There was submitted the Minute of the meeting of the Joint Consultative Board (Non- Teaching) held on 11 September 2025, a copy of which forms the Appendix to this Minute.

DECIDED: That the Minute be noted.

There was submitted a revenue and capital budget monitoring report by the Director of Finance & Resources for the period to 19 September 2025. The report intimated that the projected revenue outturn at 31 March 2026 for those services reporting to this Policy Board was an overspend of £0.513 million (0.5%) against the revised budget for the year. The projected capital outturn at 31 March 2026 was a breakeven position. A number of revenue budget adjustments were detailed at section 6 of the report.

DECIDED:

(a) That the projected revenue outturn overspend position of £0.513 million be noted;

(b) That the projected capital outturn break-even position be noted; and

(c) That the budget adjustments detailed at section 6 of the report be noted.

There was submitted an update report by the Director of Finance & Resources relative to an overview of revenue and capital budget expenditure for the Council as at 19 September 2025. The report detailed that the total projected revenue outturn position for the Council, Health and Social Care Partnership and Housing Revenue Account as at 31 March 2026 was an overspend of £6.341 million (1.1%) and the projected capital outturn for all services was a breakeven position, split between General Fund services and the Housing Revenue Account. Further analysis was detailed in the appendices of the report.

DECIDED:

(a) That the projected revenue outturn overspend position of £6.341 million be noted;

(b) That the projected capital outturn break-even position be noted; and

(c) That the prudential indicators detailed in section 7 of the report be noted.

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 September 2025. Appendices to the report provided information on revenue collection and key performance indicators.

DECIDED: That the content of the report be noted.

There was submitted a report by the Director of Finance & Resources relative to performance of key customer services functions including call centre, face-to-face and digital support for customers during September 2025. The report provided an update on the overall contact centre call handling volumes, implementation of the Digital Advisor (Millie) and indicated that face-to-face services continued in Renfrewshire House.

DECIDED: That the contents of the report be noted.

There was submitted a report by the Director of Finance & Resources relative to consideration of requests received by the Provost for civic hospitality from organisations for specific events as detailed within the report. The proposed type and cost of civic hospitality to be provided in respect of each civic event was set out in section 1 of the report and authorisation was sought for the Director of Finance & Resources, in consultation with the Provost, to make the necessary arrangements to provide civic hospitality, or in the case of events that had already been arranged, to homologate the action taken by the Head of Corporate Governance.

DECIDED:

(a) That the provision of hospitality as detailed in section 1 of the report for Reclaim the Night, Sma Shot Cottages, Fèis Phàislig, Johnstone Wheelers, the Memory Tree event and the Jane Haining Memorial event be approved;

(b) That the Director of Finance & Resources, in consultation with the Provost, be authorised to make the necessary arrangements for the hospitality detailed above; and

(c) That the action taken by the Head of Corporate Governance, in terms of his delegated authority, in respect of the reception for the Loud and Proud Music School be noted.

There was submitted a report by the Director of Finance & Resources relative to the implementation of agreed service changes within Finance & Resources. The report summarised the changes which had been implemented across the Internal Audit, Risk Management, Health & Safety and People & Organisational Development teams and provided detail of the re-evaluation of the Strategic Service Delivery Manager post which would now sit at the Chief Officer level with the designation Head of Business Services, Risk and Safety. It was noted that recruitment for this post would take place through the Council's Chief Officer Recruitment Process.

DECIDED:

(a) That the progress made with implementing the agreed service changes within Finance and Resources be noted; and 

(b) That the establishment of the Chief Officer post ‘Head of Business Services, Risk and Safety’ be approved and the recruitment to this post in accordance with the Council’s Chief Officer Recruitment Process, as required under the Scheme of Delegated Functions, be authorised.

There was submitted a report by the Director of Finance & Resources relative to the process of modernising the Council's terms and conditions of employment. The report provided a summary of the proposed changes and negotiations between the Council and Trade Unions. The unanimous rejection of the proposals by Unite, Unison and GMB following a ballot of their respective members was noted together with the proposed next steps.

