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Meeting Details

Finance, Resources and Customer Services Policy Board
6 Jun 2018 - 14:00 to 15:00
  • Documents
  • Attendance
  • Visitors
  • Declarations of Interests

Documents

Agenda

Agenda
Notification
Standard Items
Members of the Press and Public
Members of the press and public wishing to attend the meeting should report to the customer service centre where they will be met and directed to the meeting.
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 http://renfrewshire.cmis.uk.com/renfrewshire/CouncilandBoards.aspx

For further information, please either email
democratic-services@renfrewshire.gov.uk or telephone 0141 618 7112.

Chair
Councillor J Shaw, Convener, presided.
In Attendance
S MacDougall, Director of Environment & Communities; A Russell, Director of Finance & Resources; L McIntyre, Head of Policy & Commissioning, B Lambert, Strategic Procurement Manager and C Grainger, Service Planning & Policy Development Manager (all Chief Executive’s); D Gillies, Head of Facilities Management (Environment & Communities); L Feely, Housing Asset & Investment Manager (Development & Housing Services) and K Graham, Head of Corporate Governance, J Lynch, Head of Property Services, A MacArthur, Head of Finance, R Cree, OD and Workforce Planning Manager, S Fanning, Principal HR & OD Adviser, E Shields,  Business Services Manager, D Farrell, Finance & Business Manager, G Innes, Customer Services Manager, and A McNaughton, Senior Committee Services Officer (all Finance & Resources).
Contract Authorisation Reports
21
As detailed below.
Items Of Business
Apologies
Apologies from members.
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.

Councillor Shaw declared a financial interest in item 21(l) of the agenda as his wife was employed by Turning Point Services Scotland Limited and intimated that it was his intention to leave the meeting and not take part in any discussion or voting thereon.

 

Councillor Nicolson declared a financial interest in item 21(l) of the agenda as his wife was employed by an agency listed in the report as a provider of services and intimated that it was his intention to leave the meeting and not to take part in any discussion or voting thereon.

 

Councillor Audrey Doig declared a financial interest in item 15 of the agenda as she was an employee of Renfrewshire Leisure Limited and intimated that it was her intention to leave the meeting and not take part in any discussion or voting thereon.

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MINUTE
Minute of the meeting of the Joint Consultative Board (Non-teaching) held on 28 March 2018.
  1. pdf 01. JCC 280318 (157Kb)
1

There was submitted the Minute of the meeting of the Joint Consultative Board (Non-teaching) held on 28 March 2018 which forms the Appendix hereto.

 

DECIDED: That the Minute be noted.

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FINANCE
Report by the Director of Finance & Resources.
2
There was submitted a revenue budget monitoring report by the Director of Finance & Resources in respect of Finance & Resources, Environment & Communities and miscellaneous expenditure for the period 1 April 2017 to 2 March 2018.

DECIDED: That the report be noted.
Report by the Director of Finance & Resources.
3
There was submitted a revenue budget monitoring report by the Director of Finance & Resources relative to an overview of expenditure on general fund services and the Housing Revenue Account for the period 1 April 2017 to 2 March 2018.

DECIDED: That the report be noted.
Report by the Director of Finance & Resources.
4
There was submitted a capital budget monitoring report by the Director of Finance & Resources relative to capital expenditure on corporate issues for the period 1 April 2017 to 2 March 2018.

DECIDED: That the report be noted.
Report by the Director of Finance & Resources.
5
There was submitted a capital budget monitoring report by the Director of Finance & Resources relative to an overview of expenditure on the Housing and Non-housing Capital Programmes for the period 1 April 2017 to 2 March 2018.

DECIDED: That the report be noted.
Report by the Director of Finance & Resources.
6
There was submitted a report by the Director of Finance & Resources relative to the publication of the Annual Efficiency Statement 2017/18. An appendix to the report summarised the efficiencies achieved during 2017/18.  
 
DECIDED: That the Annual Efficiency Statement 2017/18 be approved.
Report by the Chief Executive.
7
There was submitted a report by the Chief Executive relative to the annual levy applied by the Convention of Scottish Local Authorities (COSLA).

