Hillingdon Council Cabinet Member and Officer Decisions
Service, maintenance & repair of ventilation and air conditioning in corporate & housing properties
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Executive Decision Notice – 23 November 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
SERVICE, MAINTENANCE & REPAIR OF VENTILATION AND
AIR CONDITIONING IN CORPORATE & HOUSING
PROPERTIES
Reference No. 956
Date of decision Thursday 23 November 2023
Call-in expiry date Thursday 30 November 2023
Relevant Select
Committee
Property, Highways and Transport Select Committee
Relevant Wards N/A
Decision made
Cabinet Members
making the decision
Councillor Jonathan Bianco – Cabinet Member for Property,
Highways and Transport
Councillor Martin Goddard – Cabinet Member for Finance
Decision Approved
That the Cabinet Member for Property, Highways and
Transport and the Cabinet Member for Finance:
1) A ccepted the tender from Re-Gen (M&E Services) Ltd
for the provision of Service, Maintenance, and
repairs for Ventilation and Air Conditioning in
housing properties, communal areas and corporate
sites for a period of 4 years from 1 December 2023 to
30 November 2027 and at the value of £83 k per
annum; and
2) A greed that this included the provision to extend the
contract for a further 2-year period (6 years in total),
delegating approval of any extension to the Leader of
the Council and Cabinet Member for Property,
Highways & Transport , in consultation with the
Corporate Director of Place.
Reason for decision The current arrangements for service, maintenance and repairs
for ventilation and air conditioning for corporate and housing
properties were split across multiple contracts and contractors
with the final corporate contract expiring on 30 th November
2023. The Council does not possess the necessary capabilities
Executive Decision Notice – 23 November 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
in house to provide such services and has traditionally
outsourced these to specialist contractors.
It was therefore decided t o allow the individual contracts to
conclude and to incorporate all areas under one term contract.
Building & Property Ventilation and Air conditioning Equipment,
are subject to periodic thorough examination and inspection, as
required by Approved Document F, Energy Performance of
Building (England & Wales) Regulations 2012 and C IBSE
Guidelines TM44 that all equipment provided for use are
thoroughly examined by a competent person at regular intervals.
As the owner or someone responsible for the safe operation of
the equipment used, such as a facilities manager or supervisor,
the Council is a 'duty holder'. This means that officers have a
legal responsibility to ensure that the equipment is thoroughly
examined and that it is safe to use.
Alternative options
considered and
rejected
The Council could decide not to complete regular inspections of
its current assets. However, it would be in breach of its
requirements.
Classification Part II – Members Only 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 information 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
Lorraine Lupton / John Phillips – Place Directorate
Any interest declared
by the Cabinet
Member(s) /
dispensation granted
N/A
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 30 November 2023
However, this is subject to the decision not being called in by
Councillors on the relevant Select Committee. Upon receipt of a
Executive Decision Notice – 23 November 2023 Page 3
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
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
London Borough of Hillingdon
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