Decision details

Key Decision in relation to the Office Furniture contract

Decision Maker: Assistant Director - Property, Procurement & Commercial

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


A Key Decision is required in relation to the Office Furniture contract in order to utilise the available contract extension from 1 April 2024 – 31 March 2025.

Approval for the extension has been granted through the Gateway process, and while spend under the contract isn’t expected to breach the £500,000 expenditure threshold to trigger a Key Decision, the addition of spend for all legacy authorities following LGR has increased the anticipated whole life cost.

A Key Decision is being taken as the anticipated whole life cost falls close to the threshold and with spend against this contract being variable, there is a risk the threshold may be exceeded.


To extend the existing contract for a period of 12 months from 1 April 2024 to 31 March 2025.

Reasons for the decision:

There have been no issues with the current contract / supplier. Prices are fixed through both the initial term and extension period. Secondly, in response to the Local Government Reorganisation (LGR), the Authority is going through a period of transformation where the requirements of the new single authority are yet to be fully understood. A review of the property portfolio is being undertaken and as such spend for the 12 month extension period will be greatly reduced on previous years.

The extension of the existing contract will provide stability while the transformation work is completed and future requirements established, ahead of going back out to market for a new contract from 1 April 2025.

Alternative options considered:

None given.

Publication date: 29/01/2024

Date of decision: 23/01/2024

Effective from: 06/02/2024

Accompanying Documents: