole House Refurbishment and Associated Works to Sidey Ltd, Perth. The contract shall be for a period of two years at an budget of £1,400,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £2,800,000 ex VAT. The estimated commencement date of the contract is 9 August 2022. e) The FA for Subcontractors and Specialist Contractors shall be for a period of two years at a budget of £10,146,500 ex VAT with the option to extend the period by another two x one year with the four year budget value being £20,293,000 ex VAT. The FA shall be awarded to the following Contractors with the estimated commencement date of 9 August 2022: Lot Lot Description Two Year Budget Four Year Budget Contractors 1 Landscaping Including the Provision of Resin Paths £1,550,000 £3,100,000 • Complete Paving Requirement (Scotland), Milburn Roads Depot, Main Street, Renton, G82 4PZ • DAS Contracts, 14-16 Levenbank Road, G83 8BZ 2 Flooring £165,000 £330,000 • Kirkton Flooring Limited, Unit 11, Grange Rd, Livingston EH54 5DE • FirstPoint Contract Flooring Ltd, Broomfield Avex, Glasgow, G77 5JP 3 Metal Fabrications £97,500 £195,000 • City Gate Construction (Scotland) Ltd, Unit 3, Imperial Park, West Avenue, Linwood, Paisley, PA1 2FB 4 Scaffolding £1,150,000 £2,300,000 • Clyde Scaffolding Ltd, 20/A Garrell Road, Kilsyth, Glasgow, G65 9JX Page 42
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8 Plumbing £150,000 £300,000 • John Doherty Plumbing and Heating, Unit 4, Station Rd, Old Kilpatrick, G60 5LP 9 Small Jobs £650,000 £1,300,000 Multi Trades • MP Group UK Ltd, Glasgow • CRD Property Renovations and Reinstatements Ltd, Glasgow • City Gate Construction (Scotland) Ltd, Paisley • John Doherty & co Ltd, Old Kilpatrick 10 Asbestos Removals £384,000 £768,000 • Enviraz (Scotland) Ltd 25 Kelvin Ave, Hillington, G52 4LT • Erith Contactors Ltd, Queen Street Kent, DA8 1RP 11 External Building Fabric Upgrade Works £6,000,000 £12,000,000 • Ailsa Building Contractors Ltd, Dundyvan Road, Coatbridge, ML5 4AU • Hugh LS McConnell Ltd, Inkerman PL, Kilmarnock, KA1 2RL • MP Group UK Ltd, Drumoyne Road, Glasgow G51 4DX • Procast Building Contractors Ltd, Alness Street, Hamilton, ML3 6RU 2.2 Subject to the FA for Subcontractors and Specialist Contractors being approved, approval of the Tendering Committee is sought to authorise the Chief Officer - Regulatory and Regeneration to conclude the award of the contracts from £50K, as per below: Lot 1: The contract for Landscaping Including the Provision of Resin Paths to Complete Paving Requirement (Scotland), Renton. The contract shall be for a period of two years at a budget of £1,550,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £3,100,000 ex VAT. The estimated commencement date of the contract is 10 August 2022. Page 43
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Lot 2: The contract for Flooring to Kirkton Flooring Ltd, Livingston. The contract shall be for a period of two years at a budget of £165,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £330,000 ex VAT. The estimated commencement date of the contract is 10 August 2022. Lot 3: The contract for Metal Fabrications to City Gate Construction (Scotland) Ltd, Paisley. The contract shall be for a period of two years at a budget of £97,500 ex VAT with the option to extend the period by another two x one year with the four year budget being £195,000 ex VAT. The estimated commencement date of the contract is 10 August 2022. Lot 4: The contract for Scaffolding to Clyde Scaffolding Ltd, Kilsyth, Glasgow. The contract shall be for a period of two years at a budget of £1,150,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £2,300,000 ex VAT. The estimated commencement date of the contract is 10 August 2022. Lot 8: The contract for Plumbing to John Doherty, Old Kilpatrick. The contract shall be for a period of two years at a budget of £150,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £300,000 ex VAT. The estimated commencement date of the contract is 10 August 2022. Lot 9: The work orders for the Small Jobs will be awarded to the relevant contractor who has the capacity to carry out the scope of works the service area requires please see Appendix 5f. The work orders for the Small Jobs shall be for a period of two years at a budget of £650,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £1,300,000 ex VAT. The estimated commencement date of the Small Jobs is 10 August 2022. Lot 10: The contract for Asbestos Removal to Enviraz (Scotland) Ltd, Hillington. The contract shall be for a period of two years at a budget of £384,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £768,000 ex VAT. The estimated commencement date of the contract is 10 August 2022. Page 44
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Lot 11: The contract for External Building Fabric Upgrade Works to Ailsa Building Contractors Ltd, Coatbridge. The contract shall be for a period of two years at a budget of £6,000,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £12,000,000 ex VAT. The estimated commencement date of the contract is 10 August 2022. 2.3 Note that any intended further call off contracts from £50K utilising the FA for Subcontractors and Specialist Contractors, will be brought to the Tendering Committee to seek approval to award. 3. Background 3.1 Building Services provides a quality 24 / 7 / 365 service to Council owned operational and non-operational properties and is responsible for repairs to common elements in mixed tenure blocks and local Registered Social Landlords. Building Services will continue to carry out as much of the repairs and maintenance work as possible using in-house resources. Where this is not possible sub-contractors and specialist contractors are utilised as appropriate. 3.2 The period of the budget is for four years. The budget was set and approved by Council at its meetings on March 2021 and March 2022. Elected Members approved the request to undertake procurement and tendering activities at the IRED committee meeting on 17 November 2021. 3.3 These procurement exercises have been conducted in accordance with the Council’s Standing Orders and Financial Regulations and the Public Procurement Regulations. A Contract Strategy document was also approved on 25 February 2022. 4. Main Issues 4.1 The Corporate Procurement Unit (CPU) published a Prior Information Notice containing a market research questionnaire looking to understand the supply base to inform the Council’s lotting structure, with a particular focus to engage with as many local small and medium-sized enterprises (SME) as possible. The CPU advertised the market research questionnaire on the Council’s Social Media pages, informed the local Chamber of Commerce to highlight the opportunities locally; provided information about the Supplier Development Programme (SDP), which helps businesses that have little or no experience of tendering and are often too small to have dedicated bid / tender resources to contemplate bidding for public sector contracts. Page 45
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4.2 Due to the range of different requirements of this procurement activity there were a number of procurement routes that could be utilised that could offer best value for the Council, however these are time-bound. The contracts need to be in place for August 2022 due to the current contracts coming to an end: • There was no Dynamic Purchasing System (DPS) to use - setting-up a DPS was discounted due to the increased resource required to do this; and • Implementing individual contracts was discounted because the service requires the flexibility to adapt to matters arising which may include having immediate access to additional contractors (in accordance with the Public Procurement Regulations). 4.3 The Contract Strategy determined that the best procurement route was a blended approach with a mixture of collaborative FAs being utilised where available and setting up a Council FA for the rest of the requirements. When FA is identified as the best procurement route, a mini competition is one of the procedures for awarding contracts. A mini competition is a process where the FA has not identified the best value contractor. Thus a further competition based on refined requirements is conducted with all suitable contractors to determine which contractor is the most economically advantageous contractor. 4.5.1 The contract for Asbestos Surveys utilising the SXL FA for Asbestos Related Works and Services: A mini competition was issued on 11 March 2022 to all 23 contractors who could meet the Council’s requirements, with four contractors expressing an interest and with four contractors submitting a response by 1 April 2022. The submission was evaluated by representatives from Building Services, Corporate Asset Services and the CPU against a set of award criteria which was based on a Commercial / Quality ratio of 70% / 30%. Appendix 1 provides the scores relative to the award criteria. 4.5.2 It is recommended that the contract is awarded to Environtec Ltd, Hamilton, who has provided the most economically advantageous mini competition. The contract shall be for a period of two years at a budget of £192,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £384,000 ex VAT. The estimated commencement date of the contract is 9 August 2022. 4.5.3 Environtec Ltd promotes Fair Working Practices across their organisation. Further, Appendix 7a details the additional social benefits that Environtec Ltd has committed to deliver as part of this contract. The social benefits will be discussed at the implementation meeting with Environtec Ltd and actions to take these forward will be agreed. Page 46
