Item 03 - Minutes of Previous Meeting

West Dunbartonshire Council · 3 August 2022
Back to Tendering Committee — 3 August 2022 and its agenda

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TENDERING COMMITTEE
At a Hybrid Meeting of the Tendering Committee held in the Civic Space, 16 Church
Street, Dumbarton on Wednesday, 8 June 2022 at 9.20 a.m.
Present: Councillors Diane Docherty, Craig Edward, David McBride,
Jonathan McColl, James McElhill, June McKay, John Millar and
Hazel Sorrell.
Attending: Angela Wilson, Chief Officer – Supply, Distribution and Property;
Laurence Slavin, Chief Officer – Resources;  Annabel Travers,
Procurement Manager; Laura Adams and Angus Cameron,
Business Partners – Strategic Procurement; Martin Feeney,
Building Services Manager; Alistair Norris, Capital Projects
Manager; James Gallacher, ICT Section Head; Brian Miller,
Section Head, ICT Infrastructure; Andrew Brown, Senior
Education Officer – Policy, Performance & Resources; Susan
Mullin, Transport Co-ordinator; and Scott Kelly, Committee
Officer.
Councillor John Millar 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.
RECORDING OF VOTES
The Committee agreed that all votes taken during the meeting would be carried out
by roll call vote to ensure an accurate 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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CONTRACT AUTHORISATION REPORT – SPECIALIST ROOFING
(FLAT ROOFING AND METAL ROOFING) 
With reference to the Minutes of Meeting of the Tendering Committee held on 20
April 2022, 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 the contract for Specialist Roofing (Flat Roofing and Metal
Roofing). 
After discussion and having heard Mr Cameron, Business Partner – Strategic
Procurement, and the Procurement Manager in further explanation of the report and
in answer to a Member’s 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 Specialist Roofing (Flat
Roofing and Metal Roofing) to Hugh L S McConnell Limited; and 
(2) to note: (i) that the contract shall be for a period of two years at a budget of
£2,000,000 with two 12 month options to extend at a budget of £4,000,000 ex
VAT; and (ii) that the estimated commencement date of the contract was 30
June 2022. 
CONTRACT AUTHORISATION REPORT – MICROSOFT LICENSES FOR
EDUCATION ICT ESTATE 
A report was submitted by the Chief Officer – Supply, Distribution and Property
seeking approval to authorise the Chief Officer – Regulatory and Regeneration to
conclude the award of the contract for Microsoft Licenses for Education ICT Estate. 
Having heard Mr Cameron, 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 Microsoft Licenses for
Education ICT Estate to Insight Direct (UK) Ltd; and 
(2) to note: (i) that the contract shall be for a maximum period of 12 months and
at a value of £62,814 ex VAT; and (ii) that the estimated commencement date
of the contract was 1 July 2022. 
CONTRACT AUTHORISATION REPORT – CITRIX NETSCALER LICENSES 
A report was submitted by the Chief Officer – Supply, Distribution and Property
seeking approval to authorise the Chief Officer – Regulatory and Regeneration to
conclude the award of the contract for Citrix Netscaler Licenses. 
Having heard Mr Cameron, Business Partner – Strategic Procurement, in further
explanation of the report, 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 Citrix Netscaler Licenses to
Boxxe Limited; and 
(2) to note: (i) that the contract shall be for a maximum period of 12 months and
at a value of £199,025 ex VAT; and (ii) that the estimated commencement
date of the contract was 1 July 2022. 
CONTRACT AUTHORISATION REPORT – ICT DEVICE REPLACEMENT FOR
CORPORATE AND EDUCATION 
A report was submitted by the Chief Officer – Supply, Distribution and Property
seeking approval to authorise the Chief Officer – Regulatory and Regeneration to
conclude the award of contracts for replacement of ICT Devices. 
Having heard Mr Cameron, 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 contracts to the following Scottish
Government ICT framework agreement (FA) suppliers: 
FA Name Supplier Name Estimated
Total Cost
2022/23
Web Based and Proprietary Devices
(Tablets)
XMA Limited £395,479.41
Desktop Client Devices (PCs and
Monitors)
HP Inc. UK Ltd £496,531.97 
and; 
(2) to retrospectively approve the device replacement purchases for Corporate and
Education establishments for late summer delivery, it being noted that approval
had been sought due to current global supply chain shortages which create an
extended lead-time for delivery. 
CONTRACT AUTHORISATION REPORT – STORAGE ARRAY NETWORK
REPLACEMENT 
A report was submitted by the Chief Officer – Supply, Distribution and Property
seeking approval to authorise the Chief Officer – Regulatory and Regeneration to
conclude the award of the contract for Storage Array Network (SAN) Replacement. 
Having heard Mr Cameron, Business Partner – Strategic Procurement, in further
explanation of the report, 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 SAN Replacement to
Insight Direct (UK) Ltd; and 
(2) to note: (i) that the contract shall be for a period of five years and at a value of
£128,892.72 ex VAT; and (ii) that estimated commencement date of the
contract was 1 July 2022. 
Note: Councillor Edward left the meeting at this point. 
CONTRACT AUTHORISATION REPORT – PROVISON OF ONLINE PAYMENT
SYSTEMS AND CASHLESS CATERING SYSTEMS 
A report was submitted by the Chief Officer – Supply, Distribution and Property
seeking approval to authorise the Chief Officer – Regulatory and Regeneration to
conclude the award of the contract for the Provision of Online Payment Systems and
Cashless Catering Systems. 
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 Online Payment Systems
and Cashless Catering Systems to ParentPay Ltd, Number 3, Siskin Drive,
Coventry; and 
(2) to note: (i) that the contract shall be for a period of two years with the option of
two 12 month extensions at a value of £32,500 ex VAT over two years and
£65,000 ex VAT should the contract be extended; and (ii) that the estimated
commencement date of the contract was 1 July 2022. 
Note: Councillor McElhill left the meeting at this point. 
CONTRACT AUTHORISATION REPORT – SCHOOL TRANSPORT SESSION
2022/23 
A report was submitted by the Chief Education Officer seeking approval to authorise
the Chief Education Officer, in liaison with Strathclyde Partnership for Transport
(SPT), to conclude and award contracts for mainstream school transport from August
2022 up to the end of school session 2024/25. 
After discussion and having heard the Transport Co-ordinator in further explanation
of the report and in answer to Members’ questions, the Committee agreed:- 
(1) to authorise the Chief Education Officer, in liaison with SPT, to conclude, on
behalf of the Council, the award of the provision of mainstream school
transport contracts from August 2022 as detailed in Appendix 1 to the report;

