14 West Way Play Area Contract Award Procedure
To receive and consider the report of the Director of Planning and Development.
Additional documents:
Decision:
1. To approve the proposed procurement methodologies and evaluation criteria for the building contract comprising a single stage open tender with suitability questionnaire / 100% quality evaluation and the use of the JCT design and build form of building contract.
2. To approve the omission of the social value element of evaluation.
3. To approve the delegation of the contract award to Executive Member Decision.
Minutes:
Councillor Alistair Morwood, Executive Member (Planning and Development) presented the report of the Director of Planning and Development which seeks approval for the procurement approach and evaluation criteria for the appointment of a contractor to deliver a new play area at West Way Sports Hub. Such approval is required under the High Value Procurement Procedures for contracts over £100,000. Approval is also sought to delegate the contract award to Executive Member Decision.
Decision:
1. To approve the proposed procurement methodologies and evaluation criteria for the building contract comprising a single stage open tender with suitability questionnaire / 100% quality evaluation and the use of the JCT design and build form of building contract.
2. To approve the omission of the social value element of evaluation.
3. To approve the delegation of the contract award to Executive Member Decision.
Reasons for recommendations:
1. The use of an open tender process, with a quality element and design and build contract is the most effective way of delivering best value for the project within the constraints of the budget.
2. The nature of the procurement is unlikely realise sufficient social value to justify the standard minimum evaluation weighting in respect of Social Value.
3. Delegation of the contract award to Executive Member Decision will limit the amount of time required between tender submission and contract award and subsequently reduce the risk of materials/labour prices increasing due to inflation and a volatile market.
Other options considered and rejected:
1. Due to the need to procure a design and construction of the play area a design and build contract with a fixed budget and open tender creates maximum competition but also gives as much price certainty as is possible in the current market.
2. The inclusion of social value evaluation criteria was considered, however, due to the nature of design and build play contracts of a similar value (further details provided below), the omission of the standard social value minimum weighting is considered to be the preferred approach.