Hard Facilities Management Mechanical Equipment and Plant Contracts Extensions

REPORT TO; Assistant Director, Property, Procurement and Commercial

DECISION DATE: 26^th March 2024

PROPOSED RECOMMENDATION

Contract extensions for Hard Facilities Management Mechanical Equipment and Plant: Servicing and Responsive Maintenance from 1st April until 30th June 2024

BACKGROUND TO SUPPORT THE RECOMMENDATION

A procurement exercise has taken place to establish new contracts for Hard Facilities Management Mechanical Equipment and Plant: Servicing and Responsive Maintenance, as the contracts established by the former County Council are due to expire on the 31st March 2024.  The new contracts include provision to provide all relevant servicing and maintenance for additional Council properties as other (ex district and borough) 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 3rd July 2023 and decision to award 26th January 2024, with the procurement being a key decision.  Following the date of the decision to award, correspondence and evaluation clarifications have been occurring with contractors who submitted tenders, as part of the procurement standstill period and prior to the issue of award letters. 

Following the issue of award letters and due to the size and service requirements of the new contracts, there is insufficient time for the contractors to mobilise for the new contracts to commence on the 1st 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 responsive and statutory compliance mechanical services (boiler, ventilation etc), until the new contracts which has been tendered come into place on the 1st July 2024.

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 Mechanical Equipment and Plant: Servicing and Responsive Maintenance.

Hard Facilities Management Contracts Extensions – Mechanical Equipment & Plant

Katherine Edge, Senior Property Officer

18^th March 2024