3(d)
Under reference to item 4(b) of the Minute of the meeting of this Sub-committee held on 19 August 2022, there was submitted a report by the Chief Executive of Scotland Excel relative to the renewal framework for outdoor play and sports facilities for the period 1 August 2022 to 31 July 2024, with the option to extend for up to two 12 months. It was noted that subject to approval and completion of a standstill period, the flexible framework agreement was intended to commence on or around 1 December 2022.
The report intimated that following approval of this framework, a change was required to the recommendations for lot 6, as detailed in section 5 of the report.
The framework would provide members with a mechanism to procure goods, services and works relating to outdoor play areas, including outdoor parks, gyms and learning areas, multi-use games areas, wheeled sports areas and artificial surfaces.
The report summarised the outcome of the procurement process for the framework which had been divided into 11 lots, as detailed in table 1 of the report. It was noted that lots 7, 8, 9 and 10 had been subdivided by 5 regions and that tenderers could opt to offer for one, some or all regions; that lot 11 had been split into four product groups and that tenderers could opt to offer for one, some or all product groupings; and that for lots 1, 2, 3, 4 and 6, councils would only be able to award contracts under the framework using mini-competitions.
The report advised that the framework had been advertised with an estimated spend of £60 million over the maximum four-year period and that all 32 councils would participate in the framework as detailed in Appendix 1 to the report. The report advised that Advanced Procurement for Universities and Colleges, the NHS and the Scottish Government had confirmed participation in the framework.
Tender responses had been received from 37 tenderers and Appendix 2 to the report provided a summary of the offers received.
Based on the criteria and scoring methodology set out in the tender document, a full evaluation of the compliant offers had been carried out and Appendix 3 to the report confirmed the scoring achieved by each tenderer for each lot and regions and product groupings, where applicable.
Based on the evaluation undertaken, and in line with the advertised criteria and weightings set out in the report, it was recommended that a multi-contractor framework arrangement be awarded to 30 suppliers across the 11 lots, as outlined in Appendix 3 to the report.
The report noted that, following the standstill period relative to the original recommendations, a concern had been raised regarding the value on which capacity of existing recommended bidders to undertake the anticipated work in lot 6 was based. Having reviewed matters on that basis, Scotland Excel determined that it was appropriate to revise its original recommendations for lot 6 to include an additional recommended bidder. The additional bidder was considered suitable for recommendation and ensured that there was sufficient choice and scope for members. This update was shown in Appendix 3 to the report for lot 6. All other recommendations detailed in the report approved on 19 August 2022 were unchanged.
Appendix 4 to the report detailed the approach taken by suppliers in relation to fair work practices and their position on the payment of the Real Living Wage.
The report intimated that, in accordance with Scotland Excel’s established contract and supplier management programme, the framework had been classified as class C in terms of risk and spend, as detailed in Appendix 4 to the report.
DECIDED:
(a) That the award of the multi-contractor framework for outdoor play and sports facilities, as detailed in Appendix 3 to the report, be approved; and
(b) That it be noted that this superseded the decision of the Executive Sub-committee of 19 August 2022.