DECIDED:

(a) That the summary of the Council’s offer to the Trade Unions to modernise the terms and conditions of employment, as outlined in section 3 of the report, be noted;

(b) That it be noted that all reasonable efforts had been made by the Council to secure agreement on a revised package of terms and conditions;

(c) That it be noted that formal negotiations with Unison, Unite, and GMB Trade Unions on the Council’s current offer had now concluded;

(d) That it be noted that the ballot results from each Trade Union, detailed in section 1.6 of the report, confirmed that all three unions had rejected the Council’s offer; 

(e) That it be noted that communications would be issued to employees outlining the results; and

(f) That the standard public holidays for 2026 be approved.

There was submitted a report by the Director of Finance & Resources relative to the implementation of revised Corporate and Finance & Resources Health and Safety Policies. The report summarised the key revisions to the policies and set out the arrangements for training, communications and monitoring. The policies were attached as appendices 1 and 2 to the report respectively.

DECIDED:

(a) That the revised Corporate Health and Safety Policy, attached at Appendix 1 to the report, be approved; and

(b) That the revised Finance & Resources Health and Safety Policy, attached at Appendix 2 to the report, be approved.

There was submitted a report by the Director of Finance & Resources relative to the implementation of the Council's People Strategy ‘Our People Our Future 2021–2026’. Appendix 1 to the report summarised the progress made towards the implementation of the strategy's key priority areas during the previous 12 months. An 18-month extension to the strategy was proposed to ensure the planned review would be fully aligned with the new Council plan which was scheduled for implementation in 2027.

DECIDED:

(a) That the progress achieved over the previous 12 months in delivering the Council’s People Strategy, ‘Our People, Our Future 2021–2026’ be noted; 

(b) That it be noted that the next progress report would be submitted for scrutiny in April 2026; and 

(c) That an 18-month extension to the current People Strategy (2021–2026) be approved to ensure its planned review was fully aligned with the vision and key priorities of the new Council Plan, which was scheduled for implementation in 2027.

There was submitted a report by the Director of Finance & Resources relative to the Council’s workforce demographics and key people metrics, including information on absence rates, overtime working, disciplinary investigations, grievances and mandatory training for the first two quarters of the 2025/26 financial year.

DECIDED:

(a) That the contents of the report be noted;

(b) That it be noted that the report would be submitted bi-annually for monitoring purposing; and

(c) That it be noted that the next report, detailing quarter by quarter comparison data with targeted interventions to drive improvements where necessary, would be submitted to the meeting of this Policy Board to be held on 11 June 2026. 

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) and Property Services as delivered by Environment, Housing & Infrastructure since the last meeting of this Policy Board.

DECIDED: That the content of the report be noted.

There was submitted a report by the Director of Environment, Housing & Infrastructure relative to a proposed three-year business plan for Building Services. The report outlined the current position of Building Services and the ongoing improvements within the Service to deliver a high quality, right first-time approach to the repairs and maintenance service for Renfrewshire Council. Key elements of the business plan were highlighted in appendices 1 to 4 of the report.

DECIDED:

(a) That the contents of the report be noted; and

(b) That it be noted that elected members would be offered a briefing/training session in 2026 to update on the current provision of works across Building Services.

There was submitted a report by the Director of Finance & Resources relative to the performance and achievements of the Finance & Resources Service during the period 1 April to 30 September 2025.

DECIDED:

(a) That the contents of the report be noted;

(b) That the progress to date on delivering the actions contained within the Finance & Resources Service Improvement Plan be noted;

(c) That the current performance of the service as measured by the scorecard indicators be noted; and

(d) That it be noted that an outturn report on the full year performance for 2025/26 would be submitted to the meeting of this Policy Board to be held on 11 June 2026.

There was submitted a report by the Chief Executive relative to the performance and achievements of the Chief Executive's Service during the period 1 April to 30 September 2025.

