Issue - meetings

Report of the Portfolio Holder for Energy, Environment and Democratic Services

David King, Head of Building Services, introduced the report setting out Building Services and Facilities Management’s annual procurement requirements for planned and reactive maintenance requirements for 2020-2021.

Resolved to

(1)  continue the Council’s strategic approach to its reactive and planned maintenance function as set out in the report, both internally and externally;

(2)  seek dispensation to financial regulation 3.29 in accordance with contract procedure rule 5.1.2 to make a direct award to Nottingham City Homes for the sum of £1.2m for the 2020/21 period as set out in the appendix to the report;

(3)  approve the annual procurement plan for 2020/21 as set out in appendix 2 of the report;

(4)  approve external spend of £8.750m as set out in Table 1 of appendix 2 of the report;

(5)  approve a maximum external spend associated with commissioning maintenance for schools of c. £2.4m;

(6)  delegate authority to the Head of Building Services in conjunction with the Head of Procurement to approve the outcome of the procurement processes and award contracts to the providers in accordance with the award criteria set out in the tender documentation and proven to deliver best value for the Council.

Reasons for decision:

·  Due to multiple contracts coming to the end of their term in March 2020 Nottingham City Council Building Services have to procure replacements. This enables the Building Services team to keep Nottingham City Council’s portfolio of assets compliant with multiple statutory, regulatory and legislative obligations, for its portfolio of assets which serve a diverse mixture of citizens in Nottingham;

·  To deliver further savings on externally procured and insourced services to alleviate financial pressure within the Council;

·  To improve efficiency and value for money in the services that Building Services commission. This annual procurement plan is the optimal approach in managing the team’s costs;

·  To ensure a high level of customer satisfaction with the Council’s services, as evidences by feedback from internal stakeholders;

·  New contracts will require the supplier to utilise modern technology where appropriate, to maximise efficiency in their own operations and ensure that Nottingham City Council Concerto system, records live data and continues the processing and storage of circa 15,000 compliance certificates/documents every year;

·  To ensure risk is managed in an appropriate manner ensuring the citizens of Nottingham and its visitors to the city are safe when visiting the Council’s portfolio of assets.

Other options considered:

·  Do nothing and allow contracts to end and not re-commission services, which will remove statutory, regulatory and legislative compliancy across Nottingham City Council’s portfolio of assets and increase the risk of prosecution and reputation to Nottingham City Council for providing non-compliant assets that endanger its citizens. This is unacceptable and has been rejected.

·  Insource all of the activity covered by the contract areas under consideration for renewal. This option has been rejected due to the following: capacity, complexity, risk and value for money.

·  Allow Nottingham City Council’s various directorates to purchase individually the services as they require to ensure compliancy across the assets they are responsible  ...  view the full minutes text for item 44