Content

Salford City Council – Record
Of Decision
 
I, Councillor Youd, Lead Member
for Finance, Support Services & Industrial Relations and Chair
of the Procurement Board, in
exercise of the powers contained within the Council
Constitution, do hereby
approve:
 
·     
To Award the Contract
for the supply of Property Management Integrated Software
Solution.
 

Detail required

Answers

Title/Description of Contracted
Service/Supply/Project

Service contract for the supply of a Property
Management Integrated Software Solution

Name of Successful
Contractor

Concerto Support Services Limited

Supplier Registration Number

(to be
supplied by Corporate Procurement)

05124418

Type of organisation

(to be
supplied by Corporate Procurement)

Private Limited Company

Status of Organisation

(to be
supplied by Corporate Procurement)

SME

Contract Value (£)

£40,000 per annum    (£160,000 full
project)

Contract Duration

36 months

Contract Start Date

01/09/2023

Contract End Date

31/08/2026

Optional Extension Period 1

12 months

Optional Extension Period 2

months

Who will approve each Extension
Period?

Strategic Director (extension <
£150k)

Contact Officer (Name &
number)

Tracy Squirrell / Jonathan Till

Lead Service Group

Place

How the contract
was procured?

(to be
supplied by procurement)

Direct Award

Framework Details (where
applicable)

(procurement
body, framework reference & title, start/ end date

Crown Commercial – G-Cloud 13 Framework
Agreement (RM1557.13)

Funding Source

Revenue Budget

Ethical Contractor (EC): Mayor’s
Employment Charter

 

EC: Committed to sign Charter

 

EC: Accredited Living Wage
Employer

 
The Reasons
are: The Concerto property management system is used by the property
services team to manage all of the
Council’s land and property assets and to manage property
compliance on corporate buildings. 
 
Options considered
and rejected were:
Look to the open market for an alternative supplier.
This would require substantial input from staff on
the transfer of data, training on new systems and additional costs
for the implementation of interfaces between the property and
accounts systems.
 
Assessment of Risk: High
Access to accurate and current
property records is essential for the day-to-day management of the
Council’s property portfolio. Any interruption to the service
can lead to financial and reputational damage
 
The source of funding
is: Revenue
Budget
 
Legal Advice
obtained:
The Shared Legal Service, Tony Hatton
When
procuring contracts for the procurement of goods, services, or the
execution of works, the Council must comply with the Public
Contracts Regulations 2015 (PCR) and its own Contractual Standing
Orders (CSO’s), failing which a contract may be subject to a
legal challenge from an aggrieved provider.  The proposed award of this contract follows a
selection exercise to enable a direct call-off in accordance with
the Crown Commercial G-Cloud 13 Framework Agreement (RM1557.13) for
the supply of a property asset management software
system.
 
The Council will need
to have followed the procedure set out in the framework agreement
to ensure the procurement process is compliant in accordance with
the terms of the Crown Commercial G-Cloud 13 Framework Agreement.
Following the selection exercise it is
proposed to directly award the contract to Concerto Support
Services Limited for the supply of a property management software
system. The procurement procedures appear robust and compliant with
the requirements of the Council’s CSO’s and
PCR.
 
Financial Advice
obtained:
Grace Rogerson – Senior Accountant
The £40,000
annual costs over the 4 years will be funded by a 50/50 split from
the Property Management and Property Build team’s revenue
budgets. They currently contribute £12,000 PA to Concerto,
from 23/24 this will be an additional cost to the revenue budget of
£28,000 PA over the next 4 years. There is sufficient budget
to cover the full £40,000 costs PA.
 
Noting that there will be a
pressure in year 4 due to the contract price increasing by
RPI.
 
Procurement Advice
obtained:
Emma
Heyes, Category Manager, Corporate Procurement Team
686-6243
Salford
Council’s Contractual Standing Orders state that where there
is a suitable framework this must be used unless there is an
auditable reason not to do so.
Crown Commercial
Services G-Cloud 13 is an OJEU compliant dynamic framework and
selection of providers can be done via direct award by using the
selection criteria laid down in the framework guidance.
 
Concerto Support
Services Limited is a system the Council is already using; direct
award is compliant with the framework rules and
also the Council’s own Contractual Standing
Orders.
 
HR Advice
obtained: N/a
 
DDAT
Implications: Supplied
by: Matthew Wylie, Service Delivery Manager
 
Single Sign-on (SSO) was
recommended by DDaT as best practice
when re-contracting with Concerto. This will provide enhanced
security protection for the council.
 
DDAT supports the
re-procurement of this solution as the recommended option. The
solution provides a range of functions that can be further
exploited by the council moving forward.
 
Climate Change Implications:
The property management system
allows staff to be digitally agile and enable them to work in the
office environment or at home.  The
system can be updated remotely and reduces the need for printing
documents and reduce the need to record information on paper and
input into the system at a later time. 
In addition the system will allow better organisation of workload
and allow staff to organise their workload and visits by
locality.
 
The
following documents have been used to assist the decision
process:
·     
Report to Procurement Board dated 12th
July 2023
 
Contact Officer:      Tracy Squirrell         
Tel. 0161 779 4954            
tracy.squirrell@salford.gov.uk
Jonathan
Till            
Tel. 0161 779 6133            
jonathan.till@salford.gov.uk
 
This matter is not subject to
consideration by another Lead Member.
 
The appropriate Scrutiny Panel
to call-in the decision is the Growth and Prosperity Scrutiny Panel
and the Overview and Scrutiny Board.
 

Signed:                       
Dated: 12th July 2023
Lead
Member for Finance, Support Services & Industrial
Relations
 

 
This decision was published on12th July
2023.
 
This decision will come into force at 4.00 p.m. on
19th July 2023, unless it is called-in in accordance with the
decision-making process rules.