Decision details

Procurement of Primary Materials Supplies and Equipment Contracts

Decision Maker: Executive Director, Place

Decision status: Recommendations Approved

Is Key decision?: Yes


To seek authority to procure the contracts for the Primary materials suppliers to support the Housing and Corporate Repairs and Maintenance Services, and to award the contracts in line with the contents of the report.


This procurement is for commonly recurring items, and Primary materials are defined for this procurement as products and supplies required for the day to day maintenance and repair of the Council’s housing stock.



Agreed that:


  1. approval be given for the tendering of the Primary Materials Contracts via a new Council framework following a tender exercise as outlined in the report. This will include ongoing provision for the supply of various supplies for the Repairs and Maintenance service to maintain our Housing stock including the refurbishment of void and acquisitions properties.


  1. delegated authority be granted to the Director of City Growth, in consultation with the Director of Finance and Commercial Services and the Director of Legal and Governance to:


a.    decide the award of the new contracts to the successful suppliers chosen by the Council following the procurement.


b.    take all other decisions necessary in order to meet the aims, objectives and outcomes of this report which are not already covered by existing delegations in the Leaders Scheme of Delegation. 

Reasons for the decision:

The procurement will enable the Council to:


Have a compliant mechanism in place to meet all the services requirements.


Harness any immediate savings and economies of scale that can be realised by re-engaging the market, any savings realised that can be cashable in nature will contribute to any services’ savings target.


Realise the Councils Social Value ambitions by driving further value-added impact through this supply chain.

Alternative options considered:

Alternative Option 1 – Do not Procure.


If the Council did not carry out this procurement, then the Repairs and Maintenance Service would not be able to maintain the Council’s Housing Stock.


We are bound by the Council Governance and Public Contracts Regulation to conduct a procurement where the level of financial spend indicates this, alternatives around the route to market will be options appraised, considered and benchmarked and fully documented in the Procurement Strategy.


Alternative Option 2 – Extend the contracts with the current suppliers.


The current contracts have expired and there are no further extensions possible under the framework agreement. A new contract is needed to ensure continuity of supply.


Alternative Option 3 – Use a fully compliant OJEU Framework


There are a number of these established Frameworks with a number of larger suppliers hosted on them. These would undoubtedly deliver the items we need to procure but would preclude access to a number of smaller, local SME’s and suppliers who have served us well over a number of years. It is felt that a fully Open Sheffield City Council tender will drive both pricing and service delivery and deliver more focused Social Value via mandated use of the Social Value Portal.

Publication date: 08/01/2021

Date of decision: 07/01/2021

Effective from: 15/01/2021

Accompanying Documents: