058/2013 – Contract for the provision of Capital Works and MTM Consultancy (2012-559) – 5 August 2013

Executive Summary and recommendation:

Executive Summary and recommendation:
Part of the delivery/support vehicle for the Estates Capital Rolling Programme is based on procuring the services of a Capital Works Consultant. The current contract has been in place since 2010 for a duration of 3 years, and has successfully provided support during the delivery of the a significant programme of refurbishment work; moving the organisation from a reactively maintained to a proactive managed estate.

Within the building industry there are a range of specialist consultancy services that medium sized organisation would ‘buy in’. These are activities such as Construction Design Management (CDM) co-ordination role (statutory role), Structural Engineers, Quantity Surveyors. To reduce the number of consultancy providers being utilised by Property and Facilities, we chose to combine the Capital Works Consultants (major high value refurbishment works) role with the Measured Term Maintenance Consultant (pre-planned and reactive maintenance along with small value works projects), and have a single consultancy provider across all specialism’s.

A tender exercise has just been undertaken and a successful supplier identified. We wish to awarded for a 5 year duration with the option of a further 2 year extension; the contract would be awarded to ATKINS.

It is recommended that approval be granted to enter into a contract with ATKINS for the provision of these services for a period of five years from 1st July 2013.

Police and Crime Commissioner decision:

Approved

Signature Date 5 August 2013
Title Police & Crime Commissioner for North Yorkshire

Part 1 – Unrestricted facts and advice to the PCC

Introduction and background

The organisation undertook a full Stock Condition Survey of all property assets, and the information from that Stock Condition Survey was used as a basis to plan the Estates Capital Rolling Programme. The methodology and approach was originally approved by the Police Authority on 7th May 2010.

Part of the delivery/support vehicle for the Estates Capital Rolling Programme was based on procuring the services of a Capital Works Consultancy, thus the contract for the identified works has been in place since 2010 for a duration of 3 years and has successfully given specialist technical advise and helped deliver the Estates Capital Rolling Programme of works and refurbishment.

To reduce the number of specialist consultancy providers being utilised by Property and Facilities, we chose to combine the Capital Works Consultants with the Measured Term Maintenance Consultant. Potentially the organisation should secure best value due to the larger quantum of work.

A tender exercise has been completed and we wish to award for a 5 year duration, with the option of a further 2 year extension. The successful bidder was ATKINS.

The procurement process has been openly conducted in accordance with procurement legislation.
The anticipated spend is estimated to be £150,000 per annum, over a 5 year period in respect of the Capital Rolling Programme delivery. The anticipated spend in respect of the Measured Term Maintenance works is estimated to be £35,000 per annum over a 5 year period. It is estimated that 50% of the total spend will be on discharging statutory responsibilities (e.g CDM), and the remaining 50% will be on services that support the team in securing best value, e.g. Quantity Surveying, Quality Assurance and ad hoc specialist services (e.g. structural surveys). These sums have all been included within the Medium Term Financial Plan as part of the Estates budgets.

Matters for consideration

By putting this contract in place it will support us in delivering our planned Capital Rolling Programme of refurbishment works. This will ensure that we continue to proactive manage the NYP Estate and discharge our statutory obligations.

Other options considered, if any

Another way of delivering these services would be to employ the skills ‘in house’. This option is not proposed nor has it been considered as it would not provide NYP with a Best Value solution. The resource requirement to deliver our programme of works is not at a level to justify having an ‘in house’ skill set.

Contribution to Police and Crime Plan outcomes

Goal 3: More With Less. Tendering this contract at this time demonstrates that the best market value has been achieved based on NYP’s current and foreseeable requirements.

Consultations carried out

This procurement process has been carried out in collaboration with The Yorkshire and the Humber regional procurement team, and consideration has been given to sharing existing arrangements with regional partners.

Financial Implications/Value for money

The maximum spend quoted against the Rolling Programme element of this contract is within the current
MTFP provision for the Estates Rolling Programme. Call off against the contract will be maintained within the available budget.

The MTM consultancy spend quoted is within the existing revenue budget.

Legal Implications

Having read this report and having considered such information as has been provided at the time of being asked to express this view, the Force Solicitor is satisfied that this report does not ask the Police & Crime Commissioner for North Yorkshire to make a decision which would (or would be likely to) give rise to a contravention of the law. The proximity of the contract signature date to the date of this Decision Notice has been explained to the Chief Executive Officer (and to me) by the Head of Workforce Support Services.

Equality Implications

No equality implications as a result of this contractual arrangement.