Purpose

The purpose of this report is
to approve the award of successful tenders for Housing Management
Services (HRA) Planned Maintenance Contracts following a
procurement exercise.
 
Summary
At the Cabinet meeting held on
30 November 2021 the strategy for the procurement of the planned
and reactive maintenance contracts for Housing and General Fund
assets was considered and the strategy approved. It was resolved to
Delegate the award of successful tenders to the Cabinet Member for
Housing.
 
The procurement process was
delivered in 2023 using the Open Procedure. An initial compliance
review was undertaken to validate that all tenderers had passed the
initial selection questionnaire phase and returned all
documentation outlined in the Invitation To Tender.
 
The planned maintenance work
was separated into 8 individual Lots with suppliers invited to bid
for single, multiple, or all Lots.
 
Evaluations were undertaken by
panels. Supplier bids were evaluated based on their quality
proposals and pricing schedules. For each Lot a panel evaluated the
Quality Proposal and a separate panel evaluated the Pricing
Schedules.
 
Full details of the evaluation
process and outcomes is contained within the Procurement Evaluation
Report – FM1777 Planned and Reactive Maintenance Lots 1-8.
(Note – this document contains information that is Commercial
in Confidence and is not in the public domain).
 
 

Content

I confirm the
decision to award the 8 contract Lots to the
successful tenderers as set out in the report. 
 
This decision was
published on 26
June 2024, and will come into
effect on 4 July
2024. 
 

Reasons for the decision

The council has a duty to
maintain its housing assets. Part of that maintenance provision is
through contracted services which are procured through formal
processes as determined by legislation, regulation, and council
policy. The decision to award the maintenance contracts is the
conclusion of the successful and compliant procurement
process.
 

Alternative options considered

The outcome of the tender
process was that successful bids were identified for each Lot and
therefore the option not to award was discounted.