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Procurement Board Dear Member,
You are invited to attend the meeting of the Procurement Board to be held as follows for the transaction of the business indicated.Miranda Carruthers-Watt Proper Officer-----------------------------------------------------------------------------------------------------------------DATE: Wednesday, 4 October 2017
TIME: 10.00 am
VENUE: The Boardroom, Salford Civic Centre, Chorley Road, Swinton
In accordance with ‘The Openness of Local Government Bodies Regulations 2014,’ the press and public have the right to film, video, photograph or record this meeting.
AGENDA
1 Apologies for absence
2 Declarations of interest
3 To approve, as a correct record, the minutes of the meeting held on 13 September 2017
(Pages 1 - 4)
4 Matters arising
5 Decision items - Part 1 (open to the public)
5a Approval to award the contract for Salford Cycleway. (Pages 5 - 14)
5b Extension for Salford Carers' Support Contract (and Salford Carers' Transformation Project).
(Pages 15 - 22)
5c Approval for an Extension of the AGMA Framework Agreement for Creative Design and Print Services.
(Pages 23 - 28)
5d Approval for an extension of contract for Purchasing Card Programme (Concession).
(Pages 29 - 32)
6 Any other business - Part 1 (open to the public)
7 Exclusion of the public
8 Decision items - Part 2 (closed to the public)
8a Approval for an Extension of Contract for the Salix Homes: Housing Advice, Homelessness, Allocations and Supported Tenancies
(Pages 33 - 36)
Public Document Pack
Services.
9 Date of next meeting
Wednesday 18 October 2017 at 10:00 in the Boardroom, Civic Centre, Salford City Council, Chorley Road, Swinton, M27 5DA.
Contact Officer: Tel No: 0161 793 3316Carol Eddleston, Senior Democratic Services Advisor
E-Mail: [email protected]
PROCUREMENT BOARD
13 September 2017
Meeting commenced: 10:00Meeting ended: 10:45
PRESENT: Councillors Hinds (in the chair) and Boshell
OFFICERS: Greg Durkin Planning and Development ManagerChristine Flisk Procurement ManagerJoanne Hardman Head of Financial ManagementStephen Kearney Principal Community Safety OfficerNilima Misra Senior Project Officer
1. APOLOGIES FOR ABSENCE
Apologies for absence were submitted on behalf of the City Mayor Paul Dennett and Councillor Merry.
2. DECLARATIONS OF INTEREST
There were no declarations of interest.
3. MINUTES OF PROCEEDINGS
The minutes of the meeting held on 6 September 2017 were approved as a correct record.
4. MATTERS ARISING
There were no matters arising.
ITEMS FOR DECISION – PART 1
5. REQUEST FOR APPROVAL TO AWARD THE CONTRACT FOR THE ELLENBROOK LOOPLINE IMPROVEMENT WORKS
Consideration was given to a report of the Strategic Director Place requesting approval to award the contract for Ellenbrook Loopline improvement works.
It was confirmed that Horticon Ltd was a GM based company which had done work for the council previously. In response to an observation that the company was only a ‘supporter’ of the City Mayor’s Charter for Employment Standards, the Procurement Manager reported that officers were planning to meet with all the companies on the council’s Landscape and Associated Works Framework Agreement to discuss Social Value and its importance to the Council. Additionally officers were working with Horticon Ltd on how they might develop their apprenticeship scheme,
Page 1
Agenda Item 3
especially in light of the challenges presented by the short term nature of many of their contracts. The Procurement Manager would confirm after the meeting whether Horticon Ltd was a Living Wage Employer.
RESOLVED: THAT, the contract for Ellenbrook Loopline improvement works, at a value of £448,208.94, be awarded to Horticon Ltd.
6. REQUEST FOR AN EXCEPTION TO CONTRACTUAL STANDING ORDERS TO AWARD AN EXTENSION FOR ADDITIONAL WORKS TO AN EXISTING CONTRACT WITH SCHOFIELD & SONS LIMITED FOR FURTHER EMERGENCY REPAIR WORKS
Consideration was given to a report of the Strategic Director People seeking approval for an exception to Contractual Standing Orders to award an extension for additional works to an existing contract with Schofield & Sons Limited for undertaking further emergency repair works to classroom and corridor floors at Westwood Park Primary School.
Members of the board expressed concern at the proposed level of the ‘professional fees and charges’, given that Urban Vision had essentially already undertaken the benchmarking referred to in the report ahead of the Procurement Board being asked to approve the direct award of the original contract at its meeting on 12 July. The Planning and Development Manager explained that there was a standard rate for fees and charges under the terms of the exclusivity agreement with Urban Vision but he would ask the Assistant Director Environment and Community Safety to provide a breakdown and explanation of the fees and charges (to be) incurred.
RESOLVED: THAT(1) An exception to Contractual Standing Orders be approved in accordance with paragraph 3.1 as the need for the works is so urgent that the time needed to comply with the rules would be prejudicial to the council’s interests and for reasons of compatibility with existing services/products;
(2) the direct award to Schofield & Sons Limited of an extension to the capital works contract for additional emergency repair works to floors at Westwood Park Primary School be approved, and
(3) a breakdown and explanation of the fees and charges referred to in the report be provided to the Procurement Board.
7. REQUEST FOR APPROVAL FOR AN EXTENSION OF THE CONTRACT FOR THE SUPPLY OF SECURITY SERVICES TO SALFORD CITY COUNCIL
Consideration was given to a report of the Strategic Director Place seeking approval for an extension of the contract for the supply of Security Services (CCTV and City Watch services to more than 200 companies who had a Service Level Agreement with the council).
It was explained that the requested 13 months’ extension would allow Trafford Council’s relocation of CCTV and Out of Hours call handling function to Salford City Council’s CCTV Control Room to embed, allow an accurate assessment of both authorities’ future needs and allow sufficient time in which to design a new specification and procure a new contract.
Page 2
The management fee that this council received from Trafford Council was in the region of £94,000.
The Principal Community Safety Officer explained that the majority of funding for CCTV traditionally came from the council’s Community Committees. Recently, however, East Salford had reduced its contribution because its own level of devolved funding had been reduced and there were indications that this might also happen in other Community Committees. Members of the board were not surprised to learn that reports of incidences of anti-social behaviour, crime and disorder had increased since some of the cameras in East Salford had been decommissioned.
It was stressed that, going forward, the Procurement Board would need to see assurance that funding was available for the duration of any contracts and/or extensions which it was being asked to approve.
