Decision details

Details of decision: 

This decision is a re-issue of the Decision Notice issued in July 2022, with the change being a variation in the initial contract length from one to two years and subsequent options to extend the contract up to a total period of 5 years. A provision for installation of doors where deemed necessary is also included.

In the interim period since the original Decision, Officers have completed further work and a longer-term contract would provide SWT and the contractor with the basis to work as partners to develop requirements in accordance with emerging understanding of retrofit projects. The retrofit agenda is still relatively new to the sector and the ability to work through solutions with a partnering contractor over a longer period of time will be essential and beneficial to both parties.

It is recommended that SWT awards the preferred supplier a two year contract with options to extend for 1 x 24 months  and 1 x 12 months (60 months in total).

SWT has a requirement for a long-term capital programme for the replacement of UPVC double glazed windows (and doors where deemed necessary) to council owned domestic properties. SWT has a need to put in place a supply and installation contract to support this.

Window replacements are integral to SWT’s retrofit programme and therefore the window specifications, and the properties to be included in the replacement  programme, are closely interrelated with the broader retrofit works. Aligning the delivery with both programmes is essential. SWT’s programme of door installations is also closely linked to this programme. For technical and efficiency purposes, this contract will also provide for the inclusion of new door installations. If at any point the volume of new door installations is expected to reach the value threshold above which a key decision is required then a separate business case and key decision will be submitted to extend the contract accordingly.

The capital programme envisages a need to replace approximately 240 properties per year over the next 5 years. Funding is available within the Medium Term Financial Plan to meet this aspiration.

A compliant procurement exercise has been undertaken, whereby a direct award is able to be made under a PCR2015 compliant framework.

Reasons for proposed decision: 

As the contract value for this work exceeds £500,000 pounds it was thus classified as a Key Decision for the Executive to award as it exceeds the thresholds in the SWT Constitution, thus requiring 28 days notification in the Executive Forward Plan. The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 sets out that a Key Decision is one which would result in the relevant local authority incurring expenditure which is, or the making of savings which are, significant having regard to the relevant local authority’s budget for the service or function to which the decision relates. This 28 day period was complied with in June and July 2022 with a further 5 day period for call-in and no such requests were made.

The Leader of the Council can delegate the making of Executive Key Decisions to her Portfolio Holders or Officers as under Part 3 of the Constitution – Responsibility for Executive Functions - 3.1.5 – “The Leader shall determine how all executive powers shall be discharged. The Leader may: a) discharge any of those functions; or b) arrange for the discharge of any of those functions: i. by the Executive collectively, ii. by another member of the Executive, iii. by a committee of the Executive, or iv. by an officer of the Authority.”

Alternative funding options sourced:

N/A (approvals within HRA budget ).