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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 05/02/2008
Proposed Partnering Contract for the Installation of Showers for Housing Tenants with Disabilities



APPENDIX K
Waverley Borough Council

EXECUTIVE - 5TH FEBRUARY 2008

Title:
PROPOSED PARTNERING CONTRACT FOR THE INSTALLATION OF SHOWERS FOR HOUSING TENANTS WITH DISABILITIES
[Portfolio Holder for Housing: Cllr Mrs P M Frost]
[Wards Affected: All]

Note pursuant to Section 100B(5) of the Local Government Act 1972

Annexes to this report contain exempt information by virtue of which the public is likely to be excluded during the item to which the report relates, as specified in Paragraph 3 of the revised Part 1 of Schedule 12A to the Local Government Act 1972, namely;-

Summary and purpose:

Building on the good performance of this contractor, to appoint Disabled Supplies Ltd (DSL) as a Partnering Contractor to carry out adaptations and installation of flush and wet floor showers for tenants with disabilities. Additionally to seek approval from the Executive for a Waiver to the Contract Procedure Rules to make this appointment.

Environmental implications:

The proposed partnering contract will further develop the improvements in specification brought into the current contract, including the specification of more sustainable products such as shower units with long life cycles. DSL are a local firm and therefore their fuel usage is relatively low.

Social / community implications:

The Council is committed to assisting tenants, or persons usually living with a tenant, to meet their needs for adaptations to enable them to maintain their independence, privacy, confidence and dignity. The Council will assist tenants who are registered or could be registered as a disabled person and will only provide those major disabled adaptations for which disabled facilities grants are mandatory under the Housing Grants, Construction And Regeneration Act 1996.

The need for installation of flush / wet floor showers is determined by Surrey County Council (SCC) Occupational Therapists. The SCC Senior Occupational Therapist has reported that significant improvements in both the time scales and standard of work have been made compared with previous arrangements since DSL have had the contract. (See SCC reference 24/08/07, (Exempt) Annexe 2.)

E-Government implications:

There are no E-Government implications at this stage relating to this report.

Resource and legal implications:

Expenditure on Disabled Adaptations from the Housing Revenue Account for the last three financial years (showing DSL element) was;

Year Budget DSL Element
2005/6 500,000 400,000
2006/7 750,000 465,000
2007/8 645,000 309,000 (to date)

The contractual basis of the current and proposed contract is a term contract which enables the Council to call off projects throughout the year to match the annual budget and to provide a smooth flow of work to the contractor.

As they have gained experience and established a cooperative working relationship with the Occupational Therapist’s (OT’s) and our Housing Maintenance staff, DSL have progressively taken on more of the pre-installation survey and design work. This work was previously undertaken by in-house staff or consultants, thereby reducing the input of these resources.

The value of the proposed contract falls below the threshold which requires an advertisement to be placed in the Official Journal of the European Union.

The appointment of DSL without a formal competitive tendering process falls outside the scope of the Contract Procedure Rules. We are therefore seeking approval, as required under CPR W101, 102, and 105, to waive CPR A112 to enable negotiation to be conducted with DSL with a view to appointing them to become the partnering contractor for Adaptations and Installation of flush and wet floor showers.

Background and current arrangements

1. DSL have worked for the Council for approx 10 years. The current contract was awarded to DSL on a best value basis in September 2003. Further financial and benchmarking details are set out in (Exempt) Annexe 3 to this report. The contract rates have been updated by an appropriate index for this type of work provided by the Department of Business, Enterprise and Regulatory Reform (formerly DTI)

Improvements / Efficiencies since contract award

2. There has been some rationalising of the specification and the contract schedule of rates to date and these efficiencies will be carried forward into the proposed contract.


Performance / Customer Satisfaction

3. Housing Maintenance undertake a Contractor Performance review either at Practical or Stage completion for term contracts under ten headings including Quality of Workmanship and Health and Safety. DSL have scored well in all reviews. Annexe 1 sets out some customer satisfaction reports.

4. As recorded under Social / Community Implications above, a very positive reference has been received from Surrey County Council Occupational Therapists.

Partnering

5. The Department of Communities and Local Government are encouraging local authorities to embrace partnerships to harness the potential for continuous improvement in quality and efficiency. The benefits of a successful partnering relationship can include more commitment, better time and cost certainty, improved tenant satisfaction and less in-house staff time in monitoring the contract without incurring expensive tendering costs.

6. Neighbouring authorities are known to have partnering contracts with contractors providing important services. Waverley has already benefited from its own partnering contract with Central Heating Services Ltd, the provider of Servicing and Maintenance of Gas Appliances and Heating Installations (Executive 4 October 2004). This arrangement has led to improvements in the completion of checks of gas appliances and servicing within annual targets from already high levels (95.4% in February 2005 to 99.7% in November 2007).

Conclusion

7. Based on past performance it is considered that moving forward with Disabled Supplies Ltd to a partnering arrangement represents the best option for the Council and its tenants and will enable the further development of an already strong relationship and reduce any risks associated with a potential change of contractor. The nature and sensitivity of this service makes it essential for Waverley to employ a specialist contractor of proven standard.

Recommendation

It is recommended that:-

1. Contract Procedure Rule A112 be waived, as above, to enable negotiations to be undertaken with DSL, without a formal competitive tendering process, to become the Partnering Contractor for adaptations and installation of flush and wet floor showers;

2. the Strategic Director (Housing and Community), in consultation with the Deputy Chief Executive, be given delegated authority to agree and conclude these negotiations; and

3. if successful, to award a new contract to Disabled Supplies Ltd with a 5 year term and an option to extend by agreement for a further period of 2 years.

Background Papers (DoHC)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.

CONTACT OFFICER:

Name: Andrew Booker Telephone: 01483 523076
E-mail: ajbooker@waverley.gov.uk
Comms/exec/2007-08/219

ANNEXE 1

Customer Satisfaction Reports

Customer satisfaction reports show that Waverley BC Tenants have rated DSL as Follows:

NoQuestionScore
1Did the surveyor understand your needs and explain what work was going to be carried out?95%
2Quality of materials used?96%
3Quality of the work carried out?98%
5Level of Customer Service98%
5Overall Level of satisfaction with DSL96%
6Would you Recommend DSL to your friends100%

The above statistics are based upon 119 responses evenly spread from Feb 2005 – Nov 2007.

Some Comments from the returns

“Very, Very pleased with the shower”

“Very well organized”

“Excellent can't fault a thing”

“Very nice man, mark is very caring can't thank DSL enough”
“All done very well and everything was kept neat and tidy”
“Excellent. My bathroom is brilliant, I am a picky person expecting a proper job done and it was. Thank you very”
“All workmen were clean, polite and friendly. Also they were always ready to answer any questions”