Decision details

Approval to award a contract for the supply of materials to support works under SWT’s responsive maintenance, voids and capital programme

Decision Maker: Housing Portfolio Holder

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


Details of decision: 


For our social rented homes, we undertake via our in-house housing property team most of our responsive repairs and maintenance investment, this includes many compliance activities.


SWT has a need to make improvements to the management of its materials supply to support works under its responsive maintenance, voids and capital programme for tenanted properties.


A compliant procurement exercise has been undertaken with the support of a national framework provider for materials. A preferred supplier has been identified and a direct award is now able to be made under a Public Contracts Regulations 2015 (PCR) compliant framework for materials supply.


The proposed contract will be for an initial 3-year period with two 12-month options for extension.  Based on annual expenditure of circa. £1m, over a 5-year period the contract value will be circa. £5m.


Funding for this financial year’s work is included in the approved HRA budget for 2022/23 and funding is available within the Medium Term Financial Plan to meet expected spend on materials.


It is recommended that SWT awards the contract to the preferred supplier.



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. 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).





The below has been completed:







Relevant ward councillor(s) consulted





The following are if appropriate / applicable:  Yes/No.  If yes the implications should be attached to this decision notice.


Finance implications


Funding for this financial year’s work is included in the approved HRA budget for 2022/23 and funding is available within the Medium Term Financial Plan to meet expected spend on materials. 



Unitary Council and Assets and s24 Implications (Contracts and Land Disposals)

This is a revenue contract for over £100k and goes beyond 1 April 2023. The award must be approved by the Somerset County Council Section 151 Officer.



Legal implications


A formal contract will be entered into with the selected contractor.



Links to corporate aims


Our Corporate Strategy 2020-2024, Strategic theme for Homes and Communities includes the outcome to provide  ‘A district which offers a choice of good quality homes for our residents, whatever their age and income, in communities where support is available for those who need it’.



Climate and Sustainability implications


Improved supply chain processes (e.g. reduced packaging, route mapping to reduce carbon footprint) support SWT’s carbon reduction ambitions.


Community Safety Implications

This work is a key part of SWT’s property compliance work.


Equalities Impact


Safeguarding Implications





Risk management


A Public Contracts Regulations 2015 compliant procurement exercise has been undertaken. A full project implementation risk register is in place.


Partnership implications





Any conflicts of interest declared by Leader or Executive Members consulted on the proposed decision.  If Yes provide confirmation from Chief Executive to grant dispensation for the Leader’s / Executive Member’s views to be considered.




Publication date: 06/01/2023

Date of decision: 06/01/2023

Effective from: 14/01/2023

Accompanying Documents: