Decision details

OD-18-31 Gas Service and Maintenance Contract

Decision Maker: Officer Decision

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


To agree a short term contract for housing gas servicing & maintenance.


The following decision has been made:

(1) To agree a 2 month contract with Aaron Services to a maximum value of £180,000

(2) Exempt the decision from competitive tendering (re CSO) due to the urgency and the need to maintain a key service

(3) To authorise the Head of Housing and Community Services and the Head of People of Governance to conclude matters in relation to the above and to achieve a formal position (be that via exchange of letters or others means) with Aaron Services to bring this into effect.


Reasons for the decision:

(a) The existing contract ends at the weekend (ending 30/9/18);

(b) The significance of the topic (i.e. gas / safety / public service)

(c) Executive have decided they wish to issue a contract (for 4 plus 2 years) - having considered matter on 10th July 2018

(d) That decision was not called-in

(e) The contract from the above Executive decision was unable to be issued

(f) Aaron Services are the existing supplier with a good track record and came 2nd in the bid – i.e. we have tested the market

(g) The 2 months / £180,000 is within EU thresholds and allow an Executive decision for a longer term position to be made (with potential for call in)

(h) This all falls within the budget (within the Housing Revenue Account) for this service / topic.


Alternative options considered and why rejected:

(1) To not enter into any form of contract with any supplier: This was rejected as it would have had public safety risk and / or detrimental impact on customer services and / or led to cost increases in dealing with each gas related issue on an individual case by case basis.

(2) To enter into a contract with a different party: This was rejected – see point (f) above - and due to the fact that continuity of provision would not have been achievable with any other party.

(3) To award the contract for a longer or shorter term: This was rejected as the length chosen was the maximum possible within delegations whilst allowing time for a full report to be prepared for Executive (and allowing for time for a potential call-in of the report).


In reaching this decision consultation was carried out with the Head of People & Governance, the Head of Housing and Community Services and the Leader of the Council. All supported the decision.

Publication date: 12/10/2018

Date of decision: 28/09/2018

Accompanying Documents: