Agenda Reports Pack (Public) 15/10/2012, 19.00 - Meetings ...
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Agenda Reports Pack (Public) 15/10/2012, 19.00 - Meetings ...

Agenda Reports Pack (Public) 15/10/2012, 19.00 - Meetings ... Agenda Reports Pack (Public) 15/10/2012, 19.00 - Meetings ...

democracy.lbhf.gov.uk
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12.07.2015 Views

3. CONTRACT AWARD MODEL3.1 The Cabinet Member for Housing agreed the proposal that the award of thecontract should be made on a quality / price model with price at 80% and qualityat 20%, provided that tenderers first met the Council's quality threshold.3.2 Quality was judged by requiring the contractors to provide with their tender astatement on how they would operate the contract with particular reference toquality control; programming and resourcing; sub-contracting and customer care.3.3 Price was ascertained by the contractors providing in their tender an overallpercentage adjustment to the National Schedule of Rates, and a rate for theprovision of a Residents' Liaison Officer (RLO).3.4 A financial model was established to ascertain each bid against the notionalannual value of each of the contracts in order to arrive at overall tender figuresfor comparison and scoring of the prices submitted.3.5 In order to arrive at the economically most advantageous bids for the Council, theprice scores were then assessed in conjunction with the quality scores. Thetender results and assessment outcomes are in the separate report on theexempt Cabinet agenda.4. FIRST YEAR’S PROGRAMME OF WORKS4.1 Appendix 1 of this report includes a schedule of properties. The properties havebeen sectioned into the proposed contract packaging, although this is a draftproposal only at this stage, and is subject to change following initial discussionswith the Contractor once they have been appointed. A number of these packageswill be programmed as the approved 2012/13 Programme up to an estimatedvalue of £4.690m. Remaining packages will go forward to the 2013/14programme.4.2 Under this Measured Term Contract, the works called-off will not form separatecontracts – rather, each works package will be an Order, issued as an instructionunder the over-arching Term Contract.4.3 Each Order will be based on a schedule which will include a summary of thescope of works with estimated costs for each property based on initial sitesurvey. The Order values will be prepared by the Council’s quantity surveyors, inaccordance with the Contractor’s tendered rates.4.4 It is proposed that officers will provide a monitoring report, on a monthly basis, tothe Cabinet Member for Housing, detailing the progress of each contractpackage against the planned programme, and providing updated information inrelation to the estimated and final outturn costs for each package. The report willalso provide any other relevant exception or performance issues in relation to theworks let under the Contract.4.5 Officers therefore recommend that approval is given to issue orders to therecommended contractor to proceed with the 2012/13 programme of works to beundertaken under the contract, up to a maximum value of £4.690m, and thatregular progress updates are provided to the Cabinet Member for Housing.Required amendments to the programme throughout the year, which mightPage 527

ecome necessary as a result of resident consultation, budget profiling etc shallbe agreed with the Cabinet Member for Housing on an ongoing basis.5. PROCUREMENT PROGRAMME5.1 The anticipated programme of work is as follows:Cabinet Meeting 15 October 2012Issue Leaseholder Notices of Proposal17 September 2012(Schedule 2)Leaseholder Notices of Proposal Expire 17 October 2012Alcatel Period Expires 26 October 2012Issue Letter of Acceptance for new contract 29 October 2012Proposed Commencement of Framework 05 November 2012Commencement of Schemes on site 01 February 2013Anticipated Completion of Framework 05 November 20156. COMMENTS OF THE DIRECTOR OF ASSET MANAGEMENT & PROPERTYSERVICES (HOUSING & REGENERATION)6.1 The Housing Capital Programme seeks to meet the corporate strategic objectiveof improving the quality of the borough’s social housing stock. Specifically, thiscontract will reintroduce a cyclical programme of preventative maintenance,repairs, and renewals to remedy disrepair, prevent deterioration, and preservethe asset value of the stock.7. DETAILS OF FUNDING PROVISION7.1 The revised 2012/13 housing capital programme includes a total budget of£4.690m for various planned maintenance schemes which could potentially befed through this contract and a further £10.935m is included in the draftprogramme for similar works in 2013/14. Given the current estimated start on sitethe budget will be re-profiled accordingly and movement will be reported as partof the Corporate Capital Monitor.8. LEASEHOLDER CONSULTATION - SECTION 20 OF THE LANDLORD ANDTENANT ACT 1985 (AS AMENDED BY SECTION 151 OF THECOMMONHOLD AND LEASEHOLD REFORM ACT 2002)8.1 Initial Notices of Intent were issued to all leaseholders potentially affected by thisFramework on 13 September 2011 and expired on 13 October 2011. A total of 34observations were received all of which were responded to within the statutorytimescale.8.2 The statutory consultation process now requires the Council to issue a Notice ofProposal to all affected leaseholders, notifying them of the intention to appointthe successful contractor and inviting observations. Leaseholders will have 30days to submit observations all of which will be responded to within the statutorytimescales. Leaseholders who have bought their property subsequent to theissue of the initial Notice of Intent, either under the Right to Buy or voids disposalpolicy will have been notified of the intention to undertake planned maintenanceworks within their Section 125 notices.Page 528

ecome necessary as a result of resident consultation, budget profiling etc shallbe agreed with the Cabinet Member for Housing on an ongoing basis.5. PROCUREMENT PROGRAMME5.1 The anticipated programme of work is as follows:Cabinet Meeting <strong>15</strong> October <strong>2012</strong>Issue Leaseholder Notices of Proposal17 September <strong>2012</strong>(Schedule 2)Leaseholder Notices of Proposal Expire 17 October <strong>2012</strong>Alcatel Period Expires 26 October <strong>2012</strong>Issue Letter of Acceptance for new contract 29 October <strong>2012</strong>Proposed Commencement of Framework 05 November <strong>2012</strong>Commencement of Schemes on site 01 February 2013Anticipated Completion of Framework 05 November 20<strong>15</strong>6. COMMENTS OF THE DIRECTOR OF ASSET MANAGEMENT & PROPERTYSERVICES (HOUSING & REGENERATION)6.1 The Housing Capital Programme seeks to meet the corporate strategic objectiveof improving the quality of the borough’s social housing stock. Specifically, thiscontract will reintroduce a cyclical programme of preventative maintenance,repairs, and renewals to remedy disrepair, prevent deterioration, and preservethe asset value of the stock.7. DETAILS OF FUNDING PROVISION7.1 The revised <strong>2012</strong>/13 housing capital programme includes a total budget of£4.690m for various planned maintenance schemes which could potentially befed through this contract and a further £<strong>10</strong>.935m is included in the draftprogramme for similar works in 2013/14. Given the current estimated start on sitethe budget will be re-profiled accordingly and movement will be reported as partof the Corporate Capital Monitor.8. LEASEHOLDER CONSULTATION - SECTION 20 OF THE LANDLORD ANDTENANT ACT 1985 (AS AMENDED BY SECTION <strong>15</strong>1 OF THECOMMONHOLD AND LEASEHOLD REFORM ACT 2002)8.1 Initial Notices of Intent were issued to all leaseholders potentially affected by thisFramework on 13 September 2011 and expired on 13 October 2011. A total of 34observations were received all of which were responded to within the statutorytimescale.8.2 The statutory consultation process now requires the Council to issue a Notice ofProposal to all affected leaseholders, notifying them of the intention to appointthe successful contractor and inviting observations. Leaseholders will have 30days to submit observations all of which will be responded to within the statutorytimescales. Leaseholders who have bought their property subsequent to theissue of the initial Notice of Intent, either under the Right to Buy or voids disposalpolicy will have been notified of the intention to undertake planned maintenanceworks within their Section 125 notices.Page 528

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