Report - Inspection, Testing, Maintenance and Repairs of Passenger Lifts, Stairlifts and Winches
Renfrewshire Council · 13 February 2025
Back to Finance, Resources and Customer Services Policy Board — 13 February 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 13 February 2025 ___________________________________________________________________ Report by: Report by the Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for the Inspection, Testing, Maintenance and Repairs of Passenger Lifts, Stairlifts and Winches – Council Wide (RC-CPU-24-145) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Services Contract for the Inspection, Testing, Maintenance and Repairs of Passenger Lifts, Stairlifts and Winches – Council Wide (RC-CPU-24- 145) to Jackson Lift Services Limited. 1.2 The recommendation to award the Services Contract follows a procurement exercise conducted in accordance with the Public Contracts (Scotland) Regulations 2015 and the Council’s Standing Orders Relating to Contracts for an above Threshold Services Contract using the Open Procedure. 1.3 A Contract Strategy was approved by the Head of Facilities and Property Services and the Corporate Procurement Manager in October 2024. _________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board:
Page 2
2.1 Authorises the Head of Corporate Governance to award a Services Contract in the form of a SBCC Measured Term Contract for use in Scotland, MTC/Scot (2011 Edition) as supplemented and amended by the Employers Amendments, for the Inspection, Testing, Maintenance and Repairs of Passenger Lifts, Stairlifts and Winches – Council Wide (reference RC-CPU-24-145) to Jackson Lift Services Limited. 2.2 Authorises the approved contract value of up to £750,000 excluding VAT for the Contract Period, including use of any extension periods. 2.3 Notes that the Services Contract will be for an initial Contract Period of 3 years with the Council having, at its sole discretion, the option to extend the contract for additional periods of 12 months on two occasions only, for a maximum Contract Period of 5 years. It is anticipated that the Contract will commence on 21 March 2025; if the Contract does not commence on this date, the Contract will commence on the date stated within the Council’s Letter of Acceptance. 2.4 Note that the award of this Contract is subject to Jackson Lift Services Limited providing the level of Public Indemnity insurance as indicated within the tender documentation. Jackson Lift Services Limited has indicated that where successful and prior to an award, they will increase their insurance cover to the level required. _________________________________________________________ 3. Background 3.1 Within the Council’s property portfolio, there are various types of lifting equipment installed which are used by members of the public, housing tenants and Council staff members. Lifting equipment, within the context of this contract, would be defined as passenger carrying lifts, stair lifts and chandelier winches. It should be noted that stair lifts within individual residential properties are not within the scope of this Services Contract. 3.2 To ensure reliability of this equipment, minimise breakdowns and extend the life of the equipment, the Council employs a specialist lift maintenance contractor to carry out a programme of regular planned maintenance. The contractor also carries out reactive repairs and provides a 24 hours per day, 7 days per week, 365 days per year response to emergency call-outs for entrapments and breakdowns.
Page 3
3.3 To initiate this procurement process, a Contract Notice was published on the Find-a-Tender Service via the Public Contracts Scotland advertising portal on 15 November 2024 with the tender documentation available for downloading from the Public Contracts Scotland - Tender portal from this date. 3.4 During the live tender period, ten organisations expressed an interest in the tender. By the closing date set for the return of electronic tender submissions, 12 noon on 17 December 2024, three organisations submitted responses, one declined to respond, and six organisations did not respond. 3.5 In accordance with Regulation 60 of the Public Contracts (Scotland) Regulations 2015, Tenderers were required to complete a Single Procurement Document (SPD) to be submitted with their tender submission. All three tender submissions were evaluated against a pre- determined set of Criteria in the form of the SPD by representatives from the following Council services: Facilities Management, the Corporate Procurement Unit, Corporate Risk and Corporate Health & Safety. 3.6 All three tender submissions received complied with the minimum selection criteria of the SPD. The three tender submissions were each evaluated against the Award Criteria of 30% Quality and 70% Price. 3.7 The scores relative to the Award Criteria for each of the three tender submissions are noted below: Tenderer Price (70%) Quality (30%) Total (100%) Jackson Lift Services Limited 70.00% 24.75% 94.75% ADL Lift Services Limited 50.29% 17.25% 67.54% RJ Lifts Group Limited 33.72% 18.80% 52.52% 3.8 The evaluation of tender submissions received identified that the tender submission by Jackson Lift Services Limited was the most economically advantageous tender. 3.9 The form of Contract is SBCC Measured Term Contract for use in Scotland, MTC/Scot (2011 Edition) as supplemented and amended by the Employers Amendments.