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4.6.1 The contract for Modern Facilities Installations and Improvements utilising the SPA FA for Whole House Refurbishment and Associated Works: A mini competition was issued on 11 March 2022 to all five contractors who could meet the Council’s requirements, with five contractors expressing an interest and with two contractors submitting a response by 8 April 2022. The submission was evaluated by representatives from Building Services, Corporate Asset Services and the CPU against a set of award criteria which was based on a Commercial / Quality ratio of 40% / 60%. Appendix 2 provides the scores relative to the award criteria. 4.6.2 It is recommended that the contract is awarded to Everwarm Ltd, Bathgate, who has provided the most economically advantageous mini competition. The contract shall be for a period of two years at a budget of £1,525,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £3,050,000 ex VAT. The estimated commencement date of the contract is 9 August 2022. 4.6.3 Everwarm Ltd Fair Working Practices across their organisation. Further, Appendix 7a details the additional social benefits that Everwarm Ltd has committed to deliver as part of this contract. The social benefits will be discussed at the implementation meeting with Everwarm Ltd and actions to take these forward will be agreed. 4.7.1 The contract for Internal Window Finishes utilising the SXL FA for Domestic Furniture and Furnishings: A mini competition was issued on 11 March 2022 to all four contractors who could meet the Council’s requirements, with one contractor expressing an interest and with one contractor submitting a response by 1 April 2022. The submission was evaluated by representatives from Building Services, Corporate Asset Services and the CPU against a set of award criteria which was based on a Commercial / Quality ratio of 30% / 70%. Appendix 3 provides the scores relative to the award criteria. 4.7.2 It is recommended that the contract is awarded to GavHas Services, East Kilbride, who has provided the most economically advantageous mini competition. The contract shall be for a period of two years at a budget of £77,500 ex VAT with the option to extend the period by another two x one year with the four year budget being £155,000 ex VAT. The estimated commencement date of the contract is 9 August 2022. 4.7.3 Gav Has Ltd promotes Fair Working Practices across their organisation. Further, Appendix 7a details the additional social benefits that Gav Has Ltd has committed to deliver as part of this contract. The social benefits will be discussed at the implementation meeting with Gav Has Ltd and actions to take these forward will be agreed. Page 47
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4.8.1 The contract for UPVC Windows & Doors and Improvements utilising the SPA FA for Whole House Refurbishment and Associated Works: A mini competition was issued on 11 March 2022 to all three contractors who could meet the Council’s requirements, with three contractors expressing an interest and with two contractors submitting a response by 8 April 2022. The submission was evaluated by representatives from Building Services, Corporate Asset Services and the CPU against a set of award criteria which was based on a Commercial / Quality ratio of 40% / 60%. Appendix 4 provides the scores relative to the award criteria. 4.8.2 It is recommended that the contract is awarded to Sidey Ltd, Perth, who has provided the most economically advantageous mini competition. The contract shall be for a period of two years at a budget of £1,400,000 ex VAT with the option to extend the period by another two x one year with the four year budget being £2,800,000 ex VAT. The estimated commencement date of the contract is 9 August 2022. 4.8.3 Sidey Ltd promotes Fair Working Practices across their organisation. Further, Appendix 7a details the additional social benefits that Sidey Ltd has committed to deliver as part of this contract. The social benefits will be discussed at the implementation meeting with Sidey Ltd and actions to take these forward will be agreed. 4.9.1 The FA for Subcontractors and Specialist Contractors: A contract notice was published on the Public Contracts Scotland advertising portal on 3 March 2022. 