Issue - meetings

This report provides a cost comparison and risk analysis for the potential for in-house delivery of all existing Facilities Management (FM) services, compared to an external delivery provision model.

RESOLVED that Cabinet:

(1)        Agree that Hard FM services be outsourced on the expiry of the existing contract in July 2021 and to further extend the outsourced Hard FM service arrangements in place at the Civic Centre and The Library at Willesden Green to the wider retained estate buildings to better serve the council’s requirements and give consistency across the corporate portfolio.

(2)        Agree that Soft FM services (Security, Portering and Cleaning, but excluding Catering and Hospitality) be delivered in-house beyond the current contract end date in July 2021.

(3)        Subject to agreement of (1) and (2) above, delegate to the Strategic Director for Regeneration & Environment approval of the pre-tender considerations for the procurement of a contractor to undertake Hard FM services and thereafter arrange for officers to evaluate tenders on the basis of the approved evaluation criteria.

(4)        Delegate authority to the Strategic Director for Regeneration & Environment, in consultation with the Cabinet Member for Regeneration, Property and Planning, to award the contract for Hard FM services from July 2021.

(5)        To note that no decision is to be made with regard to the Catering and Hospitality Service at this stage, with a separate report to provide specific options for the Catering and Hospitality services to be produced for consideration in the near future.

The Cabinet Member for Regeneration, Property & Planning, Councillor Shama Tatler, introduced the report seeking approval to a proposed service delivery model for provision of the Council’s FM Service.  The report included a cost comparison and risk analysis for the potential in-house delivery of existing services compared to an external delivery model, with the service divided into three distinct elements – Hard FM, Soft FM and Catering & Hospitality.

Cabinet noted that options in relation to the catering and hospitality element of the service were still in the process of being developed and would therefore be the subject to a separate report and expressed support for the rationale in seeking to bring the soft element of service provision in-house.  This was on the basis that it would provide the opportunity to improve synergies in management of the contract whilst also enabling staff to move on to Brent’s employment terms and conditions and provide access for staff to the London Living Wage and Pension Scheme.

In considering the recommendations detailed in the report, the Cabinet noted that Appendix A had been classified as not for publication on the basis it contained the following category of exempt information as specified under paragraph 3, Part 1 of Schedule 12A of the Local Government Act 1972, namely “Information relating to the financial or business affairs of any particular person (including the authority holding that information)".

RESOLVED that Cabinet:

(1)      Agree that Hard FM services be outsourced on the expiry of the existing contract in July 2021 and to further extend the outsourced Hard FM service arrangements in place at the Civic Centre and The Library at Willesden Green to the wider retained estate buildings to better serve the council’s requirements and give consistency across the corporate portfolio.

(2)      Agree that Soft FM services (Security, Portering and Cleaning, but excluding Catering and Hospitality) be delivered in-house beyond the current contract end date in July 2021.

(3)      Subject to agreement of (1) and (2) above, delegate to the Strategic Director for Regeneration & Environment approval of the pre-tender considerations for the procurement of a contractor to undertake Hard FM services and thereafter arrange for officers to evaluate tenders on the basis of the approved evaluation criteria.

(4)      Delegate authority to the Strategic Director for Regeneration & Environment, in consultation with the Cabinet Member for Regeneration, Property and Planning, to award the contract for Hard FM services from July 2021.

(5)      To note that no decision is to be made with regard to the Catering and Hospitality Service at this stage, with a separate report to provide specific options for the Catering and Hospitality services to be produced for consideration in the near future.