Decision details

This report seeks authority to procure and appoint a supplier to supply and install flooring products across Sheffield City Council’s Corporate and Housing estates.

That the Executive Member for Finance and Resources approves the procurement of a supplier to supply and install flooring products across Sheffield City Council’s Corporate and Housing estates for the next 4 years through a fully PCR compliant Open tender as set out in the report.

1.    The Council has an obligation to ensure its Council Housing estate is equipped with suitable flooring products so that its tenants are able to live in houses / flats of Decent Homes Standards.

2.    Furnished Accommodation tenants pay a service charge as part of the rent which covers the upkeep of their property therefore, we are obliged to maintain this service for these tenants.

3.    The Council has a responsibility to its employees to ensure their work environment is safe and comfortable to work in.  Without the ability to replace worn and dangerous flooring there would be health and safety issues for employees at work sites.

4.    The route to market is determined by the spend levels and the need to compete the requirement across an appropriate supply base.

5.    By opting for a full tender over a 3^rd party framework we will ensure we compete this procurement across a wider range of potential suppliers and that we are able to include local suppliers in the opportunity increasing the possibility of increases in the local economy and job opportunities for residents.

1.    As this is third party spend at a level that triggers a procurement under the Public Contracts Regulations 2015 and the Standing Orders of the Council there is no opportunity to consider options other than the route to market.

2.    There is an option to do nothing however, this will leave us without a compliant route to purchasing flooring which will result in either no future flooring replacements or if colleagues continued to order with the current provider off contract could leave us open to risk and challenges from suppliers and the public under the Freedom of Information Act through the obligation to publish spend data.

3.    Options considered have therefore been whether or not to do a full open tender in our own right or compete this via a further competition under a pre-existing compliant 3^rd party framework such as East Shires Purchasing Organisation (ESPO).

4.    The option of a full tender run in-house will allow for a bid from the incumbent supplier and other local companies where a further competition under a framework would not.

5.    A pre-existing 3^rd party framework does not allow us to factor in the Sustainability, Social Value and Ethical Procurement elements that a full open tender will.