Agenda and minutes
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APOLOGIES FOR ABSENCE To receive any apologies for absence. Additional documents: Minutes: There were no apologies for absence. |
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DECLARATIONS OF INTEREST A member with a disclosable pecuniary interest or a prejudicial interest in a matter who attends a meeting of the authority at which the matter is considered:
(i) must disclose the interest at the start of the meeting or when the interest becomes apparent, and (ii) may not participate in any discussion or vote on the matter and must withdraw from the meeting room.
A member who discloses at a meeting a disclosable pecuniary interest which is not registered in the Register of Members’ Interests or the subject of a pending notification must notify the Monitoring Officer of the interest within 28 days of the disclosure.
Disclosable pecuniary interests, personal interests and prejudicial interests are defined at Paragraphs 5-7 and Appendix A of the Members’ Code of Conduct Additional documents: Minutes: There were no declarations of interest. |
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THE AWARD OF THE CALL-OFF CONTRACT FOR CCTV EQUIPMENT AND SERVICES Additional documents: Minutes: The Leader considered the report which sought approval to enter into a call-off contract with TYCO Fire and Integrated Solutions (UK) Ltd (trading as TYCO Integrated Fire & Security), under Contract Standing Order (CSO) 9.07.1d, for the provision of CCTV equipment and services, as was permitted on the Eastern Shires Purchasing Organisation (ESPO) Framework 628 and in accordance with CSO 7.01.b (selecting one or more suppliers from a framework). The contract would be for a period of 5 years.
The contract was required to support the purchase of CCTV cameras and services required for the extension of public safety surveillance and traffic enforcement services across the borough.
The Leader RESOLVED
Pursuant to the Council’s Contract Standing Orders (CSO) 9.07.01d, to award the contract for the provision of CCTV equipment and services to TYCO Fire and Integrated Solutions (UK) Ltd (trading as TYCO Integrated Fire & Security) for a period of 5 years for a maximum contract sum of £7,436,722.83.
Reasons for decision
Contract Standing Order (CSO) 9.07.1d requires that all contracts valued at £500,000 (five hundred thousand pounds) or more at the time of award may only be awarded, assigned, or novated by the Cabinet.
A competitive procurement exercise was carried out under the Eastern Shires Purchasing Organisation (ESPO) Framework 628 (Issue 24 – 2019) Security and Surveillance Framework (Lot 1 - Public Space Surveillance Systems).
The procurement was launched on 28June 2021 and closed on 30July 2021. One response was submitted and evaluated against price and quality.
Following evaluation of the bid submitted by TYCO Fire and Integrated Solutions (UK) Ltd, it was found to meet all requirements. The actual evaluation scores are set out in paragraph 6.6 of the report.
The recommended award allows the Council to continue working with a supplier with extensive experience and a proven track record in the provision and maintenance of public safety and traffic enforcement CCTV systems and services. This contractor has a proven track record of good service delivery and a willingness to deliver efficiencies through continuous improvements, thereby providing the Council with best value.
Alternative options considered
The following options were considered:
Do nothing. This is not considered a feasible option as the existing CCTV equipment contract has a very low value remaining on it. Additional cameras are required at this point in time to support the delivery of several traffic schemes, including School Streets. There is also an expectation that more CCTV cameras will need to be purchased in the coming years by both Highways and Parking Service and by the Community Safety Team.
Open Tender: The option to undertake an open tender process was considered. However, it was deemed that the level of Council resources required to complete an open tender was not justified when a suitable framework agreement was available. Furthermore, the framework agreement is of the appropriate specialist nature, catering specifically for CCTV. Irrespectively, the procurement process deployed has passed the value for money test whilst, in addition, the cost of the cameras and their ... view the full minutes text for item 60. |
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SUPPLY OF CCTV EQUIPMENT MAINTENANCE SERVICES - CONTRACT AWARD Additional documents: Minutes: The Leader considered the report which sought approval to award a contract to TYCO Fire & Integrated Solutions (UK) Limited (trading as TYCO Integrated Fire & Security) for CCTV maintenance.
The report was seeking approval from Cabinet for the award of contract under Contract Standing Order (CSO) 9.07.1 (d) which stated that all contracts valued at £500,000 (five hundred thousand pounds) or more at the time of award may only be awarded, assigned, or novated by the Cabinet. The award was for the provision of CCTV equipment maintenance services for the Council’s CCTV provision from 1December 2021, and this contract would cover: · CCTV infrastructure equipment - servers in River Park House and equipment in the CCTV control room in Alexandra House. · Maintenance of community safety, traffic enforcement and School Streets cameras.
This contract would support the Council in the maintenance of the refreshed and upgraded camera network and CCTV infrastructure. The capital investment into the Council’s CCTV provision had significantly increased the current number of cameras across the borough (increasing from 132 to 282) to improve public confidence, detect and deter criminality as well as improve the flow of traffic across the borough. Please see Appendix 1 of the report for camera locations.
This was a new contract to be awarded for a period of 4 years, to a total value of £1,836,668.
Costs may fluctuate marginally as equipment is added or removed over the duration of the contract, which has been captured via an agreed schedule of rates within the tender. The current cost projections are based on best knowledge of changes in new cameras/stock at the time of writing this report.
The projected 4-year cashflow is set out as follows:
*Table 1 shows annual contract costs, as opposed to financial year costs.
The Leader RESOLVED
Pursuant to Contract Standing Order 9.07.1(d), to approve the award of contract for the provision of maintenance services to TYCO Fire & Integrated Solutions (UK) Limited (trading as TYCO Integrated Fire & Security) for a period of 4 years for the value of £1,836,668.
Reasons for decision
The Council initiated a competitive exercise through the Official Journal of the EU (OJEU) and an OJEU notice was issued on 14May 2021, to invite tenders with submissions due on 13June 2021. The procurement process followed the Open Procedure, in accordance with Regulation 27 of the Public Contract Regulations 2015. A total of seven providers registered interest and one provider submitted a bid for the contract.
The tender procedure consisted of a single stage process, including ‘selection questions’ and 6 qualitative questions, assessing the bidders against the broad range of required experience, skills and capabilities as described in the specification. The submitted bid has been evaluated against price and quality to ensure that it delivers value for money.
The successful bidder has demonstrated its ability and capability through responses to the ... view the full minutes text for item 61. |
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