Issue - meetings

Strategic Procurement of Facilities Management - Mechanical Services Contract

Meeting: 21/02/2019 - Executive (Item 107)

Strategic Procurement of Facilities Management - Mechanical Services Contract (Exempt)

To consider the exempt information in relation to the Strategic Procurement of Facilities Management – Mechanical Services Contract (set out at agenda item 5).

Additional documents:

Decision:

RESOLVED that the exempt information in relation to the Strategic Procurement of Facilities Management – Mechanical Services Contract be noted.

 

Minutes:

RESOLVED that the exempt information in relation to the Strategic Procurement of Facilities Management – Mechanical Services Contract be noted.

 


Meeting: 21/02/2019 - Executive (Item 102)

102 Strategic Procurement of Facilities Management - Mechanical Services Contract

To consider awarding a contract for facilities management mechanical services.

Supporting documents:

Decision:

RESOLVED that the Council award a three year contract to the successful contractor, set out in the exempt report in Part 2 of the agenda, based upon annual orders placed for mechanical services for an initial three year term, commencing on 1st April 2019 – 31st March 2022, with the option for up to two one  year extensions (the extensions being subject to satisfactory performance and budget affordability).

Minutes:

Councillor Mrs N.J. Bramhall, Executive Member for Property and Acquisitions, submitted a report recommending the award of a three year contract for mechanical services. It was noted that Executive authority was required as this was a Strategic Procurement under the Council’s Contract Procedure Rules.

The Executive Member for Property and Acquisitions explained that the recent tender had been procured in line with EU Procurement Regulations and the Council’s procurement procedures and had demonstrated Best Value in the marketplace.

In response to questions, it was explained that the new contract consolidated a number of existing services which provided centralisation and simplification for management purposes, along with formalising a 24 hour 365 day responsive services for elements included within the contract. It was anticipated annual orders would be placed from existing revenue budget provisions.  

Councillor Mrs Bramhall explained full details of the scoring process and financial implications of the contract had been set out in the exempt Part 2 report on the agenda.

Clerk’s note – at this point in the meeting (at 8.01pm) agenda item 5 (Strategic Procurement of Facilities Management – Mechanical Services Contract) was adjourned so that exempt information, at agenda items 9 (Exempt Business) and 10 (Strategic Procurement of Facilities Management – Mechanical Services Contract – Exempt) could be considered ahead of making a decision.

Clerk’s note – the minutes of the meeting reflect the order of business listed on the published agenda, not the order taken during the meeting. On conclusion of agenda item 9 (at 8.04pm) the Executive returned to agenda item 5 and;       

RESOLVED that the Council award a three year contract to the successful contractor, set out in the exempt report in Part 2 of the agenda, based upon annual orders placed for mechanical services for an initial three year term, commencing on 1st April 2019 – 31st March 2022, with the option for up to two one year extensions (the extensions being subject to satisfactory performance and budget affordability).

Reason for decision: Executive authority was required for this contract as this was a Strategic Procurement under the Council’s Contract Procedure Rules.

Alternative options: The recommended option of a five year contract (three years plus two sequential one year options to extend) complied with the Council’s Contract Procedure Rules and EU Procurement Regulations. The other options (to continue with current suppliers or retender the services on an annual basis) were not available to the Council as these would not have been legally compliant for reasons set out in the report presented.