Councillor Ruth Gordon, Cabinet Member for Placemaking and Local Economy, approved the award of contracts for fixtures, fittings, and equipment (FF&E) for the new Civic Centre. The meeting also noted the notice of filming at meetings.

Award of Contract for Civic Centre Fixtures, Fittings, and Equipment

Councillor Ruth Gordon approved the award of contracts for the supply, delivery, installation, refurbishment, and relocation of fixtures, fittings, and equipment (FF&E) for the new Civic Centre. This decision is a key step in the Civic Centre Development Project, which aims to create the Council's new headquarters from 2027.

The procurement was divided into two lots to ensure value for money and support sustainability objectives. Lot 1, for new furniture, was awarded to Bidder J for £519,530.51. Lot 2, for the refurbishment, relocation, and installation of existing FF&E, was awarded to Bidder G for £256,815.50. Both contracts will run for five years, with an option to extend for a further year. The council also approved the issuance of Letters of Intent for each lot, capped at 10% of the contract value, to allow for early mobilisation.

The decision to award these contracts was made to ensure the Civic Centre is fully functional for its planned occupation in 2027. The FF&E procurement supports the creation of modern office accommodation, civic and democratic functions, and public-facing community spaces within the Grade II Listed building and its new annexe. The two-lot approach allows for the procurement of high-quality new furniture where reuse is not feasible, while maximising the reuse and refurbishment of existing items. This strategy aligns with the council's commitment to sustainability and the circular economy, aiming to reduce embodied carbon by minimising new manufacturing and transport impacts.

The proposed contracts are within the overall Civic Centre budget, which was approved by Cabinet on 12 November 2024. The report highlighted that the Do Nothing option was not recommended, as it would prevent the council from occupying the Civic Centre and lead to significant operational risks and service disruption.

The procurement process followed the requirements of the Procurement Act 2023, with an open competitive tender process undertaken for both lots. Bidders were evaluated based on quality (60%) and price (40%). Bidder J achieved the highest score for Lot 1, and Bidder G for Lot 2, making them the most advantageous tenders.

The FF&E strategy prioritises the reuse, refurbishment, and relocation of existing furniture, supporting the council's commitment to reducing carbon emissions. Where new furniture is required, specifications ensure durability and potential for future reuse. The Civic Centre is being designed to exceed accessibility standards, with considerations for neurodiversity and a range of work settings to support different working styles. The procurement process also embeds social value, including commitments to local employment, skills development, sustainability, and community engagement.

The meeting also noted the notice of filming at meetings, informing attendees that the meeting may be filmed or recorded for broadcast. No apologies for absence or declarations of interest were made.