Decision - Procurement of the council's corporate catering equipment contract

Brighton and Hove Policy & Resources Committee Decided 16 Mar 2023 approved GET /api/coverage

Decision maker

Policy & Resources Committee

Report author

Jessica Hamilton

Published

16 Mar 2023

Reference

6908

As published

the council's own words, unedited

This report set out the proposals for the procurement of services to support reactive and planned preventative maintenance for catering equipment.

RESOLVED: That the Committee – (i) Granted delegated authority to the Executive Director of Economy, Environment & Culture to procure and award a new contract for Planned Preventative Maintenance (PPM) and Reactive Maintenance for catering equipment with a term of 4 years and an option to extend the term up to a further 2 years. (ii) Agreed to authorise the Executive Director of Economy, Environment & Culture to grant a 2-year extension to the contract referred to in 2.1 above subject to the performance of the contractor.

Parsed from the document

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Everything below was read out of a PDF by a model It is useful and it is not authoritative. The document it came from is linked in the rail, and where the two disagree the document is right.

The report sought approval to procure a new contract for planned preventive and reactive maintenance of catering equipment across Brighton & Hove City Council’s operational portfolio. The proposed contract would run for four years with an option to extend for up to two further years, while the existing contract would be extended temporarily to allow the tendering process to take place.

Recommendation

Grant delegated authority to the Executive Director for Economy, Environment & Culture to procure and award a new four-year contract for planned preventive and reactive catering equipment maintenance, with an option to extend for up to two years. Authorise the Executive Director to grant a two-year extension to the new contract subject to contractor performance, and approve a three-month extension of the existing contract, with a possible further extension to six months if required.

Financial impact

The proposed new contract has a potential total value of £1.2 million over four years plus a possible two-year extension. The current annual budget is approximately £200,000, comprising £172,000 for reactive maintenance and asset replacement and £28,000 for planned preventive maintenance. The three-month extension would cost £7,767.34 excluding VAT, with a possible six-month extension costing £13,975.97 excluding VAT.

Ward affected

city-wide

Decision maker

Policy & Resources Committee

Date in document

16 Mar 2023

Stakeholders named

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Brighton & Hove City CouncilSchoolsSocial care servicesSchool Meals TeamPremises TeamChildren receiving free school mealsThe school meals provider

Next steps

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Extend the existing contract for three months from 1 April to 30 June 2023, with the option to extend to 30 September 2023 if the tender process is delayed.
Conduct an open competitive tender for a single supplier covering planned preventive and reactive maintenance.
Evaluate tenders on cost and quality, with each weighted at 50%.
Implement the new contract from 1 July 2023.

Precedents

not built

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