Purpose

The Council is in the process
of procuring new contracts for the provision of Hard FM services
for the Council’s operational sites. Changes to the
procurement process as part of developing the strategy and scope
mean that there will be a gap between the end of the current
contract coming to an end and any new contract commencing. This
decision is to approve the necessary interim arrangements for
provision of our Statutory Testing and Inspections, Planned and
Reactive Maintenance, and Time Bound Repairs and associated works,
during this period.

Decision

Following endorsement from the Executive Director of
Housing and Social Investment and Director for Audit, Fraud, Risk,
and Insurance, the Lead Member for Property, Parks &
Leisure,
1.   
Agreed the grant of a
waiver to the Council’s Contract Regulations in regard to the
extension for the Delivery of Hard FM Services to Bellrock Property
and Facilities Management Limited (Company Number
03075427).

2.   
Agreed to vary the
contract for the provision of Hard FM Services with Bellrock
Property & Facilities Management Ltd (Company Number 03075427)
beyond the original contract term for a period of six months from 1
May to 31 October 2024.

3.   
Agreed the overall total associated costs of
£2,235,840.78 (£2,683,008.94 including VAT), which
represents an increase on the current cost of £208,229,34
(£249,874.80) of which £77,247.96 (£92,697.55) is
inflation over the existing over the period. The
overall costs consist of:
o  
£257,640.13 (£309,168.16 including VAT)
per calendar month, or a total of £1,545,840.78
(£1,855,008.96 including VAT) for the fixed fee elements
across the 6-month contract extension period.
 
o  
The cost of any reactive and time bound repairs are
estimated at £115,000 per calendar month (£138,000
including VAT), or a total of £690,000 (£828,000
including VAT).