102 potential bidders expressed an interest, with 18 bidders submitting a response by the deadline on 6 April 2022. The submissions were evaluated by representatives from Building Services, Corporate Asset Services and the CPU and against pre-determined selection criteria forming part of the published tender documents which assessed competence, experience and capacity. 4.9.2 For Lot 5 - Electrical Specialist Including Entry Systems and Alarms, due to certain ambiguity within the specification, the evaluation panel deemed that they could not evaluate bids on a like for like basis and so opted to remove this Lot. There was no bids received by the deadline for Lot 6 - Commercial HVAC Including General Mechanical Specialists and for Lot 7 - Laundry Equipment. Feedback from the market indicated that this was due to time constraints, ongoing challenges with other tender activity and the specifications did not fully a line with some bidders core business. These contracts will progress separately and will be presented to the Tendering Committee at a later date. 4.9.3 18 submissions passed the selection criteria and these were then evaluated against a set of award criteria which was based on a Price / Quality ratio of 60% / 40%. Appendix 5a to 5h provides the scores relative to the award criteria. Page 48
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4.9.4 It is recommended that the FA is awarded to the Contractors outlined in paragraph 2.1.e). The FA for Subcontractors and Specialist Contractors shall be for a period of two years at a budget of £10,146,500 ex VAT with the option to extend the period by another two x one year with the four year budget being £20,293,000 ex VAT. The estimated commencement date of the FA is 9 August 2022. 4.10.1 Contracts utilising the FA for Subcontractors and Specialist Contractors Each Lot of the FA for Subcontractors and Specialist Contractors will be on a ranked basis. Subject to the FA for Subcontractors and Specialist Contractors being approved, each Lot will have a contract awarded to the 1st ranked contractor on every Lot. However, if the 1st ranked contractor wasn’t able to contract due to capacity or capability, the 2nd ranked contractor will be awarded the contract; and so on. The estimated commencement date of the contracts is from 10 August 2022. Appendix 6 provides detail on the contracts. 4.10.2 Appendix 7b details the additional social benefits that the contractors have committed to deliver as part of these contracts. The social benefits will be discussed at the implementation meetings with the contractors and actions to take these forward will be agreed. 5. People Implications There are no people implications. 6. Financial and Procurement Implications 6.1 Financial costs will be met from the approved Housing Revenue and Capital accounts / Central Revenue and Capital accounts. 6.2 These procurement exercises were conducted in accordance with the agreed Contract Strategy produced by the CPU in close consultation with Building Services and Corporate Asset Services and the provisions of Contract Standing Orders, the Financial Regulations and Public Procurement Regulations. 7. Risk Analysis 7.1 These Contractors have no known links to Serious and Organised Crime which would have significant political and reputational ramifications for the Council. 7.2 Should the Tendering Committee decide not to proceed as recommended then this will delay works and projects, may have financial implications and reputational ramifications. 8. Equalities Impact Assessment (EIA) 8.1 An equalities impact screening was undertaken and identified that an Equalities Impact Assessment was not required. Page 49
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9. Consultation 9.1 Building Services, Corporate Asset Services, Finance Services and Legal Services have been consulted on the contents of this report. 10. Environmental Sustainability 10.1 Public bodies have a duty under the Climate Change (Scotland) Act 2009 to carry out all of their functions in a way that is best calculated to deliver on Scotland’s carbon reduction targets and Climate Change Adaptation plans. 10.2 These specifications include mandated social, environmental and economic wellbeing considerations including materials, waste and equality. 11. Strategic Assessment 11.1 The Subcontractors and Specialist Contractors for Building Services will contribute to the delivery of the Council's strategic priorities: • A Strong local economy and improved employment opportunities; • Open, accountable and accessible local government; and • Efficient and effective frontline services that improve the everyday lives of residents. Name: Angela Wilson Designation: Chief Officer – Supply, Distribution and Property Date: 1June 2022 Person to Contact: Appendices: Background Papers: Wards Affected: Laura Adams – Business Partner, Strategic Procurement Corporate Procurement Unit, Council Offices, 16 Church Street, Dumbarton Email: Laura.Adams@west-dunbarton.gov.uk Alistair Norris - Capital Projects Manager 16 Church Street, Dumbarton Email: Alistair.Norris@west-dunbarton.gov.uk 1-7 Contract Strategy EIA Screening All Council Wards Page 50
