Contract Award for MTC for Fire Alarms, Smoke Alarms and Protection Systems - Services and Maintenance
North Lanarkshire Council · 29 August 2022
Back to Enterprise, Growth and Fair Work Committee — 29 August 2022 and its agenda
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North Lanarkshire Council Report Enterprise, Growth and Fair Work Committee Does this report require to be approved? ☐ Yes ☒ No Ref HO PM 21 046 Date 29/08/22 MTC – Fire Alarms, Smoke Alarms & Protection Systems – Services and Maintenance – Negotiated Tender Procedure From Brian Lafferty, Head of Business (Housing Property and Projects) E-mail starbucks@northlan.gov.uk Telephone Siobhan Starbuck -Contract Support Manager via MS Teams 1. Background 1.1 The repairs and maintenance of fire alarm systems, sprinklers, smoke vents were originally intended to be included in a wider procurement exercise, however due to limited interest in the market this route was unsuitable resulting in an NTP being required to provide the critical service of these life safety systems. 1.2 Spie Scotshield Limited were carrying out the existing contract, and therefore are the incumbent Contractor. Executive Summary Committee is asked to acknowledge the actions of the Head of Housing Property and Projects to award a Negotiated Tender to Spie Scotshield Limited to provide a repairs and maintenance service for fire alarm systems, sprinklers and smoke vents. The Contract commenced on 12th March 2022 until 30th November 2022 inclusive. The value of the Contract is up to a maximum of One Hundred and Seventy Five Thousand Pounds (£175,000.00) exclusive of VAT. Recommendations It is recommended that Committee acknowledges the actions of the Head of Housing Property and Projects to award a Negotiated Tender to Spie Scotshield Limited. The Plan for North Lanarkshire Priority Improve the health and wellbeing of our communities Ambition statement (14) Ensure the highest standards of public protection
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1.3 The requirement has now been reprocured utilising a competitive procurement procedure which is due to commence later in the year. 2. Report 2.1 The decision to award a Contract to Spie Scotshield Limited was based on the circumstance surrounding a wider procurement exercise including CCTV works. This function is critical to ensure life safety systems are maintained and operational and could not wait to be undertake as a competitive procurement procedure. 2.2 The value of the Contract is approximately £175,000.00 Price Savings / Increases 2.3 The pricing is fixed for the duration of the contract. Contract Strategy 2.4 Officers from Housing Property and Projects will be responsible for managing the Contract which will be undertaken in accordance with the Council’s agreed approach to contract and supplier management. 3. Measures of success It is anticipated that the award of the Contract will deliver the following successful outcomes: 3.1 the works continue to ensure life safety systems are maintained and operational 3.2 the appointment of a Service Provider who has the experience and capability to deliver an innovative, high quality and responsive service; 3.3 the procurement procedure is compliant with procurement legislation and internal procedures; 3.4 that Best Value is both demonstrable and achieved; and 4. Supporting documentation N/A Brian Lafferty Head of Business (Housing Property and Projects) 5. Impacts ( http://connect/report-template-guidance )
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5.1 Public Sector Equality Duty and Fairer Scotland Duty Does the report contain information that has an impact as a result of the Public Sector Equality Duty and/or Fairer Scotland Duty? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? This Contract will work towards improving outcomes for people and communities by assisting the Council to reduce inequalities of outcomes caused by socio-economic disadvantage. The Council will continue to carry out equality impact assessments to determine if policies, practices, decisions, functions and strategies identify any negative impact on any particular group covered by the protected characteristics of the Equality Act 2010. If Yes, has an assessment been carried out and published on the council’s website? https://www.northlanarkshire.gov.uk/your-community/equalities/equality-and-fairer- scotland-duty-impact-assessments Yes ☐ No ☒ 5.2 Financial impact Does the report contain any financial impacts? Yes ☒ No ☐ If Yes, have all relevant financial impacts have been discussed and agreed with Financial Solutions? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? The cost associated with contract delivery will be contained within CRA budget. 5.3 HR policy impact Does the report contain any HR policy or procedure impacts? Yes ☐ No ☒ If Yes, have all relevant HR impacts have been discussed and agreed with People and Organisational Development? Yes ☐ No ☐ If Yes, please provide a brief summary of the impact? N/A 5.4 Legal impact Does the report contain any legal impacts (such as general legal matters, statutory considerations (including employment law considerations), or new legislation)? Yes ☒ No ☐ If Yes, have all relevant legal impacts have been discussed and agreed with Legal and Democratic Solutions? Yes ☒ No ☐ If Yes, please provide a brief summary of the impact? As this is a Negotiated Tender Procedure engagement with colleagues in with Legal and Democratic Solutions was sought to provide advice around the risks of proceeding to award without undertaking a competitive procurement procedure.
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Risks include the possibility of a challenge to the award decision, however, due to the health and safety aspect of this contract the decision was taken to proceed with the contract award. 5.5 Data protection impact Does the report / project / practice contain or involve the processing of personal data? Yes ☐ No ☒ If Yes, is the processing of this personal data likely to result in a high risk to the data subject? Yes ☐ No ☒ If Yes, has a Data Protection Impact Assessment (DPIA) been carried out and e- mailed to dataprotection@northlan.gov.uk Yes ☐ No ☒ 5.6 Technology / Digital impact Does the report contain information that has an impact on either technology, digital transformation, service redesign / business change processes, data management, or connectivity / broadband / Wi-Fi? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? N/A Where the impact identifies a requirement for technology, has an assessment been carried out (or scheduled) by the Enterprise Architecture Governance Group (EAGG)? Yes ☐ No ☐ 5.7 Environmental / Carbon impact Does the report / project / practice contain information that has an impact on any environmental or carbon matters? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? N/A 5.8 Communications impact Does the report contain any information that has an impact on the council’s communications activities? Yes ☐ No ☒ If Yes, please provide a brief summary of the impact? N/A 5.9 Risk impact Is there a risk impact? Yes ☒ No ☐ If Yes, please provide a brief summary of the key risks and potential impacts, highlighting where the risk(s) are assessed and recorded (e.g. Corporate or Service or Project Risk Registers), and how they are managed? Risks associated with legal proceedings exist if the award decision is formally challenged, however, risk surrounding health and safety concerns existed if the contract was not awarded.
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The service risk register has a specific risk in relation to managing building compliance. This risk has adequate controls in place and is monitored and updated on a monthly basis.