PART I
(OPEN TO THE PUBLIC)
ITEM NO 9.
REPORT OF: The Assistant Director (Procurement)
TO: Lead Member Customer and Support Services
ON: 26 June 2006
TITLE : Refurbishment of accommodation (Salford Civic Centre) – purchase of furniture
RECOMMENDATIONS :
Part 1
1.
2.
That the Lead Member agree capital expenditure via Urban Vision for the
provision of furniture and equipment for the refurbished office
accommodation at Salford Civic Centre.
Approval for the payment of £123,732.00 for the furniture plus the Urban
Vision administration fee of £1,247.00.
Part 2
1. Agreement of capital expenditure for seating for the refurbished office
accommodation at Salford Civic Centre.
2. Approval for acceptance of quotation from Southerns Office Interiors Ltd. of a
maximum of £34,836.16.
EXECUTIVE SUMMARY :
In order to comply with the refurbishment timetable for the office accommodation at
Salford Civic Centre and to obtain best value, the best procurement option has been
to combine use of an existing Urban Vision/Capita Symonds contract for the
provision of desking and storage with a quotation from Southerns Office Interiors Ltd
for seating and other sundry items.
It is, however, necessary to obtain approval for the capital expenditure and the
payment of Urban Vision.
BACKGROUND DOCUMENTS :
(available for public inspection)
N/A
ASSESSMENT OF RISK :
Failure to achieve the delivery dates of the furniture and equipment will delay the relocation
of staff and impact on the whole project timetable and possibly interrupt the timetables of
other projects within the service areas affected by the relocation and the delivery of some
services to the public.
SOURCES OF FUNDING :
Capital
COMMENTS OF THE STRATEGIC DIRECTOR OF CUSTOMER AND SUPPORT
SERVICES (or his representative)
1. LEGAL IMPLICATIONS
Provided by :
2. FINANCIAL IMPLICATIONS
PROPERTY (if applicable):
John Spink
Head of Finance
(0161 793 3230)
N/A
HUMAN RESOURCES (if applicable):
CONTACT OFFICERs :
Alan R. Eastwood
Deputy Director of Customer & Support
Services and City Solicitor
(0161) 793 3000
N/A
Gary Amos,
Assistant Director (Procurement)
(0161) 793 3878
Andrew Hamer
Office Accommodation Manager (Urban Vision)
(0161 779 6099)
WARD(S) TO WHICH REPORT RELATE(S) :
KEY COUNCIL POLICIES :
N/A
N/A
DETAILS
Part 1
In the interest of best value, an agreement was reached with Urban Vision to provide the
desking and storage elements of the furniture requirement for the planned refurbishment of
accommodation within Salford Civic Centre. Indicative prices were obtained from the
marketplace, but these were higher than could be obtained by utilising an existing Capita
Symonds arrangement via Urban Vision.
The added advantages of using Urban Vision to purchase this furniture were that:


Urban Vision were arranging the refurbishment work and would be able to coordinate the installation of the furniture with the refurbishment project, including
the cable management systems which are integral to the furniture.
The administration fee was fixed at 1% of the overall value of the furniture, to a
maximum of £2,000 and the charge for the furniture and installation would be free
of any additional financial charges.
It is therefore recommended that capital expenditure is agreed for this method of
procurement and that payment to Urban Vision is approved.
Part 2
Quotations have been received from our two incumbent contractors for the provision of the
remainder of the furniture (seating and sundry items). The lowest prices were received from
Southerns Office Interiors Ltd (schedule attached) which equate to a maximum cost of
£34,836.16. However, this figure may be reduced depending on the final choice of seating
options.
It is therefore recommended that the quotation of Southerns Office Interiors Ltd is accepted
for the provision of these items.