Purpose

Background to report: Fire risk assessments identified that fire exits across the Council's community buildings were in poor condition. A condition survey inspected 108 doors and found that over 50% were in poor condition, including doors that were insecure or at risk of jamming. The Council has landlord responsibility for maintaining the building fabric, including external doors.

Capital project BB130 was approved with funding of £30,000 per year from 2023/24 to 2027/28. CRK Windows has been used to provide replacement fire exit doors. Spend was £93,000 up to the end of 2025/26, against an expected total project cost of £150,000 over five years. A competitive procurement exercise was not undertaken, and retrospective authority is therefore required to regularise the contractual position and permit continued use of the supplier.

Decision

Background to report:

Fire risk assessments identified that fire exits across the Council's community buildings were in poor condition. A condition survey inspected 108 doors and found that over 50% were in poor condition, including doors that were insecure or at risk of jamming. The Council has landlord responsibility for maintaining the building fabric, including external doors.

Capital project BB130 was approved with funding of £30,000 per year from 2023/24 to 2027/28. CRK Windows has been used to provide replacement fire exit doors. Spend was £93,000 up to the end of 2025/26, against an expected total project cost of £150,000 over five years. A competitive procurement exercise was not undertaken, and retrospective authority is therefore required to regularise the contractual position and permit continued use of the supplier.

Decision made and reasons:

To approve the setting aside of the Council's Commissioning and Procurement Standing Orders, as permitted under section 6 of the Commissioning and Procurement Standing Orders 2025-2030 and grant retrospective authority to extend the existing contract with CRK Windows from September 2024 to the presumed contract end date of August 2028 for the provision of community building fire exits.

The authority is sought under tendering exception 11.2.2, concerning urgent supplies, services or works necessary for the protection of life or property or to maintain the functioning of a public service for which the Council is responsible.

The decision supports continuity of the programme, regularises the contractual arrangements, and addresses the safety and security risks associated with defective fire exits.