PART 1 (Open to the public) ITEM NO. REPORT OF THE STRATEGIC DIRECTOR OF CUSTOMER AND SUPPORT SERVICES To the: Lead Member for Customer and Support Services On: Monday 28 June 2010. TITLE : Removal/Transportation of Furniture and Equipment, 1st September 2010 to 31st August 2012 option to extend to 31st August 2014. RECOMMENDATIONS : The Lead Member is requested to approve:A contract award to John Bradshaws & Son Ltd, Removals for the Transportation of Furniture and Equipment for a period 1st September 2010 to 31st August 2012 (with the option to extend to 30th April 2010). Authorise delegated authority to the Strategic Director of Customer and Support Services or his appointed representative to negotiate an optional 24 month extension (reviewed annually) to the contract dependent on satisfactory service provision. Authorise the City Solicitor to prepare contract award documents as soon as possible EXECUTIVE SUMMARY : The approval to enter into a contract agreement with John Bradshaws which represents the best overall value for the authority and the most cost effective option. The Reasons are to ensure that the service is carried out in accordance with Contractual Standing Orders and that the delivery of the service is undertaken in a safe, reliable and professional manner. The contractual arrangement will allow the cost of removals to be monitored and controlled in accordance with agreed rates. Options considered and rejected were The existing arrangement involved the use of 2 removal companies; the evaluation process has identified that 1 contractor is adequate to provide the level and extent of service required by the contract based on previous experience. BACKGROUND DOCUMENTS : OJEU Advertisement The Chest advertisement Life in Salford Magazine Tender receipt schedule Tender evaluation matrix. (These documents contain commercially sensitive information and are not for public scrutiny) ASSESSMENT OF RISK : There are no foreseeable risks associated with this tender which are not covered by the normally required insurance provision. SOURCES OF FUNDING : COMMENTS OF THE STRATEGIC DIRECTOR OF CUSTOMER AND SUPPORT SERVICES (or his representative) LEGAL IMPLICATIONS None. FINANCIAL ADVICE OBTAINED Experian Check Company accounts have been assessed. PROPERTY (if applicable): Not Applicable HUMAN RESOURCES (if applicable): Not Applicable CONTACT OFFICER : Deborah Derbyshire, Corporate Procurement Team. WARD(S) TO WHICH REPORT RELATE(S) : All wards KEY COUNCIL POLICIES : Best Value; Procurement Policies. DETAILS : An Open Procedure advertisement was placed in the OJEU and the Chest (the north west’s procurement portal) on 11th December 2009. There was 58 expressions of interest requesting a tender pack before the closing date of Thursday 28th January 2010. The documentation included a detailed service specification, qualification questionnaire and a pricing schedule. 19 tenders was received by the closing date of 19 March 2010. Evaluation of all submissions was undertaken by a panel consisting of 5 officers (Sustainable and Regeneration, Children’s Services, Community Health and Social Care and Procurement). The evaluation scoring related to 40% quality based on contract specifics questions and price represented 60%. The anticipated value of the contract is £250,000 for 2 years and £500,000 for 4 years. The overall spend will depend upon the demand for the service as this can fluctuate considerably. Based on the current basic contract prices, the new tender proposal identifies an estimated potential saving of £1250 this does not take into account the ancillary list provided and is hard to quantify but is expected to provide a further estimated additional saving of £1250 against the ancillary list. Actual savings will be identified after the first twelve months.