Decision details

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

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 31^st 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 3^rd July 2023 and decision to award 26^th 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 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 1^st 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 1^st July 2024.

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