Decision details

To extend the current contracts with Property Facilities Group Ltd,  Spokemead Maintenance Ltd & BuildTrust Ltd whilst a new procurement exercise is carried out and completed.

1.  That the variation of Contract A (north of the borough) Housing Aid and Adaptation works with Property Facilities Group Ltd. (PFG) to extend the term of the contract for a period of 15 months from 1 March 2025 to 31 May 2026 at an estimated additional cost of £624k with work added from Contract C (south of the borough) at an estimated additional sum of £250k making a total revised estimated contract value of £2.670m be approved retrospectively.

2.  That the variation of Contract B (middle of the borough) Housing Aid and Adaptation works with Spokemead Maintenance Ltd. (Spokemead) to extend the term of the contract for a period of 15 months from 1 March 2025 to 31 May 2026 at an estimated additional cost of £0.501m with work added from Contract C (south of the borough) at an estimated additional sum of £0.250m making a total revised estimated contract value of £2.380m be approved retrospectively.

3.  That it be noted that PFG and Spokemead will act as backup contractors to each other on each of their respective tendered rates, as required.

4.  That it be noted that the proposed change via a revised Gateway 1 of the procurement strategy for the re-letting of the Housing Aids and Adaptation contracts from a restricted procedure to a mini competition via an external framework to ensure a new contract is in place by 31 May 2026 to align with the end of this contract (once extended) as approved by the Strategic Director of Housing.

5.  That it be noted that the annual Building Maintenance Index (BMI) rise, which was due to be applied in April 2025, was not applied to the contracts as agreed in principle with PFG and Spokemead and this will be evidenced in a deed of variation for this extension.