Decision Maker:

Outcome: Recommendations Approved (subject to call-in)

Is Key Decision?: No

Is Callable In?: Yes

Date of Decision: November 27, 2025

Purpose: This report seeks authority for the council to enter into two new contracts for works in relation to its housing stock and tenancy services. The contracts are as follows:   1.  A 5 year contract with an option for the Council to extend for 24 months in 12 month intervals, for the replacement of UVPC windows and doors in HRA owned social housing stock and GF owned temporary accommodation stock. The value of this contract is expected to be in the region of £3 Million.   2.  A 5 year contract with an option for the Council to extend for 24 months in 12 month intervals, for the replacement roofs in HRA owned social housing stock and GF owned temporary accommodation stock. The value of this contract is expected to be in the region of £3 Million.

Content: Cabinet agreed the following:   1.  A 5 year contract with an option for the Council to extend for 24 months in 12 month intervals, for the replacement of UVPC windows and doors in HRA owned social housing stock and GF owned temporary accommodation stock. The value of this contract is expected to be in the region of £3 Million;   2.  A 5 year contract with an option for the Council to extend for 24 months in 12 month intervals, for the replacement roofs in HRA owned social housing stock and GF owned temporary accommodation stock. The value of this contract is expected to be in the region of £3 Million.

Reasons for the decision: The letting of these contracts is key to maintaining safe and secure homes as well as mitigating the risk of hazards such as damp and mould.   Granting a longer-term contract offers the opportunity to achieve greater value for money (with lower annualised costs), foster a strong relationship with the principal contractor, and ensure excellent service continuity for our residents.   The contracts are primarily for HRA social housing stock but with capacity for GF temporary accommodation stock if necessary.   The nature of the contracts, with a higher value at a longer term, provide flexibility to call-off works or projects as required throughout the term. This means we are not committed to spending at the indicative level at this point and will only issue orders within the available approved budget.

Alternative options considered: 1.  Procure the contracts at a different value and timeframe. It is not recommended to reduce the value or timeframe of the contract for the following reasons - obtain better value for money in higher value, longer term contracts due to economies of scale and provides an opportunity to form strong relationships with the principal contractors.   2.  Do nothing. This is not recommended as we will not have a compliant contract in place to replace UPVC windows and doors or flat and pitched roofs. Even though our partnering contractor can carry out this work on our behalf, we will achieve better value for money by procuring a specific contract.