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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.
Apologies
Apologies from members.
Section 1
Minute of meeting of the Joint Consultative Board (Non-teaching) held on 24 May 2023.
1
There was submitted the Minute of the meeting of the Joint Consultative Board (Non-teaching) held on 24 May 2023, a copy of which forms the appendix to this Minute.
DECIDED: That the Minute be noted.
Section 2
Report by Director of Finance & Resources.
2
There was submitted a report by the Director of Finance & Resources relative to the impact on the revenue budget as a result of decisions taken by the Council on 2 March 2023.
DECIDED: That the report be noted.
Section 3
Report by Director of Finance & Resources.
3
There was submitted a report by the Director of Finance & Resources relative to performance across key Customer Services functions including Call Centre, Face-to-Face and Digital Support for customers for April 2023.
The report provided an update on the overall contact centre call handling volumes and indicated that Face-to-Face services had returned in Renfrewshire House, with these being managed on an appointment basis.
DECIDED: That the report be noted.
Report by Director of Finance & Resources.
4
There was submitted a report by the Director of Finance & Resources relative to the performance of key Business Services functions including revenue collection and benefit administration for the period ending 28 April 2023.
The report provided an update on the funding and expenditure position for Discretionary Housing Payments and the Scottish Welfare Fund. Appendices to the report provided information on revenue collection and key performance indicators.
DECIDED: That the report be noted.
Director of Environment, Housing & Infrastructure.
5
There was submitted an update report by the Director of Environment, Housing & Infrastructure relative to the operational performance of Facilities Management (Hard and Soft Services, including Building Services) as delivered by Environment, Housing & Infrastructure since the last meeting of this Policy Board.
Section 3.10.8 of the report provided details of the Council’s proposed policy in respect of the location of defibrillators.
DECIDED:
(a) That the report be noted; and
(b) That the Council’s defibrillator policy, as detailed in Section 3.10.8 of the report, be approved.
Report by Director of Finance & Resources.
6
There was submitted a report by the Director of Finance & Resources relative to the Finance & Resources Service Improvement Plan Outturn report 2022/25.
The report provided a summary of the Finance & Resources service’s performance against the actions and performance indicators agreed within the Service Improvement Plan for 2022/25. A detailed outturn report was attached to the report and concluded the Service Improvement Plan for 2022/25.
DECIDED: That the progress being made in delivering the Finance & Resources Service Improvement Plan 2022/25 be noted.
Report by Director of Finance & Resources.
Report by Chief Executive.
Report by Chief Executive.
Report by Director of Environment, Housing & Infrastructure.
Report by Director of Environment, Housing & Infrastructure Services.
Section 4
Report by Director of Finance & Resources.
Section 5
Report by Director of Finance & Resources.
Section 6
Report by Director of Finance & Resources.
14
There was submitted a report by the Director of Finance & Resources relative to consideration of requests received by the Provost for civic hospitality for financial year 2023/24 from organisations for specific events as detailed below:
(a) Visit by guests from the Council’s twin town of Fürth, Germany - lunch - £88.90
(b) Dates-n-Mates – Gala Awards Dinner - £400
(c) Salvation Army, Erskine – 30th Anniversary - £350
(d) Caledonian Bowling Club – 150th Anniversary - £3,000
(e) Spateston Bowling Club – 40th Anniversary - £1,000
(f) Paisley & District Battalion of the Boys Brigade – Presentation for the Queen’s Badge and Duke of Edinburgh Awards - £1,600
(g) J G Fleming Bowling Club – 125th Anniversary - £1,200
(h) Johnstone & District Ladies Bowling Association – 50th Anniversary - £1,200
(i) Hands Up for Trad – Scots Language Awards - £1,200
(j) Johnstone Phoenix Theatre Group – 60th Anniversary - £2,450
DECIDED:
(a) That hospitality be provided as detailed in the report for the Erskine branch of the Salvation Army, Caledonia Bowling Club, Spateston Bowling Club, Paisley & District Battalion of the Boys Brigade, J G Fleming Bowling Club, Johnstone & District Ladies Bowling Association, the Scots Language Awards and Johnstone Phoenix Theatre Group;
(b) That it be delegated to the Director of Finance & Resources in consultation with the Provost to make the necessary arrangements; and
(c) That the actions taken by the Head of Corporate Governance in terms of his delegated authority in respect of both the visit by guests from the Council’s twin town in Fürth and the Dates-n-Mates Gala Awards dinner be noted.