As in previous years, COSLA had applied a standard fixed sum of £10,000 per council with the balance of the subscription being determined by the number of people living in the local authority area. The Council’s contribution for 2018/19 was £105,579 (exclusive of VAT) payable in June 2018.

DECIDED:  That the payment of the COSLA levy of £105,579 for 2018/19 be approved.
Report by the Director of Finance & Resources
8
There was submitted a report by the Director of Finance & Resources relative to an increase in the level of school clothing grants for academic year 2018/19, as agreed by the Convention of Scottish Local Authorities’ Leaders at their meeting on 25 May 2018.

Consequently, the Scottish Government had provided £219,000 of additional funding to allow the Council to now make school clothing grants at a minimum level of £100 per eligible pupil for 2018/19 academic year.

It was noted, in terms of Standing Order 28 – rescinding of decisions – that the provision of this additional funding represented a material change of circumstance that was not apparent on 2 March 2018 when the Council approved a grant of £70 per eligible pupil.

DECIDED:

(a)  That the additional funding provided by the Scottish Government to enable the Council to increase its financial provision for school clothing grants be noted;

(b)  That school clothing grant be increased to £100 per eligible pupil for the 2018/19 academic year; and

(c)  That it be noted that there was no change to the eligibility criteria applied in Renfrewshire.
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PERFORMANCE
Report by the Director of Finance & Resources.
9
There was submitted an update report by the Director of Finance & Resources relative to performance across key Customer & Business Service functions over the period 1 April to 30 April 2018.

The report included performance information about revenue collection, benefit administration, Discretionary Housing Payments (DHP) and the Scottish Welfare Fund.  Appendices to the report set out the Revenues Collection Statement and Supplementary Key Performance Indicators for the period.

DECIDED: That the report be noted.
Report by the Director of Finance & Resources.
10

There was submitted an update report by the Director of Finance & Resources relative to progress to deliver the Better Council Change Programme, specifically two of its associated projects: Organisational Development Strategy 2016/19 and the Customer Strategy.

In terms of the Organisational Development Strategy 2016/19, the report set out progress under three key priorities of Workforce Planning; People Development; and Performance Appraisal.  Appendices 1 – 4 to the report summarised priorities and progress made collectively by services as at end of May 2018; highlighted the workforce planning priorities for the next six months; and detailed two new HR & OD policies for People, Performance & Talent and Recruitment.

The report also detailed progress to deliver the Customer Strategy 2017/22 and included updates on the Customer Experience, MyAccount, Customer Relationship Management and Digital First.  An action plan had been developed and work was underway to create the programme team to lead the implementation of the new Customer Strategy.  The action plan formed Appendix 5 to the report.

DECIDED:

(a)  That progress to implement the Organisational Development Strategy be noted:

(b)  That the new People, Performance and Talent and the Recruitment policies, as appended to the report, be approved; and

(c)  That progress to create the action plan and initiate the programme of work to deliver the Customer Strategy 2017/22 be noted.

Report by the Chief Executive.
11
There was submitted a report by the Chief Executive relative to an overview of performance to deliver the Chief Executive’s Service Improvement Plan 2017/20 over the period 1 April 2017 to 31 March 2018.

The report detailed the key achievements of the service over the period; provided a progress update on implementing the action plan; and included a service scorecard of core performance indicators.  The action plan and the performance scorecard were appended to the report.

DECIDED:  That progress by the Chief Executive’s service to deliver the 2017/20 Service Improvement Plan and the actions and performance indicators as detailed in the appendices to the report be noted.
Report by the Director of Environment & Communities.
  1. pdf 11. E&C SIP (534Kb)
12
There was submitted a report by the Director of Environment & Communities relative to an overview of performance, over the period 1 April 2017 to 31 March 2018, to deliver those elements of the Environment & Communities Service Improvement Plan 2017/20 that were specific to the areas of activity delegated to this Policy Board.