DECIDED:

(a) That the contents of the report be noted;

(b) That the progress to date on delivering the actions contained within the Chief Executive's Service Improvement Plan be noted;

(c) That the current performance of the service as measured by the scorecard indicators be noted; and

(d) That it be noted that an outturn report on the full year performance for 2025/26 would be submitted to the meeting of this Policy Board to be held on 11 June 2026.

There was submitted a report by the Director of Environment, Housing & Infrastructure relative to the performance and achievements of the Environment, Housing & Infrastructure Service during the period 1 April to 30 September 2025.

DECIDED:

(a) That the contents of the report be noted;

(b) That the progress to date on delivering the actions contained within the Environment, Housing & Infrastructure Service Improvement Plan be noted; and

(c) That the current performance of the service as measured by the scorecard indicators be noted.

There was submitted a report by the Chief Executive relative to the Chief Executive's Service Health, Safety and Wellbeing Plan 2025/28 Mid-year Update. Appendix 2 to the report set out a brief update on actions contained in the Plan.

DECIDED: That the contents of the report and its appendices be noted.

There was submitted a report by the Director of Environment, Housing & Infrastructure relative to the Environment, Housing and Infrastructure Health, Safety and Wellbeing Plan 2025/28 Mid-year Update. Appendix 1 to the report set out a brief update for actions contained in the Plan. It was highlighted that the report and update on the Plan had also been submitted to the Communities & Housing Policy Board and the Infrastructure, Land & Environment Policy Board to approve those elements of activity covered within the remits of those Policy Boards.

DECIDED:

(a) That the Environment, Housing and Infrastructure Annual Health, Safety and Wellbeing Plan 2025/28 update, attached as Appendix 1 to the report, be approved insofar as it related to the areas of activity delegated to this Policy Board; and

(b) That it be noted that the report and update on the Plan had also been submitted to the meetings of the Communities & Housing Policy Board and the Infrastructure, Land & Environment Policy Board to approve those elements of activity covered within the remits of those Policy Boards.

There was submitted a report by the Director of Finance & Resources relative to procurement activity for the period 1 April 2024 to 31 March 2025. The Annual Procurement Report, attached as Appendix 1 to the report, provided an update on key indicators set in the Corporate Procurement Strategy for the period 2024/25.

DECIDED: That the content of the Annual Procurement Report for the Financial Year
2024/2025 be noted.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to a main works contract for Thistle Primary School.

DECIDED:

(a) That the Head of Corporate Governance be authorised to enter into a Design and Build Development Agreement for Thistle Primary School Main Works Contract with Hub West Scotland Limited (HWS) (Registered Company SC381561) and that it be noted that (i) for the purposes of contractual clarity this would be by way of amendment and reinstatement of the Advance Works Contract (i.e. the Advance Works contract would be varied to include the Main Works phase); and (ii) HWS would wholly subcontract all Advance Works under this Contract to BAM Construction Limited (Registered Company 02379469);

(b) That the award of the Main Works Contract for £35,130,451.00 excluding VAT, to Hub West Scotland Limited (“the Contract Sum”) be authorised and it be noted that this sum was inclusive of the sum of £3,894,263.40 that was approved for the Advance Works at the meeting of this Policy Board held on 11 September 2025;

(c) That a contingency spend of £1,756,522.55 in relation to the Main Works Contract, equal to five percent of the Contract Sum, be authorised;

(d) That a total Approved Contract Value for the Main Works Contract of £36,886,973.55, which was the total of the Contract Sum plus the contingency spend, be authorised;

(e) That the acceptance of a Limitation on Hub West Scotland Limited’s Liability for uninsured losses up to the value of the Contract Sum for the Main Works Contract be authorised and it be noted that this was the market standard position;

(f) That it be noted that construction associated with the Main Works Contract was anticipated to commence in February 2026 and be completed by June 2027 to facilitate the new school becoming operational by August 2027 for the 2027/28 academic year; and

