Report of the Portfolio Holder for Energy, Environmental and Democratic Services
Additional documents:
Minutes:
Trevor Bone, Property Maintenance Manager, introduced the report setting out Building Services and Facilities Management (FM) procurement requirements for planned, reactive maintenance and minor works for financial year 2021/22.
Resolved to
(1)
grant authority to procure contracts in line with the
annual procurement plan as set out in appendix 1 up to the value of
£14.150m;
(2)
delegate authority to the Strategic Director for
Neighbourhood Services to award contracts procured under
Recommendation 1 and to approve all call off arrangements under
those contracts over a period of four years 2021/2025 to a maximum
of £14.150m as set out in appendix 1 of the report;
(3)
grant a dispensation from contract procedure rule 4.1.1
in accordance with financial regulation 3.29 to make a direct award
to Hanovia UV Systems for the sum of £0.048m for the period
2021 to 2025 due to the specialist nature of their asset
maintenance and as detailed in appendix 1 of the report;
(4)
grant a dispensation from contract procedure rule 4.1.1
in accordance with financial regulation 3.29 to make a direct award
to Aqua Cool Systems for the sum of £0.015m for the period
2021 to 2025 due to the specialist nature of their asset
maintenance and as detailed in appendix 1 of the report;
(5)
grant a dispensation from contract procedure rule 4.1.1
in accordance with financial regulation 3.29 to make a direct award
to Trend BMS Systems for the sum of £0.045m for the period
2021 to 2025 due to the specialist nature of their asset
maintenance and as detailed in appendix 1 of the report;
(6) approve the proposed expenditure of at least £1.6m of the £3.4m planned maintenance budget for 2021/22 to be spent on services delivered either through in-house provision or Nottingham City Homes.
Reasons for recommendations:
·
There are a number of contracts which the Building Services and
Facilities Management department use that are coming to the end of
their term in March 2021. The contracts set out in the appendix 1
and require re-procurement to enable Building Services to keep the
Council’s asset portfolio compliant with regulatory,
legislative and insurance obligations. Through the proposed
procurement routes the Council can continue to improve efficiency
and service of supplier delivery across multiple high risk work
streams and improve value for money for Directorates across the
Council. Our annual procurement programme has been proven to be the
best approach to securing a competent supply chain with the lowest
costs possible.
·
This report details how orders are placed with Contractors through
the Council’s robust systems. To ensure a smooth and timely
process for placing orders it is recommended that the Strategic
Director for Neighbourhood Services has delegated authority to
approve any contracts and call-offs made under frameworks for their
duration. No award will be made without evidence that the budget
has been approved for the ordered requirement.
· Due to the specialist nature of the asset maintenance requirement provided by Hanovia UV Systems there is considered to be no benefit to the Council to ... view the full minutes text for item 47