Issue - meetings

This report sets out the procurement process that has been undertaken in respect of the roofing repairs at Stamford Arts Centre.

Purpose of report

This report set out the procurement process undertaken in respect of the roofing repairs at Stamford Arts Centre.

Decision

That Cabinet approved the contract award to Hardy Construction (Stamford) Ltd. to undertake essential maintenance works to the Stamford Arts Centre roof for the sum of £384,985.

Alternative options considered and rejected

Option 1 – consultation had been held with Welland Procurement and the Council’s Procurement Lead to establish the most appropriate route of procurement. An open tender exercise was identified as the most appropriate route for the roof repair works to the Theatre roof at Stamford Arts Centre. This was an advertised process using the mandatory procurement portals. This process included no shortlisting and therefore, any interested bidder had the opportunity to submit a full tender. The criteria meant that the winning bidder would be the bidder with the highest evaluation score, based on 40% cost and 60% quality.

Option 2 – consideration had also been given to deferment of the Theatre roof replacement works to a future financial year. A survey was commissioned with William Saunders Partnership prior to commencement of the tender process to ascertain the existing condition of the roof following repairs. The report identified that the life expectancy of the roof was poor and in order to mitigate the risk associated with the roof condition, it was recommended that works to replace the roof covering should be undertaken.

Reason for decision

In 2021 when essential roofing work was undertaken at Stamford Arts Centre it was highlighted that there was further deterioration that had not been included in the original scope of works. The Collywestern slate roof covering required replacing due to wear and tear.

It was agreed that Hardy Construction (Stamford) Ltd were awarded the works contract based on their achievement of the highest overall evaluation score from the tender process. The tender process was conducted in accordance with the Council’s Contract and Procurement Procedure Rules and the Public Contract Regulations 2015.