Decision details

Matter for Decision

The Council had two long-term planned maintenance works contracts in place. One was with Foster Property Maintenance Limited, and one is with TSG Building Services. The contract with Foster Property Maintenance Limited was due to expire in September 2025. It was proposed that the Council carried out a procurement exercise to award a replacement contract so planned maintenance service delivery could continue uninterrupted at the end of the current contract.

Decision of Executive Councillor for Housing

      i.         Approved the issue of tenders and, following evaluation of tenders, authorise the Director City Services to award a contract(s) to a contractor(s) to carry out planned building maintenance works and associated services to Council housing and other buildings for a period of five years from September 2025 to September 2030, with an option to extend for one or more year(s) up to a maximum extension of three years.

Reason for the Decision

As set out in the Officer’s report.

Any Alternative Options Considered and Rejected

Not applicable.

Scrutiny Considerations

The Committee received a report from the Asset Manager.

The Asset Manager said the following in response to Members’ questions:

      i.         Any potential bidders for the maintenance contract would need to set out how they would meet the requirements set out in the detailed specification document as part of their bid.

    ii.         Noted concerns raised by members regarding the current contract and that issues had arisen with the use of sub-contractors who may not be aware of the council’s ethos.

   iii.         There were monthly meetings held with the current contractor and there were key performance indicators (KPIs) that their performance was assessed against. Customer feedback was also collected.

  iv.         Noted member’s request to be provided with more information about the key performance indicators. In terms of the flexibility to undertake repairs, work at the weekend was usually restricted to 8-12 noon on a Saturday as it could cause disruptions on estates. Urgent work would be carried out as required.  

    v.         Took on board the Committee’s concerns regarding supply chain management and that the council needed to ensure the full supply chain was engaged.

  vi.         There were specific rules which governed a procurement process which must be followed. Existing contractors could not be excluded from submitting a bid for the new contract.

The Committee unanimously resolved to endorse the recommendation.

The Executive Councillor approved the recommendation.

Conflicts of Interest Declared by the Executive Councillor (and any Dispensations Granted)

No conflicts of interest were declared by the Executive Councillor.