Issue - decisions

Date of Decision:

18^th November 2024

Title:

23-209 Stock Condition Surveys

Decision Maker:

(Including Job Title)

James Clark, Assistant Director of Housing

Details of Specific Cabinet Delegation

or Delegation contained in the relevant Sub-Scheme of Delegation.

Financial and Procurement Procedure Rule, Section 58.4 Delegation Arrangements.

Decision:

That the Assistant Director of Housing authorises, in line with Contract Standing Orders, Section 34, delegation arrangements, the appointment of MLCS3 following a competitive tendering exercise to deliver circa 19,879 stock condition surveys at a cost of £1,366,695.00 Ex Vat, over 36 months, following the tender dated 9^th September 2024.

Reasons for the Decision:

Housing Services has in place a Housing Management system (NEC), it contains a stock condition database that helps inform the 30-year business plan, aids the development of the capital investment programme, and is used for reporting performance.

The data held within the system is based on 100% stock condition surveys that were undertaken between 2004 to 2010 and has been updated with different surveys and completed works information since this date.  However, only limited full house stock condition surveys have been undertaken.

Consequently, the decision was made and supported to undertake a programme of Stock Condition surveys to 100% of the stock over the next three years, and the approval of this contract will be the means to enable this to be delivered.

Details of alternative options considered and rejected:

There is a small in-house surveying team, and consideration was given to them undertaking these surveys.  However once reviewed it was estimated that it would take the current surveying team 15 years to undertake this programme of surveys, along with their other duties.  Therefore, this option was rejected.

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

None

Dispensations Granted:

(If any)

N/A

Reports or parts of reports considered

Procurement Business Case:

23 – 209 Stock Condition Surveys

Jonathan Teasdale – Procurement Category Manager

Kerry Brentnall – Housing Investment Manager

Tender Evaluation Report:

23 – 209 Stock Condition Surveys

Jonathan Teasdale – Procurement Category Manager

Kerry Brentnall – Housing Investment Manager