Decision

The Cabinet Member for City Management and Air Quality has decided to extend contracts with FM Conway Limited for Highways Management, Maintenance, Public Lighting, and Bridges and Structures.

Analysis

outcome: The contracts will be extended for a short six-month period to allow for a smooth transition to a new re-procurement project.

summary: The decision involves extending contracts for Highways Management, Maintenance, Public Lighting, and Bridges and Structures with FM Conway Limited.

topline: The Cabinet Member for City Management and Air Quality has decided to extend contracts with FM Conway Limited for Highways Management, Maintenance, Public Lighting, and Bridges and Structures.

reason_contentious: This decision may be contentious as it involves a significant financial value and potential impact on the quality of services provided by the contractor.

affected_stakeholders: ["Westminster City Council", "FM Conway Limited"]

contentiousness_score: 6

political_party_relevance: There are no mentions or implications of political parties or political influence on the decision.

URL: https://committees.westminster.gov.uk/ieDecisionDetails.aspx?ID=2525

Decision Maker: Cabinet Member for City Management and Air Quality

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: The option of a short six-month extension to these contracts is required, due to the complexity of the larger re-procurement project that is currently being undertaken by Westminster City Council. This extension will ensure that mobilisation of the new contract is not rushed, and the best possible outcome is achieved for the life of the new contract. The decision to agree terms of extensions 18 months before the end of the contracts is to allow Westminster City Council to agree extensions on existing terms with the incumbent for these 6 months. This is unlikely to be achieved if the Council were to seek to agree extensions closer to the end of the contracts, especially if it appears unlikely the incumbent will be awarded the new contract.    

Content: The option of a short six-month extension to these contracts is required, due to the complexity of the larger re-procurement project that is currently being undertaken by Westminster City Council. This extension will ensure that mobilisation of the new contract is not rushed, and the best possible outcome is achieved for the life of the new contract. The decision to agree terms of extensions 18 months before the end of the contracts is to allow Westminster City Council to agree extensions on existing terms with the incumbent for these 6 months. This is unlikely to be achieved if the Council were to seek to agree extensions closer to the end of the contracts, especially if it appears unlikely the incumbent will be awarded the new contract.     The Cabinet Member for City Management and Air Quality approves the extension of Contract A - Highways Management, Maintenance and Public Realm Projects with FM Conway Limited for the period from 1st April 2026 – 30 September 2026 and for an estimated value of £13.61m exclusive of VAT (£16.33m inclusive of VAT).   The Cabinet Member agrees the extension of Contract B - Public Lighting with FM Conway Limited for the period from 1st April 2026 – 30 September 2026 and for an estimated value of £3.4m exclusive of VAT (£4.08m inclusive of VAT). The Cabinet Member agrees the extension of Contract C - Bridges and Structures with FM Conway Limited for the period from 1st April 2026 – 30 September 2026 and for an estimated value of £3.48m exclusive of VAT (£4.18m inclusive of VAT). The Cabinet Member also agrees a waiver from the requirements of the Council’s Procurement Code in respect of the contract extensions.  

Date of Decision: December 27, 2024