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Appendix 1 - Asbestos Surveys: Weighting Enviraz Surveys Limited Environmental Essentials Limited Environtec Ltd Lucion Services Limited Quality (30%) Quality 13.5% 9.18% 10.12% 13.5% 12.62% Specification 7.5% 5.62% 4.63% 6.75% 7.5% Cost 3.75% 1.87% 2.81% 2.81% 2.81% Business Continuity 2.25% 1.68% 1.68% 1.68% 1.68% Social benefits 1.5 % 1.5% 1.5% 1.5% 1.5% Sustainability 0.75% 0.56% 0.56% 0.56% 0.56% Fairwork First 0.75% 0.56% 0.56% 0.56% 0.75% Quality Sub-Total %: (30%) 20.97% 21.86% 27.36% 27.23% Price (70%) Price - £250,390 £170,210 £166,565 £205,637 Price Sub-Total %: (70%) 46.56% 68.50% 70% 56.49% Total Score 100% 67.53% 90.36% 97.36% 83.72% Page 51
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Appendix 2 - Modern Facilities Installations and Improvements: Weighting Everwarm LTD Procast Property Services Ltd Quality (40%) Quality 18% 13.5% 9% Specification 10% 7.5% 4.8% Cost 5% 3.75% 2.5% Business Continuity 3% 2.25% 1.5% Social benefits 2% 1% 0% Sustainability 1% 0.75% 0.75% Fairwork First 1% 0.75% 0.75% Quality Sub-Total %: (40%) 29.5% 19.3% Price (60%) Price - £374,296 £370,023 Price Sub-Total %: (60%) 56.6% 60% Total Score 100% 86.1% 79.3% Page 52
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Appendix 3 - Internal Window Finishes: Weighting GAV HAS LTD Quality (30%) Quality 13.5% 3.38% Specification 7.5% 5.01% Cost 3.75% 0.94% Business Continuity 2.25% 1.15% Social benefits 1.5 % 1.5% Sustainability 0.75% 0.56% Fairwork First 0.75% 0.56% Quality Sub-Total %: (30%) 13.1% Price (70%) Price - £37,146 Price Sub-Total %: (70%) 70% Total Score 100% 83.1% Page 53
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Appendix 4 - UPVC Windows & Doors and Improvements: Weighting CR Smith Manufacturing Ltd Sidey Ltd Quality (40%) Quality 18% 12.25% 15.5% Specification 10% 8.25% 7.5% Cost 5% 1.25% 3.75% Business Continuity 3% 2.25% 2.25% Social benefits 2% 2% 2% Sustainability 1% 1% 1% Fairwork First 1% 0.75% 0.75% Quality Sub-Total %: (40%) 27.75% 32.75% Price (60%) Price - £3,470,008 £3,260,257 Price Sub-Total %: (60%) 56.38 60% Total Score 100% 84.13% 92.75% Page 54
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Appendix 5a - Landscaping Including the Provision of Resin Paths (Lot 1): Weighting Complete Paving Requirement (Scotland) DAS Contracts Quality (40%) Quality 18% 9% 10.25% Specification 10% 7.5% 7.5% Cost 5% 1.25% 1.25% Business Continuity 3% 0.75% 2.25% Social benefits 2% 2% 2% Sustainability 1% 0.75% 1% Fairwork First 1% 0.75% 1% Quality Sub-Total %: (40%) 22% 25.25% Price (60%) Price - £796,575 £868,723 Price Sub-Total %: (60%) 60% 55.014 Total Score 100% 82% 80.26% Page 55
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Appendix 5b – Flooring (Lot 2): Weighting FirstPoint Contract Flooring Ltd Kirkton Flooring Limited Quality (40%) To be confirmed by QS Quality 18% 15.5% 16.75% Specification 10% 7.5% 9.25% Cost 5% 3.75% 3.75% Business Continuity 3% 2.25% 3% Social benefits 2% 2% 2% Sustainability 1% 0.50% 1% Fairwork First 1% 0.75% 1% Quality Sub-Total %: (40%) 32.25% 36.74% Price (60%) Price - £258,752 £277,204 Price Sub-Total %: (60%) 60% 56% Total Score 100% 92.25% 92.74% Page 56
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Appendix 5c - Metal Fabrications (Lot 3): Weighting City Gate Construction (Scotland) Limited Quality 18% 13.5% Specification 10% 6.67% Cost 5% 3.75% Business Continuity 3% 2.25% Social benefits 2% 2% Sustainability 1% 0.75% Fairwork First 1% 0.75% Quality Sub-Total %: (40%) 29.67% Price - £483,817 Price Sub-Total %: (60%) 60% Total Score 100% 89.67% Page 57
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Appendix 5d – Scaffolding (Lot 4): Weighting Clyde Scaffolding Ltd Quality (40%) Quality 18% 9% Specification 10% 5% Cost 5% 1.25% Business Continuity 3% 2.25% Social benefits 2% 2% Sustainability 1% 0.5% Fairwork First 1% 0.75% Quality Sub-Total %: (40%) 20.75% Price (60%) Price - £6,559.93 Price Sub-Total %: (60%) 60% Total Score 100% 80.75% Page 58
