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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 13/11/2001
COMMUNAL TELEVISION AERIAL SYSTEMS



The purpose of this report is to inform members of the outcome of a tendering exercise to select consultants to carry out a survey of communal aerials within the Council owned stock. The survey will investigate the location and condition of communal aerials with a view to future updating or replacement. Resource implications are contained in the report and explain that funding will come from within existing approved budgets.

There are no community safety, environmental, Opportunities for All or human rights implications contained in this report.
APPENDIX H

WAVERLEY BOROUGH COUNCIL

EXECUTIVE COMMITTEE - 13TH NOVEMBER 2001



Title:
COMMUNAL TELEVISION AERIAL SYSTEMS
[Wards Affected: ALL]


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

The Annexe to this report contains exempt information by virtue of which the public is likely to be excluded during the item to which the report relates, as specified in Paragraphs 8 and 9 of Part I of Schedule 12A to the Local Government Act 1972, viz:-

The amount of any expenditure proposed to be incurred by the authority under any particular contract for the acquisition of property or the supply of goods or services.

Any terms proposed or to be proposed by or to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.


Summary and Purpose

The purpose of this report is to inform members of the outcome of a tendering exercise to select consultants to carry out a survey of communal aerials within the Council owned stock. The survey will investigate the location and condition of communal aerials with a view to future updating or replacement. Resource implications are contained in the report and explain that funding will come from within existing approved budgets.

There are no community safety, environmental, Opportunities for All or human rights implications contained in this report.


Introduction

1. The Housing and Community Welfare Committee last year received a report on the position within the Council’s housing stock (and those dwellings already sold) on the provision of communal aerial systems installed in the 1960’s and 1970’s. These systems were originally provided to overcome poor receptions in some areas and buildings to enable tenants to receive television signals without the need to install individual aerials.

2. Although these systems have been continually maintained over the years by a competent company, the Council has no comprehensive plan or diagram of exactly where the systems are and no detail of the technical connections and equipment installed.

3. Significantly also the government has declared that all terrestrial television signals will be converted to digital and that consequently the analogue signals would be turned off by the year 2006.

4. It is apparent that due to their age some or all of the existing communal aerial systems will not be able to receive the new signals. Clearly the Council needs to commence activities to deal with this forthcoming situation.

The Work

5. The work needs to be divided into two parts:-

(i). A survey needs to be carried out to establish what is the nature and location of the current equipment and an assessment of its suitability for the forthcoming change. The accompanying report will also need to advise on the most suitable options for replacement with systems that will best meet the needs of our tenants in the future.

(ii). After the Council has approved the details of the project and its cost, the work needs to be carried out.

6. It is expected that the first part of the work is to be completed within budget before the end of the financial year. The current estimate is 40,000.

Tenders

7. Accordingly, the Director of Housing was authorised to seek competitive tenders from specialist organisations to assemble the necessary data on which to base a strategy for renewal and to advise on technical options and their costs on a site by site basis. A further report would then be submitted on the outcome of the survey and the proposed strategy for future provision of communal aerials.

8. A specification has been prepared and tenders sought from four firms.

9. Apart from the cost, the criteria for the evaluation of the tenders is to be based upon:-

(a) the methodology to be used in the survey

(b) the proposed timetable for completion

(c) any other information which the Council decides to take into account

10. The tender results are given in (Exempt) Annex 1.

11. The two lowest tenders have been particularly examined and the assessment of their submissions is shown in the (Exempt) Annexe. The methodology statement of each organisation shows differences between the two, with the preferred contractor showing more relevant experience in this type of work. On timetabling, the preferred contractor proposes a start date in November, whereas the other contractor cannot start before the New Year. Both anticipate completing the work in six months. However there is a difference in the prices. On the basis of information supplied during the selection of possible tenderers, the preferred contractor is the most experienced in this particular work and appears from the submission to have a better understanding of the project and provide a better chance of completing the work within this financial year.
Conclusion

12. Exempt Annexe 1 proposes that, on the basis of the information described above, the contract be awarded to the preferred contractor, to carry out this survey commencing in November 2001.

Recommendation

It is recommended that:-

1. the tender submitted by the preferred contractor and referred to in (Exempt) Annexe 1, for carrying out a survey of communal television aerials owned by Waverley Borough Council, be accepted; and

2. the cost of this work to be met from within the existing budget set out in the capital programme.


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 D Simmons Telephone: 01483 869374