cabinet – 14 march 2013 report of the head of finance and

CABINET – 14 March 2013

Report of the Head of Finance and Property Services

Lead Member: Councillor Tom Barkley

Part A

ITEM 11 ANNUAL PROCUREMENT PLAN 2013/14 Purpose of Report This report sets out the Annual Procurement Plan for Charnwood Borough Council for 2013/14. It is a requirement of the Council's Contracts Procedure Rules that this report is submitted for Cabinet to approve at the beginning of each financial year. Recommendations 1. That the contracts, over £25,000 and up to £75,000, listed in Appendix

A be let in accordance with Contract Procedure Rules. 2. That the contracts, over £75,001 and up to £500,000, listed in

Appendix B be let in accordance with Contract Procedure Rules. Reasons 1 & 2 To allow contracts of the Council to be let in accordance with contract

procedure rules. Policy Justification and Previous Decisions This links with the Council’s Corporate Plan which states that we will seek ways to run the Council more efficiently and creatively so residents receive value for money. Implementation Timetable including Future Decisions and Scrutiny Contracts will be let in accordance with the timetables in appendices A and B and this Plan will available for scrutiny by the Overview scrutiny Group on 11 March 2013. Financial Implications There are no direct financial implications arising from this report as expenditure will be funded from existing budgets.

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Risk Management The risks associated with the decision Cabinet is asked to make and proposed actions to mitigate those risks are set out in the table below.

Risk Identified Likelihood Impact Risk Management Actions Planned

Failure to follow the agreed Council Procedures and, as a consequence, not obtaining best value procurement

Possible Minor

Wide circulation of ‘reasons to meet the Rules’ and provide advice to officers needing to use the Rules

Failure to follow EU procurement rules by not advertising in OJEU above a threshold.

Possible Minor

Wide circulation of information relating to contract compliance, advice and service in placing requisite advert in OJEU for officers in service areas.

Key Decision: Yes Background Papers: None Officers to contact: David Howkins

01509 634672 [email protected]

John Casey 01509 634810 [email protected]

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mailto:[email protected]

mailto:[email protected]

Part B Background 1. The Contract Compliance Rules require the Contract Compliance

Officer to submit a report at the beginning of the financial year showing details of contracts to be let above £25,000 and below £500,000. In approving the report, Cabinet will agree for each contract the form of tender evaluation arrangements, whether the tender specification needs to be approved by Cabinet and whether authority is delegated to the Contract Compliance Officer to agree exceptions and open negotiation procedures.

2. Having an Annual Plan does not allow sufficient flexibility for goods and

services that are found to be required during the year. Therefore, to avoid individual reports being submitted for each contract, and to encourage services to adhere to the Contract Compliance Rules, update reports will be produced with contracts to be let in the second, third and fourth quarters of the year.

Procedure 3. Heads of Service have been contacted with a view to producing a plan

for 2013/14 and details of all contracts that Heads of Service have asked to be included are given in the Appendices attached to this report. The contracts have been divided into those contracts estimated to cost more than £25,000 but less than £75,000 and those contracts between £75,001 and £500,000.

4. For contracts up to £75,000, it is recommended that, in line with

Quotation and Tender procedures the relevant Head of Service should deal with these by requesting 3 written quotations. In cases where a quotation other than the lowest is accepted, authority has been given to the Contract Compliance Officer to authorise a waiver or exception to the Contract Procedure Rules. Contracts falling under this authority have been itemised in Appendix A to this report.

5. For contracts in excess of £75,000, a written specification must be

prepared and tendering completed in line with Contract Procedure Rules. Contracts falling under this authority have been itemised in Appendix B to the report.

6. Contracts above the £500,000 threshold need to be reported

separately to Cabinet during the year before procurement begins. Appendices Appendix A – Contracts between £25k and £75k Appendix B – Contracts between £75k and £500k

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APPENDIX A

ANNUAL PROCUREMENT PLAN 2013 - 2014

Contracts greater than £25,000, but less than £75,000 No. Service Area Contract

Title/Description Tendering

Method: 3 Quotes/Waiver

Delegation to Contract Compliance Officer

Contract Start:

1 Regulatory Services Food Safety Inspections for Low Risk food premises

Waiver Yes 01/04/2013

2 Regulatory Services Mobile handsets with a

mapped base locator for Street Wardens

Extend Existing Contract Yes 01/04/2013

3 Regulatory Services Replacement of Handheld

Parking Charge Notice machines

3 Quotes / Tender Yes 01/04/2013

4 Regulatory Services Air Quality Monitoring Stations maintenance contract 3 Quotes / Tender Yes 01/04/2013

5 Strategic Support

Printing of electoral registration forms

3 Quotes Yes 01/09/2013

6 Planning and Regeneration

Strategic Flood Risk Assessment

3 Quotes Yes 01/05/2013


Leicester and Leicestershire integrated transport model

(LLITM) Transport modelling Stage 3

3 Quotes Yes 01/05/2013


Strategic Housing Market Assessment

3 Quotes Yes 01/05/2013


Employment Land Study 3 Quotes Yes 01/05/2013

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APPENDIX A

No. Service Area Contract Title/Description

Tendering Method: 3

Quotes/Waiver


Contract Start:


