Item 15 - Building Services Procuremnt - Approval required to tender
West Dunbartonshire Council · 19 November 2025
Back to Housing & Communities Committee — 19 November 2025 and its agenda
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WEST DUNBARTONSHIRE COUNCIL Report by the Chief officer Housing and Employability Housing and Communities Committee: 19 November 2025 ______________________________________________________________ Subject: Building Services Procurement Provision update (Approval required to Tender) 1. Purpose 1.1 The purpose of this report is to advise Committee of updated tender requirements information for Building Services. 1.2 To seek Committee approval to continue with necessary procurement and tender processes. 1.3 To seek Committee approval to allow subsequent award of contract by the Chief officer of Housing. 2. Recommendations 2.1 It is recommended that Members: i. Note the contents of this report. ii. Approve the procurement processes to tender the requirements listed within the table in section 4.4 of this report; and iii. Delegate approval to award contracts to successful bidders to the Chief officer of Housing & Employability. 3. Background 3.1 Building Services and Corporate Procurement Unit have been making good progress in letting necessary contracts to ensure full compliance with Council Standing Orders, Council Financial Regulations and all Procurement Regulation. 3.2 Building Services provides, on behalf of the Council, a high quality repairs and maintenance service for the Council’s housing and non- housing properties. These tenders are needed to support the delivery of these services. 4. Main Issues 4.1 A review of the historic spend on the previous versions of these contracts and estimated volumes of known and expected works has taken place, costs identified are expected to have increased over the intervening period and projected costs are as detail in the table below. ITEM 15
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4.2 The Council will develop bespoke Framework Agreements for Subcontractors and Specialist Contractors for Building Services which will ensure an open and transparent method of identifying suitably competent and qualified contractors by means of a legally compliant procurement route ensuring value for money with a mechanism for controlling rates within the contracts. As part of the Procurement exercise the project team will pro-actively target local SMEs using trade directories, local knowledge and by using social media channels to encourage bids. There will also be engagement with Business Support and the Chamber of Commerce. A Meet the Buyer event and Supplier Development Day will take place ahead of the tender going live with training and support offered to potential bidders. 4.3 The Council will also call off from collaborative framework agreements through Scotland Excel and Scottish Procurement Alliance. The Contract Strategy determined that the best procurement route was a blended approach with a mixture of collaborative Framework Agreements being utilised where available and setting up a Council Framework Agreement for the rest of the requirements. When a Framework Agreement is identified as the best procurement route, a mini competition is one of the procedures for awarding contracts. A further competition based on refined requirements is conducted with all suitable contractors to determine which contractor is the most economically advantageous contractor 4.4 The following contracts will be required to deliver a comprehensive repairs and maintenance service for a period of up to four years from the date of let. They will be of sufficient size, scope and duration to cover the estimated volume of work for the period in question and will be awarded to suitably qualified and competent suppliers and contractors. Requirement: Subcontractors and Specialist Contractors for Building Services Framework Agreement Open Tender Total Estimated four year Value Funded By HRA Revenue / Capital and CRA Priority Lot 1: Landscaping £1,260,000 Capital & Revenue High Lot 2: Asbestos Removal £1,092,000 Capital & Revenue High Lot 3: Flooring £1,040,000 Capital & Revenue High Lot 4: Metal Fabrications £1,572,000 Capital & Revenue High Lot 5: Scaffolding £1,280,000 Capital & Revenue High Lot 6: Electrical Specialist including Entry Systems £4,020,000 Capital & Revenue High Lot 7: Laundry Equipment £192,000 Capital & Revenue High
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Lot 8: UPVC Windows & Doors £11,400,000 Capital & Revenue High Lot 9: Small Job £2,600,000 Capital & Revenue High Lot 10: Void Property and refurbishment £4,800,000 Capital & Revenue High Requirement: Calling off from Collaborative Framework Agreements Total Estimated four year Value Funded By HRA Revenue / Capital and CRA Priority Lift Equipment – Calling off from Scottish Procurement Alliance £1,100,000 Capital & Revenue High Asbestos Survey – Calling off from Scotland Excel Framework £290,000 Capital & Revenue High Modern Facilities Installations and Improvement - Calling off from Scottish Procurement Alliance £14,000,000 Capital & Revenue High 4.5 All procurement activity carried out by the Council in excess of £50,000 is subject to a contract strategy. The strategy for the contracts as listed in the table at 4.4 will include but may not be limited to; contract scope, service forward plan, the market, procurement model and routes – including existing delivery vehicles, roles and responsibilities, risks, issues and opportunities and on-going contract management. 4.6 This procurement exercise will be conducted in accordance with 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 Regulations. A Contract Strategy document was also approved on 15 October 2025 5. People Implications 5.1 Progressing these procurement processes will require significant Officer time resource from Building Services, Consultancy Services, Housing Operations and Corporate Procurement teams. 6. Financial Implications 6.1 Costs of the support contracts will be funded by both Capital and Revenue budgets through the Housing Revenue Account, Central Repairs Account and Housing Maintenance Trading Account. 6.2 Costs of contracts listed under 4.4 are included within existing budgets.
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7. Risk Analysis 7.1 On-going investment, in-line with business plans, will allow the Council to meet its landlord, health and safety and quality standards obligations whilst providing appropriate asset management. 7.2 Procurement related risks and mitigation/management measures will be identified as part of the development of tendering strategies for the individual requirements. 8. Equalities Impact Assessment (EIA) 8.1 An Equalities Impact Assessment or screening as appropriate will have been carried out. The report does not propose altering any existing policy or pattern of service delivery. 9. Strategic Assessment 9.1 This report contributes to the Council’s Strategic Priorities and in particular towards: i. Improving economic growth and employability. ii. Improving local housing and environmentally sustainable infrastructure; and iii. Improving the wellbeing of communities. 10. Consultation 10.1 Finance and Legal have been consulted regarding the set up of the contracts referred to in this report. 10.2 The Corporate Procurement team have been consulted in the development of this report. They will provide assistance and professional guidance with the administration of the tender exercises. Peter Barry Chief Officer Housing & Employability Date: 15 October 2025 ______________________________________________________________ Persons to Contact: Alistair Norris Contracts Manager Cochno Street, Clydebank, Telephone: 01389 738200, e-mail: alistair.norris@westdunbarton.gov.uk
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Appendices: Nil Background Papers: Contract Strategy Wards Affected: All