(g) That the acceptance of a Limitation of Liability on Design Consultants to the sums referred to in section 3.3 of the report on an each and every claim basis except for claims relating to pollution, contamination, and asbestos, where the limit would be in the annual aggregate be authorised and it be noted that this was the market standard position.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award a Supply Contract for Erskine Library – Hire of Modular Building (RC-CPU-25-134) to Portakabin (Scotland) Ltd.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Supply Contract in accordance with the Scottish Procurement Alliance (SPA) Framework Agreement Design, Supply and Installation of Permanent and Temporary Modular Buildings (reference MB3) to Portakabin (Scotland) Ltd;

(b) That the approved total tendered contract sum of £341,613.00 excluding VAT for the Leasing Agreement period be authorised;

(c) That a contingency of spend of £51,241.95, which equated to 15 percent of the total tendered contract sum, be authorised;

(d) That a total Approved Contract Value of £392,854.95 excluding VAT, which was total tendered contract sum plus the contingency spend, be authorised;

(e) That it be noted that the Contract was anticipated to commence on 15 December 2025; the installation of the modular building would be complete and operational by 10 April 2026; and the minimum hire period would commence on the day of handover and run for a period of up to five years, allowing for proposals in relation to leisure and cultural facilities in Erskine to be developed as part of the wider review of services provided by OneRen and the wider Strategic Property Programme; and

(f) That it be noted that as per Portakabin (Scotland) Ltd's standard terms and conditions they had included a liability cap to damage of physical property to the value of £1 million and included a liability cap in respect of all liabilities (other than damage to physical property) of 100 percent of the hire charges paid by Renfrewshire Council and that these limits were deemed sufficient by the project team and acceptance confirmed by the Head of Policy & Partnership.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Delivery Agreement for the design, supply and installation of Lagoon Active Play (RC-CPU-25-139) to Alliance Leisure Services Limited (Registered Company Number 02723797).

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Contract to Alliance Leisure Services Limited (Registered Company Number 02723797) (“Alliance”), made following a direct appointment under the Leisure Development Partner for the UK Leisure Framework 2022-2026. Please note that Alliance would wholly subcontract the requirements through the following arrangements:

• Contract Administrator, Quantity Surveyor and project management to Axiom Project Services Limited (Registered Company Number SC358148);

• (Principal Designer (CDM) to ABT Safety Limited (Registered Company Number SC453051);

• Architect to Construction Design Architects Limited (Registered Company Number SC352990);

• Design, supply and installation of the play equipment to Play Revolution Limited (Registered Company Number 06548374; and

• The minor building works and associated design to Thomas Johnstone Limited (Registered Company Number SC136445);

(b) That the Total Approved Contract value of £956,000.00 excluding VAT, which was the total of the cost plan and included allowance for the Council (Client) risk, be authorised;

(c) That the commencement date of 8 December 2025 be authorised and it be noted that building works were anticipated to commence in April 2026 and take 15 weeks to complete and in the event the Contract did not commence on 8 December 2025, the Contract would run from the actual commencement date confirmed in the Contract;

(d) That the acceptance of a limitation on Alliance’s total liability for insurable risk at the level of insurance maintained (£5 million in the aggregate) and a limitation of liability for uninsured losses up to the Delivery Manager’s Fee (up to 2 percent of the Approved Contract Value) be authorised and it be noted that this was a market position and dictated by the terms of the Framework Agreement;

(e) That the acceptance of a limitation of liability for total insurable risk for Sub-Consultants and the Building Contractor to the sums referred to in section 3.8 of the report be authorised and it be noted that these were market position(s) and dictated by the terms of the Framework Agreement; and

(f) That it be noted that Alliance was required to provide the Council with Collateral Warranties for each of the sub-contractors and sub-consultants with design responsibility.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Contract for Vehicle and Plant Hire with Operatives to John McGeady Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award the Contract for Vehicle and Plant Hire with Operatives (RC-CPU-24-322) to John McGeady Limited;

