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A decision made (15.08.07) to approve the deviation from the normal competitive tendering process regarding PVCu goods.

Subject:	Le Clos de Roncier - Deviation from the normal competitive tendering process – PVCu Goods
Decision Reference:	MD-H-2007-0055	Exempt clause(s):		Public
Type of Report: (oral or written)	WRITTEN	Person Giving Report (if oral):
Telephone or e-mail Meeting?		Report File ref:		WR- Clos De Roncier Tenders
Written Report – Title	Le Clos De Roncier Refurbishment- Replacement PVCu rainwater goods, including windows, canopies and doors- Deviation from the normal competitive tendering process	Written report - author		David Reid – Capital Projects Officer
Decision(s): The Minister approved the deviation from the normal competitive tendering process as set out in the attached report dated 6th August 2007.
Reason(s) for decision To comply with Financial Direction 5.6, paragraph 5.7.4 on the basis that the proposal not to follow the normal competitive tendering process in respect of the : PVCu windows, front & back doors, canopies and associated rain water goods works for phase 2 Clos De Roncier on the basis that the proposed negotiated contract with the Coastline provides a material advantage.
Resource implications Financial: NIL Manpower: NIL Property: NIL ICT: NIL Law Drafting: NIL
Action required:
Signature: (Minister/ Assistant Minister)			Date of Decision:

Clos de Roncier - deviation from the normal tendering process - PVCu goods

Date of Report: - 6th August 2007

REPORT FOR HOUSING MINISTER

LE CLOS DE RONCIER REFURBISHMENT – REPLACEMENT: FASCIAS, SOFFITS & RAINWATER GOODS, WINDOWS FRONT & BACK DOORS AND CANOPIES -

DEVIATION FROM THE NORMAL COMPETITIVE TENDERING PROCESS.

Background

The Minister will recall that in 2005/06 the Department undertook to refurbish houses nos 1 -18inc; the works were designed predominantly, to improve the thermal envelope and energy performance of each property.

The ‘scope of work’ included the replacement of the old metal ‘Crittal’ style of window with PVCu, including rain water goods and the front and back doors. The buildings were then shrouded in a proprietary cladding system, re-tiled and the loft insulation augmented.

Window replacements

In 2005, tenders were sent out to 3 PVCu Product Providers for the installation of replacement: fascias, soffits and rain-water goods. In addition, the ‘scope of works’ included the replacement of windows, front & back doors and the inclusion of pre-fabricated canopies for nos 1-18inc.

Coastline Ltd submitted the winning tender and as a result, the window’s and doors etc were replaced, the acceptance of this tender sum represented good ‘value for money’.

In terms of customer satisfaction, the windows have been in place since November 2005 and follow-up snagging and discussion’s with the residents committee has proved they are sturdy and easily maintained.

The doors are the ‘tried and tested’ Lindman door product, regularly used by the department.

Proposals for Phase 2

The application for detailed planning approval for the refurbishment of houses 19 – 83 inclusive is scheduled for submission to Planning in November 2007.

A programme of works leading up to this submission date has been drawn up which includes the continuation of the above mentioned PVCu products. Preparations are underway for the refurbishment of the remaining 65 houses and the Department has negotiated an agreement with Coastline to supply and fit the doors, windows and other PVCu goods at the same price it obtained in 2005.

A meeting between The Housing Department and the Clos De Roncier Residents Committee was held on the 10th May 2007 to discuss the programme of works for the refurbishment of the estate. In particular, the residents were keen to make use of any possible opportunity to bring forward works ahead of the Planning Process.

One means of meeting this aspiration whilst making use of the summer and early autumn weather would be to replace the windows, doors and PVCu goods in all of the remaining houses immediately. The Department is proposing to continue with the replacements using Coastline.

Given cost of living rises in the intervening period this new negotiated price is in excess of 10% lower than would be expected if these works were to be competitively tendered.

The Housing Department is tireless in its pursuit of value for money; however, such are the long term benefits in continuing to use this tried and tested product on this scheme that the Department is not proposing that these works be put to competitive tender.

Financial Direction No 5.6 ‘The control of capital expenditure’ sub-para 5.7.4 allows for deviation from the competitive tendering process, where it can be demonstrated that;

‘A negotiated contract with a known contractor, whose services have previously been engaged through a competitive process on a similar project, provides a material advantage’.

With this in mind, the Department would like to continue to employ Coastline, who are familiar with the installation requirements on this estate and has already provided the PVCu goods for the first phase on budget, on time and with good levels of customer satisfaction.

Recommendations

That the Minister endorses the proposal not to follow the normal competitive tendering process in respect of the window, door, PVCu and rainwater goods replacement works for phase 2 Clos de Roncier on the basis that the proposed negotiated contract with Coastline Limited provides a material advantage to the Department.

D Reid

Capital Projects Officer