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Waverley Borough Council Committee System - Committee Document

Meeting of the Community Overview and Scrutiny Committee held on 03/03/2003
Gas Central Heating



APPENDIX M
WAVERLEY BOROUGH COUNCIL

COMMUNITY OVERVIEW AND SCRUTINY COMMITTEE - 3RD MARCH 2003


Title:
GAS CENTRAL HEATING, SAFETY CHECKS, SERVICING AND
RESPONSIVE MAINTENANCE
[Wards Affected: All Wards]


Summary and Purpose

The purpose of this report is to seek approval for the tendering of the gas central heating safety check, servicing and responsive maintenance contract for the domestic properties within the Housing Revenue Account on a 5 year partnering basis.



Introduction and Background

1. The purpose of this report is to seek approval for the tendering of the gas central heating safety check, servicing and responsive maintenance contract for the domestic properties within the Housing Revenue Account on a 5 year partnering basis.

2. Under the Gas Safety (Installation and Use Regulations) 1998, Waverley Borough Council as a landlord is required to carry out a gas safety check to all gas appliances within their properties on an annual basis or whenever the tenant of a property changes. This is required irrespective of the ownership of the appliance. Servicing of all gas appliances and the associated heating systems and the responsive repairs are also undertaken as part of this contract.

3. The contract is currently let for a three year period. The current contract is due to expire at the end of June 2003. The current contract was originally awarded to two contractors, the workload being split geographically. Unfortunately during September 2001, one of the contractors ceased trading. The remaining contractor, Central Heating Services, has since undertaken this work for the whole of the Borough.

4. Since this time significant improvements have been made to the performance on this contract as indicated by the high level of customer satisfaction and continuously increasing numbers of properties that have their safety check and appliances serviced within 12 months of the previous safety check and service.

Proposals

5. It is proposed to re-tender the gas central heating servicing and responsive maintenance contract splitting the contract geographically between two contractors on a “Partnering” basis.

6. The contract would be let for five years. Continuity of the contract would be subject to annual reviews of performance, which would be based on performance indicator results.

7. Invitation to tender would be restricted to those contractors who proved to the council that they were committed to providing high quality workmanship and excellent customer care.

Procurement Process

8. The procurement process in outline will follow these stages:-

Advertise asking for expressions of interest from suitable contractors.
Contractors complete a qualitative questionnaire, which is evaluated and scored forming a shortlist of suitable contractors.
Shortlist of contractors are interviewed and a tender shortlist formulated.
Qualitative and financial tendering.
Final interviews and appointment of contractor.
Development of the working arrangements prior to starting work.

This procedure may be refined subject to a suitable number of the appropriate type of contractors proceeding to the next stage etc.
The first interview process would be carried out by officers and a Tenant Panel representative.

The final interview processes would be carried out by a panel, which would include the portfolio holder or another member, a Tenant Panel representative and officers. All decisions would be based on a mixture of criteria to determine the most appropriate contractors.

Resource Implications

9. The cost of these proposals will be met from within the existing approved Housing Revenue Account Programme of Work.

Environmental Implications

10. Failure to maintain a gas appliance and heating system in accordance with the manufacturer’s recommendations will result in inefficient operation with the resultant increase in fuel consumption and production of pollutants.

Recommendation

That this Committee commends to the Executive that:-

1. the gas central heating servicing and responsive maintenance contract for the domestic properties within the Housing Revenue Account be let on a 5 year partnering basis in accordance with the details in the report; and


2. the proposed contract be exempt from Standing Orders (Contracts) 105(3) and 111(1) to allow procurement in accordance with the procedures detailed in this report.



Background Papers (DOH)

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



CONTACT OFFICER:

Name: Mr A Booker Telephone: 01483 523076
E-mail: abooker@waverley.gpv.uk





































comms/o&s2/2002-03/112 34373