The report detailed the key achievements of the service over the period; provided a progress update on implementing the action plan; and included a service scorecard of core performance indicators.  The action plan and the performance scorecard, for those areas of activity delegated to this Policy Board were appended to the report.

DECIDED:  

(a)  That progress by Environment & Communities to deliver the 2017/20 Service Improvement Plan and the actions and performance indicators as detailed in the appendices to the report be noted; and

(b)  That it be noted that this report was also presented to the Communities, Housing & Planning Policy Board and the Infrastructure, Land and Environment Policy Board in respect of the activities delegated to those Boards respectively.
Report by the Director of Finance & Resources.
13
There was submitted a report by the Director of Finance & Resources relative to an overview of performance to deliver the Finance & Resources Service Improvement Plan 2017/20 over the period 1 April 2017 to 31 March 2018.

The report detailed the key achievements of the service over the period; provided a progress update on implementing the action plan; and included a service scorecard of core performance indicators.  The action plan and the performance scorecard were appended to the report.

DECIDED:  That progress by Finance & Resources to deliver the 2017/20 Service Improvement Plan and the actions and performance indicators as detailed in the appendices to the report be noted.
Report by the Director Environment & Communities.
14
There was submitted an update report by the Director of Environment & Communities relative to performance of services delivered by Facilities Management (Hard & Soft Services) during 2017/18.

DECIDED:  That the report be noted.


DECLARATION OF INTEREST

Having declared an interest in the undernoted item, Councillor Audrey Doig left the meeting and took no part in the discussion or voting thereon.
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CORPORATE ASSETS
Report by the Director of Finance & Resources.
15
There was submitted a report by the Director of Finance & Resources relative to the Corporate Asset Strategy 2018/21, a copy of which was appended to the report.

The report advised that the Corporate Asset Strategy had been updated for 2018/21 to reflect public expectations and pressure on budgets.  The new strategy would secure continuous improvement and would be delivered in partnership with existing and new community partners/third party organisations.  

The report listed key achievements delivered during 2015/18 and indicated that a capital strategy would be developed over the course of 2018/19 to incorporate elements of the corporate asset strategy and the prudential financing reporting framework to provide long-term context for capital expenditure and asset investment decisions.

DECIDED:

(a)  That the Corporate Asset Strategy 2018/21, as appended to the report, be approved; and

(b)  That it be noted that a capital strategy would be developed over the course of 2018/19 in line with the revised Prudential Code for capital finance.


SEDERUNT

Councillor Audrey Doig returned to the meeting prior to consideration of the undernoted item.
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HR, OD & WORKFORCE PLANNING
Report by the Director of Finance & Resources.
  1. pdf 15. VER-VR (105Kb)
16
There was submitted an annual report by the Director of Finance & Resources relative to voluntary redundancy and early retirement schemes.

The report advised that from 1 April 2017 to 31 March 2018, 61 employees (56.80 fte) left the Council’s service through voluntary redundancy, early retirement or efficiency of the service.  An appendix to the report detailed full year savings of £1,446,795.

DECIDED: That the report be noted.
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HEALTH & SAFETY
Report by the Director of Environment & Communities.
17
There was submitted a report by the Director of Environment & Communities relative to the Environment & Communities Health & Safety Plan 2018/19 (the Plan), a copy of which was appended to the report. 

The Plan reviewed health and safety performance for the service during 2017/18 and set out future objectives in an action plan for 2018/19.

DECIDED:  That the Environment & Communities health and safety performance report for 2017/18 and the action plan for 2018/19 be approved.
Report by the Director of Finance & Resources.
18
There was submitted a report by the Director of Finance & Resources relative to the health and safety performance of the Finance & Resources service during 2017/18.  The report also identified key priorities for action during 2018/19.

DECIDED:  That the report be noted.
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CIVIC EVENTS
Report by the Director of Finance & Resources.
19
There was submitted a report by the Director of Finance & Resources relative to an invitation from the Oberburgermeister of the Council’s twin town of Fürth in Germany to the Provost and a small delegation from the Council to join Fürth in its celebration of its 200-year jubilee and attend a meeting in July of the Mayors/Provosts of all of Fürth’s twin town, Renfrewshire being the oldest.