Report by Director of Finance & Resources.
15
There was submitted a report by the Director of Finance & Resources relative to authority for the Provost and other representatives of the Council to take the necessary actions to maintain the Council’s salmon fishing rights on the River Clyde. The actions to be undertaken and the costs involved were detailed in the report.
DECIDED:
(a) That the actions outlined in the report in relation to the confirmation of fishing rights on the River Clyde be approved; and
(b) That the costs involved in the Salmon Fishings, estimated at £4,000 be met from the Renfrew Common Good Fund.
Section 7 Heading
Human Resources/Organisational Development
Section 7
Report by Director of Finance & Resources.
16
There was submitted a report by the Director of Finance & Resources relative to the annual report detailing the number of employees leaving through the voluntary redundancy or voluntary early retirement schemes (VR/VER), and associated financial implications for the Council.
The report provided an update for the period from 1 April 2022 to 31 March 2023 confirming that 37 employees (34.8 FTE) had left the Council through voluntary redundancy or early retirement in that period.
DECIDED: That the report be noted.
Report by Director of Finance & Resources.
17
There was submitted a report by the Director of Finance & Resources relative to an update on the health, safety and wellbeing arrangements and performance of Renfrewshire Council in effectively managing health, safety and wellbeing for the period 1 April 2022 to 31 March 2023.
The report detailed the council’s continued commitment to ensuring the health, safety, welfare, and wellbeing of its employees and supported the aims of the “Our People, Our Future” strategy document and the Councils’ values.
DECIDED: That the report be noted.
Report by Chief Executive.
Section 8
Joint report by Director of Finance and Resources and The Chief Officer, Renfrewshire Health & Social Care Partnership.
19
There was submitted a joint report by the Director of Finance & Resources and the Chief Executive Officer, Renfrewshire Health & Social Care Partnership relative to the award of a contract for the Provision of Adult Residential Services at Cherrywood Care Home to the Mungo Foundation.
DECIDED:
(a) That the Head of Corporate Governance be authorised to award a contract for Provision of Adult Residential Services at Cherrywood Care Home to The Mungo Foundation;
(b) That it be noted that the contract be awarded for a period of three years, plus the option to extend for a period of one year on two occasions, any extension to the contract to be at the discretion of Renfrewshire Council and subject to both funding and satisfactory operation and performance during the initial period of the contract;
(c) That it be noted that the anticipated commencement date was 1 July 2023; the exact date to be confirmed in the Council’s letter of acceptance; and
(d) That it be noted that the contract be awarded up to a maximum value of £6,402,466 for the entire period of the contract, including extensions where implemented; equating to £1,280,492 per annum.
Joint report by Chief Executive and Chief Officer, Renfrewshire Health and Social Care Partnership.
20
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 a Specialist Dementia Day Care Service to Alzheimer Scotland – Action on Dementia.
DECIDED:
(a) That the Head of Corporate Governance be authorised to award a contract for Provision of a Specialist Dementia Day Care Service to Alzheimer Scotland – Action on Dementia;
(b) That the award of the contract for a period of three years, with no extensions, be approved;
(c) That it be noted that the anticipated commencement date was 1 July 2023; the exact date will be confirmed in the Council’s letter of acceptance; and
(d) That the award of the contract for up to a maximum value of £757,419 excluding VAT equating to £252,473 per annum be approved.
Director of Finance and Resources, Director of Children’s
Services and Chief Officer, Renfrewshire Health & Social Care
Partnership.
21
There was submitted a joint report by the Director of Finance and Resources, Director of Children’s Services and the Chief Officer, Renfrewshire Health & Social Care Partnership relative to the award of a contract for the provision of a Carers Centre to Renfrewshire Carers Centre.
DECIDED:
(a) That the Head of Corporate Governance be authorised to award a contract for the provision of a Carers Centre to Renfrewshire Carers Centre;
(b) That the award of the contract for a period of three years, with no option to extend be approved;
(c) That it be noted that the anticipated commencement date was 1 July 2023; the exact date to be confirmed in the Council’s letter of acceptance; and
(d) That the award of a contract up to a maximum value of £1,963,125 excluding VAT for the entire period of the contract, equating to £654,375 per annum be approved.
Joint report by Director of Finance and Resources and Director
of Children’s Services.
22
There was submitted a joint report by the Director of Finance & Resources and the Director of Children’s Services relative to the award of a contract for Access to Counselling in Schools to Therapeutic Counselling Services Limited.
