Decision details

The Controlled Access Programme involves procuring a Contractor for the replacement of ageing door entry systems throughout the Council’s housing stock. Through this procurement the Council proposes to offer residents the opportunity to replace their existing systems on a programmed basis with modern day systems that allow residents to be called on their smartphones and incorporates the ability to view live video of visitors and engage in two-way conversations whether within the building or off-site using the mobile telephone network.

Reasons for urgency:

The Contractor needs to be mobilised immediately because many of the Door Entry Systems serving the Communal Entrance Doors to residential buildings throughout the Borough are aged over 30 years old and in need of urgent replacement.  Therefore, the project team would like to commence some critical works by the 1^st week of November 2021.

That the Strategic Director of Economy:

1.         Notes that Appendix A is exempt from disclosure on the grounds that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) under paragraph 3 of Schedule 12A of the Local Government Act 1972 (as amended) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

2.         Approves the award of the Controlled Access Programme contract to AJS Limited for three years from 1^st November 2021, for a total potential value of £2,000,000 over the three-year term subject to orders placed. This is a supply and install Contract.

1.    Many of the door entry systems throughout the Borough are aged and in many cases parts are obsolete. Very few have video which is considered essential for the safety of residents.  The Controlled Access Programme will ensure that LBHF residents have modern, reliable systems that will enhance their lives with the additional functionality that GSM systems provide.  

2.    The recommendations outlined are based on a competitive tendering process. The Final Tenders received were evaluated by the Council’s evaluation team against published evaluation criteria. The Contractor recommended for appointment was identified as the most economically advantageous tenderers having applied the evaluation criteria.

3.    The successful Contractor has committed to deliver 24.34% Social Value (SV) contribution over the duration of the contract, which works out to £430,934.21. The highest social value commitments are creating local jobs and skills for residents: such employ 4 people full time, one trainee engineer, work with Homeless social enterprise to employ one local for the duration of the contract. The SV contribution is based on the actual contract award value of £1,770,398 and not on the potential contract value of £2,000,000 - the available budget for this scheme.

As described on the report.