ITEMS FOR DECISION – PART 2 (CLOSED TO THE PUBLIC)
8. RECOMMENDATIONS FOLLOWNG THE REVIEW OF THE SALIX HOMES HOMELESSNESS, HOUSING ADVICE , ALLOCATIONS AND SUPPORTED TENANCIES SERVICES
The Procurement Board was informed that this item had been withdrawn from the agenda and would be brought to a future meeting.
9. URGENT BUSINESS – PART 2 (CLOSED TO THE PUBLIC)
There were no items of urgent business.
Page 3
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Part 1 –Open to the public ITEM NO.
__________________________________________________________________________
REPORT OFThe Strategic Director Place
TO Procurement Board
ON4 October 2017
__________________________________________________________________________
TITLE: Request for Approval to Award the Contract for Salford Cycleway___________________________________________________________________
RECOMMENDATION:
That Procurement Board
Approve the award of the Contract for Salford Cycleway as detailed in the table below:
Detail requiredTitle/Description of Contracted
Service/Supply/ProjectSalford Cycleway
Name of Successful Contractor George Cox & Sons LtdSupplier Registration Number
(to be supplied by Corporate Procurement)09670128
Type of organisation(to be supplied by Corporate Procurement)
Private Limited Company
Status of Organisation(to be supplied by Corporate Procurement)
Non-SME
Contract Value £423,589.94 Full ProjectContract Duration 4 months
Contract Start Date 08/11/2017Contract End Date 02/03/2018
Optional Extension Period 1 monthsOptional Extension Period 2 months
Who will approve each Extension Period? Choose an item.Contact Officer (Name & number) Catriona Swanson
Other (please identify below)Lead Service GroupPlace - Regeneration
How the contract was procured?(to be supplied by Corporate Procurement)
Framework Call-off (Mini Competition)
Framework Details (where applicable)(Procurement Body, Framework Reference
& Title, Start/End Dates, Hyperlink, etc.)
Bolton Highways Framework
GrantFunding Source
Page 5
Agenda Item 5a
___________________________________________________________________
EXECUTIVE SUMMARY:
The purpose of this report is to seek approval to let the contract for the delivery of the Salford Cycleway. Approval to go out to tender was granted by the Procurement Board on 31 May 2017. A mini competition was held between contractors on Bolton's Highways Framework.
The scheme proposes to improve cycling infrastructure alongside the A6 corridor between Langworthy Road and The Crescent.
The route will comprise segregated and shared use paths, quiet streets, and improved crossings including the installation of a Toucan crossing at Eccles Old Road.
The scheme will be fully funded through Cycle City Ambition Grant funding.__________________________________________________________________________
BACKGROUND DOCUMENTS: (Open to the Public)
Scheme plans and drawings
BACKGROUND DOCUMENTS (NOT OPEN TO THE PUBLIC)
Exempt under Paragraph 3 of Schedlue12 A of the Local Government Act 1972
Tender Submissions and Evaluation documents__________________________________________________________________________
KEY DECISION: Yes__________________________________________________________________________
DETAILS:
1. Background
1.1 Salford City Council was awarded £1,570,000 as part of component one of the second phase of Cycle City Ambition Grant announced in March 2015.
1.2 Three schemes have been agreed with Transport for Greater Manchester (TfGM) for delivery by the end of March 2018:
Scheme BudgetSalford Cycleway Phase 1 (A6/Bolton Road Corridor - Langworthy Road to Salford Crescent)
£1,040,000
Ordsall Quietway (quiet route between Irwell River Park and Salford Quays)
£100,000
Port Salford Greenway Phase 2 £430,000
Total £1,570,000
Page 6
1.3 Improvements proposed through the CCAG2 programme will build on significant investment in cycling, pedestrian and bus facilities already undertaken and proposed along the corridor.
1.4 Phase 2 of Port Salford Greenway was completed in June 2016 and the design is currently being finalised for Ordsall Quietway.
1.5 Salford Cycleway is the largest scheme within component one the CCAG2 programme. On 31 May 2017 Procurement Board granted approval to go out to tender using the Bolton Highways Framework.
2. Extent of Salford Cycleway Phase 1
2.1 The A6 has been identified as a priority corridor for improvement through the emerging cycle network strategy. The section of the corridor from the junction of Langworthy Road to Salford Crescent has been identified as the priority section to improve (see Appendix A). The reasons are:
The eastern end of the corridor has been prioritised generally as it is closest to key population and employment clusters such as Manchester City Centre, Salford University, East Salford, Pendleton and MediaCityUK and The Quays where improvements would be of benefit to the most people.
The Salford Bolton Network Improvements propose to improve pedestrian and cyclist links across Pendleton Roundabout which is currently a significant barrier to cyclists navigating the corridor.
Between Langworthy Road and Pendleton roundabout, cycling facilities exist in places but are of a very poor standard and are quite confusing for cyclists. The route currently includes very steep ramps down to a subway under Eccles Old Road which makes it difficult and time consuming to navigate. It is also very difficult for people with disabilities to negotiate.
Between Pendleton roundabout and Salford Crescent there are very limited cycling facilities. There are bus lanes in places which cyclists can use but the traffic flows and volumes of buses using the route mean these are unattractive to all but the most confident cyclists. Therefore this section of the A6 currently constitutes a significant gap in provision along the corridor. Given this section of the corridor’s proximity to Salford Crescent Station, Salford University and the Regional Centre, it is a clear priority for improvement.
3. Scope of improvements
3.1 The southern side of the corridor has been identified as the priority for improvement to link in with existing cycle facilities on Bolton Road and Cross Lane. The design has been agreed in principle with key stakeholders including TfGM, ward members, the lead member for Planning and Sustainable Development and the Executive Support for Transport.
3.2 Two sections within the priority stretch will be improved with the CCAG2 funding as a first phase of the Salford Cycleway:
Between Langworthy Road and Pendleton Roundabout.Between Meyrick Road and The Crescent.
Page 7
3.3 The key elements of the proposed improvements are:1. Alterations to the slip road from A6 Broad street and improved crossing points
on Bolton Road north of the mini roundabout at the Langworthy Road/Bolton Road junction to connect to the existing shared cycleway and footway along the northern side of Bolton Road.
2. Replacement of the subway under Eccles Old Road with a Toucan crossing.3. A quiet streets treatment along Belvedere Road potentially including a 20mph
limit and traffic calming features.4. Resurfacing works where necessary along the route.5. High quality signage and wayfinding.
3.4 It is anticipated that the Salford Bolton Network Improvements (SBNI) scheme will refurbish the subways and Pendleton Roundabout including improved lighting and surfacing. Therefore no works are proposed there as part of this scheme although a request for a financial contribution from CCAG2 has been made.
3.5 Another element of the scheme that was considered but rejected as part of this scheme was a pinch point just to the west of Pendleton Roundabout where the footway is very narrow. In order to widen the footway to create a shared use route in line with the widths set out in the Greater Manchester Cycle Design Guidance it would have been necessary to reallocate road space by removing one of the two general traffic lanes. However, traffic modelling work undertaken for the SBNI scheme showed this could be problematic as there are existing capacity issues on the roundabout. It would have also been very expensive to implement due to the amount of kerbing works and traffic management needed to work on the A6. Whilst this option could be revisited in the future as demand on the cycleway grows, it has been agreed with TfGM that this very short section of substandard shared use route is acceptable as part of the wider scheme which will significantly improve facilities for cyclists.
4. Outstanding risks
4.1 Urban Vision have advised that there has been a delay in undertaking the road safety audit. This is required to confirm that the design is safe and can proceed although informal discussions have taken place between the design and road safety teams throughout the development of the design so it is considered that the risk of the audit requiring changes to the design are minimal. It is anticipated that the road safety audit will be completed in early October.
4.2 The road safety audit is required before TfGM can issue the final approval for the scheme and include it within the Delivery Agreement. TfGM have already reviewed and approved the scheme subject to outstanding information including the road safety audit being submitted.
4.3 It is therefore proposed that following Procurement Board approval to let the contract, the letter of commission will not be issued to the winning tenderer until the road safety audit report and TfGM’s final approval for the scheme have been issued. This will mean that the Council is not at any risk of a claim from the contractor if design amendments are required. If the road safety audit does require changes to the scheme, a decision will be taken on whether to re-tender. If so, a further report will be brought to Procurement Board. However, if as expected, the road safety audit and TfGM approval are in place in early October as anticipated, the contract can be let which will enable the scheme to stay on the revised programme agreed with TfGM.
Page 8
5. The Procurement Process
5.1 The scheme was tendered using the Bolton Highways Framework using a mini competition with all contractors on the framework were invited to tender.
5.2 Two tenders were received and were evaluated based on a ratio of 60% price and 40% quality. The table below shows the outcome of the tender evaluation:
Bidder % Price score
Max 60%
% Quality score
Max 40%
%Overall Score100%
A 48.94 30 78.94B 60 31.5 91.5
5.3 Following the evaluation process, the most economically advantageous tender to accept is from bidder B George Cox & Sons Ltd with the highest overall score. This report recommends awarding the contract for the Salford Cycleway scheme to George Cox & Sons Ltd at a price of £423,589.94.
5.4 Contract monitoring will be carried out at regular intervals by Urban Vision.
6. Social Value
6.1 Tenders were asked to provide a method statement describing how they will bring additional social, environmental and economic value to Salford through the delivery of this project, and how this will be measured and evaluated. This question represented 5% of the contractors’ overall scores.
6.2 The successful tenderer was George Cox and Sons Ltd. They state they seek to represent the community they serve and are committed to resourcing each depot with employees and suppliers from the local catchment area. Regarding employment and training, they commit to:
Proactive employment of candidates with no experience, little education or qualifications, and ex-offenders
Training and development programme recognised and certified by the Investors in People silver award.
Participate in Greater Manchester’s Shared Apprenticeship Scheme. Sponsor numerous employees through surveying, accountancy and higher
education courses.
6.3 In terms of limiting the impact to the environment of schemes, George Cox and Sons Ltd state they:
Plan activities to operate in the most efficient manner; regularly monitoring practices and outcomes in line with its Environmental Policy.
Minimise waste generation and maximise the use of recycled plan by the use of incorporating impact reviews as part of the planning processes including for on-site re-use.
Minimise plant and vehicle movements linked closely with the reduction of waste generation.
Ensure good housekeeping through keeping all sites in a clean and tidy manner.
Page 9
Develop and expand the principles laid out with the Considerate Constructors Scheme.
6.4 Whilst there is no commitment to any apprenticeship or training opportunities on the project this will be raised at the pre-start meeting and they will be asked to engage with the Council’s skills and work team. The procurement manager will attend this meeting to discuss other opportunities for volunteering/ training through the project and to discuss the Council’s social value requirements through our procurement procedures.
7. Funding and programme
7.1 The cost of the scheme including all fees is estimated at £655,000. The total budget for the scheme is £1,040,000 so the scheme is significantly under budget. However, it is likely that Ordsall Quietway will require more funding that the £100,000 originally allocated to the scheme. In addition, a request has been made for a contribution of £200,000 towards improvements to Pendleton Roundabout which are proposed as part of the Salford Bolton Network Improvement programme. Therefore it is not considered that there is a significant risk of underspend on the programme but this will be kept under review with TfGM and further works will be identified if required.
7.2 The duration of the project is 15 weeks. Subject to the road safety audit being completed in early October and final approval from TfGM, the main works are expected to start in November 2017 and completed by early March 2018.
__________________________________________________________________
KEY COUNCIL POLICIES: Transport in Salford 2025__________________________________________________________________________
EQUALITY IMPACT ASSESSMENT AND IMPLICATIONS: The proposed improvements will benefit pedestrians and cyclists. The replacement of a subway with a Toucan crossing will make the route much easier for people with physical disabilities to use.
__________________________________________________________________________
ASSESSMENT OF RISK:
Medium – Although spend is forecast to go beyond the deadline of March 2018, the Department for Transport have advised that as long as schemes are committed, funding will not be clawed back. Once TfGM grant final approval, the scheme will be classed as committed. A road safety audit is required before final approval can be granted.
A road safety audit has not yet been undertaken for the scheme. This is required to confirm the scheme is safe and before TfGM can give final approval of the scheme. The contract will not be let until the road safety audit and final approval are in place.__________________________________________________________________________
SOURCE OF FUNDING: Cycle City Ambition Grant 2__________________________________________________________________________
LEGAL IMPLICATIONS Submitted by: Tony Hatton, Principal Solicitor, tel. 219 6323
Page 10
When commissioning contracts for the procurement of goods, services, or the execution of works, the Council must comply with the Public Contracts Regulations 2015 (the Regulations) and its own Contractual Standing Orders (CSO’s), failing which a contract may be subject to legal challenge from an aggrieved provider. The proposed award of the Salford Cycleway contract follows a mini competition exercise undertaken in accordance with Bolton Council’s Highways Works Framework Agreement which the Council may use if named as a contracting authority when the framework was put out to tender.
