Decision Maker:

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: Yes

Date of Decision: October 28, 2024

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:   ·      improvement works to Buile Hill Park Hall: o  internal alterations, o  replacement roofing and ventilation works, and o  works to external façade, as detailed in the table below:   Detail required Answers Contract Reference S1207 Title/Description of Contracted Service/Supply/Project Buile Hill Park Hall – improvement works Name of Successful Contractor John Turner Construction Group Supplier Registration Number (to be supplied by Corporate Procurement) 2343729 Type of organisation (to be supplied by Corporate Procurement) Private Limited Company Status of Organisation (to be supplied by Corporate Procurement) SME Contract Value (£) £125,044.26 (full costs – internal alterations) £513,909.86    (full project costs – roofing and ventilation) £84,113.15 (full costs – external façade) Total cost - £723,067.24 Contract Duration  10 weeks Contract Start Date 06/01/2025 Contract End Date 14/03/2025 Optional Extension Period 1 months Optional Extension Period 2 months Who will approve each Extension Period? Choose an item. Contact Officer (Name & number) Dave Lyon 07836 620033 Lead Service Group Place How the contract was procured? (to be supplied by procurement) Open Procedure Framework Details (where applicable) (procurement body, framework reference & title, start/ end date N/a Funding Source Choose an item. Ethical Contractor (EC): Mayor’s Employment Charter     EC: Committed to sign up to charter EC: Accredited Living Wage Employer   The Reasons are: To refurbish the accommodation, roof replacement including works to external façade and replacement of mechanical ventilation in line with the Council’s corporate strategy.   Options considered and rejected were: Competitive tendering was considered however, due to time constraints and contractor on site undertaking major renovations to the mansion building it was not considered cost effective to procure these works by mini competition. Council procedures for procuring these works have been followed.   Assessment of Risk: Medium to High The works are required to meet the requirements of the service and minimise disturbance to the operational activities offered.   The source of funding is: The Council’s Capital Programme.   Legal Advice obtained: Tony Hatton Procurement Board have already approved the appointment of John Turner Construction Group to act as construction partner for the refurbishment of Buile Hill Mansion (September 2023). As a result of additional works being desirable and necessary to improve the facilities and extend the life of the building, the value of the project works with the appointed contractor has increased but is still within a level of tolerance permitted by the Public Contracts Regulations (PCR).   The PCR allows, through regulation 72, a number of “safe harbours” when contracting authorities need to modify existing contracts in a way which does not require a fresh procurement, as well as considering whether the modification is substantial at all. Regulation 72 (1) (e) provides that modifications that do not amount to substantial modifications (as defined in regulation 72 (8)) will be permitted, as here.   Financial Advice obtained: Daniel Hillman, Senior Accountant, 15.10.2024 The procurement board report seeks approval to award John Turner Construction Group, a package of works to be delivered at Buille Hill Park Hall. John Turner are the appointed contractor for works at the Mansion, appointing them to deliver the works will reduce potential costs of site set up. To minimise disruption the works are to be scheduled for January and February 2025.   The following works are inclusive of service fees and are include a built in risk allowance: ·      Internal Alterations - £125,044.26. ·      Roofing and ventilation works - £513,909.86. ·      External façade - £84,113.15.   The programme of works at Buile Hill Park Hall are included in the Place, Property programme for 2024/25 and are funded from general unsupported borrowing.   Procurement Advice obtained: Daniel Cunliffe Tel: 0161 686 6249 The contract was procured by open procedure. Due to the increase of cost for the additional work Regulation 72 permits there to be changes or modifications as long as this does not exceed 50% of the contract value, which in this case does not apply. Therefore, this is compliant with Procurement Contract Regulations and the Councils own Contractual Standing Orders.   HR Advice obtained: N/A   Climate Change Implications obtained: N/A   The following documents have been used to assist the decision process: ·      Report to Procurement Board dated 28th October 2024. Contact Officer: Dave Lyon Telephone number: 07836 620033   ·      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:     Cllr J Youd         Dated:    28 October 2024.                  Lead Member   FOR DEMOCRATIC SERVICES USE ONLY   *           This decision was published on 28 October 2024 *           This decision will come in force at 4.00 p.m. on 4 November 2024 unless it is called-in in accordance with the Decision Making Process Rules.