Hampshire County Council

Buildings, Land and Procurement Panel Item

4 April 2006

County Supplies - Contracting Activity

Report by the Director of Property, Business and Regulatory Services

How the conclusion in this report fits with the Corporate Strategy

The principal impact of this report is related to the following Corporate Aims:

Aim 3: achieving economic prosperity - through the impact on the management

of resources

Aim 5: improving services - through the effective procurement of goods and

services

1

Summary

1.1

This report seeks approval for the expected programme of contracting activity to be undertaken by County Supplies and the Corporate Procurement team for the period through to September 2007.

2.

List of Forthcoming Contracts

2.1

The programme of work expected to be undertaken over the next 17 months is listed in Appendix One. Over 160 individual contracts are listed with a total annual value of around £48 million (including expenditure by external clients). A great number of these contracts are not linked to specific one-off purchases or projects, but are in fact framework arrangements that will service the ongoing requirements of a large number of individual budget holders for routine goods and services. As such, the contract values are simply estimates and expenditure will be determined by the actual commitments made by budget holders.

2.2

Around one-third of the contracts relate to site specific arrangements for cleaning and catering or are contracts made on behalf of external customers.

2.3

A number of the arrangements described in this report refer to the Central Buying Consortium (CBC), of which the County Council is a member. The aim of the CBC's joint purchasing activity is to secure economies of scale through the aggregation of requirements and to reduce the burden of public sector tendering and contract administration on suppliers. County Supplies conducts around 25% of its purchasing activity through the CBC (more than £20 million annually) and in such cases the award of contracts is jointly agreed by the purchasing staff of the participating authorities. In procedural terms, the `master agreement' is let in accordance with the constitution and standing orders of the lead authority.

2.4

The programme of work includes a number of contracts which may in practice be extended rather than re-tendered when the initial contract period expires (subject to satisfactory performance and agreement over terms). An example of where this decision has yet to be made is the contract for the provision of agency staff (temporary workers), which comes to the end of the initial three year agreement in July 2007.

3

Award of Contract for the supply of electricity to small sites

3.1

At its meeting on 31 January, 2006 BLPP recommended to the Executive Member for Policy and Resources that authority to conclude a contract for the supply of electricity to small sites be delegated to the Director of Property, Business and Regulatory Services. The Panel were advised that, after a period of three years during which prices had been fixed, there was likely to be an increase of more than 80%.

3.2

Tenders were received from three suppliers and preparations are currently being made to transfer the contract to E.ON.UK, the lowest tenderer, at an increased cost of some 85%. This bid was for the supply of `brown' electricity over 18 months and this was more that £100,000 per annum lower than the `brown' bid from the current supplier, and the lowest offer for `green' electricity.

Recommendation

That the Building, Land and Procurement Panel advises the Executive Member for Policy and Resources that approval be given to forthcoming contracts for the period up to July 2007 as detailed in Appendix 1.

List of Forthcoming Contracts (April 2006 to September 2007)

Title 

Approximate

annual value

£'000

Expected date

(a)

Contracts with a whole life value likely to be less than £75,000

Desk Top Requirements (CBC)

15

01-Apr-06

#

Saw Sharpening

5

01-Apr-06

Library Binding Services (CBC)

20

01-Apr-06

#

Vending Machines at The Castle (maintenance only)

10

01-Apr-06

Office Fastenings (CBC)

15

01-May-06

#

Book Covering Film

14

01-Jun-06

Testing/Maintenance of Hoists

20

01-Jun-06

Signs (CBC)

6

01-Aug-06

#

Mobile Gas Heaters

5

01-Sep-06

Holloware & Metal Utensils (CBC)

4

01-Oct-06

#

Sewing Machines

20

01-Oct-06

Glue Sticks (CBC)

9

01-Dec-06

#

Welding Equipment

8

01-Jan-07

Comb Binding Accessories (CBC)

8

01-Jan-07

#

Propane/Butane - Bulk and Cylinders

15

01-Jan-07

Beds and Mattresses (CBC)

10

01-Feb-07

#

Tuning/Maintenance of Pianos

30

01-Feb-07

Scissors (CBC)

20

01-Mar-07

#

Hand Held Power Tools and Accessories (CBC)

10

01-Mar-07

#

Electrical Products, except Lamps & Tubes (CBC)

10

01-Apr-07

#

Maintenance and Repair of Metal/Woodwork Machines

20

01-Apr-07

Calendar Year Diaries (CBC)

11

01-May-07

#

Oscillating Fans & Portable Heaters (CBC)