By way of information, the Council can comply with the requirements of the Regulations by carrying out its own procurement exercise or relying upon another contracting authority's compliant procurement exercise. Effectively, contracting authorities may procure goods, works or services through a ‘central purchasing body’ (and are deemed to have complied with the Regulations to the extent that the central purchasing body has). The definition of ‘central purchasing body’ includes an authority which concludes framework agreements for works, goods or services intended for one or more contracting authorities, here Bolton Council. The Bolton Council arrangement is a fully compliant framework from a legislative perspective available for the Council (and other local authorities) to use.
The purpose of a framework agreement is to select through a procurement/evaluation process a number of providers who can meet the service requirements of the Council, as and when those services are required. If they are required then the Council will undertake an exercise to call off the services from one or more of the providers who have been selected to be on the framework and this may be through any number of ways e.g. mini-competition or direct award depending on the circumstances. A contract will then be formed between the Council and the chosen provider/s. The Council will need to have followed the procedure set out in the framework agreement for mini competition to ensure the procurement process is compliant, and assuming that to be the case, the procurement and award procedures appear robust and in accordance with the requirements of CSO’s and the Regulations.
The award of the contract will commit the Council to the formal arrangement with the contractor, George Cox and Sons Ltd, and once awarded Legal Services will assist with preparing any contractual documentation upon receipt of instructions to ensure the Council’s position and interests are protected.__________________________________________________________________________
FINANCIAL IMPLICATIONS Submitted by: Alex Archer, Finance Manager 778 0498
Salford City Council was awarded £1.57m as part of the second phase of Cycle City Ambition Grant announced in March 2015. As detailed in 7.1, this proposal falls within the £1.04m identified for this phase. DfT had set a condition that expenditure must be complete by March 2018. However, DfT have recently confirmed that:
“expenditure will be permitted to be claimed into the second quarter of the 2018/19 financial year. This would mean schemes being fully claimed by 10 October 2018 in line with the current capital claims timetable”
Expenditure would therefore need to be complete by 10th October 2018.
PROCUREMENT IMPLICATIONS: Submitted by: Christine Flisk
A mini competition was conducted through Bolton’s Framework for Highways works Lot 1, this was undertaken compliantly in line with the Council’s contractual standing orders.__________________________________________________________________________
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OTHER DIRECTORATES CONSULTED: N/A__________________________________________________________________________
CONTACT OFFICER: Catriona Swanson TEL. NO. 3646__________________________________________________________________________
WARD(S) TO WHICH REPORT RELATE(S): Langworthy__________________________________________________________________________
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This drawing is copyright to Urban Vision Partnership Limited. It shall not be used without permissionfor any purpose. Reproduction is only permitted by prior arrangement. Do not scale from this drawing.All discrepancies to be related back to the originator for verification prior to commencing the works.All dimensions are in metres unless otherwise stated.
HEALTH AND SAFETY INFORMATION
draw
ing lo
catio
n:
project
drawing
client
urbanvision
Urban Vision Partnership Ltd, Civic Centre, Chorley Road, Swinton,
Salford. M27 5AS. Tel: 0161 779 4800
drawing number
project ref.
revision
approval status
Feasibility / Sketch
Design
Tender
Construction
As Built
www.urbanvision.org.uk
date
scale @ A1
drawn
checked
approved
rev description drawn chkdate app
Commercial in Confidence
SALFORD CYCLEWAYLANGWORTHY ROAD TO THE CRESCENT
UV007350
LOCATION PLAN
APJ
1:2500
DRAFT
metres
24/07/2017
UV007350-0100-01J:\UV
0073
50 -
Salfo
rd C
yclew
ay\D
rawi
ngs\T
ende
r
SALFORD CITY COUNCIL
Hazards, that would not have been foreseen by a reasonablycompetent contractor, have been identified by the designer:
c
Crown copyright and database rights 2016 Ordnance Survey 100019737
Site Boundary
Key:
0m
75.5 150
1:2500 @ A1; 1:5000 @ A3
· Working adjacent to live traffic.· Excavating near live services.· Working at height.· Working on / near embankments.
Page 13
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1
Part 1 – open to the Public ITEM NO.
REPORT OF THE STRATEGIC DIRECTORS PEOPLE
TO
Lead MemberOn 20th September 2017
PROCUREMENT BOARDOn 4th October 2017
TITLE: Salford Carer’s Support Contract and Carer’s Transformation Project
RECOMMENDATIONS:
It is recommended that Procurement Board:
1. Notes the outcomes of the 15 month review of the Salford Carer’s Support Service delivered by the Carer’s Centre (Gaddum)
2. Approves the two year extension of the current Carer’s Support Contract for Salford Carer’s Centre, delivered by Gaddum, resulting a contract end date of 2020.
3. Approves a variation to the Carer’s Support Contract held by Gaddum for a one year period (July 1st 2017 to 30th June 2018, with an option to extend for a further six months) for the delivery of a Carer’s Transformation project which will be delivered from Salford Royal and Woodlands hospitals.
3. Notes the intention to re-specify and tender the Salford Carer’s Support Service in 2019/20 (incorporating the learning from the Carer’s Transformation project), with a view to the new service being live from April 2020.
Details
Detail requiredTitle/Description of Contracted
Service/Supply/ProjectDelivery of a Carer’s Support Service and Carer’s Transformation Project
Name of Successful Contractor The Gaddum CenterSupplier Registration Number
(to be supplied by Corporate Procurement)1348975
Type of organisation(to be supplied by Corporate Procurement)
2.
Registered Charity
Status of Organisation(to be supplied by Corporate Procurement)
SME
Contract Value £377,908 pa (Salford Support Service) £101,691.66pa (Carer’s Transformation Project)
Contract Duration Carer’s Support Contract - 2 years + option to extend for a further 2 years
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Agenda Item 5b
2
Carers Transformation Project – 1 year + option to extend for a further 6 months
Contract Start Date Carer’s Support Contract: 1st April 2018 Carer’s Transformation Project: 1st July 2017
Contract End Date Carer’s Support Contract: 31st March 2020Carer’s Transformation Project: 31st June 2018
Optional Extension Period 1 Carer’s Transformation Project: 6 months (Dec 2018)Optional Extension Period 2 n/a
Who will approve each Extension Period? Salford Together Programme Transformation Board and Procurement Board
Contact Officer (Name & number) Clare Mayo, Integrated Commissioning Manager, 0161 212 4236
Lead Service Group Community Health and Social Care
Reason for CSO Exception(select all that apply)
The need for the goods, services or works is so urgent that the time needed to comply with the rules would be prejudicial to the Council’s interestsSpecialist services/supplies which are available only from one supplier. For example, specialist niche consultants or suppliers where there is a sole supplier of patented or proprietary articles, materials or services exclusively provided by a statutory undertaker or other bodiesFor reasons of compatibility with existing services/products – for example, equipment that needs parts from its own manufacturerWhere any of the standing orders are inconsistent with any legislative requirements, in which instance the provisions of the appropriate legislation shall prevailWhere the Council can demonstrate that an integrated or strategic approach to procurement is being implemented and there is a requirement to align services or contracts to co-terminus end datesThere are value for money reasons justifying a CSO ExceptionSchool Governors: in relation to the Local Management of Schools (LMS), where schools have adopted their own standing ordersThe shared legal service, in respect of the appointment of counselStrategic Director of CHSC: contracts for the provision of personal care services or facilities pursuant to the National Health Service and Community Care Act 1990
EXECUTIVE SUMMARY:
A procurement exercise was undertaken in 2016 resulting in the procurement of a holistic carer’s service with a refreshed carer’s pathway. A number of savings opportunities have been realised over the past few years in relation to carer’s provision.