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Appendix 5e – Plumbing (Lot 8): Weighting John Doherty & Co Ltd Quality (40%) Quality 18% 12.24% Specification 10% 6.5% Cost 5% 2.5% Business Continuity 3% 1.5% Social benefits 2% 2% Sustainability 1% 0.5% Fairwork First 1% 0.75% Quality Sub-Total %: (40%) 26% Price (60%) Price - £264,699 Price Sub-Total %: (60%) 60% Total Score 100% 86% Page 59
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Appendix 5f – Small Jobs (Lot 9): Weighting City Gate Construction (Scotland) Limited CRD Property Renovations and Reinstatements Ltd John Doherty & Co Ltd MP Group UK Ltd Quality (40%) Quality 20% 15% 15% 15% 15% Specification 14% 10.5% 10.5% 10.5% 10.5% Social benefits 2% 1% 2% 1% 2% Sustainability 2% 1.5% 1.5% 1.5% 1.5% Fairwork First 2% 1.5% 1.5% 1.5% 1.5% Quality Sub-Total %: (40%) 29.5% 30.5% 29.5% 30.52% Price (60%) Price - Hourly rates Hourly rates Hourly rates Hourly rates Price Sub-Total %: (60%) 60% 60% 60% 60% Total Score 100% 89.5% 90.5% 89.5% 90.52% Page 60
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Appendix 5g - Asbestos Removal (Lot 10): Weighting Enviraz (Scotland) Ltd Erith Contractors Limited Quality (40%) Quality 18% 14.75% 18% Specification 10% 9.25% 10% Cost 5% 3.75% 5% Business Continuity 3% 1.5% 3% Social benefits 2% 0% 2% Sustainability 1% 0.75% 1% Fairwork First 1% 0.75% 1% Quality Sub-Total %: (40%) 30.75% 40% Price (60%) Price - £587,259 £715,884 Price Sub-Total %: (60%) 60% 49.2% Total Score 100% 90.75% 89.2% Page 61
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Appendix 5h - External Building Fabric Upgrade Works (Lot 11): Weighting Ailsa Building Contractors Ltd Hugh LS McConnell Ltd MP Group UK Ltd Procast Building Contractors Limited Quality (40%) Quality 18% 12.24% 13.5% 13.5% 7.75% Specification 10% 6% 7.5% 5.75% 2.4% Cost 5% 2.5% 3.75% 2.5% 2.5% Business Continuity 3% 1.5% 2.25% 2.25% 0.75% Social benefits 2% 2% 1% 2% 1% Sustainability 1% 0.5% 0.75% 0.5% 0.5% Fairwork First 1% 0.75% 0.75% 0.5% 0.5% Quality Sub-Total %: (40%) 25.49% 29.5% 27% 15.4% Price (60%) Price - £1,399,753 £1,688,339 £1,935,623 £1,558,218 Price Sub-Total %: (60%) 60% 49.7% 43.4% 53% Total Score 100% 85.49% 79.2% 70.4% 68.4% Page 62
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Appendix 6: Contracts from £50K utilising the FA Subcontractors and Specialist Contractors: Lot Lot Description Estimated Two Year Value Option to Extend: Two x One Year - Estimated Four Year Value Contractors 1 Landscaping Including the Provision of Resin Paths £1,550,000 £3,100,000 • Complete Paving Requirement (Scotland), 1st Ranked, Renton 2 Flooring £165,000 £330,000 • Kirkton Flooring Limited, 1st Ranked, Livingston 3 Metal Fabrications £97,500 £195,000 • City Gate Construction (Scotland) Ltd, 1st Ranked, Paisley 4 Scaffolding £1,150,000 £2,300,000 • Clyde Scaffolding Ltd, 1st Ranked , Kilsyth, 8 Plumbing £150,000 £300,000 • John Doherty, 1st Ranked, Old Kilpatrick 9 Small Jobs £650,000 £1,300,000 Multi Trades • MP Group UK Ltd, Glasgow • CRD Property Renovations and Reinstatements Ltd, Glasgow • City Gate Construction (Scotland) Ltd, Paisley John Doherty & co Ltd, Old Kilpatrick 10 Asbestos Removal £384,000 £768,000 • Enviraz (Scotland) Ltd, 1st Ranked, Hillington 11 External Building Fabric Upgrade Works £6,000,000 £12,000,000 • Ailsa Building Contractors Ltd, 1st Ranked, Coatbridge Page 63
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Appendix 7a: Additional Social Benefits from Contracts Utilising the Collaborative FA Additional Social Benefits Asbestos Surveys Modern Facilities Installations and Improvements Internal Window Finishes UPVC Windows & Doors Recruitment of members of staff from within the local area 1 1 - Locally based organisations for sub- contracting opportunities - 1 1 Newly registered apprenticeships to residents of the local area 1 - Local quarterly workshops, covering career skills, mock interviews etc., within a school or community learning environment 2 3 1 2 Local quarterly work experience opportunities covering a range of work based skills - 1 Support for local small and medium sized enterprises - 1 Support for local community benefits - 1 Donation of goods to local food-share scheme - 1 Financial donation to a local community group or charity that supports health and wellbeing - 1 1 Page 64
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Donation of materials that support a local community project - 1 Donation of hours of labour / volunteers to support a local community project 2 2 2 Sponsorship of a local sports team 1 - 1 Quarterly mentoring sessions to local residents to remove barriers to work of those most likely to reoffend - 1 Supporting environmental regeneration in the local area - 10 1 Page 65
