Decisions

Summary of Decision

1.              To approve the award of a contract for Building Fabric services to CBRE Managed Services Limited for a total period of 5 years from 01 June 2024 for the total sum of £3,218,416, with the option to extend for a further two years.

2.              To approve the award of a contract for Mechanical, Electrical and Plumbing services to CBRE Managed Services Limited for total period of 5 years from 01 June 2024 for the total sum of £9,241,710, with the option to extend for a further two years. 

3.              To approve the award of a contract for Cleaning services to Pinnacle Housing Ltd for at total period of 5 years from 01 June 2024 for the total sum of £5,379,857, with the option to extend for a further two years.

4.              To approve the award of a contract for Security services to Goshen Limited for a total period of 5 years from 01 June 2024 for the total sum of £2,735,545, with the option to extend for a further two years. 

5.              To approve the award of a contract for the provision of maintenance and remedial services for Lifts to Precision Lift Services Limited for a total period of 5 years from 01 June 2024 for the total sum of £300,434, with the option to extend for a further two years.

Reasons for Decision 

The decision to award the new Facilities Management (FM) contracts is required to ensure that the Councils' various sites are maintained to a high standard, with all aspects of statutory compliance and Health and Safety meeting the required standards and regulations.  Sites include staff offices 64 Victoria Street parts occupied by the Council, all libraries including the Archive Centre and Reference Library, the Mortuary and adjacent Coroner’s Court, three Family Hubs, a Care Home, and a range of Depots.  The contracts do not generally apply to Schools as Schools are responsible for their premises or generally the Council’s Leisure Centres which are managed by the Council’s leisure operator.

The Council believe that it is the right decision to change the contract structure to improve service delivery and maximise performance levels.  Transferring to 5 individual contractual agreements will ensure that each supplier can focus on their core responsibilities and contractual obligations.

Each successful supplier has submitted a comprehensive proposal which outlines how they will deliver services to the standards required.  In additional, the commercial proposals received are in-line with expectations, providing value for money. 

Within each winning bid, beneficial Social Value commitments were reviewed and scored accordingly.  All commitments and benefits to the Council and its residents will be captured and monitored during supplier review meetings to ensure that outcomes are delivered on time and as expected.

All contracts will be managed in accordance with the Council’s processes to ensure that high standards are met and all KPIs adhered to.  It is not anticipated at this stage that additional resources will be required for contract management, but this will be kept under review.

1.     Summary of Decision

1.1. That the Cabinet Member for Regeneration and Renters in accordance with the delegation provided by the Cabinet Members’ Terms of Reference has approved the contract variations for the following contracts:

o   Ward Williams Associates Professional Services Contract for Employers Agent Services to extend the contract term and increase the value by an additional £114,200 (total contract value including extension £344,200)

o   Arcadis LLP Professional Services Contract for Cost Consulting Services to extend the contract term and increase the value by an additional £35,050.70 (total contract value including extension £561,131.23)

2.     Reasons for Decision

2.1. As part of the scheme, the Council is committed to ensuring that Darwin House residents would only be required to move once, therefore the project will be phased to ensure that the first phase of the project will build the new CSH block. This will ensure that Darwin House can remain in operation until the new replacement CSH building is complete. As well as this, the council has committed that for any development on the site:

·       There will be a full replacement of all council homes;

·       The Council will provide the maximum possible affordable housing;

·       The Council will support all residents through any moving process;

·       Works will be phased to minimise disruption to residents;

·       All new homes will be covered by a local lettings plan, meaning local people will benefit from the new homes;

·       Residents will be at the heart of the development and design of the project.

2.2. A variation to the existing contracts is necessary to increase the value and duration of these contracts to reflect unforeseen value engineering work to address scheme viability, and to extend the programme duration to reflect  phased delivery and increased defect liability period in line with the Main Contract to ensure these critical Client Monitoring Team roles which act on behalf of the Council remain intact and in place, continuing to monitor, administer the contract and discharge the Councils legal and regulatory duties during the delivery of the £33.545m Main Contract.

2.3. It would not be acceptable or practicable to replace or be without these roles for any period of time for technical and commercial reasons and to do so would significantly expose the Council, put it at immense risk and cause great and unnecessary inconvenience.

2.4. The approval set out in this Report is required to ensure continuity of professional services throughout the agreed Programme for the works.