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3
Gaddum was successful in the procurement exercise for the delivery of Carer’s Support Services in Salford and were awarded a 2 year contract, commencing on April 1st 2016 for a two year period with the option to extend for a further 2 years.
At the time of tender, all applicants were advised that the City Council was in the process of seeking funding for a new Carer’s transformation project which would be offering intensive support to carers identified within Salford Royal Foundation Trust (SRFT). It was further explained, that if funding for this project was secured, it would be expected that the successful tenderer would deliver this contract alongside the current carer’s support service.
Funding for the transformation project has now been awarded from Salford’s Health and Social Care Transformation Fund (resulting in no financial implications for the City Council) and it has been extended to cover carers identified within Woodlands hospital. The report requests a variation to the Carer’s Support Contract to enable to project to be delivered by the same provider (Gaddum) for a maximum period of 18 months.
A review was conducted 15 months in to the current Carer’s Support Contract with a view to establishing a summary of performance to date, identification of any issues in contract delivery and provision of recommendations in relation to the extension period of the contract. The review identified satisfactory performance in relation to the delivery of the contract and recommends implementing the optional extension period of two years, taking the contract end date to 2020. This would provide an opportunity to utilise learning from the Carer’s Transformation Project to revise the Carer’s Support Contract Specification, with a view to procuring a revised service, starting April 1st 2020.
KEY DECISION: Yes
DETAIL:
1.1 BACKGROUND:
A procurement exercise was undertaken in 2016 resulting in the procurement of a holistic carer’s service with a refreshed carer’s1 pathway. The service was designed to act as a hub for delivery of organisational support, and the provision of advice and support to carers. This contract includes the following elements:
Carers identification and organisational support Provision of advice and information Advocacy Generic Support Mental Health Young Carers Young Adult Carers
1.2 15 MONTH REVIEW OF THE CARER’S SUPPORT CONTRACT
A table-top review was conducted 15 months in to the Carers Support Contract, delivered by Gaddum, with a view to establishing a summary of performance to date, identification of any issues in contract delivery and provision of recommendations in relation to the extension period of the contract. The review included the following approaches:
1 A carer is defined as ‘someone who provides support or who looks after a family member, partner or friend who needs help because of their age, physical or mental illness or disability. This would not usually include someone paid or employed to carry out that role, or someone who is a volunteer (Care Act 2014).
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4
Analysis of data presented at quarterly monitoring meetings Discussions between commissioners and senior management Discussions between commissioners and operational staff Engagement with key stakeholders e.g. mental health services
A summary of the outcomes of the commissioning review are provided below:
Needs and Demand –The service is meeting expectations set out in the contract in relation to demand and a recent review of caseloads has ensured that the appropriate level of support is provided to meet the varying needs of carers. Carer’s star data2 evidences improved outcomes for the carer across a range of domains including; health, work, the caring role, time for the carer and managing at home.
Strategic Relevance and Commissioning Approaches– Gaddum will be partners in the Carer’s Transformation Project, being taken forward with Salford Royal as part of the transformation agenda. This will enable testing of a new way of supporting carers, which may inform future development of the specification. Work around the GM and National approaches to Carers will also influence future delivery.
Pathway Developments – Workers have been specifically located in mental health services to identify and support carers who may be supporting individuals in crisis situations. This includes the Early Intervention in Psychosis service, Home Based Treatment teams and Inpatient Services at Meadowbrook Unit.
Quality Considerations – Feedback from carers using the service has been positive. Challenges in the initial stages of the contract relating to location within mental health services have now been resolved and feedback from carer’s workers and mental health teams is positive. Commissioners are robustly monitoring the co-location approach with mental health to ensure that the identification and support of carers is delivered in line with the specification requirements. Improvements in performance monitoring frameworks have resulted in clearer data reporting to inform development discussions. Closer working between the Carer’s service and key partners in the city (e.g. SRFT/ GMMH) has resulted in a smoother access to support for Salford’s Carers. Initial challenges with the implementation of Carers Care Act Advocacy being delivered in line with the specification have now been resolved, however this is again being closely monitored by Commissioners to ensure that delivery is embedded in the service.
Social Value and Added Value – Gaddum have supported social value via a range of approaches including:
- Development of a number of peer led groups within the city, all led by carers who volunteer their time to support other people undertaking the caring role. This has resulted in carers developing their skills and experience in supporting group activities and peer advocacy.
- Working with existing carers peer groups to co-ordinate approaches and maximise resources
- Development of apprentice and administrative support positions within the service to enable local young people to develop their skills within the work place whilst earning.
- Delivering the contract as a Living Wage Employer.
1.3 CARERS TRANSFORMATION PROJECT
2 The Carer’s Star looks to measure wellbeing and the impact of caring on the individual across a number of domains including health, time for self, managing at home, finances, work and wellbeing.
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In April 2017, Transformation Funding was agreed for a project in relation to Carer’s Support. The detailed project has been developed by Salford City Council, working in partnership with SRFT, Greater Manchester Mental Health Trust, NHS England and Gaddum.
The project was initially envisaged to be delivered in the first two years of the Carer’s Support Service. However, due to delays in securing this funding, caused by changes to the way that Vanguard funding was to be allocated and new governance structures being set up for the management of Transformation funding, the project only received approval on April 2nd.
The project will seek to identify carers within two hospital settings (carers supporting people admitted to Salford Royal and carers of older people with mental health needs in Woodlands Hospital) and offer them an intensive package of support for a short time period in order to see if this model of support can lead to improved outcomes and cost benefits for both the carer and cared for. A copy of the Project Initiation Document for the project is enclosed as Appendix A.
