URL: https://democracy.wirral.gov.uk/ieDecisionDetails.aspx?ID=6199

Decision Maker: Assistant Director: Property and Investment

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: Schedule of Rates Contract for Day to Day Responsive Repairs, Installations and Planned Maintenance, including Out of Hours Emergency Works – Air Conditioning and Ventilation Systems Works, to buildings owned by Wirral Borough Council or in which the Council has an interest

Content: The Assistant Director of Property and Investment has:   1.    endorsed the procurement process carried out via Lot 3 (Air Conditioning Installation, Servicing and Inspection, including Legionella Testing) of the Yorkshire Purchasing Organisation, Dynamic Procurement System (DPS) 882 (Building Internal Fit-out and Maintenance) as set out within paragraphs 3.2 to 3.4 of the accompanying report; and   2.   approved the award of a contract for the Air Conditioning and Ventilation Works Schedule of Rates Contract to Clover Technical Services Ltd (Company Number 05458590) for a period of 2 years with the option to extend for a further year on two occasions to undertake planned preventive maintenance, reactive repairs and emergency repairs in relation to the Council's land and property with an estimated contract value of £528,000 over a period of four years.   Wirral Borough Council has a large portfolio of assets with air conditioning/ventilation systems that require regular repairs and maintenance, including planned, reactive and emergency work. Ensuring that the Council has the ability to appoint contractors to do this work is an essential step to take.   Presently the Facilities Management team provide planned and reactive maintenance services for the Council's land and property either directly or on behalf of the Council's service areas. In addition, the Council is implementing a Corporate Landlord Model, whereby ultimately this team will be responsible for the maintenance of Council owned land and buildings in the future, excepting schools, which have differing management arrangements. The Council's property portfolio is comprised of a mixture of operational and non-operational assets, ranging from offices and publicly accessed venues, commercial and retail properties and assets held for regeneration and schools.   The Council has a statutory duty to ensure that its assets comply with relevant Health and Safety legislation and Regulations.   The award of the new air conditioning and ventilation contract will allow the Council's Facilities Management team to deliver building services, emergency repairs, reactive repairs, and planned preventative maintenance work on the Council's land and property portfolio. This includes minor capital maintenance works.   There is not a do-nothing option. The Council needs to have a contract in place as the Council has a statutory duty to ensure that its assets comply with relevant Health and Safety legislation and Regulations   The Council could look to let individual pieces of work on a case-by-case basis. This would present a significant challenge to administer, significantly increase the cost of administration and would not be satisfactory for certain works, for example emergency call out. Not commissioning would generate significant challenges to the Facilities Management team, impacting their operational effectiveness, in provision of works and would have significant implications for the operation of the Council's property portfolio, which may lead to asset non availability or Health and Safety implications.   The Council could explore other options, for example outsourcing models, however there is a requirement for a contract to be in place now to enable delivery of works and any development of a proposal for outsourcing would need to be properly developed, so the best outcome for the Council could be achieved and the contract mobilised.  

Date of Decision: February 12, 2026