Decision details

Approval of the Procurement Strategy for lift repair and replacement at 4 locations

Decision Maker: Strategic Director of the Economy Department

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


Lift Programme procurement strategy of repairs and replacement at locations (Lyric Theatre, West London Coroner's Court, 120 Dalling Road (Haven Centre), Hammersmith North Housing Office).


That the Strategic Director for the Economy, in consultation with the Cabinet Member for Finance and Commercial Services, approves the Procurement Strategy, attached at Appendix 1, to use the Fusion 21 Framework Agreement to appoint a contractor for the lift repair and replacement programme at the four aforementioned locations.


Reasons for the decision:

1.         This project is one which the Council has committed to deliver as part of the Capital Planned Maintenance Programme approved by Cabinet in September 2019.  The development of the programme has been guided by the principles of the strategy and the priorities have been agreed by the Economy Department’s Capital Board, chaired by the Assistant Director of Operations. The state of these lifts have caused a number of maintenance issues which often results in the lifts rendered out of action.


2.         The decision is required to allow the use of the Fusion 21 framework agreement under a direct award with negotiation procedure. This will allow a contractor to be appointed quicker to curtail the overall programme.


Alternative options considered:

Option 1: Do nothing

This option will result in the continuing deterioration and decline in the quality and standard of the lifts. A preventive planned maintenance regime will provide a certain degree of assurance but will not address replacement of keys part and equipment that could result in lifts breaking down more often.

  • Option 2: Open Procedure Tender

This would allow us to open the competition to the entire market. The value of the contract is below the EU threshold of works so, if chosen, the opportunity will be advertised only on Capital e-Sourcing and Contracts Finder. This option in not considered necessary because of there is a more agreeable option to use a Framework to appoint a contractor by way of direct award with negotiation, which is less onerous upon the Council.

·         Option 3: Restricted Procedure Tender

This is like Option 2 in that it would also open competition to the market, but with a pre-qualification stage when unsuitable tenderers are eliminated. This is not considered necessary because the lift replacement market is small.

  • Option 4: Deliver by a Fusion 21 Framework Agreement (Preferred Option)

This option allows an external provider to facilitate the procurement process so that a contractor can be awarded by way of a direct award (with negotiation), provided the terms & conditions are adhered to. On advice from our legal advisers, we have identified Fusion 21, Lifts, Lot 3 as a suitable framework. It is our recommendation to implement Option 4.


Publication date: 06/01/2021

Date of decision: 05/01/2021

Effective from: 11/01/2021

Accompanying Documents: