Agenda item

Hard Facilities Management Services include maintenance projects, statutory maintenance and responsive repairs. Property Services are responsible for delivering Hard Facilities Management across Surrey County Council (SCC), East Sussex County Council and Brighton and Hove City Council.

This report sets out recommendations arising from work for options for the provision of Hard Facilities Management services including the provision of maintenance projects, statutory maintenance and responsive repairs to the council’s property estate and outlines the market engagement, competitive tender and procurement process carried out in order to select suppliers to deliver these services.

N.B. There is a Part 2 Annex at Item 16.

[The decisions on this item can be called in by the Corporate Overview Select Committee]

RESOLVED:

1. That the award of contracts for the provision of Hard Facilities Management services be approved:

a) For Framework Agreements at an estimated annual value of £24m. Over 4 (3+1) years the value will be £96m.

b) For Term Maintenance Contracts at an estimated annual value of £7.5m. Over the maximum 7 (5+1+1) years the value will be £52.5m.

The Awards will be made to the companies listed in the schedule below.

2. That authority be delegated to the Executive Director Customers, Digital & Transformation, in consultation with the Leader of the Council, Cabinet Portfolio Holder, Assistant Director for Procurement, Deputy Chief Property Officer and Section 151 Officer to award contracts exceeding £500k in value, where a mini competition tender procedure has been followed under the Framework arrangements.

Hard Facilities Management Services (Work streams)	Description of Contract	Contractor
Lifts	Term Contract	Amalgamated Lifts
Hoist / Care Equipment	Term Contract	Southern Mobility
Doors and Windows	Term Contract	Thomas Doors and Windows
Mechanical Services (SCC East)	Term Contract	Corrigenda
Mechanical Services (SCC West)	Term Contract	BTU
Electrical Services (SCC East)	Term Contract	Corrigenda
Electrical Services (SCC West)	Term Contract	Apleona
Fabric Services (SCC East)	Term Contract	Apleona
Industrial Doors	Term Contract	Apleona
Legionella	Term Contract	3C Environmental
Mechanical Services up to c£100k	Framework	Edgar & Wood Mechanical Services Ltd. EMCOR Group (UK) Plc CEI Electrical Limited GE Building Services Paine Manwaring Ltd Corrigenda Ltd
Mechanical Services over c£100k	Framework	Edgar & Wood Mechanical Services Ltd. EMCOR Group (UK) Plc CEI Electrical Limited Corrigenda Ltd Paine Manwaring Ltd
Electrical Services up to c£100k	Framework	GE Building Services EMCOR Group (UK) Plc CEI Electrical Limited A J Taylor Electrical Contractors Niblock Building Contractors Paine Manwaring Ltd
Electrical Services over c£100k	Framework	EMCOR Group (UK) Plc A J Taylor Electrical Contractors CEI Electrical Limited G M Monk Ltd
Building Works up to c£100k	Framework	GE Building Services Colours Decorating Ltd Bramber Construction Co. Ltd Walker Construction (UK) Ltd Fowler Building Contractors Ltd R B Construction Group Ltd Knightsbridge Property Services Managing Property Maintenance Limited
Building Works c£100k - £300k	Framework	Whitescape Construct (Southern) Ltd West End Roofing & Construction Ltd Management and Construction Services Limited Colours Decorating Ltd Fowler Building Contractors Ltd Knightsbridge Property Services
Building Works Generally above £300K	Framework	Management and Construction Services Limited Whitescape Construct (Southern) Ltd Cosmur Construction Ltd
Flat Roofing up to c£100k	Framework	West End Roofing & Construction Ltd TROJAN ROSE LIMITED M&J Group (Construction & Roofing) Ltd Knightsbridge Property Services G Baker Roofing Ltd Clarke Roofing Southern Ltd
Flat Roofing over c£100k	Framework	Breyer Group Plc West End Roofing & Construction Ltd M&J Group (Construction & Roofing) Ltd TROJAN ROSE LIMITED Clarke Roofing Southern Ltd Niblock Building Contractors
Asbestos Removal Works	Framework	European Asbestos Woods Building Services Ltd PA Group UK Limited Ductclean (UK) Ltd Erith Contractors Ltd. Keltbray Limited t/as Keltbray Environmental Solutions Amstech Group Limited
Doors and Windows up to c£100k (SCC)	Framework	Effective Innovations Limited t/a Feature Architectural Fabrications Niblock Building Contractors Wessex Window Systems
Energy certification	Framework	Energy and Compliance Technology Limited

Reasons for Decision:

The existing term contracts will expire on 30 June 2019.

The recommended suppliers offered overall best value for money in the procurement process.

The proposal supports the council’s statutory obligation to provide premises which comply with the Health and Safety at Work Act 1974, and will support the uninterrupted provision of the service. It will generate employment benefits for Surrey and £222k per annum in Social Value.

The new Orbis Hard Facilities Management Term Contracts and Framework Agreements will offer a common offering to customers where appropriate complemented by a strategic supply chain and performance management approach.

