The Suite Refurbishment - Shire House

Location

The Suite - Shire House Bodmin

Description

Refurbishment of The Suite - community room based at Shire House. The works were for a redecoration and modernisation of the room which included the installation of new audio and visual equipment. The aim of the works is to make the room more accessible and inclusive for the local community.

Lot Division

Award Detail

CPV Codes

• 45000000 - Construction work
• 39100000 - Furniture

Indicators

• Options are available.
• Award on basis of price.

Legal Justification

The contract was awarded without prior publication on the central government portal as the estimated contract value (£69,000) falls below the threshold requiring mandatory advertisement under the Procurement Act 2023. Accordingly, the procurement was undertaken in line with the Council's Contract Procedure Rules using a proportionate and competitive quotation process. At the point of procurement, the project was at design stage and required progression into delivery to ensure continuity and achievement of agreed programme objectives. Given the value, scope, and relatively low complexity of the works, undertaking a full open procurement process via prior publication was not considered proportionate or necessary to secure value for money. To ensure an appropriate level of competition and demonstrate fairness and transparency, the Council invited three suitably qualified and experienced contractors to submit quotations. This included contractors who had previously been unsuccessful in securing Council work, in order to provide equal opportunity and broaden participation. A detailed and consistent scope of works was prepared and issued to all invited contractors. In addition, the evaluation criteria, scoring matrix, and associated weightings were shared in advance to ensure clarity, transparency, and equal treatment in the preparation of submissions. This approach ensured that all bidders were evaluated on the same basis. Contractors were required to submit their quotations in sealed envelopes addressed for the attention of the Council. Upon receipt, submissions were formally opened by authorised Council representatives, including the Town Clerk, ensuring proper governance and integrity of the process. All submissions were evaluated objectively using the predefined scoring matrix, with consideration given to both quality and cost. The contract was awarded to the contractor achieving the highest overall score, representing the most economically advantageous tender. Following the evaluation process, all unsuccessful bidders were formally notified and offered feedback outlining the reasons their submissions were not selected, further supporting transparency and supplier engagement. The Council is satisfied that this approach delivered a fair, open, and proportionate procurement process, ensured equal treatment of suppliers, maintained appropriate levels of competition, and achieved value for money, in accordance with the principles of the Procurement Act 2023.