Purpose

As part of the transition of the workforce to
the Civic Campus, furniture is required in order to allow the
workforce to continue to deliver the services it currently
does.

Decision

To agree that Appendix 1 is not for
publication on the basis that it contains information relating to
the financial or business affairs of any particular person (including the authority holding
that information) as set out in paragraph 3 of Schedule 12A of the
Local Government Act 1972 (as amended).

 

To ensure value for money in
consideration of being ruthlessly financially efficient, the
Council recommends the use of the three frameworks identified in
this strategy, and to agree packages suited to each framework in
terms of price and availability of suitable products, to deliver
the Council’s aspiration for the Civic Campus to be a centre
of excellence.

 

To re-use and/or refurbish fit for
purpose items that can be reasonably installed, largely those
within the Council workspace, and items used to maintain the
building’s heritage.

 

To hire items that
areused occasionally for ad-hoc events
and by way of a trial arrangement before
capital investment is made.

 

To approve procurement of furniture
in line with this strategy, using a combination of the three
frameworks identified in this strategy, purchasing options (i.e.,
mini competition and/or direct award), and Lots, for the estimated
Total Cost included in exempt appendix 1 (the “Total
Cost”), over a period of 1 to 5 years.

 

Reasons for the decision

1.    
Reasons for purchasing furniture:
 
·      
To create an inviting, inclusive and dynamic environment for
all.
·      
To create the ambience of a fully functioning commercial space.
·      
To support workforce productivity by providing areas which are
suitable for evolving business needs. Providing confidentiality,
large meeting rooms and creative comfortable environments utilised
depending on work being completed.
·      
To provide furniture which is accessible for an inclusive,
professional and commercial offering to potential clients who
choose H&F to host their events. Thereby enhancing the
Council’s market offering and growing the events and/or
cultural programme to generate further income.
·      
To provide items of furniture which benefit the wellbeing of those
working and visiting the building. For example, soft and welcoming
furnishings complimenting individual areas (i.e., multifaith room,
family room, contemplation room and occupational health).
 
2.    
Reasons for hiring furniture:
 
·      
At the current time, there are no event or cultural activity
bookings requiring purchases or hiring of any furniture with the
Civic Campus.
·      
The Events / Cultural programme will be forecasting limited events
for Years 1, 2, and 3 enabling the team to assess and forward plan
requirements over time whilst being ruthlessly financially
efficient. At this point an informed decision can be made on
whether it would be beneficial to make a purchase or hire specific
furniture.
·      
Should hiring be a more beneficial option, the hire of any
furniture will be recharged to external hirers and offset against
the budget cost. Events must reflect service model to cover any
hire costs.
 

Alternative options considered

1.    
Option 1: Do nothing or decommissions the existing requirement
– Not recommended
 
The reuse of existing furniture stock
(purchased during the Town Hall decant) is no longer feasible due
in part to the age of items and their depreciation in quality, plus
this stock has already been distributed and used across the Council
estate.
 
2.    
Option 2: Deliver the supplies, services, and/or works in-house
(make/buy decision) – Not recommended
 
This approach is not considered cost effective
or operationally efficient, given the logistical demands and lack
of internal capacity for handling assembly and installation.
Outsourcing to a specialist supplier is likely to ensure better
value for money, quality assurance, and timely delivery.
 
3.    
Option 3: Undertake a fully regulated competitive and compliant
procurement process, advertised to the market – Not
recommended
 
It is recognised that a procurement process,
advertised to the market would attract the widest competition,
however, the disadvantage to this approach is the time it takes to
procure, which can be upwards of 10 months. This is not a timeframe
we have available to us on this occasion, so an alternative
compliant route to procure needs to be used. The Council needs to
secure an arrangement for supply as quickly as possible.
Undertaking our own procurement exercise for this requirement does
not guarantee that suppliers would bid for this contract. The
Council would also not benefit from lower costs that can be
achieved through the collective buying power associated with the
use of a framework agreement.
 
4.    
Option 4: Procure using a compliant framework, Dynamic
Purchasing System (DPS), or Dynamic Market established by a
compliant framework provider – Recommended (Part)
 
As an alternative to Option 3, we propose
purchasing required items under an existing framework, either using
a mini competition or direct award as necessary to achieve the aims
of this strategy, with a call off agreement, such as the CCS
Furniture and Associated Services 2 framework (RM6308), YPO Supply,
Delivery, & Installation of Furniture framework (001244) and
YPO Office Solutions framework (001281). By using a combination of
frameworks, buying options, and Lots it is understood this will
ensure value for money for the Council. For bespoke or highly
specialised items e.g., reception desks, multiple quotes will be
obtained prior to proceeding with purchase. Competitive quotes and
contract options will also be explored for hire agreements as
needed, to ensure value for money for the Council. Where bespoke
items are identified as costing above the supplies and services
threshold, a separate report will be prepared for approval.