10

01-Jun-07

#

Suspended Filing (CBC)

11

01-Jul-07

#

Cooking Oil (CBC)

30

01-Sep-07

#

Office Dictation Machines

12

01-Sep-07

Stainless Steel Cutlery (CBC)

18

01-Sep-07

#

(b)

Contracts having a whole life value exceeding £75,000

Catering Mixes (CBC)

227

01-Apr-06

#

Electricity - Small Sites (Quarterly)

2,800

01-Apr-06

Asbestos Testing

130

01-Apr-06

Black Waste Sacks (CBC)

69

01-Apr-06

#

PVC Accessories (CBC)

44

01-Apr-06

#

Coated Papers

80

01-May-06

Print (Initial framework & ancillary services)

300

01-May-06

Sandwiches

180

01-May-06

Mobile Phones (CBC)

100

01-May-06

#

Commercial Catering and Refrigeration Equipment

175

01-Jun-06

Research Services

180

01-Jun-06

Sanitary, Medical and Clinical Waste

300

01-Jun-06

Testing of Electrical Appliances

120

01-Jun-06

Domestic Electrical Appliances

60

01-Jul-06

School and Corporate Textbooks

2,900

01-Jul-06

Cartridge Paper (CBC)

56

01-Jul-06

#

PVA Adhesives (CBC)

25

01-Jul-06

#

Modelling Materials (CBC)

28

01-Aug-06

#

Whiteboard Markers (CBC)

63

01-Aug-06

#

Ring Binders etc (CBC)

106

01-Aug-06

#

Cash Collection

150

01-Sep-06

Public Notice Advertising

200

01-Sep-06

Maintenance of A/V Equipment

80

01-Sep-06

Binding, Shredders and Laminating Machines (CBC)

50

01-Sep-06

#

Lease Finance (CBC)

1,100

01-Sep-06

#

Facsimile Machines (CBC)

20

01-Sep-06

#

Education Audio Goods

75

01-Sep-06

PC Components/Peripherals

300

01-Oct-06

Drawing Equipment (CBC)

21

01-Oct-06

#

Art Paints (CBC)

63

01-Oct-06

#

Calculators

30

01-Oct-06

Electricity - Unmetered Sites

300

01-Oct-06

Physician Services (Occupational Health)

120

01-Oct-06

Thin Client Devices

200

01-Oct-06

Catering Disposables (CBC)

100

01-Oct-06

#

Electricity - Small Sites (Monthly)

2,000

01-Oct-06

Par Fried Chips/Prepared Pots/Fresh Fruit & Veg

800

01-Nov-06

Electricity - Large Sites

3,100

01-Nov-06

Batteries & Torches (CBC)

25

01-Dec-06

#

Designer Furniture

250

01-Dec-06

Beverages (Beers, Wines & Spirits)

118

01-Jan-07

IT Contractor Services

2,000

01-Jan-07

Web Based Printing

170

01-Jan-07

School Uniforms

300

01-Jan-07

Cleaning Materials - Branded (CBC)

291

01-Jan-07

#

Library Security Contract

100

01-Jan-07

Vehicle Purchase (CBC)

250

01-Jan-07

#

Staging & Audience Systems

140

01-Jan-07

Education Diaries (CBC)

41

01-Jan-07

#

Grounds Maintenance - North East C - South

83

01-Jan-07

Grounds Maintenance - North East C - North

126

01-Jan-07

Variable Data Print

230

01-Feb-07

Baked Beans and Pasta (CBC)

70

01-Mar-07

#

Disposable Household & Medical Gloves&Aprons (CBC)

83

01-Mar-07

#

Fabrication & Installation of Catering Equip (CBC)

150

01-Mar-07

#

Postal Services

2,000

01-Apr-07

First Aid & Medical (CBC)

60

01-Apr-07

#

Banking Services

100

01-Apr-07

Groceries, Provisions & Frozen Foods

4,500

01-Apr-07

Fire Fighting Equipment

150

01-Apr-07

Garden Furniture

70

01-Apr-07

Heavy Sports Goods (CBC)

50

01-Apr-07

#

General Sports Goods (CBC)

270

01-Apr-07

#

Confectionery & Snacks

400

01-Apr-07

Library Books (CBC)

725

01-Apr-07

#

Library Audio Visual Materials (CBC)

220

01-Apr-07

#

Hire of Venues

2,000

01-Apr-07

Corporate Stationery (CBC)

365

01-Apr-07

#

Periodicals (CBC)

