Purpose

Cabinet is recommended to
approve commencing the procurement process of a new
mechanical and electrical contract for the Council’s
Facilities Management Function. 
 

Content

Cabinet approved the procurement
strategy detailed in this report for a restricted procurement
process to be undertaken in order to appoint a single provider in
respect of Mechanical and Electrical Services for a proposed
contract term of 4 years from 1 October 2025 with options to extend
for two 1 year extension periods (1+1).
 
Options & Alterntiaves
 

Option Summary

Relative
Advantage

Benefit

Disbenefit

Score

Do
nothing

There is no
advantage, the Council will be put at risk if they do
nothing.

This option
is not recommended as this puts the Council at risk of no longer
being compliant in line with procurement
regulations.

The Councils
corporate buildings would no longer be compliant in accordance with
the Health and Safety at Work Act 1974 and the Council will be
failing in their duties as landlord. 
The Council will also be in breach of PCR 2015.

0 out of 10

Procure via a
framework

The advantage to
using a framework will be speed, therefore less resource and time
to complete the process being required.

Faster
procurement process as using a framework will ensure all pre-checks
are completed in advance. 
This
option is not recommended as there will be limited opportunity for
local SMEs to register their interest as many will not be
registered with frameworks.
 

Not many SMEs
can access frameworks and LBWF will be limited on who they can
approach to invite for tender.
Most frameworks
also charge a fee or increase their schedule of rates to include a
fee so the Council may not receive value for
money.

6 out of 10

Issue invitation
to tender via Restricted procurement process.

The advantage
using the restricted ITT process will be to gain strong interest
from a healthy engineering market.

By using the SSQ
and ITT process will then enable to Council to get good interest
from the market and take through at least 6 bidders to ITT
stage.
This
is the recommended option as this will enable the Council to
complete a compliant tender process with good interest from all
engineering companies especially SMEs.
 

Utilising the
SSQ and ITT route uses more time and resources.
 
 

10 out of 10