Item 12 - Appendix 2 - DAR for Plumbing
West Dunbartonshire Council · 20 August 2025
Back to Housing & Communities Committee — 20 August 2025 and its agenda
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WEST DUNBARTONSHIRE COUNCIL Delegated Authority Contract Authorisation Report ___________________________________________________________________ Subject: Measured Term Contract for Plumbing 1. Purpose 1.1 The purpose of this report is to seek approval to conclude the award of the contract for the Measured Term Contract for Plumbing. 2. Recommendations 2.1 It is recommended that, upon this report being signed by the Chief Officer – Housing and Employability and the Business Partner – Strategic Procurement, that the CPU officer will request the Chief Officer - Regulatory and Regeneration to: a) Conclude on behalf of West Dunbartonshire Council (the Council), the award of the contract for Measured Term Contract for Plumbing to GKL Plumbing & Heating Ltd; and b) Note that the contract shall be for a period of two years with the option of a two x 12 months extension and at a value of £1,000,000 inclusive of VAT over two years and £2,000,000 inclusive of VAT should the contract be extended. The estimated commencement date of the contract is September 2025. 3. Background 3.1 West Dunbartonshire Council (the Council) is committed to delivering a high- quality repairs and maintenance service together with delivering capital projects, which ensures that all its housing, operational and non-operational properties are well maintained at a reasonable cost, providing value for money, are sustainable and are kept in a good and safe state of repair. This also ensures that the Council are extending the useful life of an asset and increase the market value of the Council’s assets. Building Services are the Council’s in-house maintenance provider. They deliver a wide range of services for local communities and customers from depots in Clydebank and Dumbarton providing a dedicated repairs and maintenance service employing in the region of 350 staff which is customer focused through a range of professional, technical and front-line services 3.2 The overall budget for Measured Term Contract for Plumbing was approved at the Housing and Communities Committee on 7 May 2025. The period of budget was for four years. 3.3 This procurement exercise has been conducted in accordance with the Council’s Standing Orders and Financial Regulations and the Public ITEM 12 - APPENDIX 2
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Procurement Regulations. A Contract Strategy document was also approved on 16 June 2025. 4. Main Issues 4.1 The Council’s recommended route would be to conduct an open procedure which will ensure an open and transparent method of identifying suitably competent and qualified contractors. This route of procurement requires a contract notice to published for a minimum of 30 days inviting competing contractors that can provide the works within the timescales required. The robust Single Procurement Document the selection criteria as published will set out the minimum standards and criteria which must be evidenced. Each contractor must confirm that they meet the Council’s minimum requirements in relation to the Selection criteria. This compliant procurement route and ensuring value for money and a mechanism for controlling rates within the contracts. By adopting the above approach, this will allow the Council to select contractors who have a highly experience skill set and offer a collaborative working relationship with common goals. The Council would pro-actively target local SMEs using trade directories, local knowledge and by using social media channels and reaching out to suppliers on Scotland Excel Frameworks to advise them of our upcoming tender. 4.2 A contract notice was published on the Public Contracts Scotland advertising portal and the Find a Tender Service on 19 June 2025. 19 potential bidders expressed an interest, with three bidders submitting a response by the deadline on 21 July 2025. 4.3 The three tender submissions were evaluated by representatives from Building Services, Corporate Procurement Unit and Asset Management against pre- determined selection criteria forming part of the published tender documents which assessed competence, experience, and capacity. Three tender submissions passed the selection criteria. 4.4 Three tender submissions were evaluated against a set of award criteria which was based on Price / Quality ratio of 60% / 40%. The scores relative to the award criteria of each tenderer are as follows: Weighting GKL Plumbing & Heating Ltd Valley Group John Docherty & co Ltd Quality (40%) Fit for Purpose (13%) 9.75% 9.75% 9.75% Programme and Phasing of Works (5%) 2.5% 3.75% 3.75% Specification (4%) 3% 3% 3%