120

01-Apr-07

#

Window Cleaning - Non-schools

25

01-Apr-07

Supply Teaching - on behalf of Children's Services

2,000

01-May-07

Dividers (CBC)

25

01-May-07

#

Storage Trays (CBC)

50

01-May-07

#

Cleaning - Non-Schools - 12 Areas

850

05-May-07

Sale of Catalogue Advertising Space

300

01-Jun-07

Trimmers and Guillotines (CBC)

33

01-Jun-07

#

Staplers, Staples and Perforators

35

01-Jun-07

Commercial Laundry Equipment

150

01-Jun-07

Swimming Pool Chemicals (CBC)

35

01-Jun-07

#

Maintenance and Repair of Laundry and Sluice Equipt

60

01-Jul-07

Canned Soft Drinks (CBC)

160

01-Jul-07

#

Temporary Workers

6,000

01-Jul-07

Frozen Meals / Meals On Wheels

600

01-Jul-07

Par Fried Chips (CBC)

77

01-Sep-07

#

Yoghurt (CBC)

45

01-Sep-07

#

Fresh Meat (CBC)

170

01-Sep-07

#

Envelopes (CBC)

93

01-Sep-07

#

Cheese (CBC)

150

01-Sep-07

#

Wooden Storage Furniture (CBC)

85

01-Sep-07

#

 (c)

Single Site/External Contracts

Cleaning - Eastleigh College

140

01-Apr-06

**

Catering - Basingstoke College

475

01-Jul-06

**

Cleaning - Hiltingbury Infant and Junior School

22

25-Jul-06

*

Cleaning - Horndean Technology College

132

25-Jul-06

*

Cleaning - Basingstoke College

175

01-Aug-06

**

Cleaning - Barton Peveril College

126

01-Aug-06

**

Cleaning - The Clere School

70

01-Aug-06

*

Catering - Mill Chase Community School

97

01-Sep-06

*

Catering - Vyne School

84

01-Sep-06

*

Cleaning - Frogmore School

83

01-Sep-06

*

Catering - Barton Peveril College

390

01-Sep-06

**

Cleaning - Court Moor School

70

01-Nov-06

*

Cleaning - The Wavell School

65

01-Jan-07

*

Security - Sparsholt College

75

01-Jan-07

**

Cleaning - Calthorpe Park School

60

01-Jan-07

*

Cleaning - Oak Farm School

65

01-Jan-07

*

Cleaning - Cowplain School

68

08-Feb-07

*

Catering - Gosport Discovery Centre

60

01-Mar-07

Cleaning - Portchester School

67

17-Mar-07

*

Catering - Hampshire Fire and Rescue HQ

100

01-Apr-07

**

Cleaning - Fort Hill School

63

01-Apr-07

*

Catering - Queen Elizabeth Country Park

100

01-Apr-07

Cleaning - Purbrook Park School

71

01-Apr-07

*

Cleaning - Alderman Quilley School

40

01-Apr-07

*

Cleaning - Robert May's School

98

01-May-07

*

Cleaning - Eggars School

48

14-May-07

*

Cleaning - Cranbourne School

95

30-May-07

*

Cleaning - Calshot Activities Centre

55

30-May-07

Cleaning - Bishop Challoner School

70

01-Jun-07

*

Cleaning - Toynbee School

72

24-Jun-07

*

Cleaning - Mountbatten School

56

01-Jul-07

*

Cleaning - Crestwood School

55

23-Jul-07

*

Cleaning - Hamble Community Sports College

155

25-Jul-07

*

Cleaning - Thornden School

72

25-Jul-07

*

Cleaning - Alton College

108

01-Aug-07

**

Cleaning - South Downs College

200

01-Aug-07

**

Cleaning - Brookfield Community School

108

01-Aug-07

*

Catering - Warblington School

50

01-Sep-07

*

Catering - Fairfields Primary School

62

01-Sep-07

*

Cleaning - Test Valley School

64

01-Sep-07

*

Catering - Hamble Community Sports College

125

01-Sep-07

*

Catering - Crestwood School

66

01-Sep-07

*

Catering - Cranbourne School

137

01-Sep-07

*

Transport - Barton Peveril College

475

01-Sep-07

*

Catering - Portchester School

97

01-Sep-07

*

Cleaning - Kings School

109

01-Sep-07

*

*

Single site contracts awarded by governing bodies.

**

Contracts wholly for external customers and subject to decision by the bodies concerned.

#

CBC contracts let by other CBC member authorities.