Item 15 - Building Services Procurement Provision Update
West Dunbartonshire Council · 21 August 2024
Back to Housing & Communities Committee — 21 August 2024 and its agenda
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WEST DUNBARTONSHIRE COUNCIL Report by the Chief officer Housing and Employability Housing and Communities Committee: 21 August 2024 ______________________________________________________________ Subject: Building Services Procurement Provision update 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 & Employability. 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 4.2 of this report; and iii. delegate approval to award contracts to successful bidders to the Chief officer of Housing & Employability. 3. Background 3.1 Good progress has been made in letting necessary contracts to ensure full compliance with Council Standing Orders, Council Financial Regulations and all Procurement Regulation. 3.2 Committee Members are requested to refer to these reports which included information on the services Building Services provides on behalf of the Council, the need to progress tenders that support the section’s deliver of a high quality repairs and maintenance service for the Council’s housing and non-housing properties. 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 ITEM 15
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intervening period and projected costs are as detail in the table below. 4.2 The following contracts will be required to deliver a comprehensive repairs and 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 Total Estimated Annual Value Funded By HRA Revenue / Capital and CRA Priority Property maintenance contract; focusing on gas maintenance £2.5m Revenue / Capital High Specialist Roofing Repairs, Maintenance and Renewal £1.5m Revenue / Capital High Ventilation, Condensation and Associated Works for West Dunbartonshire Domestic and Non Domestic Properties £0.5m Revenue / Capital High 4.3 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 4.2 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. 4.4 Where necessary officers will adopt procurement processes in line with European, UK and Scottish Government Procurement Regulation and Council Standing Orders. 4.5 All tenders will be advertised on the Public Contracts Scotland Portal or use of appropriate subscribed frameworks will be used such as Scotland Excel or Scottish procurement alliance. 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
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Repairs Account and Housing Maintenance Trading Account. 6.2 Costs of contracts listed under 4.2 are included within existing budgets. 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 screening has been carried out which did not identify any significant issues. The report does not alter 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: 6 August 2024
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______________________________________________________________ Persons to Contact: Martin Feeney – Building Services Manager, Cochno Street, Clydebank, Telephone: 01389 738200, e-mail: mfeeney@west-dunbarton.gov.uk Appendices: Nil Background Papers: Nil Wards Affected: All