Agenda item

RESOLVED:

 

Cabinet Procurement & Insourcing Committee agreed to:

 

The extension of the current Corporate Security contract with CIS

Security Ltd to cover the period 4th August 2022 to 3rd August 2023

 

 

REASONS FOR DECISION

 

 

The current contract between the Council and CIS Security Limited, which has

a 4 year term and commenced on 4th August 2018, will expire on 3rd August

2022. The development of a business case is well underway but will not be

concluded with the opportunity to present to the Cabinet Procurement &

Insourcing Committee before contract expiration.

 

The security framework comprises three service lots. The three lots are:

? Lot A. Civic buildings security including guarding, key holding and alarm

response

? Lot B. Vacant Premises & Estate security

? Lot C. Residential concierge service

 

The proposed extension will allow officers to conclude a full and exhaustive

options appraisal including realignment of resources, redevelopment of remit

and service model to better serve the current and future needs of the Council. In turn it will provide suitable and sufficient time for the decision making process and mobilisation of a new service. This period would also be used to implement the appropriate service structure and tools required to deliver an in-house service if it becomes apparent that this option is viable, practicable and offers best value for money for Hackney. It will also allow suitable consultation with Council tenants and leaseholders in relation to the future provision of the concierge service element of the framework. With the approval of the extension, the end date of the contract will be 3rd August 2023. Exhaustive work has been done on the insourcing of the security service and the extension will allow that full investigation to be completed, the outcome of which will soon be presented to Cabinet.

 

In 2021/22 the annual cost of contracted security services across the Council

was £2.557M for Civic building security, £2.143M for Vacant premises &

estate regeneration security and the Concierge service cost was £1.264M.

The service will continue to be funded from service budgets and resident

recharges for concierge service. This report’s primary objective is to obtain

approval for an extension in order to meet Council’s responsibility of

providing a secured environment for staff and customers visiting Council

premises as well as secure the Council’s housing estates.

 

Corporate Facilities Management is leading on a joint business case

development with Housing for a new security service and some of the delays

experienced during the options appraisal have necessitated the extension of

the current contract.

 

The pandemic presented unprecedented challenges and demand on the

Council. The primary focus for Facilities Management for much of that time

was the implementation and management of safe work environments in line

with constantly developing Government guidance. In so doing the Council

was able to continue making Services safely accessible and available to

residents as well as providing staff with sufficient assurance.

 

FM worked closely alongside all Council Services, the team listened to and

engaged with staff to overcome notable barriers, such as staff anxiety about

returning to the office. Safety was always at the forefront of arrangements

and approach. However, the team strived to ensure that working

arrangements maximised opportunities for Services to carry on BAU within

the workplace, despite the significant constraints placed on the Council by

the pandemic. These have included developing/changing one way systems,

monitoring ventilation/CO2 levels and introducing enhanced cleaning

protocols, such as dedicated cleaners for shower facilities to encourage

wider staff cycling as an alternative to public transport and a new fire strategy

in line with flexible working.

 

The pandemic had impact on the resource for business case development of

the security service, but officers have at length assessed insourcing the

security framework over the course of the last 18 months, including

dissecting the service into factions.

 

The Security service played an important role in Facilities Management and

indeed wider Council pandemic response. The flexibility and fluidity of the

service enabled swift deployment and mobilisation of the pan-borough PPE

hub, Foodbanks, test & vaccine centres, and COVID Temporary

Accommodation sites for some of the borough’s most vulnerable.

 

The contracted service has performed well in meeting its targets and

objectives to ensure council buildings are safe, secure and welcoming in

readiness for public and staff daily. The service has also risen in successfully

meeting many challenges with high profile events such as the Local and

Mayoral elections. The service provider employed maximum flexibility in

delivering a high calibre service for these event programs, as well as

supporting the COVID secure GLA election so that residents were able to

cast their votes in a safe manner in each of the 130 polling stations across

the borough.

 

On this basis, officers certainly see value in insourcing the security service.

However the business case development has been met with many key

challenges that officers have proactively worked to overcome. These have

been centred on risk, the workforce, business strategy and finance.

 

Not to extend the contract would result in suspension of a security service to

27 Council premises, 13 residential blocks, 13 regeneration sites, which in

turn would subject visitors, staff and vulnerable persons to undue risks. As

well as predominant security and safety risks, there would be a notable

reputational impact to the Council derived from front-facing facilities, ranging

from core sites such as the Hackney Service Centre, to Hackney Libraries, to

socially and geographically embedded Hackney Community Halls and

Opportunity hubs.

 

The absence of a contract would however have immediate impact on effective

venue hire of spaces such as Hackney Town Hall, the ability to uphold the

terms of hire to the public and as such diminish revenue income generated. It

would also mean that the Council would not be able to fulfil its delivery of

concierge services for which the full cost is recovered from residents.

12.1  The Council’s Head of Digital & Data introduced the published report which was requesting approval to extend the current security framework contract for Council regular and reactive security requirements and concierge services for Hackney residential blocks for a 12 month term.

 

12.2  There were no questions from Committee members.

 

RESOLVED:

 

Cabinet Procurement & Insourcing Committee agreed to:

 

The extension of the current Corporate Security contract with CIS

Security Ltd to cover the period 4th August 2022 to 3rd August 2023.

 

REASONS FOR DECISION

 

12.4  The current contract between the Council and CIS Security Limited, which has a 4 year term and commenced on 4th August 2018, will expire on 3rd August 2022. The development of a business case was well underway but will not be concluded with the opportunity to present to the Cabinet Procurement & Insourcing Committee before contract expiration.

 

12.5  The security framework comprises three service lots. The three lots are:

? Lot A. Civic buildings security including guarding, key holding and alarm

response

? Lot B. Vacant Premises & Estate security

? Lot C. Residential concierge service

 

12.6 The proposed extension will allow officers to conclude a full and exhaustive options appraisal including realignment of resources, redevelopment of remit and service model to better serve the current and future needs of the Council. In turn it will provide suitable and sufficient time for the decision making process and mobilisation of a new service. This period would also be used to implement the appropriate service structure and tools required to deliver an in-house service if it becomes apparent that this option was viable, practicable and offers best value for money for Hackney. It will also allow suitable consultation with Council tenants and leaseholders in relation to the future provision of the concierge service element of the framework. With the approval of the extension, the end date of the contract will be 3rd August 2023. Exhaustive work has been done on the insourcing of the security service and the extension will allow that full investigation to be completed,

  the outcome of which will soon be presented to Cabinet.

 

12.7.   In 2021/22 the annual cost of contracted security services across the Council was £2.557M for Civic building security, £2.143M for Vacant premises & estate regeneration security and the Concierge service cost was £1.264M.

12.8  The service will continue to be funded from service budgets and resident

recharges for concierge service. This report’s primary objective was to obtain approval for an extension in order to meet Council’s responsibility of providing a secured environment for staff and customers visiting Council premises as well as secure the Council’s housing estates.

 

12.9  Corporate Facilities Management was leading on a joint business case

development with Housing for a new security service and some of the delays experienced during the options appraisal have necessitated the extension of the current contract.

 

12.10 The pandemic presented unprecedented challenges and demand on the

Council. The primary focus for Facilities Management for much of that time was the implementation and management of safe work environments in line with constantly developing Government guidance. In so doing the Council was able to continue making Services safely accessible and available to residents as well as providing staff with sufficient assurance.

 

12.11 FM worked closely alongside all Council Services, the team listened to and engaged with staff to overcome notable barriers, such as staff anxiety about returning to the office. Safety was always at the forefront of arrangements and approach. However, the team strived to ensure that working arrangements maximised opportunities for Services to carry on BAU within the workplace, despite the significant constraints placed on the Council by the pandemic. These have included developing/changing one way systems, monitoring ventilation/CO2 levels and introducing enhanced cleaning protocols, such as dedicated cleaners for shower facilities to encourage wider staff cycling as an alternative to public transport and a new fire strategy in line with flexible working.

 

12.12. The pandemic had impact on the resource for business case development of the security service, but officers have at length assessed insourcing the security framework over the course of the last 18 months, including dissecting the service into factions.

 

12.13. The Security service played an important role in Facilities Management and indeed wider Council pandemic response. The flexibility and fluidity of the service enabled swift deployment and mobilisation of the pan-borough PPE hub, Foodbanks, test & vaccine centres, and COVID Temporary Accommodation sites for some of the borough’s most vulnerable.

 

12.14. The contracted service has performed well in meeting its targets and

objectives to ensure council buildings are safe, secure and welcoming in

readiness for public and staff daily. The service has also risen in successfully meeting many challenges with high profile events such as the Local and Mayoral elections. The service provider employed maximum flexibility in delivering a high calibre service for these event programs, as well as supporting the COVID secure GLA election so that residents were able to cast their votes in a safe manner in each of the 130 polling stations across the borough.

 

12.15. On this basis, officers certainly see value in insourcing the security service. However the business case development has been met with many key challenges that officers have proactively worked to overcome. These have been centred on risk, the workforce, business strategy and finance.

 

12.16  Not to extend the contract would result in suspension of a security service to 27 Council premises, 13 residential blocks, 13 regeneration sites, which in turn would subject visitors, staff and vulnerable persons to undue risks. As well as predominant security and safety risks, there would be a notable reputational impact to the Council derived from front-facing facilities, ranging from core sites such as the Hackney Service Centre, to Hackney Libraries, to socially and geographically embedded Hackney Community Halls and Opportunity hubs.

 

12.17 The absence of a contract would however have immediate impact on effective venue hire of spaces such as Hackney Town Hall, the ability to uphold the terms of hire to the public and as such diminish revenue income generated. It would also mean that the Council would not be able to fulfil its delivery of concierge services for which the full cost is recovered from residents.