DN548074 - The Supply of PPE, Workwear and Uniform

REPORT TO; Justine Brooksbank, Assistant Chief Executive, Business Support

DECISION DATE: 13 February 2023

SUPPORTING ANNEX: None

PROPOSED RECOMMENDATION

It is recommended that the Authority (NYCC) approves additional spend through the above named contract in order to ensure that from vesting day of North Yorkshire Council (NYC), the new Authority is able to fulfil its duty under the Personal Protective Equipment at Work (Amendment) Regulations 2022 - to ensure that suitable PPE is provided to employees who may be exposed to a risk to their health or safety while at work.

BACKGROUND TO SUPPORT THE RECOMMENDATION

Under the Personal Protective Equipment at Work (Amendment) Regulations 2022, there is a duty placed on every employer in Great Britain to ensure that suitable PPE is provided to employees who may be exposed to a risk to their health or safety while at work.

In preparation for the Local Government Reorganisation, it has been established that the most appropriate option for PPE and uniform provision for NYC will be by adding additional garments to NYCC’s core list to enable staff who currently work for the District and Borough councils within North Yorkshire to purchase the items they require from 1 April 2023. 

The current Contract Period runs until 18 July 2024 with an Option to Extend until 18 July 2025.

Based on spend through the contract to date and the anticipated annual spend from 1 April, spend for the whole life of the current contract will exceed £500,000.

The benefit of putting the additional items through the current contract is that it will consolidate orders and data / management information.  The information gathered can be utilised to support the transformational piece of work that will be undertaken post Vesting Day.  A single contract will also minimise internal resource from teams such as Health & Safety, the Buying Team and contract management.   

LEGAL AND GOVERNANCE COMPLIANCE

The contract was awarded in 2021 under the NEPO Framework for the Supply and Delivery of Work Wear Personal and Protection Equipment (PPE) including Safety Footwear and Uniform Clothing (i.e., Catering, Corporate and Leisure).

The amendment does not constitute a variation to the contract as no volumes were specified when the contract was let and there is scope to add and remove garments / items from the core list, as required.

As per the Authority’s Procurement and Contract Procedure Rules, Rule 4.2 states that Directors shall ensure that a written record of the decision to procure a Contract is made in accordance with the Gateway Process where Rule 18 applies.  Where such a decision comprises a Key Decision under the Constitution, Directors shall ensure that it is entered on to the Forward Plan and treated as a Key Decision in all respects.

The current contract will automatically transfer, under statutory powers, to NYC on 1 April 2023

RECOMMENDATION

It is recommended that the Authority approves the changes for the reasons detailed above.