Agenda item

The Portfolio Holder for Council Homes and Landlord Services to submit a report updating Members on the Housing Revenue Account (HRA) Stock Condition Survey programme and seeking approval for the procurement of contractors via a framework to deliver future programmes of work resulting from the data collected from the surveys.

Cabinet:

1)    NOTED the contents of the Report in relation to the updated position on the HRA Stock Condition Survey Programme;

2)    APPROVED the award of contracts on a rolling basis from a Dynamic Purchasing System (DPS) via the Westworks Building Maintenance and Compliance DPS and procurement of future contracts from this DPS to support continued implementation of the Capital Programme demands of the Housing Service.

Craig Spence, Assistant Director for Housing Management introduced the report, the purpose of which was updating Members on progress made in relation to the Housing Revenue Account (HRA) Stock Condition Survey programme and seeking approval to award contracts on a rolling basis from a DPS (Dynamic Purchasing System) via Westworks, to enable the Council to deliver an efficient and effective Capital Programme of work robustly and responsively to the needs of its housing stock.

Mr. Spence advised that:

·         HRA Stock Condition Surveys - Earlier today, the Council had released contracts for signature in relation to undertaking this work, which would provide data to inform the Capital Programme.  Stock condition data would help the Council to understand its stock.  The data would provide the foundations to build the Capital Programme and would also form a firm foundation for the Capital Programme and HRA Business Plan.

The Council approved the Housing Improvement Plan in 2019.  Good progress had been made to date but there was much work to be undertaken to achieve the aspiration of ensuring a high quality landlord function.

The surveys would be undertaken over 4 years, with 1400 (of 1800 properties) being surveyed in the first year.  This included structural surveys on balconies, walkways and garage condition surveys.  The draft contract schedule outlined commitments within the 4 years within the four years of the contract.

·         Property Improvement Framework Contract Procurement - The Council had approximately £750k per annum within its capital budgets (earmarked for the next 2 years).  As a result of stock condition data there would be a need to have contractors in place to deliver and improve decency standards within the housing stock.  The current practices of seeking ad hoc quotations for work was both time consuming and did not represent best value for the Council.  The DPS would give the Council access to a pool of pre-qualified suppliers.  It would ensure that future contracts were compliant with procurement guidelines and were positively delivering against the Corporate Strategy and priorities.  The DPS would enable the Council to act responsively to the needs of its housing stock and deliver of a variety of Capital Programme schemes (kitchen and bathroom refurbishments, roofing and structural works and any significant Capital Programme requirements as a result of the stock condition data).

Consultations with suppliers had been undertaken and a number of contractors had been engaged locally to ensure they were available on the framework and DPS.  The Council had also worked with the Tenants Forum Executive Committee (TFEC) to promote tenant involvement on kitchen and bathroom choices.

Councillor Ronan Browne, Portfolio Holder for Council Homes and Landlord Services thanked Mr. Spence for his work and welcomed the progress made to date, the proactive sourcing of local contractors and the future work (outlined in the report).

During discussion the following points were noted:

·         Members thanked Mr. Spence for his work.

·         Stock condition data was key to delivery of the Corporate Strategy

Cabinet:

1)    NOTED the contents of the Report in relation to the updated position on the HRA Stock Condition Survey Programme;

2)    APPROVED the award of contracts on a rolling basis from a Dynamic Purchasing System (DPS) via the Westworks Building Maintenance and Compliance DPS and procurement of future contracts from this DPS to support continued implementation of the Capital Programme demands of the Housing Service.

Reason for the decision

Having current stock condition data is key to delivery of the Council’s Corporate Strategy 2020-24 Priority of ‘Providing high quality council homes and landlord services’.

The stock condition surveys data shall inform the development of the HRA Business Plan ensuring that our Capital Programmes are tackling the needs of our properties to increase their decency in a cost-effective and structured manner.

A DPS (Dynamic Purchasing System) is an electronic system which suppliers can join at any time; this is designed to give the Council access to a pool of pre-qualified suppliers.  The ‘open’ nature of a DPS enables engagement with local potential suppliers and supports wider aims of working with local businesses for economic growth, for the duration the DPS is in place for.

The proposed DPS ensures future contracts are compliant with procurement guidelines together with positively delivering against Corporate Strategy 2020-24 Priorities 1 and 2.

The DPS will provide us with a robust vehicle to deliver on a variety of Capital Programme schemes.  Each individual contract shall be a mini competition, where all providers on the relevant DPS category are invited to submit a bid and must be evaluated by the Council.  This will be conducted in line with the Council’s Contract Procedure Rules, as relevant to the value of the individual contract.