Item 12 - Appendix 3 - DAR for Digital Maintenance
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: Provision of Digital TV Maintenance Services 1. Purpose 1.1 The purpose of this report is to seek approval to conclude the award of the contract for the Provision of Digital TV Maintenance Services. 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 Provision of Digital TV Maintenance Services to MRM Electrical Solutions 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 £500,000 inclusive of VAT over two years and £1,000,000 inclusive of VAT should the contract be extended. The estimated commencement date of the contract is August 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. 3.2 The overall budget for Provision of Digital TV Maintenance Services was approved at the Housing and Communities Committee on 7 May 2025. The period of budget was for four years. The budget for this specific contract which is General Revenue budget, was approved by the [Home Committee] on 7 May 2025. 3.3 This procurement exercise has been conducted in accordance with the Council’s Standing Orders and Financial Regulations and the Public Procurement Regulations. A Contract Strategy document was also approved on 28 May 2025. 4. Main Issues 4.1 The recommended route to market was to have an open tender as there were currently no framework options available that fully cover off the Council ITEM 12 - APPENDIX 3
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specification for this requirement. The open procedure allowed market exposure to multiple bidders and ensures all qualified suppliers have a chance to bid, driving competition and pricing to a better value. Advantageous to small and medium-sized enterprises (SME) providers on financial assessment and capacity reasons. The service area will also support with promoting the tender opportunity to any known bidders who can fully service the needs of the Council. 4.2 A contract notice was published on the Public Contracts Scotland advertising portal and the Find a Tender Service on 29 May 2025. Four potential bidders expressed an interest, with Four bidders submitting a response by the deadline on 30 June 2025. 4.3 The four tender submissions were evaluated by representatives from Building Services and Corporate Procurement Unit against pre-determined selection criteria forming part of the published tender documents which assessed competence, experience, and capacity. Four tender submissions passed the selection criteria. 4.4 Four tender submissions were evaluated against a set of award criteria which was based on Price / Quality ratio of 70% / 30%. The scores relative to the award criteria of each tenderer are as follows: Weighting MRM Electrical Solutions Ltd Robertson Acom Ltd Campbell & Kennedy Maintenance Ltd Alphacomm Systems Ltd Quality (30%) Contract Service delivery team – Structure (1.125%) 0.844% 0.844% 0.844% 0.844% Contract Service Delivery Team - Skills (2.25%) 1.687% 1.687% 1.125% 1.125% Contract Service Delivery Team - Allocation (1.125%) 0.843% 0.562% 0.562% 0.281% Emergency Response (3%) 2.25% 2.25% 1.5% 1.5% Tenant Liaison & Service (2.4%) 1.8% 1.8% 1.2% 1.8% Re-Phasing of Works (1.8%) 0.9% 1.35% 0.45% 0.9% Challenges, Issues and Risks (1.2%) 0.3% 0.6% 0.9% 0.9% Receiving Orders (1.2%) 0.6% 0.6% 0.6% 0.6% Escalation process (1.2%) 0.6% 0.9% 0.9% 0.6%
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Customer Liaison & Service (1.2%) 0.9% 0.6% 0.6% 0.6% Contract Communication (3.75%) 1.875% 1.875% 1.875% 1.875% Contract Monitoring (3.75%) 1.875% 2.812% 1.875% 1.875% Business Continuity - Communication (1.5%) 0.75% 1.125% 1.125% 0.75% Sustainability (1.5%) 0.75% 1.125% 0.375% 0.375% Fair Work First (1.5%) 1.125% 0.75% 1.125% 1.125% Social Benefits (1.5%) 0% 0.75% 0.75% 0% Quality Sub-Total %: (30%) 17.1% 19.63% 15.806% 15.15% Price (70%) Price Sub Total £ - £43,665 £70,063 £68,355.40 £73,295 Price Sub Total % (70%) 70% 43.62% 44.728% 41.70% Total Score 100% 87.1% 63.25% 60.535% 56.85% 4.5 It is recommended that the contract is awarded to MRM Electrical Solutions Ltd, of Newcastle Upon Tyne, 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 months extension and at a value of £1,000,000 inclusive of VAT over two years and £1,000,000 inclusive VAT should the contract be extended. 4.6 For noting MRM undertook not to charge the Council for scaffolding works and cited that they had just invested in a tower scaffold and relevant qualifications to operate it themselves. It’s possible they can cover that work in their overheads. Other than that they costs were in a very narrow band. 4.7 MRM Electrical Solutions 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. The social benefits will be discussed at the implementation meeting with MRM Electrical Solutions Ltd and actions to take these forward will be agreed. 5. People Implications 5.1 There are no people implications.
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6. Financial and Procurement Implications 6.1 Financial costs in respect of this Contract will be met from the approved General Revenue budget of Building Services. 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 officers and the provisions of Contract Standing Orders, the Financial Regulations and relevant Public Procurement Regulation. 7. Risk Analysis 7.1 MRM Electrical Solutions 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 were no equalities impacted. 9. Consultation 9.1 Building Services, Finance Services and Legal Services have been consulted on the contents of this report. 10. Strategic Assessment 12.1 The Provision of Digital TV Maintenance Services 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: 5/8/25