URL: https://democracy.lbhf.gov.uk/ieDecisionDetails.aspx?ID=5040

Decision Maker: Executive Director of Finance and Corporate Services

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: Disrepair and stock condition surveys to the council's social housing stock,

Content: 1.     Appendix 1 is not for publication on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) as set out in paragraph 3 of Schedule 12A of the Local Government Act 1972 (as amended).   2.     To approve a contract award to the Preferred Supplier, identified in Appendix 1 (the “Preferred Supplier”) for the Contract Award Value included in Appendix 1 (the “Contract Award Value”) for a contract period of 2 years using Workstream 1A of the Framework. We aim to incept the contract as soon as allowable.   To continue to support the Housing Repairs service and provide additional temporary capacity relating to disrepair and stock condition surveys which will provide accurate data for investment decisions and assist with defending unsubstantiated disrepair cases.     1.     Do nothing or decommission the service – Not recommended   This option is not recommended as the Council cannot address the matters with its current consultant due to having reached the contract value, so needs to reprocure this requirement to ensure compliance with the Procurement Act 2023.   2.     Deliver the supplies, services, and/or works in-house (make/buy decision) – Not recommended   The Council does not currently have the capacity in-house to deliver these disrepair surveys, so to fulfil our obligations, we need to procure the works, to be delivered by an external consultant. The Housing Repairs service has recently undertaken a recruitment exercise, but this was not successful.   3.     Undertake a full regulated procurement process, advertised to the market – Not recommended   It is recognised that a full regulated procurement process, advertised to the market would attract the widest competition and achieve the best value for money for the Council. We are working towards this on the current procurement of the new repairs contract, however, the disadvantage to this approach for the disrepair surveys, is the time it takes to procure. Competitive procurement can take between 10 and 16 months, which is not a timeframe we have available to us on this occasion, so an alternative compliant route to procure needs to be used.   4.     Procure using a suitable and compliant framework or Dynamic Purchasing System (DPS), either by way of a mini competition or direct award – Recommended   Similar to the full regulated procurement process, advertised to the market, the timescales associated with running a successful mini competition for these works are estimated between 6 and 12 months to complete, which is a not a timeframe we have available to us on this occasion. It is for this reason that a compliant direct award from a suitable and compliant framework is proposed to be the best option for the Council and its tenants.   Please refer to the report for more details.  

Date of Decision: October 22, 2025