The report advised that travel costs for the Provost and Councillor Hughes would be met by the Lord Mayor of Fürth and proposed that the Provost and Councillor Hughes, accompanied by the Chief Executive and one other senior officer, attend the event in July 2018.

DECIDED:  

(a)  That the travel arrangements in respect of the Fürth visit be approved; and

(b)  that the Director of Finance & Resources be authorised to make the necessary arrangements in consultation with the Provost.
Report by the Director of Finance & Resources.
20
There was submitted a report by the Director of Finance & Resources relative to requests received by the Provost for civic hospitality from individuals and organisations for specific events as detailed within the report.

The report proposed the type and cost of civic hospitality to be provided in respect of each event and sought authorisation for the Director of Finance & Resources, in consultation with the Provost, to make the necessary arrangements or, in the case of events that had already occurred, to homologate the action taken by the Director of Finance & Resources, in consultation with the Provost, to provide civic hospitality.

Councillor Shaw, seconded by Councillor McNaughtan, moved that the action taken by the Director of Finance & Resources, in consultation with the Provost, to provide civic hospitality for the Ladies A B & C project and RAMH be homologated; and that the Director of Finance & Resources, in consultation with the Provost, be authorised to make the necessary arrangements for civic hospitality at the approximate cost indicated, as follows:

Paisley & District Battalion of the Boys’ Brigade - £1,600

British Empire Medal Presentation - £450

Volunteer International Development Education Salesian UK - £1,500

Paisley Royal Airforce Branch – RAF 100th anniversary - £1,500

Royal Regiment of Scotland - £250

Provost’s Distinction Certificate Presentations - £1,500

National Merchant Navy Day - £300

102 Field Squadron, 71 Engineer Regiment Family Day - £500

Clan Paisley Society - £3,000

Councillor Sheridan, seconded by Councillor Dowling, moved as an amendment that this Council rejects the financial request submitted by Baron Duncan of Westerlea – Clan Paisley, on the basis it does not reflect the needs and priorities of the current taxpayers of Renfrewshire.

On the roll being called the following members voted for the amendment:  Councillors Brown, Dowling, Sharkey and Sheridan.

The following members voted for the motion:  Councillor Begg, Provost L Cameron, Councillors Audrey Doig, K MacLaren, McNaughtan, Nicolson, Paterson, Shaw, Steel and Strang.

4 members having voted for the amendment and 10 members having voted for the motion, the motion was accordingly declared carried.

DECIDED:

(a)  That the action taken by the Director of Finance & Resources, in consultation with the Provost, to provide civic hospitality for the Ladies A B & C project and RAMH be homologated; and

(b)  That the Director of Finance & Resources, in consultation with the Provost, be authorised to make the necessary arrangements for civic hospitality at the approximate cost indicated, as follows:

Paisley & District Battalion of the Boys’ Brigade - £1,600

British Empire Medal Presentation - £450

Volunteer International Development Education Salesian UK - £1,500

Paisley Royal Airforce Branch – RAF 100th anniversary - £1,500

Royal Regiment of Scotland - £250

Provost’s Distinction Certificate Presentations - £1,500

National Merchant Navy Day - £300

102 Field Squadron, 71 Engineer Regiment Family Day - £500

Clan Paisley Society - £3,000
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CONTRACT AUTHORISATION REPORTS
Joint report by the Chief Executive and the Director of Development & Housing Services.
21(a)
There was submitted a joint report by the Chief Executive and the Director of Development & Housing Services relative to the award of a contract for Calside underground pipe installation.

Following a procurement exercise conducted in accordance with Council procedures three tenders were received and after evaluation the tender from Highland Wood Energy Limited was found to be the most economically advantageous.

DECIDED:  That the Head of Corporate Governance be authorised to award the contract for Calside Underground Pipe Installation to Highland Wood Energy Limited in the sum of £304,053 excluding VAT to commence on 2 July 2018 or as per the date confirmed in the letter of acceptance.
Joint report by the Chief Executive and the Director of Finance & Resources.
21(b)
There was submitted a joint report by the Chief Executive and the Director of Environment & Communities relative to the award of Contract No. 1 – Surface Treatment 2018/19 (RC-CPU-17-345).
Following a procurement exercise conducted in accordance with Council procedures two tenders were received and after evaluation the tender from Kiely Brothers Limited was found to be the most economically advantageous.

DECIDED:  That the Head of Corporate Governance be authorised to award Contract No. 1 – Surface Treatment 2018/19 to Kiely Brothers Limited in the sum of £436,115.30 excluding VAT for a period of four months commencing 2 July 2018 or as per the date confirmed in the letter of acceptance.
Joint report by the Chief Executive and the Director of Finance & Resources.
21(c)
There was submitted a joint report by the Chief Executive and the Director of Environment & Communities relative to the award of Contract No. 2 – Pre-Patching in advance of surface dressing.

Following a mini-competition under Lot 4 – Carriageway Defect Patching of Renfrewshire Council’s NEC3 Framework Contract for Maintenance and Improvements of Carriageways and Footpaths (RC/FA/152/17) four tenders were received and after evaluation the tender from Mac Asphalt Limited was found to be the most economically advantageous.

DECIDED:  That the Head of Corporate Governance be authorised to award Contract No. 2 - Pre-Patching in Advance of Surface Dressing to Mac Asphalt Limited in the sum of £245,955 excluding VAT for a period of 4 months commencing 16 July or as per the date confirmed in the letter of acceptance.
Joint report by the Chief Executive and the Director of Development & Housing Services.
21(d)
There was submitted a joint report by the Chief Executive and the Director of Development & Housing Services relative to the award of a contract for Dargavel Village new build housing (RC/OC/460/18).

Following a procurement exercise conducted in accordance with both Council procedure and the Restricted Procedure of the Public Contract (Scotland) Regulations 2015, six tenders were received and after evaluation the tender from Lovell Partnerships Limited was found to be the most economically advantageous.

DECIDED:  That the Head of Corporate Governance be authorised to award a design and build contract for Dargavel Village New Build Housing to Lovell Partnerships Limited in the sum of £9,977,220.75 excluding VAT, for a contract period of 18 months commencing 2 July 2018 or as per the date confirmed in the letter of acceptance.
Joint report by the Chief Executive and the Director of Development & Housing Services.
21(e)
There was submitted a joint report by the Chief Executive and the Director of Development & Housing Services relative to the award of a works package to undertake external and energy efficiency works within the Lochfield area of Paisley (RU-CPU-18-008).
Following a mini-competition under the Scotland Excel Energy Efficiency Contractors framework agreement and in compliance with Council procedures three tenders were received and after evaluation the tender from Everwarm Limited was found to be the most economically advantageous.

DECIDED:  That the Head of Corporate Governance be authorised to award a works package for external works at Lochfield, Paisley to Everwarm Limited in the sum of £6,251,031.50 excluding VAT for a contract period of 50 weeks commencing 9 July 2018 and concluding on 30 June 2019 or as per the dates and timescale confirmed in the letter of acceptance.
Joint report by the Chief Executive and the Chief Officer, Renfrewshire Health & Social Care Partnership.
21(f)
There was submitted a joint report by the Chief Executive and the Chief Officer, Renfrewshire Health & Social Care Partnership, relative to a Minute of Variation to the National Care Home Contract (NCHC) commencing 9 April 2018 to 7 April 2019.  

The Minute of Variation to the NCHC increased fees payable by 3.39% and this increase was sufficient to now allow Providers to pay their care staff, as a minimum, the Scottish Living Wage of £8.75 per hour.  The increased fees had been negotiated nationally between the Convention of Scottish Local Authorities (COSLA) and the Scottish Care and Coalition of Care and Support Providers in Scotland (CCPS).

The report explained that the Minute of Variation to the NCHC had been issued to the Providers listed in Appendix A to the report, for their formal confirmation of agreement.  Appendix B to the report, listed those Providers in the process of transferring ownership and who would receive the Minute of Variation on completion of the transfer.

DECIDED:  

(a)  That it be noted that the Minute of Variation for changes to the National Care Home Contract commenced on 9 April 2018 until 7 April 2019;

(b)  That it be noted that, in line with the decision taken for previous NCHC Minutes of Variation, the increases applied to Renfrewshire Council NCHC for the period 9 April 2018 to 7 April 2019 were in accordance with the rates agreed nationally by COSLA, CCPS and Scottish Care which was an increase in existing fees payable of 3.39%; 

(c)  That it be noted that the formal Minute of Variation to the NCHC for the period 9 April 2018 to 7 April 2019 had been issued to the Providers listed in the appendices to the report; and

(d)  That the total spend during this period under all NCHC contracts would be approximately £26 million excluding VAT.
Joint report by the Chief Executive and the Chief Officer, Renfrewshire Health & Social Care Partnership.
21(g)
There was submitted a joint report by the Chief Executive and the Chief Officer, Renfrewshire Health & Social Care Partnership, relative to the award of a contract
for the provision of Renfrewshire Care at Home Scheduling and Monitoring Service.

Following a procurement exercise carried out in accordance with both Council procedures and the EU Threshold Open Procedures for Services six tenders were received and after evaluation the tender submitted by CACI Limited was found to be the most economically advantageous.

DECIDED: That the Head of Corporate Governance be authorised to award a contract for the provision of Renfrewshire Care at Home Scheduling and Monitoring Service to CACI Limited at a cost of up to £333,399.82 for three years with the option at the discretion of the Council to extend the contract for an additional year on up to two occasions at a further cost of up to £161,665.56 excluding VAT to a maximum spend of £495.066.37 excluding VAT.
Joint report by the Chief Executive and the Director of Finance & Resources.
21(h)
There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the award of three works contracts for reroofing at St Catherine’s Primary School (Lot 1), Houston Primary School (Lot 2) and Renfrewshire House (Lot 3) (RC-CPU-17-178).

Following a procurement exercise conducted in accordance with relevant regulations, four companies submitted tenders; three for Lot 1, two for Lot 2 and two for Lot 3.  After evaluation, the tenders submitted by ENGIE Regeneration Limited were found to be the most economically advantageous for all three Lots.

DECIDED:  That the Head of Corporate Governance be authorised to award the following contracts for re-roofing to ENGIE Regeneration Limited:

(a)  Lot 1- St Catherine’s Primary School -  in the sum of £610,405.93 excluding VAT for a contract period of 16 weeks to commence on the date confirmed in the letter of acceptance;

(b)  Lot 2 – Houston Primary School – in the sum of £855,031.86 excluding VAT for a contract period of 20 weeks to commence on the date confirmed in the letter of acceptance; and

(c)  Lot 3 – Renfrewshire House – in the sum of £423,442.62 excluding VAT, plus 10% risk allowance, for a contract period of 12 weeks to commence on the date confirmed in the letter of acceptance.
Joint report by the Chief Executive and the Director of Environment & Communities.
21(i)
There was submitted a joint report by the Chief Executive and the Director of Environment & Communities relative to the award of a contract for the supply and delivery of domestic boilers, associated accessories and sundry items.

Following a procurement exercise conducted in accordance with both Council procedures and the Scotland Excel Framework Agreement for the Supply of Plumbing and Heating Materials (17/14) six tenders were submitted and after evaluation the tender submitted by Travis Perkins Trading Company Limited was found to be the most economically advantageous.

DECIDED:  That the Head of Corporate Governance be authorised to award a contract for the supply and delivery of domestic boilers, associated accessories and sundry items to Travis Perkins Trading Company Limited, at a total maximum contract value of £600,000 excluding VAT, for a period of two years with the option by the Council to extend the contract for up to an additional 12 months or until the total maximum contract value of £600,000 excluding VAT was reached, commencing on 2 July 2018 or on the date confirmed in the letter of acceptance.
Joint report by the Chief Executive and the Director of Environment & Communities.
21(j)
There was submitted a joint report by the Chief Executive and the Director of Environment & Communities relative to the award of a contract for the supply and delivery of up to 80,000 x 240 litre High-density Polyethelyne (HDPE) bins.