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Contract Service Delivery Team Structure Skills (3%) 2.25% 2.25% 2.25% Responsiveness and Lead Time / On Time Delivery Against Objectives (3%) 2.25% 2.25% 2.25% Pricing (5%) 3.75% 3.75% 3.75% Business Continuity (3%) 2.25% 2.25% 2.25% Social Benefits (2%) 2% 1% 2% Sustainability (1%) 0.75% 0.75% 0.75% Fair Work First (1%) 0.5% 0.75% 0.75% Quality Sub-Total %: (40%) 29% 29.5% 30.5% Price (60%) Price Sub Total £ - £ 74,607.90 £ 77,796.04 £ 93,514.67 Price Sub Total % (60%) 60% 57.54% 47.869% Total Score 100% 89% 87.04% 78.369% 4.5 It is recommended that the contract is awarded to GKL Plumbing & Heating Ltd, of Paisley, who has provided the most economically advantageous tender. The contract shall be for a period of two years with the option of a two x 12 month extension and at a value of £1,000,000 inclusive of VAT over two years and £2,000,000 inclusive VAT should the contract be extended. 4.6 GKL Plumbing & Heating Ltd has committed to paying all staff as a minimum the real Living Wage (£12.60 per hour) and promotes Fair Working Practices across their organisation. Further, GKL Plumbing & Heating Ltd has committed to delivery of the following social benefits as a direct result of delivery of this contract: All vacancies related to this contract to be advertised and recruited for through the Working4U Employer Engagement Recruitment Service. Use of West Dunbartonshire based organisations for sub-contracting opportunities; Deliver quarterly workshops, covering career skills, mock interviews etc., within a school or community learning environment;
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Facilitate quarterly work experience opportunities covering a range of work based skills; Support for local small and medium sized enterprises as part of this contract; Support for local Third Sector organisation(s) as part of this contract; Support for local Supported Businesses as part of this contract; Support for local community benefits as part of this contract; Support Climate Hero's initiative in partnership with Developing the Young Workforce- West Region and Education. Attend employment fair to encourage local employment with West Dunbartonshire Donation of goods to local food-share scheme. Donation of money to a community group or charity that supports health and wellbeing within the community. Donations of materials to support a local community project. Donation of labour to support a local community project. Provision of volunteers to support a local community project. Donation of money to support a local community project Sponsorship of a local sports or community team. Deliver quarterly mentoring sessions to West Dunbartonshire residents to remove barriers to work of those most likely to reoffend. Need to add work experience Supporting environmental educational projects in schools such as tree or woodland planting or educational packs. Community operated transport which helps reduce CO2 emissions or carbon footprint. Supporting the reduction of non-recyclable materials throughout the West Dunbartonshire area. The social benefits will be discussed at the implementation meeting with GKL Plumbing & Heating Ltd and actions to take these forward will be agreed. 5. People Implications 5.1 There are no people implications. 6. Financial and Procurement Implications 6.1 Financial costs in respect of this Contract will be met from the approved Capital / Revenue budget of Building Services and Asset Management. 6.2 This procurement exercise was conducted in accordance with the agreed Contract Strategy produced by the Corporate Procurement Unit in close consultation with Building Services and Asset Management officers and the provisions of Contract Standing Orders, the Financial Regulations and relevant Public Procurement Regulation. 7. Risk Analysis
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7.1 GKL Plumbing & Heating Ltd has no known links to Serious and Organised Crime which would have significant political and reputational ramifications for the Council. 8. Equalities Impact Assessment (EIA) 8.1 An equalities screening was undertaken for this reports to determine if there is an equalities impact. The results where there was no equalities impact. 9. Consultation 9.1 Building Services and Asset Management have been consulted on the contents of this report. 10. Strategic Assessment 12.1 The Measured Term Contract for Plumbing will contribute to the delivery of the Council’s strategic priorities: Our communities are resilient and thriving; Our environment promotes a greener future; Our economy is strong and flourishing Name: Ellie Street Designation: Procurement Officer Date: 05/08/2025 Authorisation: Delegated Authority Chief Officer: Housing and Employability Name: Peter Barry Signature: Date: Procurement Manager: Iain Skene Signature: Date: