Sheltered Housing Fire Alarm Upgrades (RC-CPU-23-189)
Renfrewshire Council · 3 April 2025
Back to Finance, Resources and Customer Services Policy Board — 3 April 2025 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 3 April 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for Sheltered Housing Fire Alarm Upgrades (RC-CPU-23-189) ___________________________________________________________________ 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 Works Contract for the Sheltered Housing Fire Alarm Upgrades (reference RC-CPU-23-189) to A. Alexander & Son (Electrical) Limited. 1.2 The recommendation to award the Sheltered Housing Fire Alarm Upgrades Contract follows a procurement exercise which was conducted in accordance with the Open Procedure under the Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Interim Corporate Procurement Manager on 17 January 2025 and both the Head of Housing Services and Head of Facilities and Property Services on 22 January 2025. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board:
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2.1 Authorises the Head of Corporate Governance to award a Works Contract in the form of SBCC Standard Building Contract without Quantities for use in Scotland (SBC/Q/Scot), 2011 Edition, as amended and incorporating the Employer’s Amendments, for the Sheltered Housing Fire Alarm Upgrades (RC-CPU-23-189) to A. Alexander & Son (Electrical) Limited. 2.2 Authorises the award of the Contract for the Contract Sum of £718,694.00 value excluding VAT. 2.3 Authorises a contingency spend of £35,934.70 which equates to 5% of the Contract Sum. 2.4 Authorises a total Approved Contract Value of £754,628.70 excluding VAT, which is the total of the Contract Sum plus the contingency spend). 2.5 Note, this Contract has a sectional completion requirement of 12 sections. Section 1 Date of Possession of the Site is 26 May 2025 and Section 12 Date of Completion is 17 April 2026, all Section dates will be set out in the Council’s Letter of Acceptance. 2.6 Note the award of this Contract requires the provision of a Data Processor Agreement as indicated within the tender documentation. _________________________________________________________ 3. Background 3.1 A central requirement of the Environment, Housing and Infrastructure department is to ensure that statutory legislation is being met so that Council operated properties, facilities and assets are properly maintained in line with relevant legislation. 3.2 The Council has twelve sheltered housing complexes consisting of 300 properties. The properties within these sheltered housing complexes are subject to a range of different maintenance and compliance requirements. 3.3 As part of these requirements the Council requires to appoint a suitably qualified Contractor to carry out the removal of old fire alarm systems and replace them with new digital fire alarm systems in all properties and common areas within each of the sheltered housing complexes. 3.4 To initiate the procurement process a Contract Notice was published on Public Contracts Scotland advertising portal on 23 January 2025 with tender documentation available for downloading from Public Contracts Scotland – Tender portal from this date.
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3.5 During the live tender period, 28 organisations expressed an interest in the tender. By the closing date set for the return of electronic tender submissions on 12 noon, 13 February 2025, 6 organisations submitted a tender response, 9 organisations declined to respond, and 13 organisations did not respond. 3.6 Tenderers were required to complete a Single Procurement Document (SPD) to be submitted with their tender submission in accordance with the standing Order relating to Contracts 11.5 requirement. All 6 organisations were evaluated against a pre-determined set of criteria in the form of the SPD by representatives from the following Council Services: Property Services, the Corporate Procurement Unit, Corporate Risk, and Corporate Health & Safety. 3.7 The 6 tender submissions complied with the minimum selection criteria of the SPD. The 6 tender submissions were each evaluated against the Award Criteria which were based on a weighting of 40.00% Price and 60.00% Quality. 3.8 During the technical evaluation period 1 tenderer was deemed non- compliant due to not complying with the Specification in relation to the Asbestos Management. 3.9 During the commercial evaluation period it was identified that 3 tenderers had each failed to complete the Pricing Documentation as required and were excluded from the competition. 3.10 The remaining 2 tender submissions scores relative to the Award Criteria are noted below: Quality (60%) Price (40%) Total (100%) 1 A. Alexander & Son (Electrical) Limited 60.00% 40.00% 100.00% 2 Ventro Ltd 55.00% 25.14% 80.14% 3.11 The evaluation of tender submissions received identified that the submission by A. Alexander & Son (Electrical) Limited is the most economically advantageous tender. 3.12 Community Benefits were requested as part of the procurement process and A. Alexander & Son (Electrical) Limited have committed to the following Community Benefits. Community Benefits Description No of People / Activity Work Experience Placement for an individual 16+ years of age 2 Financial Support for a Community Project/Group. 1 Non-financial support for a Community Project/Group 1
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___________________________________________________________________ Implications of the Report 1. Financial The costs for this Contract of £754,628.70, excluding VAT, will be met through the Housing Revenue Account Capital Budget. 2. HR & Organisational Development - None directly arising from this report. 3. Community/Council Planning – • Our Renfrewshire is thriving – maximising economic growth, which is inclusive and sustainable. • Our Renfrewshire is well - supporting the wellness and resilience of our citizens and communities. • Our Renfrewshire is fair - addressing the inequalities which limit life chances. • Our Renfrewshire is safe - protecting vulnerable people and working together to manage the risk of harm. Green - leading Renfrewshire to Net Zero. Living Our Values - Delivering best value for our citizens and customers. 4. Legal – The procurement of this Contract was conducted in accordance with the requirements of the Council’s Standing Orders Relating to Contracts 1 January 2024 for a below Regulated value Works Contract. 5. Property/Assets – The Contract will ensure that statutory legislation are being met to ensure that Council operated properties, facilities and assets are properly maintained in line with the legislation. 6. Information Technology - None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety - A. Alexander & Son (Electrical) Limited Health and Safety Submission was evaluated by the Council’s Corporate Health & Safety team and meet the minimum requirements regarding health & safety.
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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 - A. Alexander & Son (Electrical) Limited insurances have been assessed and evaluated to confirm they meet the minimum requirements regarding insurable risk. 11. Privacy Impact – A Data Processor Agreement will be in place between Renfrewshire Council and A. Alexander & Son (Electrical) Limited. 12. Climate Risk – The level of impact associated with provision of these works have been assessed using the Scottish Government Sustainability Test and is considered as Low Risk. 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position – None directly arising from this report. _______________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Kevin Milliken, Senior Procurement Specialist, Corporate Procurement Unit (kevin.milliken@renfrewshire.gov.uk)