Agenda item

Executive considered a detailed report in relation to a procurement exercise being undertaken to appoint a contractor to deliver the Security and Concierge contract for the Council’s commercial and corporate properties.

Delegated authority was sought for the Assistant Director of Development to appoint the first or second choice supplier when the evaluation oftender submissions and clarification interviews had been completed, and also to implement the two one-year extensions based on satisfactory performance from the contractor and an acceptable pricing proposal going forward.

Members were reminded that a procurement exercise had been undertaken in September 2021, to appoint a new supplier, which had been approved, however, due to performance issues the contract was terminated in August 2022 under delegated decision.

Further to this, a six month temporary contract with the previous supplier, IPM FM Group Ltd, had enabled a continuation of providing the security services at the Council’s commercial and corporate properties whilst a new tender exercise was completed.  The temporary contract would terminate on 31st March 2023.

Moved by Councillor Liz Smyth and seconded by Councillor Duncan McGregor

RESOLVED that (1) delegated authority be given to the Assistant Director of Development to appoint the preferred supplier and to enter in to a contract agreement to be drafted and issued by Legal Services.  The delegation to include the appointment of the second supplier on the shortlist if for any reason contracts were not agreed with the preferred supplier,

(2) delegated authority be given to the Assistant Director of Development to implement the two one-year extensions based on satisfactory performance from the contractor and also an acceptable pricing proposal going forward.

(Assistant Director of Development)

Reasons for Recommendation

To offer a continuation of the Security Industry Authority (SIA) accredited security and concierge service across the commercial premises, allowing for the provision of concierge, out of hours CCTV monitoring, as well as alarm response and key holding for the commercial properties.

The Assistant Director of Development is to be given the delegated authority to appoint the first and second choice supplier, based on the evaluation of tender submissions and results of the scoring matrix. This will enable a contract to be awarded and the new contractor to be in place following the expiry of the temporary contract.

The contract will commence 1st April 2023 for 3 years with the option to extend for a further 2 years in two one-year extensions.

Alternative Options and Reasons for Rejection

To bring the service back in house, however, this would be at a significantly greater cost and the Council does not currently have the resource to run without having the SIA accreditation for the CCTV monitoring.

To bring the concierge element of the contract back in house, however, the staffing costs would be higher due to the need to employ more than two staff members for holiday and sickness cover etc. This would also mean a period of delay in the service provision as it would take time to recruit and appoint qualified staff.  The Council would also still require a contractor for the CCTV monitoring with the SIA accreditation.