Procurement exercise to establish new framework contracts for the following Hard Facilities Management Services:

-General Building – Responsive Maintenance

-Fire and Intruder Alarms: Servicing and Responsive Maintenance

-Fixed Electrical Inspection and Testing and Testing and Portable Appliance Testing (PAT)

REPORT TO; The Assistant Director, Strategic Resources (CYPS and Property)

DECISION DATE: 17^th September 2021

SUPPORTING ANNEX; This report includes a supporting Annex which contains exempt information as described in paragraphs 1 and 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended).

PROPOSED RECOMMENDATION

To undertake a procurement exercise to establish new framework contracts for the following Hard Facilities Management Services, with each being split into two contracts – East and West:

- General Building – Responsive Maintenance

- Fire and Intruder Alarms: Servicing and Responsive Maintenance

- Fixed Electrical Inspection and Testing and Testing and Portable Appliance Testing (PAT)

BACKGROUND TO SUPPORT THE RECOMMENDATION

The Council’s current Hard Facilities Management Services frameworks initial contract period is due to expire at the end of January 2022 for the following services:

- General Building – Responsive Maintenance

- Fire and Intruder Alarms: Servicing and Responsive Maintenance

- Fixed Electrical Inspection and Testing and Testing and Portable Appliance Testing (PAT)

A decision has been made to undertake a procurement exercise to establish new frameworks for these contracts and not utilise the option of contract extension for these contracts.  The procurement will commence later this year with a view to having new framework contracts in place by February 2022.  It is proposed that the frameworks will be for a duration of two years with options to extend for a further two, one year, periods.  Maximum framework period four years. 

LEGAL AND GOVERNANCE COMPLIANCE

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

This is a key decision.  The proposal to procure was entered on the forward plan in July 2021.

RECOMMENDATION

That the procurement exercise to establish new framework contracts for the following Hard Facilities Management Services be approved:

- General Building – Responsive Maintenance

- Fire and Intruder Alarms: Servicing and Responsive Maintenance

- Fixed Electrical Inspection and Testing and Testing and Portable Appliance Testing (PAT)

Hard Facilities Management Procurement/KE

7^th September 2021