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Decision details
Minor Works Contracts
Decision Maker: Cabinet
Decision status: Recommendations Approved (subject to call-in)
Is Key decision?: Yes
Is subject to call in?: No
Purpose:
Seeking permission to go out to tender.
Decisions:
The Director of Environmental Services presented a report to explain the arrangements for renewing the council’s minor works maintenance contract, and to seek approval for tendering and delegated authority to award the new contract.
The council was seeking to procure a five year contract, with the option of a two year extension in annual increments, beginning on 1 April 2015, to coincide with the expiration of the existing contract. The nature of the work covered by the contract is primarily responsive and variable in terms of the types of building and building services trades involved and it was therefore recommended that the contract should be awarded to a single multi-trade contractor.
The East Sussex Procurement Hub had provided guidance on the procurement process; and consideration would be given to examples of best practice from other authorities. Members noted potential opportunities for handling minor maintenance or cyclical inspection tasks using council staff and sharing services with other authorities.
Councillor Poole moved approval of the recommendations of the report, as set out in the resolution below, which was seconded by Councillor Chowney.
RESOLVED (unanimously) that –
1) Cabinet agrees to the procurement process for the renewal of the council’s minor works maintenance contract. The contract will begin on 1 April 2015 and run for 5 years with the option of two years extension in annual increments;
2) Cabinet delegates authority to the Director of Environmental Services, or his nominee, in consultation with the Lead Member, to award the contract to the most economically advantageous tenderer;
3) Cabinet support the officer’s view that the contract should be awarded to a single multi-trade contractor, and;
4) Cabinet support further investigation of an in-house or shared capacity for minor maintenance works where that can be shown to be cost effective.
The reason for this decision was:
The existing contract expires on 31 March 2015. The new contract from 1 April 2015 will be a call-off arrangement with no fixed financial commitment under a measured term contract to be awarded to a single contractor. We are investigating opportunities to remove minor maintenance and cyclical inspection work from the contract where there is a more cost-effective approach utilising council staff, automated monitoring or shared arrangements with other agencies. This has already been implemented for some electrical testing, legionella monitoring and some minor maintenance. Further possibilities will be assessed in parallel with the contract procurement.
Report author: Virginia Gilbert
Publication date: 09/07/2014
Date of decision: 07/07/2014
Decided at meeting: 07/07/2014 - Cabinet
Accompanying Documents:
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