Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Date of Decision: November 19, 2024

Purpose:

Content: RESOLVED: Cabinet authorised the Assistant Director Assets & Environment to procure the proposed contract including award of the contract.   REASONS RESOLVED: 1.     The Council’s current contract has reached its registered contract value limit and has been the subject of an exemption to extend the contract value pending a re-procurement of the activity. 2.     Procurement of a contractor on a schedule of rates should ensure that the Council would be receiving best market price for each activity. 3.     Appointing a contractor in advance of works should enable the Council to swiftly respond to urgent emergency or essential works requests from services. 4.     Planned maintenance programmes to ensure that buildings are safe, warm, and dry and are conducive to service delivery would be delivered more efficiently with an appointed contractor compared with having to re-procure for each programme.   ALTERNATIVE OPTIONS: ·       Option (1) would require the Council to invest in the appointment, retention, and training of delivery staff and management to undertake the works. If demand of work falls this would lead the Council at risk of having to retain and or re-utilise employed resource to other tasks conversely should demand increase the Council would need to ensure that the resource was available to meet the demands or alternatively seek to appoint an external contractor. Given the historical nature of the activity it is highly likely that this approach would lead to continued spot purchases. This would require additional internal resource time to manage the multiple procurements leading to inefficiencies and delay in responding to urgent repairs. ·       Option (2) would require the Council to approve the procurement and appointment of a contractor to undertake the required works. This approach would place the risk and liability of resourcing, training, and managing the works with the contractor. It would ensure that the Council only pays the market rate for such works. ·       Option (3) Is the chose option.