Page 4
3.10 The costs for the Inspection, Testing, Maintenance and Repairs of Passenger Lifts, Stairlifts and Winches – Council Wide will be met through Environment, Housing and Infrastructure Services Public Building Repairs Budget. 3.11 Community Benefits were requested as part of the procurement process and Jackson Lift Services Limited confirmed that the following Community Benefit would be made available to the Council for this Services Contract. Community Benefit Outcome Description No of People / Activities Work Experience Placement for an individual aged 14+ years of age 2 S/NVQ (or equivalent) 2 Industry Skill Transfer to Schools 1 Business advice/support to an SME /Social Enterprise/ Voluntary organisation 1 ___________________________________________________________________ Implications of the Report 1. Financial - The budget for this Services Contract will be £750,000 excluding VAT for the full 5-year contract period, inclusive of two optional 12-month extension periods if utilised by the Council. This will be funded from the Environment, Housing and Infrastructure Public Building Repairs Budget (Revenue). 2. HR & Organisational Development - None directly arising from this report. 3. Community/Council Planning – Place Working with partners to ensure our neighbourhoods are safe, vibrant and attractive places to live. Economy Supporting our citizens, particularly those furthest from the jobs market, into fair work - well paid, fulfilling employment through Community Benefits Green Ensuring our journey to net zero is a just transition with climate justice and fairness at the heart, finding opportunities to challenge inequalities in new green ways as we tackle the climate crisis.
Page 5
Living our values Ensuring Renfrewshire Council delivers Best Value for our citizens and customers, that we are a well governed, effective organisation. Caring for the health and wellbeing of all our workforce, supporting us to work well and deliver great services. 4. Legal - The procurement of this Services Contract has been conducted as an above Threshold Open Procedure in accordance with the Public Contracts (Scotland) Regulations 2015 and Renfrewshire Council’s Standing Orders Relating to Contracts. 5. Property/Assets - This Services Contract will assist the Council in its legal obligation to ensure that properties within its control are safe to use and compliant with building legislation. 6. Information Technology - None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety - Jackson Lift Services Limited’s health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s minimum requirements regarding health and safety. 9. Procurement – The procurement procedure outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency, and modern Government. 10. Risk - Jackson Lift Services Limited’s insurances have been assessed and evaluated to confirm that they meet the minimum requirement regarding insurance risk, excluding Professional Indemnity insurance to the level required under the tender, for which the Jackson Lift Services has confirmed they will obtain prior to the award of this Contract. 11. Privacy Impact - None directly arising from this report. 12. Climate Risk – The level of impact associated with provision of these works has been assessed using the Scottish Government Sustainability Test and is considered low risk. • Carbon Energy Consumption – The contractor will be required to consider energy saving measures where possible. • Carbon – Vehicle Emissions – Vehicles will be routinely used for the delivery of supplies and resources to the sites.
Page 6
The Contractor will consider the pollution from their vehicles when working on site and to switch off the engine when not using to prevent unnecessary emissions. 13. Children’s Rights – This report does not cover a new policy, function or strategy nor a substantive change to an existing policy, function or strategy which will have an impact on children’s rights. 14. Cosla Policy Position – None directly arising from this report. _________________________________________________________ List of Background Papers - None ___________________________________________________________________ Author: KerriAnne Ben Ammar, Senior Procurement Specialist