Decision Maker: Procurement Board

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: April 28, 2025

Purpose:

Content: Salford City Council – Record of Decision   I Councillor Youd, Lead Member for Finance and Support Services and chairman of the Procurement Board, in exercise of the powers contained within the Council Constitution do hereby:   approve to award the contract for refurbishment works to the amenity blocks on Duchy Caravan Park, as detailed in the table below: Detail required Answers Title/Description of Contracted Service/Supply/Project Refurbishment works to the amenity blocks on Duchy Caravan park Procurement Reference numbers (DN and CR number supplied by Procurement) DN755808 S1144-95 Name of Successful Contractor G.Jones Supplier Registration Number (to be supplied by Procurement 4928174 Proclass Classification No. (to be completed by procurement) 390000 - Works - Construction, Repair & Maintenance Type of organisation (to be supplied by Procurement) Private Limited Company Status of Organisation (to be supplied by Procurement) SME Contract Value (£) £580,592.65 full project (plus VAT) Total contract value £ (including extensions) £580,592.65 Contract Duration 10 months Contract Start Date 05/05/2025 Contract End Date 30/01/2026 Optional Extension Period 1 N/A Optional Extension Period 2 N/A Who will approve each Extension Period? Choose an item Contact Officer (Name & number) Jane Barlow 0161 793 2372       Lead Service Group Place How the contract was procured? (to be supplied by procurement) Other Framework Details (where applicable) (procurement body, framework reference & title, start/ end date JCT Minor Works Building Contract Funding Source Capital Programme Ethical Contractor (EC): Mayor’s Employment Charter Yes   EC: Committed to sign The Mayor’s Employment Charter Choose an item.     EC: Committed to the principles outlined in the Mayor’s Employment charter Choose an item.   EC: Accredited Living Wage Employer Yes   EC: Committed to becoming Accredited Living wage Employer Choose an item. ?   The Reasons are: The council owns and manages the Duchy Road Caravan Park which is operated as a permanent residential site comprising 25 pitches and an community hub building. Each pitch has its own amenity block comprising a day room, kitchen and bathroom. It has been identified that capital investment is needed for a full refurbishment of the amenity blocks as key components are nearing the end of their economic life, and further works are required as a result of previous underinvestment in maintain the amenity blocks. The refurbishment will also seek to improve the overall energy efficiency of the amenity blocks.   Options considered and rejected were: Do nothing – capital investment is required to ensure the council provide good quality amenity facilities by carrying out essential maintenance on pitches and maintain a healthy waiting list.   Assessment of Risk – Medium: A lack of capital funding would place additional pressure on the revenue budget. Any delays in completing the scheme could impact on the approved capital funding allocation.   The source of funding is: Capital Programme.   Legal Advice obtained: 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) (pending the introduction and procurements started after 24th February 2025 which are subject to the Procurement Act 2023) and its own Contractual Standing Orders (CSO’s), failing which a contract may be subject to legal challenge from an aggrieved provider. The proposed award of the contract follows a tender exercise by mini-competition in accordance with the Minor Building Works Framework Agreement Lot 1.   The Council will need to have followed the procedure set out in the framework agreement for mini competition to ensure that the procurement process is compliant. The bid has been evaluated on the most economically advantageous tender basis in line with published procedures resulting in the proposed award of the contract to G Jones. The procurement procedures therefore appear robust and compliant with the requirements of the Council’s CSO’s and PCR.   Financial Advice obtained: The report is seeking approval to enter into contract with G. Jones for the refurbishment works to the amenity blocks on Duchy Caravan Park.   As mentioned in the report, the refurbishment will seek to improve the overall energy efficiency of the amenity blocks. If this produces a saving on utilities, it will be recognised by the tenants.   There remains a risk of additional costs or savings depending on the varied package of works, but this risk will be monitored and managed by the project manager.   There is a provision of £580,592.65 within the approved 2025/26 Housing Strategy capital programme to cover the contract for the refurbishment works. It should be noted that if the costs exceed this value, additional resources for financing will need to be explored.   Procurement Advice obtained: This contract was tendered utilising the Salford City Council Minor Works Framework. A further competition was used to advertise to the suppliers on lot one of the framework. This is compliant with the PCR 2015 regulations and the Council’s constitution. I am happy that a fair and transparent process took place.   HR Advice obtained: N/A   Climate Change Implications obtained: The refurbishment scheme will provide improved energy efficiency measures to the amenity blocks. Materials will arrive on site just in time to reduce site congestion and waste.  G Jones will continue to aim for a 95% landfill diversion rate, by recycling their construction waste.   Contact Officer: Jane Barlow Telephone number: 0161 793 2372   Please delete from the bullets below any which are not relevant: ·      This matter is also subject to consider by the Lead Member for Housing and Anti- Poverty. The Lead Member was consulted on 2 April 2025 and is supportive of the proposed contract. ·      The appropriate Scrutiny Committee to call-in the decision is the Growth and Prosperity Panel.       Signed:   Cllr J Youd           Dated:    28 April 2025.                Lead Member   FOR DEMOCRATIC SERVICES USE ONLY:   *           This decision was published on 28 April 2025 *           This decision will come in force at 4.00 p.m. on 6 May 2025 unless it is called-in in accordance with the Decision Making Process Rules.