Following a mini-competition, under Lot 1 of Scotland Excel Framework Contract for Recycle & Refuse Containers (01-17) and in accordance with Council procedures, 
three tenders were received and after evaluation the tender from One51 ES Plastics (UK) Limited, trading as MGB Plastics, was found to be the most economically advantageous.

DECIDED:  That the Head of Corporate Governance be authorised to award a (call off) contract for the supply and deliver of up to 80,000 x 240 litre HDPE bins to One51 ES Plastics (UK) Limited, trading as MGB Plastics, in the sum of up to £966,000 excluding VAT, commencing 18 June 2018 or as per the date confirmed in the letter of acceptance, with delivery of wheeled bins to households over a 2-3 week period from late October to early November 2018.
Joint report by the Chief Executive and the Director of Environment & Communities.
21(k)
There was submitted a joint report by the Chief Executive and the Director of Environment & Communities relative to the direct award of a contract for the supply of janitorial products under the Scotland Excel Framework Agreement for Janitorial Products, Contract Schedule Number 14-14 and in accordance with Council procedures.

The report advised that under the framework agreement, Unico Limited had made a firm commitment to offer a better rate for framework listed products should a four-year contract be awarded.  Evaluation of the offer had identified that potential savings of £170,000 could be achieved over the period and it was therefore deemed to be the most economically advantageous.

DECIDED:  That the Head of Corporate Governance be authorised to award a contract directly to Unico Limited for the supply of janitorial products under the Scotland Excel Framework Agreement for Janitorial Products, Contract Schedule Number 14-14 up to a maximum contract value of £1,300,000 excluding VAT for the period 1 September 2018 to 31 August 2022 or until the maximum contract value was reached.
 

DECLARATIONS OF INTEREST

Having declared an interest in the undernoted item, Councillor Shaw vacated the Chair, left the meet and took no part in the discussion or voting thereon.

Having declared an interest in the undernoted item, Councillor Nicolson also left the meeting and took no part in the discussion or voting thereon.


CHAIR

Councillor McNaughtan, Depute Convener, assumed the Chair.

Joint report by the Chief Executive and the Chief Officer, Renfrewshire Health & Social Care Partnership.
21(l)

There was submitted a joint report by the Chief Executive and the Chief Officer, Renfrewshire Health & Social Care Partnership, relative to the award of short-term negotiated contracts to the providers of supported living services to existing service users in Renfrewshire, as listed within the report.

The report advised that providers had been contracted under the Council’s Supported Living Services Framework Agreement which expired on 30 December 2017 and individual service contracts agreed under that framework would expire on 30 June 2018.   A tender for a new framework agreement was being developed, however as an interim measure, short-term negotiated contracts were required to provide continuity of service to existing service users and to provide services to new service users prior to the commencement of a new framework agreement.

DECIDED:  

(a)  That the Chief Officer, Renfrewshire Health & Social Care Partnership and the Director of Development & Housing Services be authorised to award individual service contracts at the current fixed rate for existing service users to continue care with existing providers as listed within the report;

(b)  That a contract period of either up to one year or until new individual service contracts under the new tendered arrangement were in place, whichever was sooner, be approved;

(c)  That a maximum spend of up to £10,000,000 excluding VAT be approved;

(d)  That it be noted that this spend represented the cumulative value based on existing and anticipated individual service contracts required over the contract period and that the value of each individual service contract would be under the current EU Threshold of £615,278 for Social Care Services; and

(e)  That it be delegated to the Chief Officer, Renfrewshire Health & Social Care Partnership and the Director of Development & Housing Services to authorise the award individual service contracts should any new service users require supported living services until the new framework agreement was in place.

 

SEDERUNT


Councillors Shaw and Nicolson returned to the meeting prior to consideration of the undernoted item.


CHAIR

Councillor Shaw resumed the Chair.

