Hard Facilities Management Water Hygiene Contracts Extensions

REPORT TO; Assistant Director, Property, Procurement and Commercial

DECISION DATE: 26^th March 2024

PROPOSED RECOMMENDATION

Contract extensions for Hard Facilities Management Water Hygiene: Risk Assessment, Monitoring and Works 1^st April until 30th June 2024

BACKGROUND TO SUPPORT THE RECOMMENDATION

A procurement exercise has taken place to establish new contracts for Hard Facilities Management Water Hygiene: Risk Assessment, Monitoring and Works, as the contracts established by the former County Council are due to expire on the 31^st March 2024.  The new contracts include provision to provide all relevant servicing and maintenance for additional Council properties as other (ex district) contract arrangements expire, as well as provision for Property’s Traded Service Property Solutions clients. 

The intention to procure was entered onto the forward plan in February 2023, the decision to procure was made on the 3^rd July 2023.  Tenders were received in October 2023 and officer evaluation commenced.  As part of the evaluation a number of issues required clarification with contractors who submitted tenders, with officers having to further evaluate responses.

Due to size and service requirements of the new contracts and the need for further clarification to be worked through, there is insufficient time for the contracts to be awarded and mobilisation completed for the 1^st April 2024.  Therefore, there is a requirement for the current contractual arrangements to be extended for a 3-month period, with the new contracts expecting to  commence on the 1st July 2024.  This extension will enable continuity of service to facilitate essential and critical Water Hygiene services, until the new contracts which has been tendered come into place.

LEGAL AND GOVERNANCE COMPLIANCE

The procurement exercise will be undertaken by the Council’s Procurement and Contract Management Service September to December 2023.

RECOMMENDATION

That contracts be extended for Hard Facilities Management Water Hygiene: Risk Assessment, Monitoring and Works.

Hard Facilities Management Contracts Extensions – Water Hygiene

Katherine Edge, Senior Property Officer

18^th March 2024