Decision Maker:

Outcome:

Is Key Decision?: No

Is Callable In?: Yes

Date of Decision: July 14, 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, accept the recommendation of the Procurement Board and in exercise of the powers contained within the Council Constitution do hereby:   approve the extension of Contract for Responsive Repairs Framework Suppliers, as detailed in the table below:   Detail required Answers Contract Reference  (to be supplied by procurement) S1108 Title/Description of Contracted Service/Supply/Project Responsive Repairs Framework Suppliers Name of Contractor 1)    Schofield and Sons Limited, 2) G Jones Limited Type of organisation (to be supplied by Procurement) Private Limited Company Status of Organisation (to be supplied by CoProcurement) SME Value of Contract Extension (£) £340,000       per annum Total value of Awarded (including extension period) £993,000       Contract awarded (to date) Existing Contract Term 06/08/2022 to 05/08/2025 Extension Period 06/08/2025 to 05/08/2026 Contact Officer (Name & number) Adam Vanden Lead Service Group Place Funding Source Revenue Budget Ethical Contractor (EC): Mayor’s Employment Charter Yes EC: Accredited Living Wage Employer Yes   The reasons are: The existing framework suppliers have demonstrated their ability and commitment in undertaking the Councils requirements over the period of the existing contract. They have confirmed that they are willing to continue their contract for a period of twelve months.   There is provision within the current contract to extend the agreement for a further period from 06/08/2025 to 05/08/2026.   Options considered and rejected were: None. All procedures are in full compliance with Contractual Standing Orders.   Assessment of risk: High Some of the services provided through this contract are statutory and therefore put the council at risk if not undertaken correctly.   The source of funding is: Funding for works on Council properties will come from within revenue budgets held by the various directorates. Any works undertaken on behalf of schools will be funded directly by them.   Legal advice obtained: When commissioning contracts for the procurement of goods, service, 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.   The report essentially covers the request to grant a twelve-month extension period to the appointment of contractors under an existing framework agreement for responsive which is due for renewal in August 2025.   The original framework agreement was approved by Procurement Board at their meeting on 27th July 2022. The existing contract is for a period of 2 years, with the option to extend for a further two (2) periods of 12 months. The agreement commenced on 6th August 2022 initially for 2 years and may be extended for an annual basis at the discretion of the Authority for a further year on each occasion, up to a maximum total period of 4 years.   Two tenders were received from framework suppliers for this project, which were evaluated on the most economically advantageous tender basis in line with procurement procedures resulting in the appointment to the framework of G Jones Builders, and Schofield and Sons Limited.   Call off contracts will be offered for direct award in order of the highest scoring first, Schofield and Sons Limited, followed by G Jones Builders in accordance with the original evaluation rankings. If that Contractor is unavailable to carry out the Works then the next highest ranked Contractor will be contacted to undertake the works.   Financial advice obtained: Grace Rogerson, Capital Finance Manager 19/06/2025 The report is seeking approval to extend the contract for responsive repairs across the council with Schofield & Sons Limited and G Jones Limited for a period of twelve months.   Key risks include the possibility that if the contractor is unavailable to carry out the works, the next highest-ranked contractor will be approached to undertake the works. This introduces uncertainty in forecasting the responsive repairs, as costs will differ per contractor. However, this can be mitigated through regular monitoring of the budgets and prioritisation of works throughout the year.   Additionally, other repairs such as mechanical engineering, maintenance of fire alarms and security works, lightning rod repairs, and technology cabling do not form part of the contracts on this framework. Therefore, these will need to be monitored against the budget in line with the works procured on these contracts with Schofield & Sons Limited and G Jones Limited.   The responsive repairs costs will be funded from budgets held in various directorates that still have responsibility for the property. However, where the building is held centrally in property, which sits in the Place Directorate, this will be funded via property revenue budgets. Any works undertaken on behalf of schools will be funded directly by the school.   Procurement advice obtained: Daniel Cunliffe, Category Manager – 0161 686 6249 The framework for responsive repairs was procured via an open tender process on the Chest for a two-year period with an option to extend for a further two years on an annual basis. The option to extend for a further twelve months is in line with the rules of the framework and therefore is compliant with the Public Contracts Regulations (PCR’s) and the Council’s Contractual Standing Orders (CSO’s).   As part of the Council's budget challenges, the service group should consider efficiencies, and enhanced contract management KPI’s as part of this contract.   HR advice obtained: N/A.   Climate change implications obtained: Building Surveying and Facilities Management Team The two contractors are Salford based companies which will help reduce transport and travel within the local area.   The responsive repair works required to be undertaken will assist the Council in becoming carbon neutral by 2038.   Documents used: The following documents have been used to assist the decision process: Report to Procurement Board dated 27th July 2022 titled Responsive Repairs Framework Suppliers. Report to Procurement Board dated 10th July 2024 titled Extension for the Contract for the Responsive Repairs Framework.   Contact details: Contact Officer:  Adam Vanden. Telephone number:   The appropriate Scrutiny Committee to call-in the decision is the Growth and Prosperity Scrutiny Panel and The Overview and Scrutiny Board.     Signed:     Cllr J Youd         Dated:     14 July 2025.                 Lead Member   FOR DEMOCRATIC SERVICES USE ONLY   This decision was published on 15 July 2025 This decision will come in force at 4pm on 22 July 2025 unless it is called-in in accordance with the Decision Making Process Rules.