(b) That the cumulative spend under this Contract up to a maximum approved value of £8,000,000 excluding VAT be authorised; and 

(c) That it be noted that the intended starting date was 10 January 2026 with the service period being for a period of 36 months with the Council having the option, at its sole discretion, to extend the Contract on two occasions for a period of up to 12 months on each occasion.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Works Contract for the provision of Maintenance and Refurbishment of Tenanted Properties (reference RC-CPU-24-208) to City Gate Construction (Scotland) Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Works Contract in the form of a SBCC Measured Term Contract, 2011 edition for use in Scotland with Employer’s Amendments for the Maintenance and Refurbishment of Tenanted Properties (RC-CPU-24-208) to City Gate Construction (Scotland) Limited (co. no.SC244614);

(b) That the approved contract value of up to £27,747,894.47, excluding VAT, for the Contract Period including any extension periods be authorised;

(c) That it be noted that the anticipated Contract Commencement Date was 2 February 2026 and that the Contract would be for an initial Contract Period of 24 months with the option to extend this period for up to 12 months on two separate occasions at the Council’s sole discretion; and

(d) That it be noted that as part of the Contract, as identified in the invitation to tender, City Gate Construction (Scotland) Limited would enter into a Data Processor Agreement with the Council.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Call-Off Contract for Phase 2 Housing Management System Consultancy to Gravitas Recruitment Group Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award the Contract for Phase 2 Housing Management System Consultancy to Gravitas Recruitment Group Limited, being a Call-Off Contract made under Lot 3 of the Crown Commercial Services G-Cloud 14 Framework Agreement (RM1557.14);

(b) That the Call-Off Contract Term of 19 months be authorised and it be noted that the proposed Call-Off Start date was 5 January 2026 and the actual Call-Off Start date would be confirmed in the Crown Commercial Services G-Cloud 14 Framework Agreement RM1557.14 Call-Off Order Form;

(c) That the maximum approved Call-Off Contract value of up to £250,000 excluding VAT, for the entire Call-Off Contact Term be authorised; and

(d) That the Liability Cap of £1 million per year in direct loss or damage to the property, £2 million during the Call-Off Contract Term for Buyer Data Defaults, and that an annual total liability of the Supplier Gravitas Recruitment Group Limited) for all other Defaults would not exceed the greater of £1 million or 125% of the Charges payable by the Council to the Supplier during the Call-Off Contract Term (whichever is the greater) be authorised.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Services Contract for Processing & Recycling of Gully Waste (reference RC-CPU-25-086) to WM Hamilton & Sons Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Contract for Processing & Recycling of Gully Waste (RC-CPU-25-086) to WM Hamilton & Sons Limited made following a mini-competition under Lot 17 of the Scotland Excel Dynamic Purchasing System for the Treatment and Disposal of Recyclable and Residual Waste, schedule 27/17;

(b) That the Approved Contract value of up to £700,000 excluding VAT be authorised; and

(c) That the Period of Contract of four years, anticipated to commence on 15 December 2025 until 14 December 2029, be authorised and it be noted that in the event that the Contract did not commence on that date, the Period of Contract would run from the actual date of commencement date as stated in the Council’s Letter of Acceptance.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Measured Term Contract for the Provision of Scaffolding and Associated Works (RC-CPU-25-046) to JR Scaffold Services Ltd.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award the Measured Term Contract for the Provision of Scaffolding and Associated Works in the form of SBCC Measured Term Contract for use in Scotland 2011, MTC/Scot (2011 Edition) incorporating the Employers Amendments, (RC-CPU-25-046) to JR Scaffold Services Ltd, (co.no. SC187329);

(b) That the cumulative spend under this Measured Term Contract up to a maximum value of £500,000, excluding VAT, be authorised;

(c) That it be noted that the Contract Period would be for three years with the option for the Council, at its sole discretion to extend the Contract Period for up to a further 12 months, subject to satisfactory operation and performance; and

(d) That it be noted that was anticipated that the Measured Term Contract would commence on 15 December 2025 and that in the event that it did not commence on 15 December 2025, the Contract Period would run from the commencement date as stated in the Award Schedule to the Council’s Letter of Acceptance.