Site allocations Development Plan Document (DPD)

Sustainability Appraisal 3 Quotes Yes 01/05/2013

11 Planning and Regeneration Site Viability Assessments 3 Quotes Yes 01/05/2013

12 Housing - Landlord Services

Communal aerial repairs / upgrades

Tender Yes 01/05/2013


Decoration packs - voids



Environment (additional ventilation systems)



Underground services repairs



UPVC window maintenance



Specialist damp work



Garage Doors - supply and fit



Specialist drainage work



Specialist building (Over-spill work)



Specialist metal work



Replacement glass supplier


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APPENDIX A

No. Service Area Contract




Contract Start:


Structural Surveys



Portable Appliance Testing



Joinery (over-spill work)



Fire Risk Assessments



Plastering (over-spill work)



Rental/Repair of washing machines (sheltered schemes)



Piper Network Communication (PNC) Maintenance

Waiver to be sought for 12 months due to

uncertainty of continued funding

Yes 01/05/2013


Piper Network Communication (PNC) Lease (lifeline)

Waiver to be sought for 12 months due to

uncertainty of continued funding

Yes 01/05/2013

31 Neighbourhood Services

Domestic Abuse Outreach Services



Replacement CCTV Hardware


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APPENDIX A

No. Service Area Contract




Contract Start:


Replacement CCTV Data Transmission



CCTV Infrastructure Maintenance


35

Neighbourhood Services

Sentinel - License and Maintenance


36 Finance & Property

Services

Provision of Treasury Advisory services

Tender Yes 01/04/13


Services

Provision of Cash Management/Investment

services


38 Leisure and Culture Festive Lights (Christmas Decorations) Tender Yes 01/07/2013

39 Leisure and Culture Queens Park Café Catering Tender Yes 18/07/2013

40 Leisure and Culture Upgrade of Electricity supply for Markets and Fairs Tender Yes 01/07/2013

41 Leisure and Culture Festive Lights (Christmas installation ) Tender Yes 01/07/2013

42 Environmental Services

Hanging Baskets Contract


43 Environmental Services Seeds and Plants Tender

Yes 01/06/2013

44 Environmental Services Small Tools and Equipment Tender

Yes 01/06/2013

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APPENDIX A

1. Food Safety Inspections for Low Risk food premises 2. Mobile handsets with a mapped base locator for Street Wardens 3. Replacement of Handheld Parking Charge Notice machines 4. Air Quality Monitoring Stations maintenance contract 5. Printing of electoral registration forms 6. Review of the borough wide Strategic Flood Risk Assessment (SFRA) taking into account new Environment Agency (EA) maps and new hydraulic

modelling 7. Further modelling of Sustainable Urban Extensions in Leicestershire County Council transport model to inform the Local Development Framework 8. Objective assessment of housing needs in Charnwood 9. Assessment of strategic warehousing needs 10. Sustainability appraisal for the next planning document 11. Economic viability assessment of development sites for next planning document 12. Communal aerial repairs / upgrades 13. Decoration packs voids : Tenant Decoration packs to facilitate internal decoration of properties 14. Environment (additional ventilation systems) positive ventilation blowers and extraction fans units are fitted when all other moisture eradication

methods have been exhausted 15. Underground services repairs 16. UPVC window maintenance 17. Specialist damp work 18. Garage Doors supply and fit 19. Specialist drainage work 20. Specialist building (‘Over-spill’ work) to cover any unexpected peaks in demand because of new legislation 21. Specialist metal work 22. Replacement glass supplier 23. Structural surveys 24. Portable Appliance Electrical Testing 25. Joinery (over-spill work) to cover any unexpected peaks in demand for Joinery 26. Fire Risk Assessments 27. Plastering (over-spill work) to cover any unexpected peaks in demand Plastering 28. Rental/Repair of washing machines (sheltered schemes) 29. Piper Network Communication (PNC) Maintenance