Learning from this transformation project will be useful in redesigning the wider approach to carers support and is likely to result in a redesigned specification at the end of the existing contract period. A contract variation to the carer’s support contract would allow alignment of the timescales for these two pieces of work, with a view to developing our support to carers in the future.
Due to a delay in funding allocation for this project, it is now not possible to deliver the services within the first two years of the Carers Support Service contract as was originally planned. Therefore a contract variation is requested for a period of no more than 18 months given that:
The delivery of the new service needs to be delivered by the current provider of the Carers Support service, so that the City can continue to implement its plan for carer’s support of having service delivery delivered within a holistic service commissioned from one organisation.
That this service would be delivered by the provider of the carer’s support service has been referenced in a formal procurement exercise
Gaddum were successful in a tender exercise for the delivery of holistic carer’s support service which followed current City Council procurement practice.
This approach would align the strategic approach to carers, providing time to revise and retender the support service specification, based on the learning gained from the transformation project.
2.0 FUNDING
The Carer’s Support Contract is delivered at cost of £377,908 pa.
The Carers Transformation Project has secured funding of £151,734.99 from the Salford Health and Social Care Transformation fund, broken down as £101,691.66 in the first year of the project and a further £50,043.33 for a six month extension, which will be subject to a review of the outcomes being delivered after 9 months of the project. There is no request for further funding from Salford Council.
__________________________________________________________________________________
KEY COUNCIL POLICIES: Salford Carers Strategy 2013 – 2016Service and Financial plan of the Salford Together programme
__________________________________________________________________________________
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EQUALITY IMPACT ASSESSMENT AND IMPLICATIONS:
Equality issues have been considered in developing the project brief for this service and Gaddum were measured on their ability to meet the needs of all of Salford citizens as part of the tendering process for the main Carers support project. __________________________________________________________________________________
ASSESSMENT OF RISK:
Assessment of risk of undertaking this approach to carer’s services is deemed as low.
SOURCE OF FUNDING:
Funding for the Carers Transformation Project is sourced from the Salford Health and Social Care Transformation Fund.
Funding for the Carer’s Support Service sits with the Council as part of the pooled budget arrangements.
__________________________________________________________________________________
LEGAL IMPLICATIONS Supplied by: Tony Hatton, Principal Solicitor, tel. 219 6323
When commissioning goods, services or works the Council must comply with the Public Contracts Regulations (PCR) and its own Contractual Standing Orders (CSO’s). In that regard, the Carer’s Support Service Contract was procured in 2016 for a 2 year period with an option to extend for up to 2 further years.
It is an established principle that an existing public contract is capable of being extended (or modified providing any modification does not affect the overall nature of the contract), where the original agreement makes provision for the extension. CSO’s also allow for contract extensions to be made. When the contract was originally procured and awarded, it was made clear that the initial term would be subject to a potential extension of two years, hence any risk that any extension granted could be subject to realistic challenge by an aggrieved provider, on the basis that it ought to have been put out again to tender and advertised in accordance with public contract regulations and CSO’s, is low, and the option to extend within the agreement is now being properly exercised.
Also in accordance with CSO’s, where provision is made within an existing contract for a variation or extension to the term, and the value is over £100,000, approval should be sought from Procurement Board.
The PCR require that contracting authorities treat candidates equally and in a non-discriminatory way and act in a transparent manner, failing which the award of a contract may be subject to legal challenge. When the service was originally tendered, it was made clear in the tender documentation that the Council was seeking funding for the new transformation project, and that the successful tenderer would be expected to deliver the new service in tandem with the carers’ support service, hence the risk of a challenge of the variation to the contract is again low, as the Council acted fairly and in a transparent manner from the outset.
By way of further mitigation, any such risk of challenge increases with the value and duration of a proposed contract being awarded. Here the period proposed is relatively short and not for a particularly high value, and a tight time scale for the service to commence. Accordingly the risk of any such challenge may be regarded as extremely low.
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The Council is also under a best value duty to carry out its functions economically, efficiently and effectively with the objective to achieve value for money in all public procurement. The Council has considered the circumstances in this matter and concluded that the recommendation to award the contract for the development and delivery of a new Carers Support project based within Salford Royal and Woodlands Hospitals to Gaddum is considered to be of least risk and of most benefit to the Council, with the service being re-tendered at the expiry of the extension period.__________________________ ________________________________________________________
FINANCIAL IMPLICATIONS Supplied By: Stephen Thynne, Finance Manager, Tel: 778 0244
A two year extension from 1st April 2018 is requested to the Carer’s Support contract currently held by The Gaddum Centre. The annual value of the contract is £377,908 and funding is earmarked within the service group’s revenue budget.
A variation to the above contract is also requested to allow the delivery of the Carer’s Transformation project. The variation sought is for 12 months from 1st July 2017 with a value of £101,691.66 with an option to extend for a further 6 months with a value of £50,043.33. Funding of £151,734.99 has been secured from the Salford Health and Social Care Transformation fund for the delivery of this service and as a result there are no additional financial implications to the Council of these proposals.
___________________________________________________________________
PROCUREMENT IMPLICATIONS Supplied by: Christine Flisk ext 6245
A review has been undertaken by the commissioning manager that has recommend the extension of the contract as the Gaddum Centre have provided satisfactory performance and demonstrate value for money for the Council. The commissioning manager are conducting a review of the service delivery and evaluating the effectiveness of a transformation project that will inform the specification to undertake future procurement activity in 2018/9.___________________________________________________________________
HR IMPLICATIONS Supplied by: n/a
___________________________________________________________________
OTHER DIRECTORATES CONSULTED:
__________________________________________________________________________________
CONTACT OFFICERS: Clare Mayo - Integrated Commissioning Manager Tel no 212 4236
WARD(S) TO WHICH REPORT RELATE(S): The support provided under this contract is accessed by carers in all Salford wards. ___________________________________________________________________
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Part 1 – Open to the public ITEM NO.
___________________________________________________________________
REPORT OF
The Strategic Director for Corporate Business
TO
Procurement Board
ON
4 October 2017 ___________________________________________________________________
TITLE: Approval for an Extension of the AGMA framework agreement for Creative Design and Print Services___________________________________________________________________
RECOMMENDATION:
That the Procurement Board
(1) Approves the extension of Contract for (insert title of project/scheme/service or purchase of goods) as detailed in the table below:
Detail required Example
Contract Reference FAGM38Title/Description of Contracted
Service/Supply/ProjectAGMA Framework for Creative Design and Print
ServicesName of Contractor Multiple Suppliers (please see Appendix 1 at end
of document)Type of organisation
(to be supplied by Corporate Procurement)Private Limited Company
Status of Organisation(to be supplied by Corporate Procurement)
SME
Value of Contract Extension £108,404.64 Per Annum (estimated average)Existing Contract Term 01/02/2016 to 31/01/2018
Extension Period Requested 01/02/2018 to 31/01/2019Contact Officer (Name & number) Peter Shorrocks (793 2484)
Other (please identify below)Lead Service GroupCorporate Business
Revenue BudgetFunding Source
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Agenda Item 5c
(2) Notes that prior to the end of the period of time covered by the extension as
indicated in 2 above, the Strategic Director will determine whether the service is to be decommissioned or, in consultation with the Corporate Procurement Team, will agree to undertake a compliant procurement process to re-let the contract by the end of the exception period.
