Content

Salford City Council – Record of
Decision
 
I Paul
Dennett, City Mayor, in
exercise of the powers contained within the Council
Constitution, do hereby
approve:
 

·     
to Award the Contract for the refurbishment of the garden
and external areas of Buile Hill Mansion, as highlighted
in the table below:
 

Detail required

Answers

Title/Description of Contracted
Service/Supply/Project

Buile Hill Mansion refurbishment of gardens and
landscaping works

Name of Successful
Contractor

Landscape Engineering Ltd

Supplier Registration Number

(to be supplied by Corporate
Procurement)

 
4049863

Type of organisation

(to be supplied by Corporate
Procurement)

Private Limited Company

Status of Organisation

(to be supplied by Corporate
Procurement)

SME

Contract Value (£)

£2,081,170 Landscape costs

Overall Scheme Value (£)

(£8,253,881.71 full project costs inclusive of
SCC fees, surveys, mansion refurbishment works, timber treatment
works, demolition and clearance works.)

Contract Duration

6.5 months

Contract Start Date

16/09/2024

Contract End Date

28/03/2025

Optional Extension Period 1

Not intended at this stage

Optional Extension Period 2

Not intended at this stage

Who will approve each Extension
Period?

Strategic Director (extension <
£150k)

Contact Officer (Name &
number)

Dave Lyon/Daniel Sterry

Lead Service Group

Place

How the contract
was procured?

(to be supplied by
procurement)

Mini competition

Framework Details (where
applicable)

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

Technical and Highways Works Framework – Lot 6
– Landscaping and Associated Works 

Funding Source

Capital Programme

Ethical Contractor (EC): Mayor’s
Employment Charter

EC: Committed to sign Charter

 

EC: Accredited Living Wage
Employer

 
The Reasons are: the restoration of Buile Hill
Mansion and its externals has been a priority for the City Mayor
and following approval of proposals to refurbish the mansion and
associated works by the Planning and Transportation Panel on
21st September 2023 development works can now progress to the
agreed programme and to the earliest completion date.
 
Options considered and rejected were: None. All procedures are in
accordance with normal standing orders.
 
Assessment of Risk: Medium/ High
Buile Hill Mansion is a prominent building which
requires high level and sensitive restoration to preserve the
capital asset to the council. The external landscape surrounding
the building requires restoration and development to provide
parking facilities for its future use. Failure to undertake the
works will result in continued deterioration of the building and
depot buildings.  The buildings within the project demise
have already been subject to vandalism and arson attacks which put
both the public and council at risk.
 
The source of funding is: Daniel Hillman, Senior Accountant,
03/05/2024
 
There is funding available under the Property Capital
programme for 2024/25 to meet the costs associated with awarding
Landscape Engineering Ltd the contract.
 
Legal Advice obtained: Tony Hatton, Principal Solicitor, Ext. 219
6323
When commissioning 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 legal challenge from an aggrieved
provider.
 
CSO’s stipulate that where a suitable framework
exists, this must be used unless there is an auditable
reason not to do so. The proposed award
of the contract follows a call off exercise in accordance with the
Council’s Technical and Highways Minor Civils Works Framework
(Landscaping and Associated Works Lot) referred to in the body of
the report.
 
The Council will need to have followed the procedure
set out in the framework agreement to ensure the procurement
process is compliant and bids were evaluated in accordance with
published criteria. In this instance submissions were evaluated on
the most economically advantageous tender basis in line with the
published criteria resulting in the proposed award of the contract
to Landscape Engineering Ltd. The procurement procedures therefore
appear robust and compliant with the requirements of the
Council’s CSO’s and public procurement
legislation.
Legal Services will assist with preparing any
contractual documentation upon receipt of instructions to ensure
the Council’s position and interests are
protected.
 
Financial Advice obtained: Daniel Hillman, Senior Accountant.
The procurement board
report is requesting approval to award the contract for
Buile Hill Mansion refurbishment and externals
works
The refurbishment and
external works contract has been tendered under the Council’s
e-tendering portal in accordance with Contractual Standing Orders.
Tenders were let by open competition.
Following the
evaluation process Landscape Engineering LTD Group scored the
highest in accordance with the criteria stipulated in the tender
documents, with a tender of £2.081m.
There is currently an approved
resource allocation in general unsupported borrowing in the 2024/25
Property capital programme.
 
Procurement Advice obtained: Heather
Stanton, Category Manager, Ext.
6241
 
The works have been procured by utilising
Salford’s own Technical and Highways Framework under Lot 6
for Landscaping works.
All providers under Lot 6 were invited to submit bids
by means of mini competition ensuring a fair and competitive
process, therefore this complies with the Public Contract
Regulations and the Councils Contractual Standing
Orders.
As part of the Council’s Innovate programme and
budget challenges over the next three years, the service group
should consider efficiencies, revenue savings opportunities and
enhanced contract management KPI’s as part of this
contract.
 
HR Advice obtained: N/A
 
Climate Change Implications obtained:
No significant Climate Change implications in this
project. All projects are developed to meet or exceed current
legislation and requirements relating to energy efficiency and
carbon reduction targets. Projects are required to support the
Council’s objectives of becoming carbon neutral by
2038.
 
The works will be programmed to minimise the traffic
impact in the area.  Any waste materials will be removed
and taken to a transfer station for systematic sorting and
recycling to ensure minimal landfill waste.
 
Sustainability plans would be targeted to also align
with opportunities to continue to deliver social value
outcomes.
 
The following documents have been used to assist the
decision process:

·      Report to
Procurement Board dated 27th September
2023
 
Contact Officer: Dave Lyon/Daniel Sterry
Telephone number: 07713 786 093/01617796051
 

·      This
matter is not subject to consideration by another Lead
Member.

·      The
appropriate Scrutiny Committee to call-in the decision is the
Growth and Prosperity Scrutiny Panel and the Overview and Scrutiny
Board.
 
Signed:   Paul
Dennett     Dated: 22 May
2024
                 
City Mayor
 
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FOR DEMOCRATIC
SERVICES USE ONLY
 
*       This decision
was published on 29May 2024
*       This decision
will come in force at 4pm on 5th June 2024 unless it is called-in in accordance
with the Decision Making Process Rules.