CAR for Maintenance and Refurbishment of Tenanted Properties
Renfrewshire Council · 20 November 2025
Back to Finance, Resources and Customer Services Policy Board — 20 November 2025 and its agenda
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OFFICIAL ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 20 November 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for Maintenance and Refurbishment of Tenanted Properties (RC-CPU-24-208) ___________________________________________________________________ 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 provision of Maintenance and Refurbishment of Tenanted Properties (reference RC-CPU-24-208) to City Gate Construction (Scotland) Limited. 1.2 The recommendation to award the Contract for Maintenance and Refurbishment Works of Tenanted Properties follows a procurement exercise conducted in accordance with the Public Contracts (Scotland) Regulations 2015, as amended and the Renfrewshire Council’s Standing Orders Relating to Contracts for an above GPA Works Contract using the Open Procedure. 1.3 A Contract Strategy was approved by the Interim Corporate Procurement Manager on 26 June 2025 and the Head of Housing on 12 June 2025. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board:
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OFFICIAL 2.1 Authorises the Head of Corporate Governance to award a Works Contract in the form of a SBCC Measured Term Contract, 2011 edition for use in Scotland with Employer’s Amendments for the Maintenance and Refurbishment of Tenanted Properties (RC-CPU-24-208) to City Gate Construction (Scotland) Limited (co. no.SC244614). 2.2 Authorises the approved contract value of up to £27,747,894.47, excluding VAT, for the Contract Period including any extension periods. 2.3 Note that it is anticipated that the Contract Commencement Date will be 02 February 2026. The Contract will be for an initial Contract Period of 24 months with the option to extend this period for up to 12 months on two separate occasions at the Council’s sole discretion. 2.4 Note that as part of the Contract, as identified in the ITT, City Gate Construction (Scotland) Limited will enter into a Data Processor Agreement with the Council. _________________________________________________________ 3. Background 3.1 A central requirement of Environment, Housing and Infrastructure is to ensure that Council properties, facilities and assets are of a proper standard, are properly maintained in a manner that complies with statutory legislation and that the appropriate records are maintained. This procurement is for a Measured Term Contract for the appointment of a suitably qualified contractor to carry out the maintenance and refurbishment works to tenanted properties, including kitchens, bathrooms and rewires, where the requirement for these works cannot be met internally within the Council by Building Services. The award of this contract will ensure the Council’s housing stock is maintained to the required regulatory standards, including the Scottish Housing Quality Standard (SHQS), and that properties are maintained and refurbished within an agreed timescale to ensure targets are met. 3.2 This is a contract with no guarantee of spend under the SBCC Measured Term Contract 2011 Edition with Employer’s Amendments. The maximum spend over the maximum 4 year period including use of both extensions is up to £27,747,894.47. Payment will only be made for completion of relevant task orders issued by the Council and accepted by the Contractor.
