Agenda and draft minutes

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To receive any apologies for absence.

There were no apologies for absence.

There were no declarations of interest put forward.

The Chair will consider the admission of any late items of Urgent Business. (Late items of Urgent Business will be considered under the agenda item where they appear).

There were no items of urgent business.

There were no deputations, petitions or questions.

The Cabinet Member for  the Local Economy and Placemaking considered the report which was put forward following previous  Cabinet approval of the Civic Centre Development Project which had agreed the procurement strategy for client fit-out items. This report sought approval to award contracts for the supply, delivery, installation, refurbishment and relocation of Fixtures, Fittings & Equipment (FF&E) for the new Civic Centre.

The Cabinet Member noted that the FF&E procurement had been structured into two Lots to ensure value for money, support sustainability objectives and reflected the differing architectural technical requirements of the buildings and partial re-use of existing furniture:

·       Lot 1 – New Furniture (Supply, Delivery and Installation)

·       Lot 2 – FF&E Refurbishment, Relocation and Installation

The report also sought approval to issue Letters of Intent for each Lot, capped at up to 10% of the contract value, to enable early mobilisation and programme certainty ahead of installation following Practical Completion.

The proposed budget for the Civic Centre FF&E was fully contained within the overall Civic Centre budget approved by Cabinet on 12 November 2024.

The Cabinet Member for Placemaking, and Local Economy considered the exempt information and was pleased to note that the refurbishment of the Civic Centre was fully underway and,

RESOLVED

1.    That pursuant to Contract Standing Orders 0.08 and 2.01.c) to approve the following: award of contract for Lot 1 – New Furniture (Supply, Delivery and Installation) to Bidder J for the sum of £519,530.51.

2.    To approve the award of contract for Lot 2 – FF&E Refurbishment, Relocation and Installation to Bidder G for the sum of £256,815.50

3.    To approve that the contract is for a period of 5 years commencing 15th of April 2026 to 15^th April 2031, with an option to extend for a further period(s) of up to 1 year.

4.    To approve the issuance of Letters of Intent for each Lot for up to 10% of the respective contract values to enable early mobilisation

5.    In the event of the Council being unable to award the contract for Lot 1 to Bidder J to agree the award of the contract to Bidder K (named in paragraph 6.1.1 of the Exempt portion of the report (Part B)) who submitted the next highest scored bid.

6.    In the event of the Council being unable to award the contract for Lot 2 to Bidder G to agree the award of the contract to Bidder H (named in paragraph 6.1.2 of the Exempt portion of the report (Part B)) who submitted the next highest scored bid.

Reasons for decision

The Civic Centre will become the Council’s main headquarters from 2027 and is designed to support flexible, inclusive and sustainable ways of working.

The FF&E procurement supports the delivery of modern office accommodation, civic and democratic functions, public-facing spaces and areas for community use within a flagship Grade II Listed building and new-build annexe.

The two-Lot procurement approach enables the Council to:

• Secure high-quality new furniture where  ...  view the full minutes text for item 6.

Item 8 is likely to be subject to a motion to exclude the press and public be from the meeting as it contains exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); paras 3 and 5, namely information relating to the financial or business affairs of any particular person (including the authority holding that information) and information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

RESOLVED

To  exclude the press and public from the meeting as the following item contained exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); paras 3 and 5, namely information relating to the financial or business affairs of any particular person (including the authority holding that information) and information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

The exempt information was considered and resolutions agreed as per  the item above.