[The decisions on this item can be called in by the Corporate Overview Select Committee]

The Cabinet Member for Corporate Support introduced a report that set out recommendations for the provision of building maintenance projects, statutory building maintenance and responsive building repairs through the award of Term Maintenance Contracts and Framework Agreements to provide these services to the Council’s property estate and outlined the market engagement, competitive tender and procurement process carried out in order to select suppliers to deliver these services. Procurement details were contained in a Part 2 annex to the report.

RESOLVED:

1. That the award of contracts for the provision of Hard Facilities Management services be approved:

a) For Framework Agreements at an estimated annual value of £24m. Over 4 (3+1) years the value will be £96m.

b) For Term Maintenance Contracts at an estimated annual value of £7.5m. Over the maximum 7 (5+1+1) years the value will be £52.5m.

The Awards will be made to the companies listed in the schedule below.

2. That authority be delegated to the Executive Director Customers, Digital & Transformation, in consultation with the Leader of the Council, Cabinet Portfolio Holder, Assistant Director for Procurement, Deputy Chief Property Officer and Section 151 Officer to award contracts exceeding £500k in value, where a mini competition tender procedure has been followed under the Framework arrangements.

Hard Facilities Management Services (Work streams)	Description of Contract	Contractor
Lifts	Term Contract	Amalgamated Lifts
Hoist / Care Equipment	Term Contract	Southern Mobility
Doors and Windows	Term Contract	Thomas Doors and Windows
Mechanical Services (SCC East)	Term Contract	Corrigenda
Mechanical Services (SCC West)	Term Contract	BTU
Electrical Services (SCC East)	Term Contract	Corrigenda
Electrical Services (SCC West)	Term Contract	Apleona
Fabric Services (SCC East)	Term Contract	Apleona
Industrial Doors	Term Contract	Apleona
Legionella	Term Contract	3C Environmental
Mechanical Services up to c£100k	Framework	Edgar & Wood Mechanical Services Ltd. EMCOR Group (UK) Plc CEI Electrical Limited GE Building Services Paine Manwaring Ltd Corrigenda Ltd
Mechanical Services over c£100k	Framework	Edgar & Wood Mechanical Services Ltd. EMCOR Group (UK) Plc CEI Electrical Limited Corrigenda Ltd Paine Manwaring Ltd
Electrical Services up to c£100k	Framework	GE Building Services EMCOR Group (UK) Plc CEI Electrical Limited A J Taylor Electrical Contractors Niblock Building Contractors Paine Manwaring Ltd
Electrical Services over c£100k	Framework	EMCOR Group (UK) Plc A J Taylor Electrical Contractors CEI Electrical Limited G M Monk Ltd
Building Works up to c£100k	Framework	GE Building Services Colours Decorating Ltd Bramber Construction Co. Ltd Walker Construction (UK) Ltd Fowler Building Contractors Ltd R B Construction Group Ltd Knightsbridge Property Services Managing Property Maintenance Limited
Building Works c£100k - £300k	Framework	Whitescape Construct (Southern) Ltd West End Roofing & Construction Ltd Management and Construction Services Limited Colours Decorating Ltd Fowler Building Contractors Ltd Knightsbridge Property Services
Building Works Generally above £300K	Framework	Management and Construction Services Limited Whitescape Construct (Southern) Ltd Cosmur Construction Ltd
Flat Roofing up to c£100k	Framework	West End Roofing & Construction Ltd TROJAN ROSE LIMITED M&J Group (Construction & Roofing) Ltd Knightsbridge Property Services G Baker Roofing Ltd Clarke Roofing Southern Ltd
Flat Roofing over c£100k	Framework	Breyer Group Plc West End Roofing & Construction Ltd M&J Group (Construction & Roofing) Ltd TROJAN ROSE LIMITED Clarke Roofing Southern Ltd Niblock Building Contractors
Asbestos Removal Works	Framework	European Asbestos Woods Building Services Ltd PA Group UK Limited Ductclean (UK) Ltd Erith Contractors Ltd. Keltbray Limited t/as Keltbray Environmental Solutions Amstech Group Limited
Doors and Windows up to c£100k (SCC)	Framework	Effective Innovations Limited t/a Feature Architectural Fabrications Niblock Building Contractors Wessex Window Systems
Energy certification	Framework	Energy and Compliance Technology Limited

Reasons for Decision:

The existing term contracts will expire on 30 June 2019.

The recommended suppliers offered overall best value for money in the procurement process.

The proposal supports the council’s statutory obligation to provide premises which comply with the Health and Safety at Work Act 1974, and will support the uninterrupted provision of the service. It will generate employment benefits for Surrey and £222k per annum in Social Value.

The new Orbis Hard Facilities Management Term Contracts and Framework Agreements will offer a common offering to customers where appropriate complemented by a strategic supply chain and performance management approach.

Building Maintenance Projects, Statutory Building Maintenance and Responsive Building Repairs - Hard Facilities Management