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Meeting Details

Procurement Sub-committee
3 Jun 2015 - 14:00 to 15:00
  • Documents
  • Attendance
  • Visitors
  • Declarations of Interests

Documents

Agenda

Agenda
Notification
Standard Items
Further Information
This is a meeting which is open to members of the public. 

A copy of the agenda and reports for this meeting will be available for inspection prior to the meeting at the Customer Service Centre, Renfrewshire House, Cotton Street, Paisley and online at www.renfrewshire.gov.uk/agendas. 

For further information, contact
democratic-services@renfrewshire.gov.uk.
Items Of Business
Apologies
Apologies from members.
Councillors McGurk and Noon.
Declarations of Interest
Members are asked to declare an interest in any item(s) on the agenda and to provide a brief explanation of the nature of the interest.
There were no declarations of interest intimated prior to the commencement of the meeting.
Joint report by the Director of Finance & Resources and the Director of Community Resources
1(a)
There was submitted a joint report by the Director of Finance & Resources and the Director of Community Resources relative to the award of a contract for the treatment of co-mingled dry recyclates.

The report advised that the contract would be called off under Lot 8 as detailed within the Scotland Excel Framework for the treatment of recyclable and residual waste.

The report indicated that following a contract default by the Council’s contractor for the treatment and disposal of this waste stream, the Council required to put in place a temporary arrangement. An interim arrangement was agreed with William Tracey Limited to treat and dispose of the Council’s co-mingled dry recyclate waste.

The report intimated that the interim arrangement commenced on 7 April, 2015 and would expire on commencement of a new contractual arrangement.

The report indicated that a mini-competition was conducted under the Scotland Excel Framework to award a short term contract to allow sufficient time to develop a contract strategy for a longer term arrangement for the treatment and disposal of co-mingled dry recyclate. The mini-competition was issued to a total of three companies under the Lot 8 framework. At the deadline for the return of tenders three bids had been received. Following evaluation all three submissions met the bid selection criteria. Details of the criteria and ratings used to evaluate the bids were contained in the report. 

DECIDED:

(i) That the Head of Corporate Governance be authorised to award the contract under the Scotland Excel Framework for the treatment of recyclable and residual waste (contract schedule number 14-13) to Regen Waste Limited for a one-year period;

(ii) That it be noted that spend on the contract was estimated at £1,317,345, with actual spend dependent on the actual tonnage of co-mingled dry recyclates collected from households;

(iii) That it be noted that the contract would commence on 15 June, 2015 for a period of 12 months to 14 June, 2016; and

(iv) That it be noted that an interim arrangement for the treatment of dry recyclates with William Tracey Limited was implemented on 7 April, 2015 following a contract default by the Council’s contractor for this service, and spend on this arrangement was estimated to be approximately £250,000.
Joint report by the Director of Finance & Resources and the Director of Community Resources
1(b)
There was submitted a joint report by the Director of Finance & Resources and the Director of Community Resources relative to the award of a contract for the treatment and disposal of mechanical street sweeping waste.

The report advised that the contract would be commissioned under Lot 3 within the Scotland Excel Framework for the Treatment of Recyclable and Residual Waste – Treatment and Disposal of Mechanical Street Sweeping Waste.

The report intimated that a contract strategy document for the Treatment and Disposal of Mechanical Street Sweeping Waste was agreed in March 2015 by the Procurement Manager and the Director of Community Resources.

The report indicated that the Scotland Excel Framework for treatment of recyclable and residual wastes provided the facility to make the direct award of a contract to a supplier where best value could be demonstrated. The Council considered the framework rates, existing volumes and transportation costs to run a comparison exercise with suppliers on Lot 3 of the framework. The analysis demonstrated that William Tracey Limited provided best value for the Council for the treatment and disposal of mechanical street sweeping waste.

DECIDED:

(i) That the Head of Corporate Governance be authorised to award the contract for the treatment and disposal of mechanical street sweeping waste, under the Scotland Excel Framework for the treatment of recyclable and residual waste to William Tracey Limited for a period of two years and 11 months;

(ii) That it be noted that the spend on the contract was estimated at £720,000; and

(iii) That it be noted that the contract would commence on 15 June, 2015 for a period of three years to 31 May, 2018.
Report by the Director of Finances & Resources 
1(c)
There was submitted a report by the Director of Finance & Resources relative to the award of a contract for the installation of a 3G dual-purpose football/rugby sports pitch at Castlehead High School, Paisley.

The report indicated that at the deadline for the return of tenders, seven bids had been received. Following evaluation all seven submissions met the bid selection criteria. Details of the criteria and ratings used to evaluate the bids were contained in the report.

DECIDED:

(i) That the Head of Corporate Governance be authorised to award the contract for the installation of a dual-purpose football/rugby 3G pitch at Castlehead High School, Paisley, RC1503 _3652 (ITT7496) to Allsports Construction and Maintenance Limited;

(ii) That it be noted that the value of the contract was £353,417.57 excluding VAT; and

(iii) That it be noted that the contract would commence on 29 June, 2015 with completion anticipated on 18 September, 2015.


Report by the Director of Finance & Resources
1(d)
There was submitted a report by the Director of Finance & Resources relative to the award of the contract for the installation of a biomass boiler at Bridge of Weir Primary School.

The report indicated that at the deadline for the return of tenders, seven bids had been received. Following evaluation five submissions met the bid selection criteria. Details of the criteria and ratings used to evaluate the bids were contained in the report.

DECIDED:

(i) That the Head of Corporate Governance be authorised to award the contract for the installation of a biomass boiler at Bridge of Weir Primary School, RC1504_3822 (ITT7799) to Alternative Heat Limited for the value of £304,545.15 excluding VAT:

(ii) That it be noted that the installation works were anticipated to commence on 29 June, 2015 for a period of 11 weeks, the exact date to be confirmed in the Council’s Letter of Acceptance; and

(iii) That it be noted that after installation of the new biomass boiler, the Contractor shall provide planned and reactive maintenance services and supply wood fuel for the new biomass boiler for a period of two years from the completion of the installation works (maintenance and supply) and that a one year’s manufacturer’s warranty shall also form part of the contract.
Report by the Director of Finance & Resources
1(e)
There was submitted a report by the Director of Finance & Resources relative to the award of a minor works contract for Johnstone High School Dance Studio.

The report indicated that at the deadline for the return of tenders, five bids had been received. Following evaluation all five submissions met the bid selection criteria. Details of the criteria and ratings used to evaluate the bids were contained in the report.

DECIDED:

(i) That the Head of Corporate Governance be authorised to award the contract for Johnstone High School Dance Studio, RC1501_3435 (ITT7097) to Brick and Steel Construction Company Limited at a value of £181,067.94 excluding VAT; and

(ii) That it be noted that the proposed commencement date of the contract was 23 June, 2015 with the anticipated completion of the contract of 16 weeks from the date of commencement of the works, to be confirmed in the letter of acceptance.
Present
Councillors Bibby, Audrey Doig, Gilmour, Grady, Harte, Henry, Holmes, Mack, Murrin, Nicolson and Williams.
In Attendance
K Graham, Head of Corporate Governance and J Lynch, Head of Property Services (both Finance & Resources); K Anderson, Amenity Services Manager (Waste) (Community Resources); F Hughes, Procurement Manager, K Scott, Assistant Category Manager and P Shiach, Committee Services Officer (all Finance & Resources).
Convener
Councillor Holmes, Convener, presided.

Attendance

Name
No other member attendance information has been recorded for the meeting.
NameReason for Sending Apology
Councillor Marie McGurk 
Councillor Allan Noon 
NameReason for Absence
No absentee information has been recorded for the meeting.

Declarations of Interests

Member NameItem Ref.DetailsNature of DeclarationAction
No declarations of interest have been entered for this meeting.

Visitors

Visitor Information is not yet available for this meeting