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Appendix 7b: Additional Social Benefits from Contracts Utilising the FA for Subcontractors and Specialist Contractors Additional Social Benefits Landscaping Flooring Metal Fabrications Scaffolding Plumbing Asbestos Removal External Building Fabric Upgrade Works Recruitment of members of staff from within the local area 3 1 - 1 2 To be discussed during the implementation meeting 2 Locally based organisations for sub-contracting opportunities 1 - 1 2 2 Newly registered apprenticeships to residents of the local area - 1 2 Local quarterly workshops, covering career skills, mock interviews etc., within a school or community learning environment 1 1 4 1 Local quarterly work experience opportunities covering a range of work based skills 1 1 4 1 Support for local small and medium sized enterprises - 1 1 Page 66
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Support for local Third Sector organisation(s) - 1 5 Support for local Supported Businesses - 1 4 Support for local community benefits - 1 - Donation of goods to local food-share scheme 1 - 1 2 6 Financial donation to a local community group or charity that supports health and wellbeing - 1 2 6 Donation of materials that support a local community project - 1 - 1 Donation of hours of labour / volunteers to support a local community project - 1 1 Financial donation to support a local community project 1 1 1 Page 67
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Sponsorship of a local sports team 1 1 - Quarterly mentoring sessions to local residents to remove barriers to work of those most likely to reoffend - 1 - Supporting environmental regeneration in the local area - 1 1 1 Page 68
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WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer – Supply, Distribution and Property Tendering Committee: 8 June 2022 ___________________________________________________________________ Subject: Delegated Authority to Approve Contract Awards during Summer Recess – Provision of Insurance Services (including Claims Handling) for West Dunbartonshire Council and West Dunbartonshire Leisure Trust. 1. Purpose 1.1 The purpose of this report is to advise the Tendering Committee of proposals to approve the award of the contracts for the Provision of Insurance Services (including Claims Handling) for the Council and the Leisure Trust as detailed during the summer recess. 2. Recommendations 2.1 It is recommended that the Tendering Committee: a) Grants delegated authority to the Chief Officer – Resources, to approve the award of the contracts detailed in Appendix A during the summer recess; and b) Authorise the Chief Officer - Regulatory and Regeneration to conclude on behalf of the Council and the Leisure Trust, the award of the contracts detailed in the Appendix A; and c) Notes that a report detailing the outcome will be submitted to the next appropriate Tendering Committee for noting, in accordance with Standing Orders 35(b) iv. 3. Background 3.1 The Council and the Leisure Trust require a number of insurance policies to ensure sound business practice as well as meeting any statutory requirements where necessary. 3.2 The procurement exercise for the insurance requirements are being conducted in accordance with Public Procurement Regulations, the Council’s Standing Orders and Financial Regulations. A Contract Strategy document was also approved on 10 March 2022. 4. Main Issues 4.1 Two procurement routes were considered, an open tender or a mini competition utilising a Crown Commercial Services collaborative dynamic purchasing system. Due to the time constraints the only viable option was to procure through a mini competition. 4.2 A mini competition invite was issued to the 22 insurance providers on the ITEM 13 Page 69
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dynamic purchasing system on 3 May 2022 with a response by 31 May 2022. The submissions are being evaluated by representatives from the Insurance Team, the Leisure Trust, Arthur J Gallagher Insurance Brokers and the Corporate Procurement Unit against a set of award criteria which is based on Commercial / Quality ratio of 60% / 40% for each of the 13 Insurance lots. 4.3 The report detailing the outcome that shall be submitted to the next appropriate Tendering Committee, will also detail: • Provider for each lot; • Contract Value (Pre Extension); • Contract Value (Including Extension); • Commitment to the real Living Wage; and • Commitment to Social Benefits 5. People Implications 5.1 There are no people implications. 6. Financial and Procurement Implications 6.1 Financial costs in respect of these contracts will be met from the approved budget of Resources. 