Officer Decisions

Date of Decision:

26 November 2024.

Title:

Officer Decision to appoint a successful supplier to a single provider framework for the 24-045 Supply and Distribution of Baby Packs within Rotherham. To order the first 2800 baby packs using this framework.

Decision Maker:

(Including Job Title)

Ben Anderson, Director of Public Health

Details of Specific Cabinet Delegation

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

Under Section 4C3 of the Responsibilities for Functions document (App 9 of the Constitution) the Strategic Director of Adult Care, Housing and Public Health is authorised to discharge executive functions through the commissioning and provision of social services for adults and public health services for the whole population and delivery of housing for the Borough, including: -

3. Public Health (a) Commissioning and Quality (b) Health Improvement (c) Health Intelligence (d) Health Protection

Decision:

To appoint to the single provider framework for the Supply and Distribution of Baby Packs within Rotherham the successful supplier, Field Management Ireland (FMI) Ltd. has to order the first 2800 baby packs at a cost of £359,520.00 using this framework.

There is no limit to the number of call off contracts (orders) that can be placed using the framework for the duration of the term (2 years). It should also be noted that the call off contract can continue beyond the expiry of the framework, which will enable any remaining stock to be delivered for an additional period of 3 months up to 31st March 2027. At this point all remaining stock on the supplier’s premises will be returned to RMBC. 

Reasons for the Decision:

The result of a competitive procurement procedure as agreed in the Cabinet paper of 12 February 2024.

The procurement for a single provider framework was undertaken using the Social and Other Specific Services procedure in accordance with the Public Contracts Regulations 2015 (as amended) and is compliant with the Council’s Financial Procurement Procedure Rules. 

The successful supplier is Field Management Ireland (FMI) Ltd.

Details of alternative options considered and rejected:

N/A

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

None

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

Tender Evaluation Report (including Social Value) 24-045 Supply and Distribution of Rotherham Baby Packs

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