Issue - meetings

Report from the Cabinet Member for Housing and Planning.

This item was dealt with under Special Urgency Provisions due to the need to get the contracts in place as soon as possible.

Decision

1.    That Cabinet approves three contracts to be placed with GEN2 for the following works:

                 i.       Procurement and project management specialist support for the implementation of the Fire Risk Assessments works up to a value of £7,000.

               ii.       Procurement and project management specialist support for the renewal of the Gas contract up to a value of £20,000.

              iii.       Procurement and project management specialist support for the Windows and Doors capital programme up to a value of £22,000.

2.    That Cabinet delegates approval to enter into the contracts to the Chief Executive, in consultation with the Cabinet Member for Housing and Planning, the Monitoring Officer and the s151 Officer.

Considerations/reasons for decision:

·         Report from the Cabinet Member for Housing and Planning on the awarding of contracts with GEN2.

·         The review of the capital and revenue priorities of the Housing service.

·         Works to be completed and progressed within the next 12 months to comply with the Regulator and non-compliance notice.

·         GEN2 specialised in providing consultancy, procurement, and project management oversight within the public sector.

·         To provide an additional method of efficiency and to effectively deliver some compliance works and contract works required as part of the 2021/22 Housing Capital Programme.

Other Option considered:

Procuring, specifying and project managing the necessary works contracts in the normal way.  However, due to current staffing challenges, lack of professional capacity, the scope, scale and nature of the works required to improve the current stock, along with meeting compliance requirements, officers concluded that this represented a high-risk option and was not recommended at the present time.

This item was dealt with under Special Urgency Provisions due to the need to get the contracts in place as soon as possible.

The Monitoring Officer clarified the position in relation to the report and confirmed that it was not exempt.

The Cabinet Member for Housing and Planning presented the report which concerned a new initiative to enhance and support resource limitations within the Housing Technical Support Section to deliver critical housing capital works. 

These works included key housing compliance activities, the first three elements were:

·         Fire risk assessment works.

·         Interim gas contract work arrangements.

·         The window and door programme.

The initial proposal would be for a 12 month pilot partnership with a detailed review on outputs and quality of service being reported to the Rural and Communities Overview and Scrutiny Committee, together with the potential to look at a longer term partnership. 

The Cabinet Member for Housing and Planning then detailed the rates of work which included project management work and the fees payable with a maximum cap of £50,000.   The combined process of procurement and project management was to reduce time for project works overall.

The initiative would contribute to reducing risks of not delivering the housing capital works programme. The necessary due diligence would be undertaken accordingly in respect of the Company which was wholly owned by Kent County Council.

A Cabinet Member queried the route being taken in respect of the initiative to which the Chief Executive replied and confirmed that it had been checked thoroughly by the Monitoring Officer in respect of the Contract and Procurement Procedure Rules.  Advice had also be sought from Legal Services Lincolnshire.

On being put to the vote, it was AGREED:

1.    That Cabinet approves three contracts to be placed with GEN2 for the following works:

                 i.       Procurement and project management specialist support for the implementation of the Fire Risk Assessments works up to a value of £7,000.

               ii.       Procurement and project management specialist support for the renewal of the Gas contract up to a value of £20,000.

              iii.       Procurement and project management specialist support for the Windows and Doors capital programme up to a value of £22,000.

2.    That Cabinet delegates approval to enter into the contracts to the Chief Executive, in consultation with the Cabinet Member for Housing and Planning, the Monitoring Officer and the s151 Officer.