Decision Reference Number: WPCC4-0055
Lead Officer: Caroline Plane/Nathan Moore
Chief Officer approval: DCC David Gardner 8/4/24
Date: 26/03/2025
Publication: Information in this form is subject to the Freedom of Information Act 2000 (FOI Act) and other legislation. Unless the information provided is covered by an exemption and stated to be either confidential or partly confidential, the information contained in the form will be published on the OPCC website.
Status: Non-confidential
If partially-confidential or confidential please detail the FOI exemption applied and specify which parts are confidential:
Decision summary:
A decision notice for the tendering of the maintenance contract, to include both reactive and planned maintenance in anticipation of the expiry of the current contract in March 2026.
I confirm that my register of interests declaration is up to date and that none of my interests preclude me from making this decision.
Signature: P.Seccombe
Date: 11/04/2025
Supporting information
1. Background information: why do we need to make this decision?
The existing maintenance contract is due to expire on 31st March 2026.
A previous tender exercise was abandoned due to a supplier challenge. We now need to run a new procurement process in time to replace the current contract when it naturally expires on 31 March 2026.
2. What additional documents are relied upon? Please provide a link or separate attachments.
The tender process will include a set of procurement documents
3. What benefits will this bring, including financial, social or environmental benefits?
The objectives of the tender include increased efficiency and resilience in building maintenance services.
The contract will include social value objectives included as Key Performance Indicators.
4. What is the impact of not approving the application?
The existing maintenance contract will expire with no incoming service provider. There will be risk of not completing the tender process in adequate time to allow continuity of service. If service continuity is not maintained, this would pose a significant risk both in terms of statutory maintenance not being completed as well as critical assets and infrastructure not supported in the event of failure.
5. How much will it cost? (please provide cost breakdown, including any identified savings, and include where they have been approved)
Police Estate budgets for 25/26 are:
| Cost Centre | Account | Account description | 25/26 Budget |
| BF01X | 510102 | Planned M&E services | £450,000 |
| BF01X | 510110 | Reactive maintenance buildings | £600,000 |
| TOTAL | £1,050,000 |
25/26 Justice Centre budgets are:
| Cost Centre | Account | Account Description | 25/26 budget | JC |
| CJSOX | 510102 | Planned M&E services | £146,290 | South |
| CJSOX | 510110 | Reactive maintenance buildings | £187,000 | South |
| CJCOX | 510102 | Planned M&E services | £96,050 | North |
| CJCOX | 510110 | Reactive maintenance buildings | £170,000 | North |
| TOTAL | £599,340 |
6. Who has been consulted on this proposal?
The Estates team have been consulted on the specification requirements of the service. External advice was also sought from an independent consultant.
7. Will this decision have an impact on any specific individuals or groups or communities?
No
8. Does this decision have legal implications? Has legal advice been sought?
Procurement process must comply with the Procurement Act 2023. No specific legal advice has been sought.
Comments from the Chief Finance Officer
It is important that a suitable maintenance contract is in place from the 1st April 2026, to ensure that building are properly maintained and are compliant with current health and safety regulations and legislation. The current contract is due to expire on the 31st March 2026, and an open market, competitive tender process, should help to ensure that services provide value for money and are fit for purpose.
Comments from the Chief Executive and Monitoring Officer
This decision notice approves a proposal to go to tender for a facilities maintenance contract.
