Decision

The Cabinet Member approved to direct award
the contract for the refurbishment of the wet-side changing area at
Burntwood Leisure Centre to Ascot Services, in line with the
Councils Contract Procedure Riles via the Procure Partnership
Framework, within the agreed budget.

Reasons for the decision

The refurbishment of the wet side changing
area at Burntwood Leisure Centre is essential to maintain the
Council’s asset, improving user experience, and preventing
further deterioration that could lead to increased future repair
costs.
 
A compliant and transparent market engagement
exercise was undertaken via Procure Partnership Framework. Six
potential contractors were initially identified, a contractor was
initially engaged first based on their experience with similar
works. Following detailed cost review, the contractors pricing did
not align with the approved project budget. As a result, the
Council revisited the framework to identify alternative contractors
able to deliver the project within the budget and timescales.
 
Following the reassessment of suitable
framework contractors, Ascot Services were identified as a
compliant contractor eligible for direct award under the
framework.
 
•          
Ascot provided baseline costs that are fully aligned with the
approved budget
•          
Their proposal demonstrates capacity, experience, and value for
money
•          
This makes Ascot the most economically advantageous and deliverable
option within the required timeframe
 
Ascot Services have already undertaken a
baseline costing exercise for the project and have confirmed:
 
•          
Material supply chains in place
•          
Ability to procure at competitive framework rates
•          
Availability to meet the required delivery window
This enables the Council to mobilise works
quickly without further delay.
 
 
Awarding the contract directly to Ascot
Services mitigates the risks associated with:
 
•          
Re-tendering
•          
Extending the programme
•          
Further price inflation
•          
Disruption to centre users
Proceeding via direct award ensures the
project remains within budget and can be delivered at pace.
 
Ascot’s baseline costs provide:
 
•          
Budget certainty
•          
Reduced mobilisation risk
•          
Delivery within the agreed financial envelope
Their framework rates and immediate
availability offer a cost-efficient and timely solution for the
Council.

Alternative options considered

Re-running the procurement process would delay
the project and risk missing the critical completion deadlines.