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OFFICIAL 3.3 To initiate this procurement process a contract notice was published on Find a Tender via the Public Contracts Scotland advertising portal on 27 June 2025 with the tender documentation available for downloading from the Public Contracts Scotland – Tender portal from this date. 3.4 During the live tender period, 38 organisations expressed an interest in this opportunity. By the closing date set for the return of electronic tender submissions, 12 noon on 25 August 2025, 4 organisations (Tenderers) submitted a response, 8 declined and 26 failed to respond. 3.5 All Tenderers were required to complete a Single Procurement Document (“SPD”) to be submitted with their tender submission in accordance with Regulation 60 of the Public Contracts (Scotland) Regulations 2015. The 4 tender submissions received contained a completed SPD and each was then evaluated against a pre-determined set of criteria in the SPD by representatives from Housing Services, the Corporate Procurement Unit, Corporate Risk and Corporate Health and Safety. 3.6 Three of the tender submissions received complied with the minimum selection criteria of the SPD. One tender submission did not meet the minimum selection criteria detailed within the SPD and was deemed irregular and removed from the procurement process. The remaining tender submissions were each evaluated against the Award Criteria, which were based on a weighting of 65% Price and 35% Quality. 3.7 The scores relative to the award criteria for each of the tender submissions are noted below: Quality (35%) Price (65%) Total (100%) 1 City Gate Construction (Scotland) Limited 35 65 100 2 MP Group UK Limited 33.25 62.12 95.37 3 Procast Property Services Ltd. 33.50 52.30 85.80 3.8 The evaluation of tender submissions received identified that the tender submission by City Gate Construction (Scotland) Limited was the most economically advantageous tender. 3.9 The form of Contract will be SBCC Measured Term Contract 2011 Edition with Employer’s Amendments. 3.10 Community Benefits were requested as part of the procurement process and City Gate Construction (Scotland) Limited have committed to the following Community Benefits:
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OFFICIAL Community Benefits Description No of People / Activity Job for an unemployed individual 2 Modern Apprenticeship 2 Work Experience Placement for an individual 16+ years of age 5 Work Experience Placement for an individual 14+ years of age 5 Industry Awareness Events 5 ___________________________________________________________________ Implications of the Report 1. Financial – The approved contract value will be up to a maximum value of £27,747,894.47, excluding VAT, including the optional two extension years. The costs for this Contract will be met from the Housing Revenue Account (HRA) capital budget for the refurbishment works and the HRA revenue repairs budget for the maintenance works. 2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – • Our Renfrewshire is fair - Reducing child poverty in Renfrewshire and improving outcomes for children and families currently living in poverty • Reshaping our place, our economy and our future - Ensuring Renfrewshire has the supply of green, high-quality, tenanted properties in the right places to meet current and future demands The work carried out under the contract and the impact it will have will directly assist in meeting the key outcomes also indirectly through sustainability and social and economic development. 4. Legal - The Procurement of this Contract was conducted in accordance with the Public Contracts (Scotland) Regulations 2015, as amended for an above GPA Threshold for Works Contract using the Open Procedure and Renfrewshire Council’s Standing Orders Relating to Contracts. 5. Property/Assets - The contract will provide refurbishment works and maintenance/repair to the Council’s tenanted domestic properties. 6. Information Technology - None directly arising from this report.
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OFFICIAL 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety - Health and Safety credentials were requested as part of the tender. City Gate Construction (Scotland) Limited’s evidence was evaluated against by Corporate Health and Safety and met the Council’s requirements regarding Health and Safety. 9. Procurement – The procurement procedures outlined within this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency, and modern Government. 10. Risk – City Gate Construction (Scotland) Limited insurances have been assessed and evaluated to confirm they meet the requirements regarding insurable risk. 11. Privacy Impact - A Data Processor Agreement will be in place for the Contract Period. This will cover the Data Protection elements of the Contract, the sharing of information between the Contractor and the Council. 12. Climate Risk– The level of impact associated with provision of this service have been assessed using the Scottish Government Sustainability Test and is considered as Low Risk. The Single Procurement Document (Scotland) (SPD) Environmental Management question 4C.7 was utilised with the following response. The Contractor will undertake: • Fleet Management and Decarbonisation – replace our existing diesel fleet as it ages out, utilising a combination of lower emission vehicles, plug-in hybrids and solely electric vehicles. • Efficiency in Material Deliveries & Storage– All materials come straight from manufacturer reducing the mileage of potential distributors. These materials are then assigned and delivered in a single visit from our transport teams. • Supply Chain Review & Engagement– to seek opportunities to move away from global and national suppliers towards local suppliers wherever practicable. • Waste Management – aim to divert 95% of waste from landfill through partnerships with recycling and reclamation organisations. 13. Children’s Rights – None directly arising from this report 14. Cosla Policy Position – None directly arising from this report
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OFFICIAL ___________________________________________________________________ Author: Megan McLuskey, Senior Procurement Specialist, Megan.McLuskey@renfrewshire.gov.uk, 0141 487 3263