Hillingdon Council Cabinet Member and Officer Decisions
Contract extension for The Service, Maintenance & Repair of Door Entry & Access Control Systems for corporate and housing properties
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Executive Decision Notice – 27 July 2023 Page 1
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
OFFICIAL EXECUTIVE DECISION NOTICE
PUBLISHED BY DEMOCRATIC SERVICES
Notice is hereby given that the following decision(s) have been made today by
Cabinet Members at the London Borough of Hillingdon:
Title of decision
CONTRACT EXTENSION - THE SERVICE, MAINTENANCE &
REPAIR OF DOOR ENTRY & ACCESS CONTROL SYSTEMS
FOR CORPORATE & HOUSING PROPERTIES
Reference No. 859
Date of decision Thursday 27 July 2023
Call-in expiry date Thursday 03 August 2023
Relevant Select
Committee
Select Committee
Relevant Wards Not Ward Related
Decision made
Cabinet Members
making the decision
Councillor Ian Edwards – Leader of the Council
Councillor Jonathan Bianco – Cabinet Member for Property,
Highways and Transport
Decision Approved
That the Leader of the Council and the Cabinet Member for
Property, Highways and Transport agreed to extend the
current contract with DSSL Group Limited services for the
Door Entry and Access Control Systems, servicing,
maintenance, and repair contract – Borough-wide to the
London Borough of Hillingdon for a two-year period from 1
November 2023 – 31 October 2025 at an estimated value of
up to £144k per annum.
Reason for decision The current contract period for The Service, Maintenance &
Repair of Door Entry & Access Control Systems expires 31
October 2023.
This contract extension ensures value for money and will ensure
that Hillingdon continues to maintain and improve the door entry
and access control.
The Council does not possess the
necessary capabilities in house to provide such services and
has traditionally outsourced these to a specialist contractor.
Under the Machinery Directive, automatic pedestrian doors
must be operated safely, safe for employees and safe for other
users. The doors, therefore, need to be maintained in
accordance with the guidance from the manufacturer. However,
Executive Decision Notice – 27 July 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
the law does not spe cifically state that the doors need to be
serviced but failing to maintain them so they are safe in use
would lead to a court penalty if there was an injury.
As an owner or someone responsible for the safe operation of
door entry systems and automatic doors, the Council is a 'duty
holder' under BS7036 BS EN 160005. This means that it has a
responsibility to ensure that the doors are thoroughly examined
and that they are safe to use.
The existing contract with DSSL Limited was the subject of a
competitive tender exercise that was conducted by officers in
2020. Cabinet approved a contract period of three years with an
option to extend for up to a maximum period of two years.
During the first three years of the contract , DSSL Limited have
performed well, providing a value for money service, servicing,
and maintaining current assets and completing remedial,
upgrade and new installation works within the agreed timescales
with minimal disruption to residents.
Alternative options
considered and
rejected
The Council could decide not to complete regular inspections of
its current automatic doors and maintain the door entry systems
within its assets. However, it would be in breach of its
requirements under BS7036 and would reduce the security of
residents and servic e users within its Housing and Corporate
sites.
Classification Part II – Confidential and Not for Publication
Link to associated
report
That this report be declared as exempt from publication as it
involves the disclosure of information in accordance with
Section 100(A) and paragraph 3 of Part 1 of Schedule 12 (A) to
the Local Government Act 1972 (as amended), in that the report
contains i
nformation relating to the financial or business
affairs of any particular person (including the authority
holding that information) and that the public interest in
withholding the information outweighs the public interest in
disclosing it.
Relevant Officer
contacts &
Directorate
Gary Penticost - Place Directorate
Lorraine Lupton - Place Directorate
Any interest declared
by the Cabinet
Member(s) /
dispensation granted
N/A
Executive Decision Notice – 27 July 2023 Page 3
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
Implementation of decision & scrutiny call-in
[Internal Use only]
When can this
decision be
implemented by
officers?
Officers can implement Cabinet Member decision in this notice
only from the expiry of the scrutiny call-in period which is:
5pm on Thursday 03 August 2023
However, this is subject to the decision not being called in by
Councillors on the relevant Select Committee. Upon receipt of a
valid call-in request, Democratic Services will immediately advise
the relevant officer(s) and the decision must then be put on hold.
Councillor scrutiny
call-in of this
decision
Councillors on the relevant Select Committee shown in this notice
may request to call -in this decision. The request must be before
the expiry of the scrutiny call-in period above.
Councillors should use the Scrutiny Call -in App (link below) on
their devices to initiate any call -in request. Further advice can be
sought from Democratic Services if required:
Scrutiny Call-In - Power Apps (secure)
Further information These decisions, where applicable, have been taken under The
Local Authorities (Executive Arrangements) (Meetings and
Access to Information) (England) Regulations 2012.
This is the formal notice by the Council of the above executive
decision, including links to the reports where applicable.
If you would like more information on this decision, please contact
Democratic Services on 01895 250636 or email:
democratic@hillingdon.gov.uk.
Circulation of this decision notice is to a variety of people including
Members of the Council, Corporate Directors, Officers, Group
Secretariats and the Public. Copies are also placed on the
Council’s website.
Democratic Services
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