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(2) to note that the contracts shall be for a maximum period of three years and at
the cumulative value of £451,568 per annum ex VAT; 
(3) to note the Chief Education Officer, in liaison with SPT, will award any further
contracts during school term 2022/23 for contracts not exceeding £50,000;
and 
(4) to request that the Chief Education Officer provides a briefing to Elected
Members, as part of the normal cycle of briefings, giving detail on the
continued need for so many bus contracts in light of the implementation of
free bus travel for children and young people. 
CONTRACT AUTHORISATION REPORT – SUBCONTRACTORS AND
SPECIALIST CONTRACTORS FOR BUILDING SERVICES 
A report was submitted 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. 
After discussion and having heard the Ms Adams, Business Partner – Strategic
Procurement, and the Building Services Manager in further explanation of the report,
the Committee agreed:- 
(1) the contract for Asbestos Surveys utilising the SXL FA for Asbestos Related
Works and Services to Environtec Ltd, Hamilton, it being noted: (i) that 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 one-year periods with
the four year budget value being £384,000 ex VAT; and (ii) that the estimated
commencement date of the contract was 9 August 2022; 
(2) the contract for Modern Facilities Installations and Improvements utilising the
SPA FA for Whole House Refurbishment and Associated Works to Everwarm
Ltd, Bathgate, it being noted: (i) that 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 one-year periods with the four year budget being £3,050,000
ex VAT; and (ii) that the estimated commencement date of the contract was 9
August 2022;