DECIDED:
(a) That the Head of Corporate Governance be authorised to award a contract for Access to Counselling in Schools to Therapeutic Counselling Services Limited;
(b) That it be noted that the commencement date of the contract was anticipated to be 1 September 2023 for 34 months until 30 June 2026, the actual dates for the contract to be confirmed in the Council’s letter of acceptance; and
(c) That a contract value of up to a maximum of £1,247,000.00, equating to £36,676.47 per month excluding VAT for the 34-month contract period be approved.
Joint report by Director of Finance & Resources and Director of Environment, Housing & Infrastructure
23
There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of two contracts for the Supply and Delivery of Liquid Fuels to:
(i) Certas Energy UK Limited t/a Scottish Fuels for the supply of AdBlue, Gas Oil A2 (Red Diesel) and Petrol ULSP; and
(ii) Highland Fuels Ltd for the supply of Diesel.
DECIDED:
(a) That the Head of Corporate Governance be authorised to award contracts for the Supply and Delivery of Liquid Fuels to:
(i) Certas Energy UK Limited t/a Scottish Fuels for the supply of AdBlue, Gas Oil A2 (Red Diesel) and Petrol ULSP; and
(ii) Highland Fuels Ltd for the supply of Diesel;
(b) That it be noted these contracts were created through a Scottish Procurement Further Competition made under an existing Crown Commercial Services National Fuels 2 Framework Agreement reference RM6177;
(c) That spend under both the contracts to a value of no more than £3million (excluding VAT) be approved;
(d) That it be noted that both contracts were anticipated to have call off start dates of 3 July 2023, the exact date for each contract to be confirmed in the respective Order Form;
(e) That it be noted that the contract end dates were 31 March 2025; and
(f) That it be noted that the award of the contracts was subject to the completion of the Crown Commercial Services National Fuels 2 Framework Agreement Order Form.
Report by Director of Finance & Resources.
24
There was submitted a report by the Director of Finance & Resources relative to the award of a contract for the Customer Portal and Customer Relationship Management System to Granicus-Firmstep Limited.
DECIDED:
(a) That the Head of Corporate Governance be authorised to award the contract for the Customer Portal and Customer Relationship Management System to Granicus-Firmstep Limited, being a Call-Off Contract made under the Crown Commercial Services G-Cloud 13 Framework Agreement RM1557.13, in accordance with the award procedure for this Framework;
(b) That it be noted that the initial term of the contract was three years with the Council’s option to extend the contract for up to 12 months;
(c) That it be noted that the proposed contract start date was 2 October 2023, however, the actual date would be formally confirmed in the Crown Commercial Services G-Cloud 13 Framework Agreement RM1557.13 Call-Off Contract (Order Form); and
(d) That it be noted the contract value for the initial 3-year term would not exceed £399,090 excluding VAT. Where the optional extension period was utilised, the additional value would not exceed £133,030 excluding VAT, with a total value of £532,120 excluding VAT.
Report by Director of Finance & Resources.
25
There was submitted a report by the Director of Finance & Resources relative to the award of a contract for the Supply and Delivery of Meraki Switches and Licenses to Stone Technologies Limited.
DECIDED:
(a) That the Head of Corporate Governance be authorised to award the Call-Off Contract for the Supply and Delivery of Meraki Switches and Licenses to Stone Technologies Limited following an eAuction under the Crown Commercial Service Framework Agreement RM6068 Technology and Associated Services - Lot 2 Hardware and Associated Services;
(b) That it be noted that the Call-Off Contract would be for a period of five years, and it was envisaged that the Call-Off Contract would commence on 30 September 2023 and would expire on 29 September 2028, with the actual Call-Off Start Date and Call-Off Expiry Date being confirmed in the Order Form and the contract was to be awarded in accordance with the Framework Award Procedure; and
(c) That it be noted that the Call-off Contract value would be £226,000 excluding VAT.
Joint report by Director of Finance & Resources and Director of
Environment, Housing & Infrastructure.
26
There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of a measured term contract Rot Eradication, Timber Preservation and Dampness Control (RC-CPU-21-004) (“Contract”) to City Gate Construction (Scotland) Limited.
