Issue - meetings

To agree the procurement process for fire alarm systems maintenance services (for Planned and Responsive Maintenance) with a contract commencement date of 1 April 2022.

It was hoped that local companies would be able to submit bids but due to the specialist nature of the service being tendered, there was a limited number of specialist companies available.  The committee questioned whether the contract could be offered in lots as well as one larger contract and be compliant with the Public Contracts Regulations.  The weighting between price (60%) and quality (40%) in the scoring was noted.

The Committee:

·         Approved the procurement process for the letting of contract(s) for maintenance services of fire alarm systems and emergency lighting installations in the Council’s municipal and residential properties, subject to the tendering exercise enabling companies to bid to provide services in lots (such as separate services for municipal and residential properties).

·         Agreed a contract commencement date of 1 April 2022 for an initial contract term of three years, with the option to extend annually for further two 12-month periods, at the Council’s sole discretion, taking into account contractor performance on the contract(s).

·         Delegated the appointment of contractor(s) to the Group Head of Regeneration and Growth in consultation with the Chair and Vice Chair of the Corporate Policy and Resources Committee.

·         Authorised the Head of Corporate Governance to enter into any legal documentation necessary to implement the new contract(s).