Councillors Bibby, Audrey Doig, Gilmour, Grady, Harte, Henry, Holmes, Lawson, K MacLaren, M MacLaren, Murrin and Williams.

Councillor Holmes, Convener, presided.

D Amos, Head of Policy & Commissioning, F Hughes, Procurement Manager, L Gillan, Senior Procurement Specialist, K Thomson, Assistant Category Manager and G McLatchie, Communications Officer (all Chief Executive's); S Allan, Head of Amenity Services (Community Resources); L Feely, Housing Maintenance Client Manager (Development & Housing Services); and J Lynch, Head of Property Services and P Shiach, Committee Services Officer (both Finance & Resources).

Councillor Audrey Doig having previously declared a non-pecuniary interest in the following item of business as an employee of Renfrewshire Leisure Limited, left the meeting and took no part in the consideration thereof.

There was submitted a report by the Director of Finance & Resources relative to delegated authority to agree the award of multiple mini-competitions, within the Scotland Excel Framework Street Lighting Materials Schedule 16/13.
 
The report advised that a number of Councils across Scotland had, or were intending to invest in LED replacements which might have a major impact on supply and demand of LED lanterns. Lead times had increased in some areas to up to 16 weeks.
 
The report indicated that Scotland Excel had a framework for the supply and delivery of street lighting materials (Street Lighting Materials Schedule 16/13) which had a Lot specific to LED lanterns (Lot 8).

DECIDED:

(i) That authority be delegated to the Procurement Manager to authorise the appointment of suppliers via a number of mini competitions utilising the Scotland Excel framework Street Lighting Materials Schedule 16/13, Lot 8 to supply LED lanterns;

(ii) That the Head of Corporate Governance be authorised to award the various mini competition for LED lanterns to the most economically advantageous tender;

(iii) That it be noted that a Contract Authorisation Report would be submitted to the Procurement Sub Committee following the last mini competition with details of each exercise and outcome;

(iv) That it be noted that the approximate value of the contracts would be £9million; and

(v) That it be noted that the anticipated contract start date for the first mini competition would be September 2015 and further mini competitions would follow completion of various stages of design across the Council’s landscape.

Councillor Audrey Doig declared a non-pecuniary interest in relation to item 1(b) of the agenda - Notification of Contracts Authorised for Award During the Summer Recess - as she was an employee of Renfrewshire Leisure Limited, and indicated her intention to leave the meeting during consideration of this item and to take no part in any discussion or voting thereon.

There was submitted a report by the Director of Finance & Resources relative to the methodology adopted for the determination of internal package orders for framework contractors for year three (2015-16) of the voids maintenance and refurbishment works programme, and seeking authority to allocate work to the framework contractor(s) who offered best value.

The report indicated that a mini-competition was conducted under year 3 of the framework to appoint a back-up contractor to support the work of the Council’s Building Services. The mini-competition was issued to a total of three companies through the Public Contract Scotland – Tender system. 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 a Maintenance Term Contract (MTC) for Voids Maintenance and Refurbishment Works to Keepmoat Regeneration (Apollo) Limited;

(ii) That it be noted that the estimated spend under year 3 of the framework was £1,050,000 based on the number of void properties and work scope completed to year 2 of the framework; and

(iii) That it be noted that the contract period was one year and was expected to commence on 11 September, 2015 with an anticipated completion date of 13 September, 2016.

There was submitted a report by the Director of Finance & Resources relative to contracts authorised for award by the Chief Executive in accordance with the Council’s Scheme of Delegated Functions during the summer recess period.

Details of the contracts awarded and procedure undertaken were:





a) Contract Description
Carriageway Defect Patching Work (2015/2016)
Procedure
Below EU Threshold Open Procedure (Works)
Approved Contract Value
£260,567
Contract Period
8 months
Successful Contractor 
Finco Contracts Limited

b) Contract Description 
Carriageway Resurfacing Works 2015/16
Procedure
Below EU Threshold Open Procedure (Works)
Approved Contract Value
£470,458.97
Contract Period
7 months
Successful Contractor 
Mac Asphalt Limited

c) Contract Description
Footway Resurfacing Works 2015/16
Procedure
Below EU Threshold Open Procedure (Works)
Approved Contract Value 
£256,045.50
Contract Period
7 months
Successful Contractor
Finco Contracts Limited
 
d) Contract Description
Electronic Purchasing Card Solution (ePCS)
Procedure
Direct Award
Approved Contract Value
£0
Contract Period
3 years (optional extension 2 years)
Successful Contractor
The Royal Bank of Scotland

e) Contract Description 3G Synthetic Sports Pitch at Renfrew Leisure Centre.
Procedure
Below EU Threshold Open Procedure (Works)
Approved Contract Value
£621,939.67
Contract Period
14 weeks
Successful Contractor
Allsports Construction and Maintenance Limited

f) Contract Description  
Installation of Biomass Boiler at St Anthony’s Primary School
Procedure
Below EU Threshold Open Procedure (Works)
Approved Contract Value
£322,199.25
Contract Period
11 weeks + Maintenance Term Contract for 2 years after installation.
Successful Contractor
Alternative Heat Limited
 
g) Contract Description
Street Lighting Maintenance (July 2015 – November 2015)
Procedure
Direct Award
Approved Contract Value
£450,000
Contract Period
4 months
Successful Contractor
Lightways (Contractors) Limited
 
h) Contract Description
Renfrewshire City Deal Traffic and Transportation Modelling and Appraisal Services
Procedure
Mini Competition
Approved Contract Value
£250,000
Contract Period
Undefined
Successful Contractor
S I A S Limited

i) Contract Description
Urban Treatment Works (2015/2016)
Procedure
Below EU Threshold Open Procedure (Works)
Approved Contract Value
£181,776
Contract Period
14 weeks
Successful Contractor
Finco Contracts Limited

DECIDED: That the contracts awarded by the Chief Executive during the summer recess period, in accordance with the Renfrewshire Council Scheme of Delegated functions, be noted.