Decision details

Details of decision: 

There is currently a requirement to provide external support to three elements of the Housing Property teams (HP) operations: 

1.     Multi-trade responsive repairs  

2.     The completion of major voids 

3.     Out of hours service support  

A compliant procurement exercise has been undertaken, utilising a framework arrangement, and a contractor selected as the preferred bidder.  The estimated total contract value is approximately £755,000 (2022-2023). 

1.               Multi-Trade Responsive Repairs 

Due to general resourcing issues, compounded by the COVID crisis the HP team has faced a continual backlog of responsive repairs. 

In June 2021 a short-term contract was awarded under a Fusion 21 Reactive Repairs and Maintenance Framework to MD Services to provide multi-trade support to help clear the post COVID backlog. 

The ongoing requirement now necessitates a longer term arrangement to be put in place (initial 1 year contract, with a 1 year option to extend).   

2.              Major Voids 

Again, due to general resourcing issues a number of external contractors have been used to undertake major voids. 

Major voids are identified as voids having a minimum of two large elements that may require updating, namely a replacement bathroom, kitchen, heating or a complete rewire, or where other significant  works are required such as the removal of asbestos located in a high traffic area. Each void includes additional works beyond the scope of the main replacement elements.  

There is now a requirement to put in place a formal contract for external contractor support to undertake these works in place of the current interim arrangements. 

3.               Out of Hours Support  

Similarly, resourcing issues have resulted in difficulty in ensuring sufficient coverage for the out of hours service.  It has proved difficult to appoint an external contractor to undertake this service in isolation, and therefore the opportunity to include this in the award for the works above has been taken to incorporate this area in the overall contract award. 

It is recommended that SWT awards a 12-month contract to MD Services Ltd to carry out the scope of works as set out above. To provide SWT with future flexibility the contract will have an option to extend for a further 12 months. 

Reasons for proposed decision:  

As the contract value for this work exceeds £500,000 pounds it is 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 (commencing 2/3/22). 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. 

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).