Decision - Door Entry Systems, CCTV and Alarms

To authorise the procurement and award of a ten-year contract for the service repair and provision of Door Entry Systems, CCTV and Alarm Systems to HRA properties, following financial due diligence and cost comparisons of tenders and in consultation with the Cabinet Member for Housing.

1                    That the Director of Adult Social Care and Housing be instructed to procure a term contract for the service repair and provision of Door Entry Systems, CCTV and Alarm Systems.

2                    That the Director of Adult Social Care & Housing be given delegated powers to approve the award of a 10 year contract for Door Entry Systems, CCTV and Alarm Systems to HRA properties, following financial due diligence and cost comparisons of tenders and in consultation with the Cabinet Member for Housing.

1          The prime reason for the decision requested at 2.1 is that the council is required by its own Financial Regulations to subject supply arrangements to market testing and to obtain value for money in procuring supplies and services.  The provision, maintenance and testing of fire alarms is required by regulation.  The provision of other security systems is a key requirement of residents.  Financial Regulations and the Constitution require that Cabinet authorise procurement of contracts estimated to be over £500,000.

2          The reason for the decision requested at 2.2 is that the council is required to procure this contract within a strict timetable.  The cabinet preparation timetable does not allow enough time for completion of the analysis, consultation with leaseholders and residents or financial diligence, as well as being ready to request cabinet approval to award the contract by the deadline date of 9 February for the March cabinet members meeting or for the prior housing management consultative committee on 20 January.
In view of this it is requested that authority to enter into the contract be delegated to the Director of Adult Social Care & Housing in consultation with the Cabinet member

1                    Under current fire safety regulations, it is obligatory that particular blocks of flats should be provided with well maintained fire alarm systems. The provision, maintenance and testing of fire alarm systems is not avoidable.

2                    CCTV and Door Entry Systems are not obligatory.  It is therefore a legitimate option that these systems be dispensed with.  To do so, however, would severely reduce the security of those blocks and be contrary to residents’ expressed requirements.

3                    Provision of doors by the Repair & Maintenance partnering contractor is a realistic option that will be integral to the proposed contract. The cost of provision of new doors is dependant upon the specification required and the particular details of the block entrance. As a guide to costs, a new door in timber would cost around £1500, and in steel £5000. Provision of glazed door screens would be additional, as would any specific modifications, such as automatic door opening, required as provision for disabled persons.