There was submitted a joint report by the Directors of Finance & Resources and Environment, Housing & Infrastructure relative to the award of a Services Contract for Council Wide Laundry Maintenance (RC-CPU-25-103) to Wolf Laundry Limited (Co no. 08023858).

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Services Contract in the form of a SBCC Measured Term Contract for use in Scotland (MTC/Scot 2011) amended by the Employer’s Amendments for Council Wide Laundry Maintenance to Wolf Laundry Limited (Co no. 08023858);

(b) That the approved total contract value of up to £356,701.29 excluding VAT for the entire contract period be authorised; and

(c) That it be noted that the contract period would be for three years, the commencement date was 28 January 2026, the completion date for the whole of the services was 156 weeks from the commencement date and in the event that the Measured Term Contract did not commence on 28 January 2026, the contract period would run from the access date as stated in the Award Schedule to the Letter of Acceptance issued to Wolf Laundry Limited.

There was submitted a joint report by the Director of Finance & Resources and the Chief Executive relative to the award of a Works Contract for the External Works – Ferguslie Green Line – Belltrees (reference RC-CPU-25-006) to MacKenzie Construction Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Works Contract in the form of NEC3 Engineering and Construction Short Contract April 2013 (and related ‘Z’ Clauses) for the External Works – Ferguslie Green Line – Belltrees (RC-CPU-25-006) to MacKenzie Construction Limited;

(b) That the Total of the Prices of £619,999.26, excluding VAT, be authorised;

(c) That a contingency spend of £123,999.85, which equated to 20 percent of the Total of the Prices, be authorised;

(d) That a total Approved Contract value of £743,999.11 excluding VAT, which was the Total of the Prices plus the contingency spend, be authorised;

(e) That it be noted that the starting date was anticipated to be 5 January 2026, the completion date was 26 weeks from the starting date and if there were any changes to these dates then the actual dates would be as stated in the Award Schedule to the Council’s Letter of Acceptance to MacKenzie Construction Limited; and

(f) That it be noted that this contract was fully externally funded and that no Council funding would be involved in the delivery of this contract and that the first year of annual maintenance would be covered by the Contractor, however, after the first year, the Council's neighbourhood Services would be responsible for the annual maintenance costs estimated at £25,000.

There was submitted a joint report by the Director of Finance & Resources and the Chief Executive relative to the award of a Contract for Delivery of Workshops, Surgeries and Expert Help to support Business Gateway to Strategem (Scotland) Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Contract for Delivery of Workshops, Surgeries and Expert Help to support Business Gateway, reference RC-CPU-25-124 to Strategem (Scotland) Limited (Co. no. SC195494);

(b) That the award of the Contract for a period of two years be authorised and that it be noted the anticipated commencement date of the Contract was 5 January 2026 and that the actual date would be confirmed in the Council’s Letter of Acceptance;

(c) The award of the Contract up to a maximum value of £196,000 (£98,000 per annum) excluding VAT be authorised; and

(d) That the following liability of either Party be authorised:

• the aggregate liability of either party for all Defaults resulting in direct loss of or damage to the property of the other under, or in connection with, the Contract shall in no event exceed £250,000 Sterling; and

• the annual aggregate liability under the Contract of either party for all Defaults shall in no event exceed the greater of £1,000,000 Sterling of the price payable by the Council to the Service Provider in the year in which the liability arises.

