Purpose

The continued provision of heating within the Princes Theatre and its dressing rooms is essential to ensure the comfort, welfare and safety of customers, performers and staff, particularly as seasonal temperatures begin to fall.
To minimise disruption to theatre operations and avoid any impact on performances, events and customer experience, it is necessary to procure and install a replacement boiler as a matter of urgency.
The preferred contractor is already mobilised on site undertaking works within the Town Hall building, having been appointed through a compliant procurement process and having provided all required assurances, insurances and documentation. Their existing presence on site enables the works to be coordinated and completed at the earliest opportunity, reducing operational risks, mobilisation costs and potential delays associated with engaging an alternative contractor.
To ensure value for money is demonstrated, two quotations have been obtained and assessed prior to awarding the works. Given the urgency of the requirement and the contractor's ability to mobilise immediately, an exemption from the Council's Procurement Procedure Rules is considered justified and represents the most efficient and cost-effective approach.
The proposed contractor is already undertaking works on site and has successfully completed Tendring District Council's due diligence requirements through its current contract arrangements.
Due to the urgency of the situation, with forecast temperatures expected to reduce significantly over the coming days and a full schedule of theatre bookings in place, it has been determined that the works should be awarded to Olympus Mechanical Services Limited to ensure the heating system is restored as quickly as possible and disruption to services is minimised.
To demonstrate value for money, a comparative quotation was obtained from an alternative supplier. The quotation submitted by Olympus Mechanical Services Limited was the lower of the two quotations received and therefore represents the most economically advantageous option. Combined with the contractor's ability to mobilise immediately and its established presence on site, this provides a clear justification for awarding the contract directly.
The existing boiler, which is more than 20 years old, has developed a perforation in the condensing flue pipe. The component cannot be repaired or replaced, as the manufacturer no longer produces the part. In addition, upon further investigation the boiler is no longer considered safe for continued operation and does not comply with current Gas Safe requirements. As a result, replacement of the boiler plant is the only viable option.
This decision has been taken in recognition of the operational and customer service risks associated with a loss of heating. Maintaining adequate heating throughout the theatre and dressing room areas is critical to preserving customer experience, supporting performer welfare, ensuring staff comfort, and enabling the Princes Theatre to continue operating effectively during the colder months.

Decision

To approve an exemption from the Council’s Procurement Procedure Rules and authorise the award of a contract to supply, install and commission a replacement boiler for the Princes Theatre to Olympus Mechanical Services Ltd.

Alternative options considered

None Foreseen