___________________________________________________________________
EXECUTIVE SUMMARY:
The purpose of this report is to seek request an extension to the AGMA framework agreement for Creative Design and Print Services which Salford are the lead authority for.
There is provision within the current framework to extend the agreement for a further period of 12 months from 01/02/2018 to 31/01/2019. Subject to this request to extend being approved, there is one final option to extend the framework from 01/02/2019 to 31/01/2020
___________________________________________________________________
BACKGROUND DOCUMENTS:
Procurement Board Report dated Wednesday 10th February 2016 granting approval to award the Association of Greater Manchester Authorities (AGMA) Creative Design and Print Services Framework
___________________________________________________________________
KEY DECISION:
No - the value of the decision is between £100,000 and £349,999
___________________________________________________________________
DETAILS:
The framework was first established in 2016, following a long period of consultation and collaboration with authorities and partners from the AGMA region. Previously, the procurement of these services by participating authorities was disjointed and didn’t allow scope for collaboration and economies of scale, nor did the various procurement approaches necessarily ensure the Council was receiving best value in the commissioning of print and design services.
To date the framework has proven popular amongst commissioners of design and print services both internally within the Council and externally with commissioners in other authorities. Commissioners have reported positively on the levels of service
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received, the capabilities of the framework suppliers and the speed and quality of response to service requirements. The option to extend has been widely discussed at the AGMA Heads of Procurement meeting and has the support of all members. Participating authorities can take confidence from a best value perspective due to the frameworks requirement to put all projects out to further competition ensuring suppliers continue to offer best value for their services.
Lastly, as some of the framework services cannot be delivered in house, in order to ensure continuity of services, it is recommended that the approval to extend is granted. The Council’s marketing dept and print centre are the predominant users of this framework.
KEY COUNCIL POLICIES:
Procurement Strategy ___________________________________________________________________
EQUALITY IMPACT ASSESSMENT AND IMPLICATIONS:-
n/a___________________________________________________________________
ASSESSMENT OF RISK: Risk relates to the implications if the scheme does not continue or any risk if there is a potential delay in extending the contract.
LOW ___________________________________________________________________
SOURCE OF FUNDING: Revenue Budgets___________________________________________________________________
LEGAL IMPLICATIONS Submitted by: Tony Hatton, Principal Solicitor, ext. 6323
When commissioning goods, services or works the Council must comply with the public procurement regulations and its own Contractual Standing Orders (CSO’s). In that regard, the Framework Agreement was set up following an open tender process in accordance with public procurement regulations and CSO’s.
It is an established principle that an existing public contract is capable of being extended where the original agreement makes provision for the extension, and CSO’s allow for contract extensions to be made where the original contract makes provision for such an extension of the original term.
When the Framework Agreement was originally put out to tender, it was made clear in the documentation that the initial term would be subject to a potential extension of two periods of up to twelve months each, hence any risk that any extension granted could be subject to realistic challenge by an aggrieved provider, on the basis that it ought to have been put out again to tender and advertised in accordance with public
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contract regulations and CSO’s, is extremely low, and the option to extend within the agreement is now being properly exercised.
Also in accordance with CSO’s, where provision is made within an existing contract for an extension to the term, and the value is over £100,000, approval should be sought from Procurement Board. ___________________________________________________________________
FINANCIAL IMPLICATIONS Submitted by: May Sung, Finance Officer Level 2, Ext. 2851Date provided: 24th August 2017Creative services are self-funding where the current arrangement for funding these is the invoices are paid by a purchase card and then recharged to the service clients.
PROCUREMENT IMPLICATIONS: Submitted by: Peter McMullan, Category Manager, ext. 6259
As outlined in the body of the report, there is both the provision and will to extend this framework beyond the initial period in line with the available extensions. The framework represents a best value and collaborative approach to the commissioning of various design and print services. It is hoped that during the extension period, commissioning officers from the AGMA authorities will identify further opportunities to collaborate and aggregate their requirements to generate financial and operational efficiencies. ___________________________________________________________________
OTHER DIRECTORATES CONSULTED: List other parts of the organisation consulted with if applicable. Also identify if this is a joint report and if it is, also reflect this in the Heading ___________________________________________________________________
CONTACT OFFICER: Peter Shorrocks TEL. NO. 793 2484___________________________________________________________________
WARD(S) TO WHICH REPORT RELATE(S): Specify the Ward / Wards affected, if all wards state the fact.___________________________________________________________________
Appendix 1 – Framework Contractors
Chetham House LimitedAllied Publicity Services LimitedNB Colour Print LimitedJohn Baxter & Sons LimitedThe Printroom UK Limited
Lot 1: Sheet fed litho and digital print
Browns CTP LimitedLot 2: Web litho print Cliffe Enterprises
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Allied Publicity Services LimitedCanon (UK) LimitedAllied Publicity Services LimitedContact Photographic Services LimitedLot 3: Large formatImpression (Bolton) LimitedAD Merchandise LimtiedSilk Group LimitedLot 5: Promotional itemsBTC GroupTorbay CouncilWashington Direct Mail LimitedManchester City Council
Lot 6: Transactional print/mail fulfilment
The MBA Group LimitedBread and Butter Creative LimitedJulie Gray Media LimitedForever CreativeCorporate Document Services Limited
Lot 7: Artwork
Kenyon Fraser LimitedFusion Design Consultants LimitedKenyon Fraser LimitedForever CreativeGT Create
Lot 8: Graphic Design
Access Advertising, Marketing and Design
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Part 1 – Open to the public ITEM NO.
