Issue - decisions

Matter for Decision: To consider the built assets maintenance procurement strategy for 2012-2017.

 

Decision of Executive Councillor for Housing:

 

The Executive Councillor resolved;

 

i.        To approve the appointment of Eastern Shires Purchasing Organization (ESPO) to carry out a procurement exercise with officers of the City Council to select two main contractors to carry out planned maintenance works for the City Council with effect from April 2014 to March 2019, with an option to extend for a period of up to three years.

 

ii.       To authorise the Director of Customer and Community Services to invite and evaluate tenders and, following consultation with Executive Councillor, the Director of Resources, Chair and Spokes of the Committee to award two contracts for the appointment of main contractors to carry out planned maintenance works in accordance with the requirements of the Constitution with effect from April 2014 to March 2019, with an option to extend for one or more periods up to a maximum extension of three years.

 

iii.       To approve the use of the Scape National Minor Works framework contract to call off contracts with Kier Services for a period of up to three years from October 2012 for the purpose of carrying out parts of the Council’s planned maintenance works programme.

 

iv.      To approve a procurement budget of £60,000 for legal and other costs associated with the procurement and implementation the new planned works contracts and other contracts referred to in this report.

 

 

v.       To authorise the Director of Customer and Community Services to invite and evaluate tenders (or call off services from an existing framework agreement if appropriate) and, following consultation with the Executive Councillor, Director of Resources, Chair and Spokes of the Committee to award contracts for the appointment of contractors to carry out certain types of responsive maintenance work listed in this report for a period of up to three years to supplement the Council’s direct provision of repairs and voids, in accordance with the requirements of the Constitution.

 

vi.      To approve the use of the ESPO framework contract “2930 - “Installation of Gas Fired Domestic Central Heating Systems” to call off a contract for a period of up to three years to carry out heating installations and in void properties and carry out emergency boiler replacements.

 

 

vii.     To authorise the Director of Customer and Community Services to invite and evaluate tenders (or call off services from an existing framework agreement if appropriate) and, following consultation with the Director of Resources to award a contract for the appointment of a supplier to provide a web-based NEC3 contract management application.

 

 

viii.     To approve the recruitment of 3.5 full time equivalent additional contract management surveyors and 2 full time equivalent asset officers within the Estates and Facilities Asset Management team in order to manage the delivery of additional capital investment.

 

Reason for the Decision:

 

As per the officer report

 

 

Any alternative options considered and rejected:

 

Not Applicable

 

Scrutiny Considerations:

 

The committee received a report from the Asset Manager regarding the Built Assets Maintenance Procurement Strategy 2012-2017.

 

In response to questions from members of the committee the Asset Manager made the following points

 

i.                 The meaning of “call off” was explained.

 

ii.               It was confirmed that no level of work was guaranteed to any company through this procurement process.

 

The Scrutiny Committee considered the recommendations and endorsed them by 4 votes to 0.

 

The Executive Councillor approved the recommendations

 

 

Conflicts of interest declared by the Executive Councillor (and any dispensations granted)

 

N/A 

 

***See below for record of delegated Officer’s Decision –

additional information published on 19 October 2015***

 

Decision(s) taken:	To award a contract for Planned Building Maintenance to TSG Property Services plc for a five year period commencing July 2014, extendable for a period of up to three years and with a contract break clause at the end of year three.
Decision of:	Director of Customer and Community Services
Date of decision:	24	Feb	2014
Matter for Decision:	Authorised the Director of Customer and Community Services to invite and evaluate tenders and, following consultation with Executive Councillor, the Director of Resources, Chair and Spokes of the Committee to award two contracts for the appointment of main contractors to carry out planned maintenance works in accordance with the requirements of the Constitution with effect from April 2014 to March 2019, with an option to extend for one or more periods up to a maximum extension of three years.
Any alternative options considered and rejected:	None
Reason(s) for the decision including any background papers considered:	The tender submitted by TSG Building Services was evaluated as being the most economically advantageous for the Council.   Lot 2 was not appointed to as it did not give us value for money.
Conflicts of interest and dispensations granted by the Chief Executive:	None
Other Comments:	None
Reference:	12/38/HMB    12/66/CS Maintenance Procurement Strategy 2012-2017
Contact for further information:	Liz Bisset