Decision Maker: Executive

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: February 3, 2025

Purpose: To advise the Executive of the procurement process to provide a 5-year term contract with options to extend, for the service, maintenance and installation of new heating and hot water systems in the Council’s housing stock and public buildings.   To seek delegated authority to appoint a single contractor for the contract term, following a thorough procurement/tendered process.   This contract maintains heating, hot water systems including gas and heat pumps.  It also delivers our legal responsibilities to ensure gas installation in our properties remain safe.   The report provides Members with details of the new contract that will replace existing contract arrangements which expire in the summer of 2025.   Further details surrounding the funding arrangements, including the total estimated cost to deliver the contract, are provided in Confidential Appendix A to the report.   This report seeks Executive agreement for delegated authority that will allow an efficient hand-over from the existing contractor to a new provider.  

Content: RESOLVED that the Executive agrees:   (a)  the funding mechanisms, as outlined in confidential Appendix A to the report to enable the continued service, maintenance and installation of new heating and hot water systems in the Council’s housing stock and public buildings;   (b)  that the award of contract for the service, maintenance and installation of new heating and how water systems in the Council’s housing stock and public buildings be delegated to the Director of Housing, following consultation with the Executive Member for Housing; and   (c)  that an extension of up to 6 months of the existing contract for Gas Servicing, Maintenance and Installation be delegated to the Director of Housing, following consultation with the Executive Member for Housing, to ensure a seamless handover from the existing to the new provider.