6.2 The procurement exercise will be conducted in accordance with the agreed Contract Strategy produced by the Corporate Procurement Unit in close consultation with the Insurance Team, the Leisure Trust, and Arthur J Gallagher Insurance Brokers officers and the provisions of Contract Standing Orders, the Financial Regulations and Public Procurement Regulations. 7. Risk Analysis 7.1 The implications of holding these contract awards until the Tendering Committee reconvenes, will delay the Council from having the appropriate insurance provision in place and could leave the Council to significant financial implications and reputational ramifications. 7.2 The Corporate Procurement Unit will ensure that the successful providers have no known links to Serious and Organised Crime which would have significant political and reputational ramifications for the Council. 7.3 Should the Tendering Committee decide not to proceed as recommended then this will delay the provision of insurance cover which may have financial implications and reputational ramifications. 8. Equalities Impact Assessment (EIA) 8.1 An equalities screening was undertaken for this report to determine if there is an equalities impact. The results where there is no equalities impact. 9. Consultation Page 70
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9.1 The Resources Insurance Team, the Leisure Trust, Finance Services and Legal Services along with the Councils insurance broker have been consulted on the contents of this report 10. Strategic Assessment 10.1 The Provision of Insurance Services (including Claims Handling) for the Council and the Leisure Trust will contribute to the delivery of the Council's strategic priorities. Name: Angela Wilson Designation: Chief Officer – Supply, Distribution and Property Date: 16 May 2022 Person to Contact: Alex Grace, Senior Procurement Officer, Corporate Procurement Unit Telephone 01389 737828 Email: alex.grace@west-dunbarton.gov.uk Appendices: Appendix 1 - Delegated Authority to Approve Insurance Contract Awards during Summer Recess. Background Papers: Contract Strategy EIA Screening Wards Affected: All Council Wards. Page 71
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Appendix 1: Delegated Authority to Approve Insurance Contract Awards during Summer Recess Service Contract Title / Lot Estimated Contract Value (Pre Extension) Estimated Contract Value (Including Extension) Contract Period (Pre Extension) Contract Period (Including Extension) Resources – Insurance Services Lot 1: Property Damage & Business Interruption, including Money and Special All Risks Property Insured £2,047,369.86 £3,412,283.10 3 5 Resources – Insurance Services Lot 2: Casualty, including Employer’s Liability, Public & Products Liability, Officials’ Indemnity, Libel & Slander £928,314.24 £1,547,190.40 3 5 Resources – Insurance Services Lot 3: Motor Fleet £795,896.64 £1,326,494.40 3 5 Resources – Insurance Services Lot 4: Contractor’s All Risks/Own Plant/Hired-in-Plant £115,559.52 £192,599.20 3 5 Resources – Insurance Services Lot 5: Computer £36,811.05 £61,351.75 3 5 Resources – Insurance Services Lot 6: Fidelity Guarantee £57,301.44 £95,502.40 3 5 Resources – Insurance Services Lot 7: Group Personal Accident/Travel – Corporate and Off Site Visits £45,350.37 £75,583.95 3 5 Resources – Insurance Services Lot 8: Engineering Inspection and Insurance £129,449.37 £215,748.95 3 5 Resources – Insurance Lot 9: Fine Art including Exhibitions £7,326.30 £12,210.50 3 5 Page 72
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Services Resources – Insurance Services Lot 10: Medical Malpractice £32,696.16 £54,493.60 3 5 West Dunbartonshire Leisure Trust Lot 11: Combined Insurance, including Property Damage & Business Interruption, Computer, Money, Employer’s Liability, Public & Products Liability, Libel & Slander, Management Liability, Motor, Fidelity Guarantee, Group Personal Accident/Travel £261,837.54 £436,395.90 3 5 Resources – Insurance Services Lot 12: Package Lot: Property Damage & Business Interruption, including Money and Special ‘All Risks’ Property Insured (Lot 1), Casualty, including Employer’s Liability, Public & Products Liability, Officials’ Indemnity, Libel & Slander (Lot 2) and Motor Fleet (Lot 3) (Lots 1, 2 and 3) £3,771,580.74 £6,285,967.90 3 5 Resources – Insurance Services Lot 13: Package Lot: Casualty, including Employer’s Liability, Public & Products Liability, Officials’ Indemnity, Libel & Slander (Lot 2) and Motor Fleet (Lot 3) (Lots 2 and 3) £1,724,210.88 £2,873,684.80 3 5 Total estimate for lots 1 to 11 (excluding package lots) £4,457,912.49 £7,429,854.15 Page 73