Agenda item
South West and Mid Wales Regional Civil Engineering Services Framework 2021 to 2025 (as enclosed in the Cabinet Board papers)
Minutes:
Members were
presented with the new South West & Mid Wales Regional Civil Engineering
Services Framework.
Officers
informed the Committee that the circulated report was the third iteration of the
South West Wales Civil Engineering Framework; it was introduced originally with
just four authorities, however had now been expanded to include Ceredigion
Council. It was noted that the framework was essentially intended for a range
of civil engineering projects, usually of a larger scale, and was introduced to
comply with both European and Welsh Government conditions around grant awards;
this would speed up the process as the successful consultants had been through
a wide procurement exercise. It was mentioned this also provided Neath Port
Talbot Council and colleagues across the region, with flexibility in terms of
consultancy provision; direct awards could be completed, however in most
occasions Officers would hold mini competitions amongst those preferred
consultants. Officers stated that they had tried to build on capacity, and
would be including an element around training for apprentices and
professionals, who could either work with the civil engineering firms and/or
the consultants when the framework was in place; this meant that young people
will have the opportunity to move between different contractors/consultants to
get the necessary skills and qualifications. It was added that there were links
with local technical colleges’ right across the region and across the various
disciplines which was a very positive outcome of this arrangement.
A discussion
took place in regards to the basis of the framework including the benefits,
impacts and the cost effectiveness. Officers confirmed that the reasoning
behind introducing the frameworks was linked to streamlining the amount of time
and resource it took for the technical staff to prepare tenders each time;
there was a great deal of work involved in the tendering process, particularly when
staff would have to start again each time on a major project and also the
requirement to publish Prior Information Notices (PINs) for each individual
project in order to comply with the procurement legislation. It was stated that
this process was very long and drawn out, so by doing both an engineering
framework and a consultancy framework, it reduced that time significantly.
Moreover, it was highlighted that the regional approach meant that the workload
could be shared across the five authorities as opposed to having to carry out
all the work as one Council; examples of ways of working was provided which
included using the other authorities staff and teams to help carry out the
process before then completing a joint procurement exercise. Officers added
that it also provided some consistency in terms of procurement and management
of the contracts for the external consultants and contractors; once they were
included in the framework, they could see that they would be guaranteed to have
a certain volume and value of work within the region, which meant they could
then plan accordingly to build their resources and their supply chains. It was
noted that in order for smaller scale projects (those under £100,000 in value)
to be completed by the smaller local suppliers within the county, Neath Port
Talbot Council would continue to operate their own preferred list of
contractors. Members were informed that this multi-facetted approach to the
procurement exercise saved the Council a great deal of time in terms of staff
resource and allowed projects to progress more quickly, however still allowed
for Officers to carry out project streams which would administer and oversee
the projects.
Since having
carried out the reiterations, it was noted that Officers only had to tweak the
documentation for any changes in procurement rules, specification and health
and safety legislation.
Members asked
how long the tender response rate was currently. It was highlighted that every
project was different, generally there was a minimum period of time that a
contractor would be given to price the project; they will vary based on factors
such as the scale of a project. Officers mentioned that tendering had been
effected over the last 12 months across the industry in construction, both in
engineering and property, as a result of the pandemic; it had been difficult
for firms to get their costings returned in a set period, therefore in some
circumstances it had been required that contractors be given additional time.
Following
scrutiny, the Committee was supportive of the proposal to be considered by the
Cabinet Board.