Agenda item

This report sought approval from the Cabinet Member to award a call-off contract for the maintenance, repairs, and upgrades of bin chute systems across the Council’s housing stock. The contract was intended to run for up to five years, with an initial duration of three years and two optional one-year extensions. The maximum estimated value of the contract was £850,000, subject to inflationary factors.

Haringey Council oversaw multiple housing blocks with bin chute systems of varying age and condition. The contract was procured through the London Construction Programme (LCP) Minor Works Dynamic Purchasing System (DPS) under the ‘Waste Infrastructure’ category, which provided access to specialist contractors suited to the procurement requirements. The five-year programme, with two optional one-year extensions, was chosen to ensure the contract remained attractive to bidders while allowing flexibility for the Council to assess market conditions or explore in-house delivery options in the future.

The Cabinet Member RESOLVED:

Recommendations

Pursuant to Council’s Contract Standing order (CSO) 8.01 ( use of Council Dynamic Purchasing system), CSO 2.01.1C ( Cabinet approve awards of Contract valued at £500,000 or more) and CSO 0.08 (Decision may be taken by Leader or by Cabinet Member) the Cabinet Member for Housing Services, Private Renters, and Planning approves the award of a contract for the provision of maintenance, repairs and upgrades to bin chute systems to Tenderer A ( Identified in Part B exempt Part of this report) , across the Council’s housing stock, for a duration of three years with the option to extend for 1 + 1 years, with a total value of £850,000 (plus inflation), starting from July 2025.

Reasons for decision

In order to deliver the Maintenance and Repairs Bin chute systems are critical infrastructure in high-rise and flatted properties, helping ensure hygienic waste disposal and preventing fire and pest risks. Many of the Council’s bin chute systems are now ageing, with some requiring urgent repair or replacement in accordance with the relevant British Standards.

The responsive provision will ensure the safety of all equipment to rectify any failures which could put residents at risk of unreported injury or harm . The contract will cover regular maintenance, emergency repairs, replacement of damaged hoppers and chute doors, alignment of chute systems, fire-stopping improvements, and, where necessary, full chute replacements to meet modern standards.

The upgrade works are required to ensure some of our most vulnerable residents are provided with the highest level of protection. The upgrade works will support improved health and safety outcomes, fire risk reduction, and contribute to estate cleanliness and waste management efficiency.

This is a call-off contract, in that there is no monthly or annual fee and the contractor will only receive payment for works completed on instruction providing budgetary flexibility and value for money.

Alternative options considered

Do Nothing – This is not an option as it would increase the risks around fire and personal safety for our residents. This would expose the Council to health and fire safety risks, contravene regulatory obligations, and lead to increased complaints and potential liability.

Carry out the work through in-house resources. We are unable to deliver these works in-house due to a lack on suitably trained and certified operatives. We do not have enough operatives and the timescales required to recruit and train them would result in the same outcome as set out in 5.1 above.

Use our existing contracts or contractors. Current contracts have expired or reached extension limits. A new contract ensures compliance and up-to-date pricing.