Decisions

As part of the SYMCA obligation to maintain the tram network in a safe manner, it is necessary to replace worn out rail when required and accordingly SYMCA has entered into a framework contract with Volker Rail and Colas to undertake a planned replacement programme.

Volker Rail was appointed to undertake rail replacement works in 2024 at an approved value of £4,760,930 and these are complete.

Following a rail break on the ballasted section of the track between the Netherthorpe and Shalesmoor tram stops, detailed investigation has revealed significant corrosion of the rail web and urgent replacement was approved and works undertaken at a value of £194,008.54, bringing the updated approved works value to £4,954,938.54.

Approval was also granted for Volker Rail to undertake the preparation works for the 2025 programme at a value of £117,000 bring the overall approval figure to £5,074,398.

Up to the end of March 2025 works to the value of £4,930,846 have been invoiced.

Following agreement of the final accounts for the three call offs commissioned to date, the variations occurring during the course of the works have been valued as the following:

1. Changes to weld box dimensions across the works - £121k
2. Concrete repairs arising on site(s) - £40k
3. Implementation at Middlewood - £72k
4. Additional sites - £71k
5. Survey of the Delta - £21k
6. Other smaller items cumulative figure - £63k
7. Negative CEs – minus £17k

The final invoice for the 2024 works of £361,793.90 exceeds the current approval value with an expected expenditure in 2024 of £5,399,988.

Whilst this is higher than the originally projected budget of £5,224,000 in the context of the overall cost plan allowance for FP1, there is sufficient funding to cover these costs.

Authority is sought to increase the approval figure for Volker Rail by £325,590 from £5,074,398 to £5,399,988.

Increase the approval figure for Volker Rail by £325,590 from £5,074,398 to £5,399,988.

Scope - The aim of this procurement focused on achieving two key objectives:

• The procurement of a long-term ‘Technology Partner’ to allow SYMCA to upgrade and replace a range of SC&C assets, dependent on asset condition, obsolescence and funding.

• The procurement of an expandable multi-functional management platform, also known as a tram management system (TMS), to allow a range of functions to be managed on the tramway (including tram-train services).

SYMCA requires the Technology Partner to provide an expandable multi-functional management platform, also known as a TMS, to provide monitoring, control and management (via interfaces as required) from the OCC by Operators (Network Controllers) for a range of functions to be managed on the tramway (including tram-train services).

Funding - Funding for this procurement and contract is part of the current CRSTS funding period which runs from 2022 to 2027, this is Funding Period 1 (FP1). SYMCA currently has sufficient funding for the first work package (the Automatic Vehicle Location system).

Procurement - The chosen procurement procedure was Competitive Dialogue.

SYMCA received nine responses to the initial tender notice which were assessed against the minimum requirements set out in the Selection Questionnaire. Two suppliers progressed to the dialogue stage, Hitachi Rail GTS UK Limited (Hitachi) and Siemens Mobility Limited (Siemens).

There were three rounds of dialogue which involved discussion on technical, commercial and legal aspects of the tender. Both suppliers were then invited to submit a tender. On receiving the tenders, it was determined that Siemens had based their bid on amended terms to those required by SYMCA and were therefore excluded from the tender process at that point.

As a consequence, only Hitachi’s tender response was evaluated. Full scores available in attached Record of Officer Decision Form.

Commercial - Hitachi rail provided a price breakdown for each package (see attached Record of Officer Decision Form). It should be noted that beyond FP 1, these are very high level, some may currently be covered in other work packages, and some may be subject to a considerable amount of future value engineering.

Approval to award Hitachi Rail GTS UK to the place on the technology partner framework.

Approval to commission Hitachi Rail GTS UK to carry out framework call off No1, installation of the Tram management system and associated framework management costs, at an approximate total value of £4,946,746

Approval of a risk allocation to be expended by the client of £500,000 in the case of a variation.

The total approval cost £5,446,746.

To award contracts for Business Growth Advisors for period 01/04/2025 – 31/03/2026, using funds approved at MCA Board on 18/03/2025

To award contracts to:
• Access Regeneration Limited £51,126.24
• Blue Marble Communications Limited £51,126.24
• Buxton Associates Ltd £55,572.00
• Enable Growth Associates £83,331.33
• FCS Associates Ltd £175,607.52
• JEL Business Solutions Ltd £44,457.60
• Moorhead Savage Ltd £83,331.33
• NT Business Services £95,583.84
• Porterdale Ltd £55,572.00
• Torne and Shirmers Limited £83,331.33
• Training Education Services Ltd £51,126.24
• Catalyst Academy Ltd £55,572.00

Total value of contracts: £885,737.66

The processing of road closures and communicating disruptions to transport is not resourced and this has resulted in a disparate, inefficient process and a poor customer experience. The current position is a result of austerity led budget cuts, good intent and the integration of SYPTE within the MCA. Different departments picked up elements of the disruptions process most closely aligned to their skillset within their existing capacity but not reflected in responsibilities or profiles. Following integration, these have been further split with disruptions, information and complaints now touching seven different teams across six departments and four directorates.

Detailed scenario modelling established that delivering the proposed improvements with existing resources would result in a significant reduction in performance within the contact centre, with over 38% fewer calls answered and over 40% more calls taking longer than 10 minutes to answer.

