stairlift installations, repairs and maintenance

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stairlift installations, repairs and maintenance

stairlifts with 1 year warranty. This is designed for authorities who prefer to purchase on an ad-
hoc basis with additional warranty that suits local purchasing requirements.

5. It is proposed that the Council enters into a contract for packages 1 and 2.

Tender process

6. Under the original procurement process a Virtual Project Board was set up and led by Essex
County Council Procurement to develop and consult with all authorities and interested parties
(occupational therapists, etc) within Essex.
7. A contract notice was placed on the Official Journal of the European Union inviting tenders.

8. Suppliers were asked to submit details of their company in terms of safety, quality and
reliability, reuse of equipment, cost savings, partner relationships and customer care.

9. Shortlisted suppliers submitted details of how they would meet the requirement outlined within
the tender documents.

Tender evaluation

10. Each tender return was subjected to an extremely robust evaluation process and scored
against carefully weighted models to demonstrate `best value' and
`total life costs' in all areas.

11. More formal supplier presentations were invited, followed by detailed visits to the supplier's
premises in order to verify that information presented was a reality, and sustainable development
was definitely achievable.

12. Every aspect of the suppliers business was investigated and evaluated.
Working lines were looked at and `Open Book' principles were adopted. These included
manufacture, installation, maintenance, existing and/or proposed recycling processes, and
disposal practise of redundant equipment. Complete administration and customer care systems
were examined, plus IT systems and solutions for e-commerce, including the facility to showcase
a contract dedicated website.

13. Finally the shortlisted suppliers underwent an intensive questioning and consultation process
by the Virtual Project Board.

Evaluation results

14. The contract was awarded to `Stannah Lift Services Ltd' in July 2007.

15. Stannah had the necessary infrastructure to manage the contract, and the company's
philosophy was very closely aligned with the county and council's needs. Their tender also clearly
identified that they understood public sector and requirements.

16. It is estimated that The Council will benefit from savings in the order of 30,000 per year or

150,000 over the 5 year term of the contract by awarding a contract under the Essex framework
agreement as opposed to the existing ESPO framework. These prices are based on 100 new
units being installed on an annual basis.

17. The contract itself allows the use of Stannah on an ad-hoc basis and there is no obligation on
the council to place any orders at all and withdrawal from the contract is possible at any time by
providing a 30 day termination notice.
is no longer required it is removed, stored, and prepared for recycling by the
supplier.

Work package 2

A repair and maintenance contract that covers all new and existing stock, where an authority has
different types of lifts from multiple suppliers.

Work package 3

A supply of single new or recycled
stairlift
with associated electrical installation, all covered by a 10 year warranty 24 hours a day, 365 days
a year (excluding bank holidays). When the
stairlift
in the homes of eligible disabled tenants following a need being identified through an assessment
carried out by a qualified occupational therapist. This equipment and its ongoing maintenance is
funded though a capital budget for the installation and revenue budget for the repairs and
maintenance.

2. Under current arrangements the Council contracts with Stannah Lift Services Ltd for the
installations and Caretech for the ongoing repairs, maintenance and servicing, and these
contracts have been awarded under the ESPO framework agreement.

3. In order to achieve better value for money Essex County Council and 14 district and borough
councils "appointed" the Essex Procurement Agency to procure a supply and service agreement
with a single lift company that would provide
best value over a 10 year period.

4. The contract is broken into 3 packages of works to take into account varying Local Authority
requirements and to cater for existing contracts ending at different times. These contracts are:

Work package 1

A one off payment which covers the cost of supplying a new or recycled
repairs and maintenance of stairlifts
the County Council Framework Agreement and seek authority to award the contract.

1. Approve the award of a contract to Stannah Lift Services Ltd under the Essex County Council
Framework Agreement for housing stairlift repairs and ongoing maintenance .

2. To commit to spend up to 250k for 2012/13 through this contract from within existing Housing

Capital Programme and Housing Revenue Account budget forecasts for disabled adaptations.


Corporate and service priorities

The report helps to meet the corporate priority Decent housing for all and the service plan priority
"To improve the councils housing stock through a programme of upgrades and maintenance".


Budget implications

To be financed from existing budgets within the Housing Capital Programme and
Housing Revenue Account. The proposed contract sum does represent a saving of
30,000 annually (150,000 over the term of the contract). Spend in future years will be covered
within the Councils budget process and there is no contractual commitment in terms of volumes.

Ward/s: All wards

Cabinet member: Councillor MacDonald - Housing
Contact officers

Chris Rayner, Head of Property Services
01603 213208





Background documents

None
Report

Background

1. The council pays for the installation,