Purpose

This decision seeks approval to the procurement of a contract for the provision of services to supply and maintain Council owned and managed Public Space CCTV Surveillance Equipment (‘CCTV Equipment’) and requests approval to use a framework to procure these services, which include the maintenance and repair of existing CCTV Equipment along with the provision to purchase and install new or upgraded CCTV Equipment and sets out relevant pre-tender considerations.

Decision

(1)    To approve the undertaking of tender processes under the Eastern Shires Procurement Organisation (ESPO) Framework Reference 628_23 (Framework Agreement) for call offs in respect of the Supply, Installation, Maintenance and Repair of Public Space Surveillance Systems (Lot 1).

(2)    To confirm that there is sufficient budgetary provision for the proposed call-off contracts.

(3)    To approve inviting bids under the Framework Agreement referred to in (1) above for CCTV services based on the approved pre - tender considerations.

(4)    To approve officers evaluating bids referred to in (3) above based on the approved evaluation criteria.

Reasons for the decision

The Council requires the provision of services to supply and maintain Council owned and managed CCTV Equipment.  It has been determined by officers that the most appropriate means of providing these services is through the procurement of contracts by way of mini competitions under the Eastern Shires Procurement Organisation (ESPO) Framework.

Alternative options considered

Officers have considered whether the provision of CCTV Equipment services can be provided by the Council itself but have concluded that these services require specialist expertise and resources and are therefore best provided by specialist third party contractor(s).

Officers have reviewed a range of procurement options including conducting a Restricted Tender process outside of a framework but have concluded that the use of the ESPO Framework is the most appropriate means of procuring contractors given the reduction in timescales, costs and resources involved.

Officer considered the options of:

·            Tendering for a Brent specific contract rather than procurement through a framework

·            The use of either the ESPO Reference 628_23 Security and Surveillance Equipment & Services framework, Lot 1 (the “ESPO framework”) or the Kent Commercial Services (KCS) Y21004 CCTV & Access Solutions framework.

Officers determined that the ESPO framework which has separate Lots for these services would best meet Council requirements and available timeframes.