Scenario modelling identified a more efficient delivery model with reduction in call performance from the current 93.2% of calls answered to 22/23 levels of 80%, enabling the improvements to be achieved with fewer resources. For comparison, in 22/23 Transport for London answered 88%.

It is therefore proposed that the MCA commits to improving the efficiency, quality and availability of transport disruptions and leverages economies of scale with Supertram to create an integrated transport disruptions team that aligns with our transport vision and integrated transport brand.

Option 4 - The following recommendations were approved:

• The contract centre is restructured to leverage economies of scale and create a central Integrated Transport Disruptions Centre team;

• The hours disruptions are communicated to the public are increased from 7am-7pm weekdays and 8am to 7pm weekends, to 5am to midnight every day in order to align more closely with Supertram’s timetable; and

• To reduce staffing costs, call performance is reduced from 93% calls answered and 77 seconds average wait time to 80% and 110 seconds respectively.

at an estimated cost of £171,000.

In 2024 new types of technical qualifications were approved by Institute for Apprenticeships and Technical Education, for delivery from 2025. These are funded nationally under section 100 (1B) of the Apprenticeships, Skills, Children and Learning Act 2009. To enable Combined Authorities and Combined County Authorities to use their Adult Skills Fund budget to fund the new technical qualifications from 2025, the Government will need to transfer this funding power to them via a statutory instrument.

The Combined Authorities (Adult Education Functions) (Amendment) Order 2025 (“the Order”) will be made, subject to Parliament’s approval, under provisions within the Local Democracy, Economic Development and Construction Act 2009, including section 105A. This Order will amend the existing education-related statutory instrument for each Combined Authority to add the further funding power, to enable combined authorities to fund new, high-quality technical qualifications alongside others already available to them. This will ensure that adult learners in the area will have access to the same high-quality technical qualifications as those in other devolved, and non-devolved, areas. The aim (subject to Parliamentary approval and timetabling) is for the statutory instrument to come into effect by the start of August 2025, in time for the new academic year.

A public consultation and an assessment of burdens has been undertaken by the Department for Education, which concluded that transferring section 100 (1B) will not place any additional burdens on combined authorities. Qualifications are withdrawn and new qualifications are approved all the time, so the list of qualifications from which combined authorities can select is not static – it is constantly changing. Commissioning officers and providers already have processes in place to manage changes to the qualifications landscape and decide which ones are most appropriate for adults in their areas. The proposed Order will not require the Combined Authority to do anything different, or change the way it operates, it will merely give the power to fund the new technical qualifications, alongside other qualifications that are already available to it, if it wants to.

The consent of the Combined Authority and each of its constituent councils is required before the Order can be made. The Department of Education is seeking consent as quickly as possible in order that the Order can be enacted in time for the 2025/26 academic year.

To approve giving the consent of the Mayoral Combined Authority to the creation of The Combined Authorities (Adult Education Functions) (Amendment) Order 2025

Between 2013 and 2015, embedded rail replacement works were undertaken on the Supertram network. These were carried out by Volker Rail to a design provided by South Yorkshire Supertram Limited (SYSL).

Following these works, significant lengths of polymer installed by Volker next to the rails failed leading to polymer delamination.

At the PTT meeting on 31/08/22 a report recommended that SYMCA procure and fund the necessary remedial works via a suitable contractor under a form of call off contract for 4/5 years.

Following a market engagement exercise with the market, a set of tender documents was issued in April 2023. Three tenders were received. The scope of the works covers polymer replacement, concrete repairs and associated traffic management.

Colas Rail Limited provided the tender with the most economically advantageous solution, and in February 2024 SYMCA entered into a Term Service Contract with Colas on a call-off basis, via discrete Task Orders. Works covered under the first Task Order have been delayed are currently nearing completion on site.

The second Task Order relates to works on Glossop Road and West Street and Colas have provided a quotation of £1,539,616 to undertake these works. Approval is sought for an amount which includes a risk/contingency allowance i.e. £1,684,648.

It is also proposed to retain Mott Macdonald in the role of Service Manager for the Task Order 2 works. The Service Manager role is a combination of reviewing the Contractor’s programme and methodology, observing the work on site, instructing the Contractor where necessary, managing change and costs, and administering the Contract. Full-time site attendance at night is provided as part of the Service Manager role. Mott Macdonald have provided a quotation of £224,398 to undertake the Service Manager role for the Task Order 2 works on Glossop Road and West Street (including a risk/contingency allowance).

Mott Macdonald have provided a quotation for a further £62,572 to undertake the Service Manager role on the first Task Order through to the revised completion date in the light of the delays referred to above.

Approval is sought for the Mott Macdonald fees described above (total value £286,970).

• Appoint Colas Rail Limited to undertake the Task Order 2 works at a cost of £1,684,648.

• Appoint Mott Macdonald Limited to undertake the Service Manager role at a cost of £286,970.

In July 2023 the MCA Board granted approval to delegate authority to the Head of Paid Service in consultation with Portfolio Leaders and the Section 73 and Monitoring Officer to approve the release of development cost funding in line with the Assurance Framework to enable schemes to progress as efficiently as possible.

In April 2025 the Programme Board approved the Strategic Business Case for this scheme.

Option 1 – Approve the recommendation