Joint report by the Chief Executive and the Director of Finance & Resources.
21(m)

There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the award of a contract for the upgrade of multi-storey fire alarm systems (RC-CPU-17-179).
Following a procurement exercise carried out in accordance with Council procedures eight tenders were submitted and after evaluation the tender submitted by Maclin Electric Limited was found to be the most economically advantageous.

DECIDED:  That the Head of Corporate Governance be authorised to award a contract to undertake the upgrade of multi-storey fire alarm systems to Maclin Electric Limited in the sum of £188,762.94 excluding VAT for a period of 30 weeks commencing on 9 July 2018 and completing on 1 February 2019 or as per the dates confirmed in the letter of acceptance.

Joint report by the Chief Executive and the Director of Development & Housing Services.
21(n)
There was submitted a joint report by the Chief Executive and the Director of Development & Housing Services relative to the award of a measured term contract for voids and tenanted maintenance.

Following a procurement exercise conducted in accordance with relevant regulations seven tenders were submitted and after evaluation the tender submitted by ENGIE Regeneration Limited was found to be the most economically advantageous.

DECIDED:  That the Head of Corporate Governance be authorised to award a measured term contract for voids and tenanted maintenance to ENGIE Regeneration Limited in the sum of no more than £12,000,000 for a period of four years, with the option to extend for an additional 12 months, commencing on 6 July 2018 or as per the date confirmed in the letter of acceptance.
Joint report by the Chief Executive and the Director of Finance & Resources.
21(o)
Under reference to paragraph 12 of the Minute of the meeting of this Board held on 28 March 2018, there was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the award of a contract for the appointment of a Business World consultant to support the implementation of Business World by the Council.

Given the critical nature of the work and the timescales to apply, an Accelerated Open Tender procedure was utilised in accordance with both EU and Council procedures.  Following the tender process, one tender was submitted by Hennessy IT Consulting Limited.

DECIDED:  

(a)  That the Head of Corporate Governance be authorised to award the contract for the appointment of a Business World consultant to support the implementation of Business World in Renfrewshire Council to Hennessy IT Consulting Limited for a period of six months from 1 July to 31 December 2018 with an option to extend for up to a further six months until 30 June 2019;

(b)  That a contract sum of £288,800 excluding VAT be approved;

(c)  That a daily rate of £850 excluding VAT be paid should any additional ad hoc services be required post-Go Live, be approved; and

(d)  That it be noted that any additional services would be confirmed to the Consultant via a package order in accordance with the terms of the contract.
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TRADING ACCOUNTS
EXCLUSION OF PRESS AND PUBLIC
The Board may by resolution exclude the press and public from the meeting during consideration of the following items of business as it is likely, in view of the nature of the business to be transacted, that if members of the press and public are present, there could be disclosure to them of exempt information as defined in paragraphs 8 and 9 of Part I of Schedule 7A of the Local Government (Scotland) Act, 1973.
The Board resolved that the press and public be excluded from the meeting during consideration of the following items of business as it was likely, in view of the nature of the business to be transacted, that if members of the press and public were present, there would be disclosure to them of exempt information as defined in paragraphs 8 and 9 of Part I of Schedule 7A of the Local Government (Scotland) Act 1973. 
22 Building Services Trading Budget Monitoring Report
  1. 22. Building Services Account
    • Information relating to the financial or business affairs of any particular person (including the authority holding that information);
23 Catering Trading Budget Monitoring Report
  1. 23. Catering Trading Account
    • Information relating to the financial or business affairs of any particular person (including the authority holding that information);

Declarations of Interests

Member NameItem Ref.DetailsNature of DeclarationAction
Councillor Audrey Doig15Employed by Renfrewshire LeisurePecuniaryLeft the meeting and took no part in the discussion or voting
Councillor Iain Nicolson21(l)Partner employed by provider listed in para 3.2 of the reportPecuniaryLeft the meeting and took no part in the discussion or voting.
Councillor John Shaw21(l)Partner employed by provider listed in para 3.2 of the reportPecuniaryLeft the meeting and took no part in the discussion or voting

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