Purpose

This decision was made following a review of
service requirements that identified both organisations were using
the same provider to meet their requirements. This demonstrated the
ability to manage and meet the demand from both CDC and SLHD
through one provider was possible. Combining demand into one
contract and jointly procuring one contract relieves resource
across the Strategic Procurement Team and the services areas
directly using this
service, Property Services for SLHD and Statutory and Planned
Maintenance for CDC.
It was also identified using Atamis (spend analysis system) that
SLHD were paying £19.5k per annum for services that the
Council was paying £14k per annum. SLHD requirements have not
been under a contract and so have not benefited from fixed pricing.
A contract combining demand allows CDC and SLHD to benefit from
fixed pricing for the initial 3 years of the contract. The combined
demand will also offer economies of scale due to a larger,
consolidated contract being let. The new 5-year pricing was split
to show the cost for CDC and SLHD separately. CDC will pay
£13,616 per annum and SLHD will pay £13,121.

Content

The decision has been made to combine the
requirements of both CDC and SLHD and award a contract following
the joint procurement of a Service and Maintenance Contract for
Fire Alarms and Emergency Lighting across a variety of the building
owned and managed by CDC and SLHD such as High-rise blocks and the
Mansion House.
In previous years, SLHD were spending £19.5k per year when
under contract from 01/05/2022 until 30/04/2024.
Following evaluation of a restricted Invitation to Quote via
YORtender, the Council and SLHD have made the decision to award a
5-year contract with a value of £133,000.00. This includes an
estimated call out cost per annum of £3680 for both the
Council and SLHD.

Alternative options considered

Do nothing – not re-procuring the
contracts for service and maintenance would breach the Contract
Procedure Rules and Contract standing orders. Therefore, this
option was rejected.
Re-procure separately – Contracts could have been re procured
again but without combining the demand. This would not allow
economies of scale to be offered and would require additional
resource for the procurement and contract management. This would
result in greater cost long term, therefore it was rejected.