Councillor Sarah Williams, Cabinet Member for Housing Services, Private Renters, and Planning, approved the award of a contract for the maintenance, repair, and upgrade of community alarm systems. This decision will ensure the continued safety and well-being of vulnerable residents across 47 sheltered housing schemes in Haringey.

Award of Contract for Community Alarm Systems

Councillor Sarah Williams approved the award of a contract to Tenderer A for the provision of maintenance, repair, and upgrade services for community alarm systems. The contract, which will commence on 1st April 2024, has an initial duration of five years with the option to extend for two additional one-year periods, bringing the maximum potential value to £2,548,000. This decision was made to ensure that lifeline community alarm systems, crucial for the safety of vulnerable residents, are maintained to the highest standards.

The works include planned maintenance, urgent repairs, and upgrades to pendants and careline equipment, in line with British Standards (BS5839‑6:2019). The contract also covers the upgrading of smoke and heat alarms in individual properties and communal areas, and the maintenance of telecom connections to the warden call alert system. These upgrades are deemed essential to provide vulnerable residents with the highest level of protection regarding fire detection and alarm systems.

The council considered several alternative options before making this decision. The Do Nothing option was rejected as it would significantly increase risks to residents and expose the council to potential prosecution for failing to safeguard its residents and contravening safety regulations. Carrying out the work through in-house resources was also deemed unfeasible due to a lack of suitably trained and certified operatives and the time required for recruitment and training. Using existing contracts was not an option as the current contract for this service expires in March 2024 and cannot be extended further.

The procurement process for this contract involved issuing tender documentation to 82 suppliers registered on the London Construction Programme (LCP) Minor Works Dynamic Purchasing System (DPS). However, only one valid tender submission was received from Tenderer A. This submission was evaluated on a 50% Quality, 10% Social Value, and 40% Price basis. Tenderer A demonstrated excellent knowledge and experience, and the price submission was deemed valid and in line with current market rates, representing value for money.

A notable aspect of the contract is the inclusion of a social value commitment, where Tenderer A will provide 200 staff hours to deliver wellbeing sessions across the sheltered housing schemes. This initiative was welcomed by Councillor Williams as a valuable addition to the service.

The report also highlighted the contribution of this project to the council's Corporate Delivery Plan, specifically theme 5: A borough where everyone has a safe, sustainable, stable, and affordable home. Furthermore, the contract is expected to contribute positively to carbon and climate change objectives by ensuring systems operate efficiently, reducing electricity demand, and minimising waste from unnecessary equipment replacement.

The decision was made following consultation with statutory officers, including Finance, Procurement, and Legal & Governance, who confirmed the financial and legal compliance of the proposed award. The report also addressed the Public Sector Equality Duty (PSED) under the Equality Act 2010, concluding that the contract is expected to have a neutral impact on equalities with no anticipated negative consequences.

The meeting also noted the standard procedures regarding filming at meetings, the absence of apologies for absence, urgent business, declarations of interest, and deputations/petitions/questions. Item 8 of the agenda, concerning exempt information related to the contract award, was considered in private.

The full details of the contract award can be found in the Public reports pack and the Printed minutes.