DECIDED:
(a) That the Head of Corporate Governance be authorised to award a Measured Term Contract Rot Eradication, Timber Preservation and Dampness Control (RC-CPU-21-004) to City Gate Construction (Scotland) Limited;
(b) That a contract value of up to £4,000,000.00 excluding VAT for this contract be approved; Orders to carry out works would be raised by the Council as required;
(c) That a contract period of three years be approved with the Council having the sole option to extend for up to 12 months on two separate occasions to a total contract period of five years. The proposed commencement date was 3 August 2023, with the actual date confirmed in the Council’s letter of acceptance; and
(d) That it be noted the award of the contract required the provision of a Data Processor Agreement as indicated within the tender documentation.
Joint report by Director of Finance & Resources and Director of Environment, Housing & Infrastructure
27
There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of a contract for Artificial Pitches Upgrades 2022/23 3G football pitch – Park Mains High School, Erskine (RC-CPU-22-266) to Allsports Construction & Maintenance Limited.
DECIDED:
(a) That the Head of Corporate Governance be authorised to award a contract for Artificial Pitches Upgrades 2022/23 3G football pitch – Park Mains High School, Erskine (RC-CPU-22-266) to Allsports Construction & Maintenance Limited;
(b) That the Tendered Contract Sum of £311,420.10 excluding VAT and an additional 5% contingency for any unforeseen works be approved; and
(c) That it be noted that the date for commencement of the works was 17 July 2023 and the date for completion of the works was 15 September 2023. Any changes to these dates would be confirmed in the Council’s letter of acceptance.
Joint report by Director of Finance & Resources and Director of
Environment, Housing and Infrastructure.
Joint report by Director of Finance & Resources & the Director of
Environment, Housing, and Infrastructure.
29
There was submitted a joint report by the Director of Finance & Resources and the Director of Environment, Housing & Infrastructure relative to the award of a works contract for Render Improvement Works to Speirsfield and Camphill Courts, Paisley (RC-CPU-22-354) to A C Whyte & Co Limited.
DECIDED:
(a) That the Head of Corporate Governance be authorised to award a contract for Render Improvement Works to Speirsfield and Camphill Courts, Paisley (RC-CPU 22-354) to A C Whyte & Co Limited;
(b) That the Tendered Contract Sum of £716,525.00 excluding VAT, and an additional 10% contingency for any unforeseen works be approved; and
(c) That it be noted that the anticipated starting date was 17 July 2023, and the completion date was 12 weeks from the date of commencement of the works. Any changes to the date would be confirmed in the Council’s letter of acceptance.
Joint report by Chief Executive and Director of Finance & Resources.
30
There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to the homologation of the decision of the Head of Economy & Development Services and Head of Policy & Commissioning to award a Contract on 3 April 2023 for the provision of Idox Software and Associated Software Maintenance Services.
DECIDED:
(a) That the action taken by the Head of Economy & Development Services and the Head of Policy & Commissioning to award the contract for the Provision of the Idox Software and associated Software Maintenance to Idox Software Ltd be homologated
(b) That it be noted that the contract value would be up to £340,000.00 excluding VAT; and
(c) That it be noted that the contract Call-Off Start Date was 1 April 2023, and the expiry date would be on 31 March 2026, or 31 March 2027 if the optional 12-month extension was exercised.
Joint report by Chief Executive and Director of Finance & Resources.
31
There was submitted a joint report by the Chief Executive and the Director of Finance & Resources relative to notification in accordance with Standing Order 20.3 of the Standing Orders Relating to Contracts, of an increase in cost to the consultancy contracts listed in item 3.3 of the report.
DECIDED:
(a) That the increase in the approved Contract Sum for:
(i) Paisley Museum Reimagined Project Multi-Disciplinary Design Team (MDDT) from £2,598,349.00 (excluding VAT) to a revised fee of £4,164,804.00 (excluding VAT);
(ii) Paisley Museum Reimagined Project – Project Management from £193,856.80 to a revised fee of £341,114.00 (excluding VAT);
(iii) Paisley Museum Reimagined Project – Quantity Surveyor from £258,000.00 to a revised fee of £375,082.31 (excluding VAT); be noted;
(b) That it be noted that the Paisley Museum Reimagined Project Multi-Disciplinary Design Team (MDDT) contract was now anticipated to complete at the end of January 2024;
(c) That it be noted that the Paisley Museum Reimagined Project – Project Management contract and the Paisley Museum Reimagined Project – Quantity Surveyor contract were both anticipated to complete by the end of May 2024; and
(d) That it be noted that variations to each of these contracts had been negotiated and agreed with the respective Consultant in accordance with Standing Orders Relating to Contracts 34.4 and 34.5.
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