Decision details

This report, proposed by Children’s Services, is seeking permission to carry out a procurement exercise to establish a Dynamic Purchasing System (DPS) in order to engage local Small and Medium Enterprise (SME) contractors to undertake repairs and maintenance and other construction related works at our schools.

The DPS will also be made available for use by other departments to carry out repair and construction related works at other Council-owned buildings.

The DPS framework proposed will be used for:
Planned Repair and Replacement Programme
Emergency / Urgent (Responsive) Repairs

The purpose of the DPS is to engage local organisations and SMEs to carry out works and services and support the Council’s commitment to work with local businesses and invest in the local economy with a view to building shared prosperity by creating jobs in the borough and for the benefit of their community.

That the Cabinet:

1.    Approves the Procurement Strategy & Business Case set out in Appendix 1 for the procurement of a Dynamic Purchasing System (DPS) for repair and maintenance requirements to schools and other buildings for use with work packages of up to £350,000.

2.    In relation to any works packages proposed, estimated to be in excess of £100,000, to be procured using the DPS, to waive pursuant to CSO 3 the requirements of Contract Standing Orders (CSO) 8 for prior approval of a procurement strategy, on the grounds that this is in the Council’s overall interests.

3.    In relation to any works package proposed to be procured using the DPS, to waive pursuant to CSO 3 the requirements of Contract Standing Order 10 in relation to the procurement process to be used, on the grounds that the circumstances of the proposed contract are covered by legislative exemptions.  

4.    Delegate the decision to appoint new contractors to the DPS, over its duration, to the Director of Children’s Servicesin consultation with the Cabinet Member for Children and Education.

5.    Note that it is not proposed that the DPS be available for use to procure works contracts in excess of £350,000 in value.

6.    Approves that the award of any contracts recommended following a competitive tender exercise under the DPS framework, is delegated to the appropriate Chief Officer for awards up to £25,000, in accordance with CSO 17.1.

7.    Note the decision to approve contracts in excess of £25,000, recommended following a competitive tender exercise under the DPS framework, is for appropriate Cabinet Member to make in accordance with:

·         CSO17.2 - where the value of the contract is in excess of £25,000 but below £100,000

·         CSO 17.3.1 - where the actual contract value exceeds £100,000 but is less than £5m.