Decision details

Reactive Maintenance & Repairs Services Contract

Decision Maker: Executive Director: Delivery

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: Yes


To seek approval to extend the reactive maintenance and repairs services contract for a further one year from 01 December 2018 to 30 November 2019, as per terms and conditions set out in the original contract.


That the Measured Term Contract for Building & Engineering be extended with Kier Facilities Services Ltd for a period of 1 year with effect from 1 December 2018.

Reasons for the decision:

The value of the contract is estimated at approximately £500k per annum and under the Council’s Contract Standing Order requires the Director’s approval.


To ensure that the Council has an effective and reliable contractor in place to deal with any ‘reactive’ maintenance issues that may arise.  Failure to do so could result in costly implications for the Council, and could also impact on the services it is able to offer individuals within the Borough.  A large number of school sites have bought into the services provided by the Construction and Maintenance Group and therefore benefit from the reactive maintenance service arising from this award.

Alternative options considered:

Terminate the contract and carry out a full re-tendering excise using the accelerated procedure.  The OJEU procurement process is a lengthy and time consuming excise would not be possible because of time constraints.


One alternative option considered was to use the contractors from the Minor Works & Maintenance Framework.  However, it became apparent that the small local contractors on this framework do not have the skills and resources to manage this contract.

Interests and Nature of Interests Declared:


Reason Key: Expenditure >£400,000 & Affects more than 1 ward.;

Wards Affected: (All Wards);

Financial Impact: Within the allocated budget.

Declarations: None.

Subject to Urgent Proceedings: No.

Making Representations: In writing to the Director: Delivery

Other reasons / organisations consulted

By report


Borough Solicitor
Director: Finance

Contact: Kamay Toor, Interim Assistant Director: Property Email: Tel: 01344 355183.

Publication date: 23/11/2018

Date of decision: 23/11/2018

Effective from: 01/12/2018

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