040/2013 – Request for approval to award the Design Partner contract to E C Harris, following a full procurement exercise – 7 May 2013

Executive Summary and recommendation:

As part of delivering the Estates Transformation Programme the organisation has secured and used the services of a Design Partner.

Following a full procurement exercise, we are now in a position where we have identified the successful bidder, and are seeking PCC approval to the awarding of the contract.

Police and Crime Commissioner decision: Approved

Signature: 

Date:  7 May 2013

Part 1 – Unrestricted facts and advice to the PCC

Introduction and background

North Yorkshire Police (NYP) Estates Transformation Programme has utilised the services of a Design Partner to support on specialist advice and services. The type of services that would be accessed via this type of contract are:

• Architectural Design services
• Planning advice and submissions
• Advice and valuations on disposals and planning gain opportunities

The initial contract was awarded for a five year period, which expired on 31^st March 2013. Following a further competition through a Buying Solutions framework a successful bidder has been identified; this is E C Harris.

Approval is sought to contract with E C Harris for the provision of Design Partner services. The contract is constructed on the basis that work is not guaranteed. However, the reality of the situation is that NYP would be accessing services from E C Harris to deliver on the proposed new Northern Base and other transformation Estates activity.

The contract would run for a period of 5 years, and subject to approval would commence on 2^nd May 2013.

Matters for consideration

In making the request for approval, consideration will wish to be given to the full and open competition that has taken place to secure these services. Also the dependency on some of these specialist services in order to provide the proposed Northern Base and other Estates Transformation activity.

Other options considered, if any

Not applicable

Contribution to Police and Crime Plan outcomes

This activity contributes to the Police and Crime Plan outcomes by ensuring that we have the support in place to enable to organisation to ensure we achieve Goal 4 (Fit for the Future) in respect of the NYP estate.

Consultations carried out

Consultation was carried out with Regional Procurement colleagues, NYP Service Delivery Advisors and the NYP Property and Facilities team in order to determine requirements, procurement routes and contract types.

Financial Implications/Value for money

This contract was advertised and let and award on the basis that no work was guaranteed. However the key intention of having a design partner in place would be to progress the Northern Base proposals should the decision be taken.

This partner was the previous design partner and their contract has been extended to accommodate the Northern Base evaluation work. The contract extension was approved via Decision Notice as part of the decision to progress with the northern Base evaluation. This extension was on the basis that a full procurement exercise was being undertaken to establish a new design partner contract that would commence from May 2013.

The funding for the evaluation had already been identified within the Medium Term Financial Plan (MTFP). Should there be a decision taken to progress the Northern Base the design partner would provide design, planning and other specialist services associated with implementation. The funding for this work has also been provided for in the MTFP.

Legal Implications

The Legal and Compliance matter associated with this report will be considered and a verbal update provided to the meeting accordingly.

Equality Implications

There are no equalities implications associated with the awarding of this contract.

Public Access to information

The Police and Crime Commissioner wishes to be as open and transparent as possible about the decisions he/she takes or are taken in his/her name. All decisions taken by the Commissioner will be subject to the Freedom of Information Act 2000 (FOIA).

As a general principle, the Commissioner expects to be able to publish all decisions taken and all matters taken into account and all advice received when reaching the decision. Part 1 of this Notice will detail all information which the Commissioner will disclose into the public domain. The decision and information in Part 1 will be made available on the NYPCC web site within 2 working days of approval.

Only where material is properly classified as restricted under the GPMS or if that material falls within the description at 2(2) of The Elected Local Policing Bodies (Specified Information) Order 2011 will the Commissioner not disclose decisions and/or information provided to enable that decision to be made. In these instances, Part 2 of the Form will be used to detail those matters considered to be restricted. Information in Part 2 will not be published.

Is there a Part 2 to this Notice – YES

If Yes, what is the reason for restriction – COMMERCIALLY SENSITIVE

Originating Officer Declaration