Councillor Mandy Watt (City of Edinburgh Council), Councillor Altany Craik (Fife Council), Councillor Michael McPake (North Lanarkshire Council), Councillor John Shaw (Renfrewshire Council) and Councillor Chris Cullen (South Ayrshire Council). 

 

There were no declarations of interest or transparency statements intimated prior to the commencement of the meeting.

 

There was submitted the Minute of the meeting of the Executive Sub-committee held on 17 May 2024.

DECIDED: That the Minute be approved.

There was submitted a report by the Chief Executive of Scotland Excel relative to the award of a fourth-generation renewal framework for the Supply and Delivery of Community Meals for a maximum duration of 60 months. The initial period of the flexible framework would run for 36 months from the commencement date with an option to extend for a further two 12-month periods. It was noted that subject to approval and completion of a standstill period, it was intended that the framework would commence on 1 August 2024.

The report intimated that the objective of this flexible framework was the provision of a nutritious meal to customers within each participating Council with the framework allowing Councils to procure a wide variety of nutritionally balanced, good quality, affordable meals delivered within the community. There would be provision for bulk delivery to a single point or for delivery to an individual accompanied by a welfare check.

The report summarised the outcome of the procurement process which contained two lots and sub-lots as detailed in Table 1 of the report. The framework had been advertised with an estimated value of £18.6 million, approximately £3.7 million per year. Appendix 1 to the report detailed the participation, spend and savings summary for those participating in the framework. 

Tender responses had been received from three suppliers and, based on the criteria and scoring methodology set out in the tender documents, a full evaluation of the compliant offers had been carried out with the confirmed overall scoring achieved by each supplier detailed in Appendix 2 to the report. One bidder was deemed non-compliant based on a failure to meet the mandatory requirements of the qualification section and was removed from further evaluation.

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-supplier flexible framework arrangement be established for the lots and sub-lots, as outlined in Appendix 2 to the report. 

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 together with the other benefits that would be achieved through the framework. The report intimated that, in accordance with Scotland Excel’s established contract segmentation tool, the framework had been classified as class D. 

DECIDED: 

(a) That the award of the flexible framework agreement for the Supply and Delivery of Community Meals, as detailed in Appendix 2 to the report, be approved;

(b) That authority be delegated to the Chief Executive of Scotland Excel, or the Director of Strategic Procurement in the Chief Executive’s absence, to approve a re-opening of the flexible framework agreement and any subsequent recommendations following the evaluation of offers received during this period of re-opening, or following the consideration of formal requests from existing suppliers for the addition of new lots, including sub-lots and/or variation of Council areas; and  

(c) That it be noted that the Executive Sub-committee would be updated on the appointment of new tenderers following any re-openings to the flexible framework agreement on an annual basis via incorporation within the Annual Procurement Report.

There was submitted a report by the Chief Executive of Scotland Excel relative to the award of a fourth-generation renewal framework for the Supply and Delivery of Waste Disposal Equipment for a period of 48 months. It was noted that subject to approval and completion of a standstill period, it was intended that the framework would commence in July 2024.

The report intimated that the framework would allow Councils to procure a range of waste disposal equipment including large containers, skips, compactors, balers and roll packers.

The report summarised the outcome of the procurement process which contained four lots as detailed in Table 1 of the report. The framework had been advertised at £1 million per annum, totalling an estimated spend of £4 million over the four-year period of the framework. Appendix 1 to the report detailed the participation, spend and savings summary for those participating in the framework. 

Tender responses had been received from 10 suppliers and, based on the criteria and scoring methodology set out in the tender documents, a full evaluation of the offers had been carried out with the confirmed overall scoring achieved by each supplier detailed in Appendix 2 to the report. One bidder submitted a non-compliant bid as no commercial submission was available for evaluation.

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-supplier framework arrangement be awarded to nine suppliers, as outlined in Appendix 2 to the report. 

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 together with the other benefits that would be achieved through the framework. The report intimated that, in accordance with Scotland Excel’s established contract segmentation tool, the framework had been classified as class E. 

DECIDED: That the award of the framework agreement for the Supply and Delivery of Waste Disposal Equipment, as detailed in Appendix 2 to the report, be approved.

There was submitted a report by the Chief Executive of Scotland Excel providing an update in respect of the work currently being undertaken to establish a new national flexible framework agreement for care and support services.

The report intimated that in February 2024 a contract notice had been published inviting providers to apply to join a new flexible framework for care at home and supported living services with around 400 services submitting applications. The results of the commercial analysis results were shared with participating local authorities who flagged significant concerns about increases in fees proposed by some providers. Following meetings, the majority of participating local authorities requested more time to conclude these conversations and a number of providers requested additional time to review their original proposals and it had not been possible to conclude award recommendations and seek approval to award in June 2024 to enable a July 2024 commencement date, as advertised.

The report highlighted the implications and the next steps and noted that there might be a requirement for a special meeting of the Executive Sub-committee to be held during the summer recess period to enable Scotland Excel to award the Care and Support Flexible Framework Agreement.

DECIDED: 

(a) That the update be noted; and

(b) That it be noted that it might be necessary to hold a special meeting of the Executive Sub-committee during the summer recess period to enable Scotland Excel to award the Care and Support Flexible Framework Agreement.

There was submitted a report by the Chief Executive of Scotland Excel advising that Milnbank Housing Association Limited had applied to become an associate member of Scotland Excel. 

The report provided details of the organisation and the legislative position in relation to the application.

DECIDED: That the application by Milnbank Housing Association Limited to become an associate member of Scotland Excel, with an annual membership fee of £2,590, be approved, subject to completion and signing of the agreement documentation.

DECIDED: That it be noted that the next scheduled meeting of the Executive Sub-committee would be held remotely on MS teams at 9.30 am on 23 August 2024.