Issue - meetings

Property Asset Management Framework

Meeting: 07/04/2020 - Cabinet (Item 115)

115 Procurement for Property Asset Management Framework pdf icon PDF 85 KB

Report of the Director Property Services and Development

Minutes:

The Cabinet considered a report of the Director Property Services and Development that sought approval of a procurement process to establish a set of multi-supplier term contracts for the provision of property maintenance, repairs and improvements.

 

Coventry City Council’s Compliance and Surveying Team provided a property management service for Council buildings and schools as well as a number of external clients. The works mainly include repairs and maintenance with some property improvements and are undertaken on either a planned or reactive basis depending on the work required. The provision of these works has been via Term Contracts for a number of years.

 

As the existing term contracts are coming to an end, in order to deliver these works it was proposed to undertake a restricted tender process to set up a multi-lot, multi-supplier term contract for a period of 4 years. A term contract was an agreement whereby there was no guarantee of work. However, should there be a requirement for such work the term contractor would be approached.

 

The first placed supplier on each lot would be offered the work. The others would be approached if the first place was unable to undertake the work.  Bringing all term contracts that were expiring at the same time under one umbrella, reduced the time taken to undertake the necessary procurement process for both the Council and relevant suppliers who may have interest in more than 1 of the contracts.

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RESOLVED that the Cabinet:

 

1)  Authorises a procurement process to establish a set of multi-supplier term contracts for an original term of two (2) years with the option to extend by a further two (2) twelve (12) month periods for the provision of property maintenance, repairs and improvements i.e. a maximum contract length of 4 years in total.

 

2)  Delegates authority to Director for Property Services and Development, in consultation with the Cabinet Member for Jobs and Regeneration, to agree the award of the contract(s) following the restricted tender process in conjunction with Procurement.

 

3)  Authorises the Council to enter in to Contract(s) with the successful suppliers for up to four (4) years.