REPORT OF
The Strategic Director for Corporate Business
TO
Procurement Board
ON
4th October 2017
TITLE: Approval for an Extension of Contract for Purchasing Card Programme (Concession)
RECOMMENDATION:
That the Procurement Board:
(1) Approves the extension of Contract for Purchasing Card Programme (Concession) as detailed in the table below:
Detail required
Contract Reference CAGM496Title/Description of Contracted
Service/Supply/Project Purchasing Cards Programme (Concession)
Name of Contractor Royal Bank of ScotlandType of organisation
(to be supplied by Corporate Procurement) Private Limited Company
Status of Organisation(to be supplied by Corporate Procurement) Non-SME
Value of Contract Extension £110,000 income Per Annum (estimated average)
Existing Contract Term 01/11/2015 to 31/10/2017Extension Period Requested 01/11/2017 to 30/04/2019
Contact Officer (Name & number) Michael Cross 0161 793 3963
Lead Service Group Customer & Support Services
Choose an item.Funding Source This is a concession contract therefore it is
income to the Council
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Agenda Item 5d
(2) Notes that prior to the end of the period of time covered by the exception as indicated in (1) above, the Strategic Director will determine whether the service is to be decommissioned or, in consultation with the Corporate Procurement Team, will agree to undertake a compliant procurement process to re-let the contract by the end of the exception period.
EXECUTIVE SUMMARY:
The purpose of this report is to seek request an extension to contract for Purchasing Card Programme (Concession).
There is provision within the current contract to extend the agreement for a further period from 1st November 2017 to 30th April 2019
BACKGROUND DOCUMENTS: N/A
KEY DECISION: No ___________________________________________________________________
DETAILS:
In May 2011, as part of the AGMA collaboration programme, AGMA Treasurers approved a project for all respective authorities to consider joining the Manchester City Council Purchasing Card Contract which provides a higher rebate rate. The contract is available to AGMA authorities to participate. The rebate under this contract is based upon total consolidated expenditure through the Purchasing Cards system for participating authorities and currently sits at 1%.
The decision to utilise the Manchester City Council Purchasing Card Contract has proven to be highly successful for the City Council resulting in additional income in the form of rebate and enhanced free financial software to ensure integration with the City Council’s Financial System, SAP.
It should be noted, however, that the continued Government Spending cuts to the City Council, by association, affects the ability to generate Purchasing Card rebate income as will the internal Discretionary Spend policy.
Manchester City Council has recently obtained approval to extend the agreement with RBS for the period up to 31st March 2019, primarily due to the timing of the establishment of their Local Care Organisation, meaning it would be inappropriate to go to market at the current time.
KEY COUNCIL POLICIES: N/A
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EQUALITY IMPACT ASSESSMENT AND IMPLICATIONS: N/A
ASSESSMENT OF RISK:
If the extension is not approved the Council will be at risk of losing income, which is currently £110,000 per annum. Furthermore, the percentage rebate the Council gets is based on the combined GM contract value, whereby the percentage rebate offered by the bank is related to the whole volume/value turnover of the whole group rather than as individual Councils. Therefore if Salford was to move away from the group, the combined turnover would reduce which would affect not just the other Councils in the group, but Salford’s turnover on its own would not attract the higher rebate.
SOURCE OF FUNDING:
This is a concession contract and therefore is income to the Council
LEGAL IMPLICATIONS Submitted by: Tony Hatton, Principal Solicitor, tel. 219 6323
When commissioning contracts for the procurement of goods, services or the execution of works the City Council as a ‘contracting authority’ must comply with the Public Contract Regulations 2015 as well as the provisions of its own Contractual Standing Orders, Financial Regulations and the duties of Best and Social value.
It is an established principle that an existing public contract is capable of being extended, and CSO’s also allow for extensions to be made. There is provision within the current contract for such an extension.
The Report sets out the need to extend the contract and the benefits to the Council, and it is noted that there is no financial cost to the Council.
FINANCIAL IMPLICATIONS Submitted by: May Sung, Finance Officer level 2, ext.2851
There are currently no associated costs with extending the contract but should the contract not be extended a fall in income will occur which will have a negative impact on the income budget assigned to it.
PROCUREMENT IMPLICATIONS: Submitted by: Emma Heyes, Category Manager, The Corporate Procurement Team
Manchester City Council is the lead authority and procure this contract on behalf of the other GM authorities.
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MCC has obtained approval from their legal team and treasurer to extend the agreement with RBS, with the extension being made available to all parties that participate in the contract.
As already outlined in the report it would not make sense for Salford to pull away from this contract, due to the rebate being directly related to the volume and value of turnover of the group. Therefore there a value for money reasons to extend the agreement for the group as a whole.
MCC is planning to retender the contract in April 2018, in order to have a new contract in place by 1st April 2019.
OTHER DIRECTORATES CONSULTED: None
CONTACT OFFICER: Michael Cross TEL. NO. 0161 793 3963
WARD(S) TO WHICH REPORT RELATE(S): None
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PUBLIC INTEREST TEST – CHECKLISTSchedule 12A Local Government Act 1972
Name of Report: Approval for an Extension of Contract for the Salix Homes Housing Advice, Homelessness, Allocations and Supported Tenancies Services.
Committee: Procurement BoardDate: 4th October 2017
Category of exemption applied: (3) Information relating to the financial or business affairs of any particular person (including the Authority holding that information)
Public Interest Test QuestionnaireThis is not a definitive list. However, it does provide a series of questions that you should ask yourself when recommending confidentiality.
FACTORS WHICH SUPPORT DISCLOSING INFORMATIONWill disclosure help people to understand and participate in public debate about current issues?
N
Will disclosure help people to understand why the Council has taken certain decisions?
Y
Will disclosure give the public information about the personal probity (or otherwise) of elected members or council staff?
N
Will disclosure encourage greater competition and better value for money for council taxpayers?
N
Will disclosure allow individuals and companies to understand decisions made by the Council that have affected their lives?
N
Is the information about factors that affect public health and public safety? (NB you should be careful if considering the release of information which might adversely affect public health and safety)
N
Will disclosure reveal incompetent, illegal or unethical decision-making or examples of malpractice?
N
Will disclosure reveal that such maladministration has not in fact N
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Agenda Item 8a
occurred?
FACTORS WHICH SUPPORT WITHHOLDING INFORMATIONWill disclosure damage the Council’s interests without giving the public any useful information?
N
Will disclosure damage another organisation or person’s interests, without giving the public any useful information?
Y
Will disclosure give an unfair, prejudicial or inaccurate view of a situation?
N
Will disclosure prevent the effective delivery of services without giving the public useful information?
N
Will disclosure put the health and safety of any group or individuals at risk?
N
Is there a clear and coherent reason why the community in general would benefit more from information being withheld?
N
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Justification of decision(Please provide explicit reasoning)
The report contains details on how the organisation conducts their business affairs, financial information and specific comments in relation to confidential customer case files that access the services.
Other documents attached?
Name and Title: Julie Craik
Date: 25 September 2017
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