There was submitted a joint report by the Director of Finance & Resources and the Chief Executive relative to the award of a Works Contract for Erskine Civic Plaza (RC-CPU-25-007) to Covanburn Contracts Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Works Contract in the form of NEC3 Engineering and Construction Short Contract April 2013 incorporating the additional and amended ‘Z’ clauses, for Erskine Civic Plaza (RC-CPU-25-007) to Covanburn Contracts Limited (Co. no. SC263761);

(b) That the award of the Total of the Prices of £494,881.21 excluding VAT be authorised;

(c) That a contingency spend of £98,976.24 excluding VAT, which equated to 20 percent of the Total of the Prices be authorised;

(d) That a total Approved Contract Value of £593,857.45 excluding VAT, which was the Total of the Prices plus the contingency spend, be authorised; and

(e) That it be noted that the starting date was anticipated to be 5 January 2026, the completion date was 22 weeks from the starting date and if there were any changes to these dates then the actual dates would be as stated in the Award Schedule to the Council’s Letter of Acceptance to Covanburn Contracts Limited.

There was submitted a report by the Director of Finance & Resources relative to the award of a Contract for Software Asset Management as a Service to Business Continuity Services Limited.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a contract for Software Asset Management as a Service to Business Continuity Services Limited;

(b) That an initial contract period of three years with the option to extend for a further two years on one occasion at the sole discretion of the Council be authorised and it be noted that the Contract Commencement Date would be 15 January 2026; and

(c) That the approved contract value of £451,196.30, excluding VAT, for the initial contract period and extension period, the initial contract period would be £267,377.10 excluding VAT, be authorised.

There was submitted a report by the Director of Finance & Resources relative to the award of a contract for a Microsoft Enterprise Agreement to Phoenix Software Ltd (company number: 02548628).

DECIDED:

(a) That the Head of Corporate Governance be authorised to Award a Call-Off Contract for a Microsoft Enterprise Agreement to Phoenix Software Limited (company number: 02548628) following a further competition under Lot 3 (Software) of the Crown Commercial Services (CCS) Framework Agreement Technology Products & Associated Services 2, reference RM6098 in accordance with the Framework Call-Off Award Procedure;

(b) That the Call-Off Contract for a period of three years be authorised and it be noted that the proposed Call-Off Contract Start Date would be 1 April 2026 to expire on 31 March 2029 and that the actual Call-Off Start Date and Call-Off Expiry Date would be confirmed in the Order Form in accordance with the Framework Call-Off Award Procedure;

(c) That the approved Call-Off Contract value is £6,089,901.72 excluding VAT for the full three-year period be authorised; and

(d) That, in accordance with the Core Terms of the Framework Agreement, an aggregate liability cap for this Call-Off Contract which would not exceed the greater of £1 million or 150 percent of the Estimated Yearly Charges be authorised.

There was submitted a joint report by the Director of Finance & Resources and the Chief Officer, Renfrewshire Health & Social Care Partnership relative to entering into a Contract for Provision of a Professional Independent Advocacy Service for Adults, with VoiceAbility Advocacy.

DECIDED:

(a) That the Head of Corporate Governance be authorised to award a Contract for the Provision of a Professional Independent Advocacy Service for Adults, reference RC-CPU-25-063, to VoiceAbility Advocacy (Company Registration number 03798884);

(b) That a maximum approved contract value of £761,352 (£190,338 per annum), excluding VAT, be authorised and it be noted that the maximum approved contract value was made up of the following:

• Contract Value (confirmed) - £621,352 (£155,338/annum)
• Alcohol and Drugs advocacy* - £140,000 (£35,000/annum)

(c) That it be noted that additional funding for Alcohol and Drugs focused advocacy was dependent on Scottish Government funding, which would be confirmed annually but was not guaranteed for the duration of the Contract;

(d) That the award of a Contract for a period of three years with the option to extend for up to a further 12 months on one occasion at the sole discretion of the Council be authorised; and

(e) That the anticipated Commencement Date for the Contract of 1 January 2026 be authorised and it be noted that this could be impacted by transitional requirements, including Transfer of Undertakings (Protection of Employment), therefore the actual Commencement Date would be confirmed in the Council’s Letter of Acceptance.

There was submitted a report by the Director of Finance & Resources relative to the write off of accounts where recovery was no longer viable.

DECIDED: That the recommendations in the report be approved.