Purpose

The Report to Cabinet ‘HRA Capital
Investment Procurement Strategy’ dated 13th September 2023
made a number of recommendations for the Procurement Award Process
in line with the Sandwell Procurement Process and Procedures 2022
including the Contract Extension of SCC270 Timber Supplies from
30th June 2023 to 31st October 2023. The Contract being duly
extended the Tender Process was put into place.

A Report to the Executive Leadership Team dated 10th October 2023
requested approval to prepare and submit a report to Cabinet using
either general urgency or special urgency exception procedures on
18th October 2023 to implement arrangements to ensure compliance
against the Public Contract Regulations 2015 for those contracts
where necessary spend is required to continue essential service
delivery or statutory compliance.

The Supply of Timber Contract was identified as one of the
Contracts in Breach of Public Contract Regulations 2015 (PCR2015)
and our Corporate Procurement Procedures with a total breach value
of £993,627.00 A request was therefore made to increase the
current Contract Value to remedy the Breach and pro.

The Report sought approval to procure award and enter into Contract
with the successful Contractors to deliver the new Timber Contract
as detailed within the Report and to continue the substantial
Investment in the Council’s Housing Stock.

For Supplies Contracts there were no alternative Options available
other than to Tender as Sandwell’s Asset Management and
Maintenance Team required these Items supplied to undertake repairs
to the Housing stock.

The existing Contract was extended to 29th February 2024 whilst the
procurement process took place.

The Tender for the Timber Supplies was undertaken during the last
quarter of 2023 and was carried out by the Sandwell Metropolitan
Borough Council ‘In House’ Procurement Team.

Tenders were received from 4 Companies (Detailed within Tender
Evaluation Matrix) attached. The Evaluation criteria was based on
80% Cost and 20% Quality.

The Cost basis was a schedule of component materials extrapolated
from known data over a twelve (12) month period made up of LOTS
1-7.

A panel of 3 was set up to review and mark the Quality Questions
from 0-5 following which a Moderation Meeting was held and a
Moderated Mark agreed on those scores where a consensus did not
exist. A copy of the Moderated Marking is included within the
Evaluation Report (Attached to this Document).

Based on both Cost and Quality the decision was made to award the
LOT 1 and 7 Supply Contract to B.G.N Boards Co. Ltd and LOT
2,3,4,5,6 Supply Contract to Contract to Global Timber Products
Limited.

Content

To appoint B.G.N Boards Co. Ltd as sole
provider of Timber Products LOT 1 & LOT 7. To appoint Global
Timber Products Limited as sole provider of Timber Products LOT 2,
LOT 3, LOT 4, LOT 5, LOT 6. Both appointments to be effective from
01 March 2024 to 28 February 2026 with an option to extend by 1
year to 28 February 2027, subject to satisfactory
performance.

B.G.N Boards Co. Ltd
01 March 2024 to 28 February 2026 = £198,278.10
01 March 2026 to 28 February 2027 = £99,139.05
Total Value = £297,417.15
(subject to Indexation after Year 1).

Global Timber Products Limited
01 March 2024 to 28 February 2026 = £360,892.60
01 March 2026 to 28 February 2027 = £180,446.30
Total Value = £541,338.90
(subject to Indexation after Year 1).