Purpose

The Corporate Safety and Workplace team, as part of
the Customer Delivery Directorate, is in the process of procuring
new contracts for the provision of cleaning and security services
for the Council’s operational sites.

A number of 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.

It is therefore necessary to establish interim
arrangements for provision of security and cleaning services during
this period.
 

Decision

The
Lead Member AGREED:

(i)            
Following endorsement from the Director for Audit,
Fraud, Risk, and Insurance and the Executive Director, to grant a
waiver to the Council’s Contract Regulations in regard to the extension to Bellrock Property & Facilities Management
Ltd.

(ii)           
To vary the contract for the provision of cleaning
and security services with Bellrock
Property & Facilities Management Ltd (Company number 03075427)
beyond the original contract term for a period of four months from
1st April to 31st July 2024.

(iii)         
That the overall total associated costs of
£1,946,228 (or £2,335,474 including VAT), which
represents an increase of £212,672 over the existing cost
over the period.  The overall costs
consists of:

a.   
£389,618 (£467,542 including VAT) per
calendar month, or a total of £1,558,472 (£1,870,166
including VAT) for the fixed fee elements across the 4-month
contract extension period. 

b.   
the cost of any reactive cleaning and security work,
including responsive cleaning and additional security provision are
estimated at £96,939 per calendar month (£116,327
including VAT), or a total of £387,756 (£465,307
including VAT).

(iv)         
That the new monthly charge of £389,618 will
be £53,168 higher than the current monthly contract value and
noted that the resulting pressure of £212,672 will be met
from service budgets.