Decision details
Provision of Access Control System Replacements
Decision Maker: Deputy Chief Executive – City and Citizens’ Services
Decision status: Recommendations Approved
Is Key decision?: Yes
Is subject to call in?: Yes
Purpose:
To award the contract to AB Security Ltd, for
the sum of £1,087,163.22 (incl. of VAT), for a programme of
18 months, to replace the fob management system (access control)
for each of the HRA multiple occupancy buildings and enter into the
necessary contractual agreement.
Decision:
The Deputy Chief Executive – Communities and Citizens Services decides as follows:
To award and enter into a contract with AB Security Ltd for the sum of for £1,087,163.22 (inclusive of VAT), for a period of 18 months (with an option to extend for additional 6 months), for the replacement of the fob management system (Access control) for each of the HRA multiple occupancy blocks.
Reasons for the decision:
In April, Cabinet resolved to approve the programme and delegate the authority to the Director of Housing (in consultation with the Director of Group Finance, Director of Law & Governance, and the Cabinet Member for Housing and Communities) to carry out the procurement exercise and to award the contract.
The procurement was conducted in accordance with the Procurement Act 2023, the Procurement Regulations 2024 and the Council's Constitution. Tenders were evaluated against the published award criteria and assessment methodology as set out in the procurement documents.
Following a procurement exercise through the council’s procurement portal ‘in-tend’, AB Security Ltd were found to be the most advantageous bidder. Seven bids were received and evaluated by a panel. These valuations were validated through a moderation meeting led by procurement.
Alternative options considered:
|
Option |
Detail |
Considerations |
|
Ad-hoc replacement |
Carry out works on a site-by-site basis as blocks reach capacity. |
· Individually tendering works on a site-by- site basis is time and resource intensive. |
|
|
|
· Increased staffing resource is required to coordinate tenancy engagement. This is often unplanned or at short notice. This will create added pressure to the existing resource. |
|
Do nothing |
|
· Blocks fob management system reaches capacity · Building security compromised · Officers unable to issue new fobs to tenants |
|
Re-tender works |
Abandon the existing procurement process and start again |
· Delays to starting the programme · Damage to contractor relationship and potential financial implications |
Publication date: 18/08/2026
Date of decision: 18/08/2026
Effective from: 21/08/2026
Accompanying Documents:
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