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APPENDIX A

30. Piper Network Communication (PNC) Lease (lifeline) 31. Domestic Abuse Outreach Services 32. Replacement CCTV Hardware 33. Replacement CCTV Data Transmission 34. CCTV Infrastructure Maintenance 35. Sentinel System - Licence and Maintenance 36. Provision of Treasury Advisory services 37. Provision of Cash Management/Investment services 38. Festive Lights (Christmas Decorations) replacement of damaged lights 39. Queens Park Café Catering 40. Upgrade of Electricity supply for Markets and Fairs 41. Festive Lights (Christmas installation ) erecting and dismantling of festive illuminations 42. Hanging Baskets Contract for the supply installation and maintenance of hanging baskets throughout the town centre. 43. Seeds and Plants for Open Spaces 44. Small Tools and Equipment replacement and repairs of hand held tools

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APPENDIX B

ANNUAL PROCUREMENT PLAN 2013 - 2014 Contracts greater than £75,001, but less than £500,000

No. Service Area Contract Title/Description Tendering Method: (Full Tender/OJEU

Procedure)


Contract Start:

1 Regulatory Services Dog Control Service Tender Yes 01/04/2014

2 Regulatory Services Car Parks Refurbishments SCAPE/EMPA Framework Contract

Yes 01/04/2013

3 Regulatory Services Installation of Pay on Foot car park machines

3 Tenders or ESPO Framework Contract

Yes 01/04/2013

4

Housing - Landlord Services

A partner to deliver the Capital Repair and Improvement

Programme from Jan 2014. Cabinet Approval 22 Nov

OJEU Compliant Framework

Yes 01/01/2014

5


A partner to deliver a Cyclical maintenance programme for

2013/14


Yes 01/04/2013

6 Housing - Landlord

Services

Asbestos surveys 3 year contract


Yes 01/07/2013


Services

Legionella Testing


Yes 01/07/2013

8


Fire Alarm and Emergency Lighting servicing, Door entry

system maintenance

Tender

Yes 01/07/2013

9


Void clearance & cleans, furniture removal, garden

clearance

Tender

Yes 01/05/2013

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APPENDIX B

No. Service Area Contract Title/Description Tendering Method:

(Full Tender/OJEU Procedure)


Contract Start:


Asbestos removal contract OJEU Compliant Framework

Yes 01/10/2013


Services

Replacement Doors - Responsive


Yes 01/07/2013

12 Revenues Benefits and

Customer Services New Voice and data

agreement

OJEU Compliant Framework EMPSN or

GPS

Yes 01/06/2013

13 Revenues Benefits and

Customer Services

Microsoft Enterprise Agreement

Waiver to use GPS framework (PSA 12)

Yes 01/06/2013

14

Neighbourhood Services

Secure a Strategic Partner for provision of Credit Union

Services

Waiver - Cabinet 14/02/13 Min 110

Yes 01/04/2013


Services

Possible Upgrade of Payroll/HR system

Waiver as upgrade to current system

Yes 01/12/2013


Services

Small works Contract

OJEU in Collaboration with NWLDC

Yes 01/05/2013

17 Leisure and Culture Pantomime Production

Tender

Yes 01/05/2013

18 Leisure and Culture Market Stalls Tender Yes 01/05/2013


Weed control OJEU / Tender Yes 01/06/2013

20 Environmental Services Waste Skip Hire OJEU / Tender Yes 01/06/2013


Bus Shelters OJEU / Tender Yes 01/06/2013

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APPENDIX B

1. Dog Control Service 2. Resurfacing, lighting, re-lining and ticket machine upgrades at various car parks across borough 3. Installation of Pay on Foot car park machines, barriers and re-configuration of traffic routes and parking bays at Granby Street Car Park 4. A partner to deliver the Capital Repair and Improvement Programme 5. Cyclical maintenance programme for 2013/14 painting etc of communal areas 6. Asbestos surveys of 5,000 homes over 3 years 7. Legionella Testing at sheltered accommodation units 8. Fire Alarm and Emergency Lighting servicing, Door entry system maintenance at sheltered accommodation and other communal buildings 9. Void Property clearance and cleans, furniture removal, garden clearance 10. Asbestos removal contract 11. Replacement Doors - Responsive repairs 12. Amalgamation of various existing voice and data contracts listed to a single supplier which will provide the integration of real-time

communication services such as IP telephony, integrated voicemail, e-mail, SMS, instant messaging , presence information, call control, etc. BT Landlines + Broadband, O2 Mobiles, BT CCTV Redcare, Telephone Support, Switchboard, Network Maintenance, Support E1000 Hardware, Support Internet Circuit

13. Microsoft Enterprise Agreement to provide software licences 14. Secure a Strategic Partner for provision of Credit Union Services 15. Possible Upgrade of Payroll/HR system 16. Small works Contract 17. Pantomime Production 18. Market Stalls - replacement of existing equipment 19. Weed control 20. Waste Skip Hire 21. Bus Shelters

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cabinet – 14 march 2013 report of the head of finance and

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