Councillor Ruth Gordon, Cabinet Member for Placemaking and Local Economy, is scheduled to consider a report detailing the proposed award of contracts for fixtures, fittings, and equipment (FF&E) for the new Civic Centre. This meeting will also address the exclusion of the press and public for a specific agenda item related to this contract award.

Award of Contract for Civic Centre Fixtures, Fittings, and Equipment

The primary focus of the meeting is the proposed award of contracts for the supply, delivery, installation, refurbishment, and relocation of fixtures, fittings, and equipment (FF&E) for the new Civic Centre. This centre is set to become the council's main headquarters from 2027, housing office accommodation, democratic and civic functions, and community spaces within a Grade II Listed building and a new annexe.

The procurement for FF&E has been divided into two lots to ensure value for money, support sustainability objectives, and accommodate the differing technical requirements of the buildings, as well as the partial re-use of existing furniture.

• Lot 1: New Furniture (Supply, Delivery and Installation) This lot concerns the procurement of new furniture. The report outlines a proposed award of contract to Bidder J for the sum of £519,530.51. In the event that a contract cannot be awarded to Bidder J, the report suggests awarding it to Bidder K .

• Lot 2: FF&E Refurbishment, Relocation and Installation This lot focuses on the refurbishment, relocation, and installation of existing FF&E. The proposal is to award this contract to Bidder G for £256,815.50. Should a contract not be awarded to Bidder G, the recommendation is to award it to Bidder H .

Both proposed contracts are for a period of five years, commencing on 15th April 2026 and concluding on 15th April 2031, with an option to extend for a further period of up to one year. The report also seeks approval to issue Letters of Intent for each lot, capped at 10% of the contract value, to facilitate early mobilisation and programme certainty before installation.

The Civic Centre Development Project and its procurement strategy for client fit-out items have previously received Cabinet approval. The FF&E procurement supports the delivery of modern office accommodation, civic and democratic functions, public-facing spaces, and community areas. A strong emphasis has been placed on a reuse and circular economy approach, prioritising the refurbishment and reuse of existing furniture where feasible. The council's commitment to sustainability and carbon reduction is highlighted, with the FF&E strategy aiming to reduce embodied carbon by avoiding new manufacture and minimising transport and disposal impacts. Where new furniture is required, specifications will ensure durability and capability for reuse or relocation, aligning with circular economy principles.

The report also details the council's commitment to social value, which formed part of the quality evaluation for the procurement. This includes commitments relating to local employment and skills, sustainability and carbon reduction, and community engagement and reuse of furniture. Furthermore, the council has undertaken an inclusive approach to the Civic Centre redevelopment, with a focus on equality, diversity, and accessibility. This has involved extensive staff engagement, consultation with trade unions and the Disability Action Group, and consideration for neurodiversity in the design process. The Civic Centre is being designed to exceed accessibility standards, and the procurement specifications will include accessible furniture and flexible arrangements to support diverse working styles and needs.

The costs associated with these contracts are to be contained within the overall Civic Centre budget, which was approved by Cabinet on 12th November 2024. The report indicates that approximately £1.35 million remains uncommitted within the capital budget for client fit-out items.

Exclusion of Press and Public

A separate agenda item indicates that the press and public are likely to be excluded from the meeting for the discussion of Item 8, which is the exempt portion of the report concerning the award of the contract for FF&E for the Civic Centre. This exclusion is due to the information being exempt under Section 100a of the Local Government Act 1972, specifically relating to the financial or business affairs of any particular person and information subject to legal professional privilege.