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(3) the contract for Internal Window Finishes utilising the SXL FA for Domestic
Furniture and Furnishings to GavHas Services, East Kilbride, Glasgow, it
being noted: (i) that 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 one-
year periods with the four year budget being £155,000 ex VAT; and that the
estimated commencement date of the contract was 9 August 2022; 
(4) the contract for UPVC Windows & Doors and Improvements utilising the SPA
FA for Whole House Refurbishment and Associated Works to Sidey Ltd,
Perth, it being noted: (i) that 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 one-year periods with the four year budget being £2,800,000 ex VAT; and
(ii) that the estimated commencement date of the contract was 9 August
2022; 
(5) (i) to note that 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 one-year periods with the four year budget
value being £20,293,000 ex VAT; and that 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

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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 
(6) the FA for Subcontractors and Specialist Contractors having being approved,
to authorise the Chief Officer – Regulatory and Regeneration to conclude the
award of the contracts exceeding £50,000 in value, as per below:- 
Lot 1: 
The contract for Landscaping Including the Provision of Resin Paths to
Complete Paving Requirement (Scotland), Renton, it being noted: (i) that 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 one-year periods with the
four year budget being £3,100,000 ex VAT; and (ii) that the estimated
commencement date of the contract was 10 August 2022.

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Lot 2: 
The contract for Flooring to Kirkton Flooring Ltd, Livingston, it being noted: (i)
that 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 one-year periods with
the four year budget being £330,000 ex VAT; and (ii) that the estimated
commencement date of the contract was 10 August 2022. 
Lot 3: 
The contract for Metal Fabrications to City Gate Construction (Scotland) Ltd,
Paisley, it being noted (i) that 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 one-year periods with the four year budget being £195,000 ex VAT, and
(ii) that the estimated commencement date of the contract was 10 August
2022. 
Lot 4: 
The contract for Scaffolding to Clyde Scaffolding Ltd, Kilsyth, Glasgow it being
noted: (i) that 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 one-
year periods with the four year budget being £2,300,000 ex VAT; and (ii) that
the estimated commencement date of the contract was 10 August 2022. 
Lot 8: 
The contract for Plumbing to John Doherty, Old Kilpatrick, it being noted: (i)
that 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 one-year periods with
the four year budget being £300,000 ex VAT; and (ii) that the estimated
commencement date of the contract was 10 August 2022. 
Lot 9: 
That 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 (detailed in Appendix 5f to the report), it being noted: (i) that 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 one-
year periods with the four year budget being £1,300,000 ex VAT; and (ii) that
the estimated commencement date of the Small Jobs contract was 10 August
2022.

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Lot 10: 
The contract for Asbestos Removal to Enviraz (Scotland) Ltd, Hillington, it
being noted: (i) that 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 one-
year periods with the four year budget being £768,000 ex VAT; and (ii) that
the estimated commencement date of the contract was 10 August 2022. 
Lot 11: 
The contract for External Building Fabric Upgrade Works to Ailsa Building
Contractors Ltd, Coatbridge, it being noted: (i) that 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 one-year periods with the four year budget
being £12,000,000 ex VAT; and (ii) that the estimated commencement date of
the contract is 10 August 2022; and 
(7) to note that any intended further call off contracts exceeding £50,000 in value
utilising the FA for Subcontractors and Specialist Contractors would be
submitted to a future meeting of the Tendering Committee to seek approval to
award. 
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 
A report was submitted 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. 
After discussion and having heard Mr Cameron, Business Partner – Strategic
Procurement, in further explanation of the report, the Committee agreed:- 
(1) to grant delegated authority to the Chief Officer – Resources, in consultation
with the Convener of the Tendering Committee, to approve the award of the
contracts detailed in Appendix 1 to these Minutes during the summer recess; 
(2) to 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 1 to these Minutes; and 
(3) to note that a report detailing the outcome of the contract awards would be
submitted, for noting, to the next appropriate meeting of the Tendering
Committee, in accordance with Standing Order 35(b) iv. 
The meeting closed at 10.10 a.m.

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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

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Resources –
Insurance
Services
Lot 9:  Fine Art including Exhibitions £7,326.30 £12,210.50 3 5
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