Decision details

Procurement Strategy - Renewal of Door Entry Systems

Decision Maker: Cabinet Member for Housing

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


Replacement of Door Entry Systems serving Communal Entrance Doors to residential buildings throughout the Borough that are aged over 30 years old and in need of urgent replacement.


That the Cabinet Member for Housing:


(a)           approves the Procurement Strategy for the installation of new door entry systems at an estimated annual cost of £727,667 and a total contract value of £2,183,000 over a 3-year period as detailed in Appendix 1 (Procurement Strategy);


(b)           delegates authority to the Strategic Director of The Economy Department to award the contract procured in accordance with the Procurement Strategy at Appendix 1.


(c)           delegates authority to the Strategic Director of the Economy Department to amend or make changes to the proposed works for operational reasons, where such amendments can be contained within the overall approved budget envelope and available resources.


Reasons for the decision:

The Borough’s existing systems are generally aged over 30 years old and problematic due to a shortage and often obsolescence of spare parts and are costly to maintain. Therefore, replacing the existing systems with the new “Cloud-based” system would provide a much higher level of security and allow residents to be called on their smartphones.


Alternative options considered:

The Procurement Strategy (see Appendix 1) sets out the following procurement options:

·       Option 1 - Do nothing

·       Option 2 - Open market procurement exercise

·       Option 3 - Use existing third-party framework


After reviewing these options, the Procurement Strategy (see Appendix 1) recommends the use of the Open Procedure as the preferred option.

Publication date: 30/06/2020

Date of decision: 30/06/2020

Effective from: 04/07/2020

Accompanying Documents: