Councillor Sarah Williams, Cabinet Member for Housing Services, Private Renters and Planning, approved the award of a significant contract for essential maintenance of water storage and distribution systems. This decision ensures the ongoing safety and compliance of these systems for council residents.

Award of Contract for Water Systems Maintenance

Councillor Sarah Williams approved the award of a five-year contract, with the option for two one-year extensions, to Tenderer A for the planned preventative maintenance, responsive repairs, and L8:2013 compliance for water storage and distribution systems. The total value of the contract is approximately £3,150,000, with an estimated annual cost of £450,000. The contract is set to commence on 1 May 2024.

This decision was made to ensure the council can effectively deliver maintenance and repairs for communal cold water storage tanks and associated pipework. The contract will address urgent and high-risk actions related to water supply and legionella risk, ensuring compliance with the Health and Safety Executive's (HSE) Approved Code of Practice (ACOP) L8 and HSG274 guidelines. The responsive provision will guarantee prompt action in cases of equipment failure that could lead to a loss of water supply or pose a risk to residents. Planned works will include regular testing and measures to prevent legionella contamination.

The council considered several alternative options. Choosing to Do Nothing was rejected due to the increased risk of water supply disruption and the potential for dangerous legionella contamination. Carrying out the work through in-house resources was not feasible as the council lacks the necessary suitably trained and certified operatives, and the time required for recruitment and training would be prohibitive. Utilising existing contracts was also not an option, as the current contract for this service expired in April 2024 and could not be extended further. The council also needed to ensure value for money and compliance with current regulatory requirements.

The procurement process involved issuing tender documentation to 59 suppliers registered on the London Construction Programme (LCP) Minor Works Dynamic Purchasing System (DPS). 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, achieving a total score of 87%. Despite being the sole bidder, Tenderer A demonstrated strong technical knowledge and experience, and their pricing was deemed competitive compared to previous contracts and current market trends.

The works will be funded through a combination of capital and revenue expenditure, with budgets already in place. Contract performance will be monitored through monthly review meetings and on-site inspections to ensure quality, value for money, and completion of assigned works. Leaseholders will be recharged a proportionate part of the costs, but these will not exceed the £100 threshold per year, meaning no Section 20 consultation is required. The contract is expected to contribute to the council's corporate delivery plan objective of ensuring residents have safe, sustainable, stable, and affordable homes. Furthermore, the contract will promote carbon efficiency by ensuring systems operate effectively, reducing waste and unnecessary component replacements.

The meeting also noted information regarding filming at meetings. No declarations of interest were made, and there were no urgent business items or deputations/petitions/questions. Item 8 of the agenda, concerning exempt information related to the award of the contract, was considered with the press and public excluded.