URL: https://westnorthants.moderngov.co.uk/ieDecisionDetails.aspx?ID=1470

Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose:

Content: RESOLVED: Cabinet authorised the Assistant Director Assets & Environment, in consultation with the Executive Director Resources and Cabinet Member for Finance, to: 1. Procure contracts, including awarding contracts to the successful bidders, for: a)    Servicing, inspection, and testing of electrics, mechanical and specialist equipment. b)    Cleaning services (including outsourcing in whole or part of services currently provided in-house). 2. In-source cleaning services, in whole or part.   REASONS RESOLVED: 1.     The Council’s current term maintenance and cleaning contracts are due for expiry in 2025 and without putting in place arrangements to deliver those services the Council would not be able to meet its statutory obligations. Having suitable arrangements in place helps ensure that the Council fulfils its statutory obligations but also that buildings are safe, warm, and dry and are conducive to service delivery. 2.     It is sensible to consider options for providing cleaning services to optimise the results and value for money for the Council. 3.     Procurement of contractors for term maintenance on a schedule of rates, indexed annually, should ensure that the Council is paying a relevant market rate. 4.     Likewise, the competitive process of letting the proposed cleaning contract should provide the most economically advantageous rates. 5.     Previous experience has shown it is not practical to pass the risk in changes to the National Living Wage or employer’s national insurance contributions to contractors, where employment costs are a large part of the overall costs. Therefore it is sensible in such cases for the Council to retain this risk and avoid paying a risk premium for a risk which is not, in practice, transferrable.   ALTERNATIVE OPTIONS: ·       (A) Do nothing. The Council does not procure and award term maintenance contracts. As the work still has to be carried out, this would require a large number of smaller procurements to be carried out. As noted above, this is unlikely to be manageable and would certainly be expensive in terms of staff time required. It would increase the risk of key activity being missed and harm resulting. It would corresponding put the Council at greater risk of breaches of statutory and regulatory requirements that could lead to prosecution of both the Council and those individuals involved. ·       B) Procure term contractors. This approach should maximise value whilst giving the Council access to suitably trained, qualified, and competent persons to undertake term maintenance activity. Option (B) is recommended. This option ensures that the Council fulfils its statutory duties via the utilisation of competent persons.

Date of Decision: June 24, 2025