Issue - meetings

To consider and decide on the recommendations as set out in the associated report. 

RESOLVED –

1.     That the head of Facilities and Community Hubs be given delegated authority to award the new CCTV Monitoring Contract to Supplier A and enter into a Contract with said Contractor for a period of two years from 1 June 2022 with the option of two annual extensions be approved.

2.     That delegated authority be given to the head of Legal Services and S151 Officer to undertake all legal and financial requirements necessary to complete the CCTV Monitoring Contract be approved.

3.     That the Head of Legal Services be given delegated authority to negotiate and complete the contract and all ancillary documents as may be necessary be approved. 

REASON FOR DECISION:

To provide the Council with the necessary services and provide certainty of cost over the next four years using the most cost effective supplier.

Denise Haylett, Head of Facilities and Community Hubs introduced the report set out in the agenda.

Discussion and questions from Members included the following:

-       The team were congratulated for successfully negotiating the contract and the savings achieved.

-       This was a very valued and successful service that supported the whole community.  

-       The current tender included the space in the basement of the Town Hall to house the CCTV equipment.  However, the aim was to move the operation to Sevenoaks, which would then free up the space in the basement. 

-       Tonbridge and Malling were happy to be included as part of the West Kent Partnership with Sevenoaks.

-       Freeing up more space for co-working opportunities was welcomed.

To note the matter was decided taking the exempt information set out in the Agenda as read.

RESOLVED –

1.    That the head of Facilities and Community Hubs be given delegated authority to award the new CCTV Monitoring Contract to Supplier A and enter into a Contract with said Contractor for a period of two years from 1 June 2022 with the option of two annual extensions be approved.

2.    That delegated authority be given to the head of Legal Services and S151 Officer to undertake all legal and financial requirements necessary to complete the CCTV Monitoring Contract be approved.

3.    That the Head of Legal Services be given delegated authority to negotiate and complete the contract and all ancillary documents as may be necessary be approved. 

REASON FOR DECISION:

To provide the Council with the necessary services and provide certainty of cost over the next four years using the most cost effective supplier.

To consider and provide a recommendation to Cabinet on the proposals set out in the attached report. 

Denise Haylett, Head of Facilities and Community Hubs introduced the report set out in the agenda.

Discussion and questions from Members included the following:

-       Monitoring would be active and the hours of operation would be:

o   Monday to Wednesday 8am – 1am (+1)

o   Thursday 8am – 4am (+1)

o   Friday and Saturday 8am - 5am (+1)

o   Sunday 9am – 1am (+1)

-       If the Kent Partnership went ahead then monitoring would be 24/7.

-       The officer working with the supplier wrote the tender document and was involved in the procurement exercise.

-       The tender was open to anyone who wanted to apply.  The Council only received 3 replies none of which were from Tunbridge Wells. 

-       The maintenance of cameras currently rested with Tonbridge and Malling with Tunbridge Wells responsible for monitoring and staffing.

-       TWBC therefore already paid a contribution to Tonbridge and Malling for camera maintenance.

-       There would be no additional cost for maintenance under the new contract. 

-       Savings would include out of hours costs which were currently provided by Medway City Council.  There would also be no need to use duty managers.  Total savings for this would be £50k a year. 

To note, the matter was decided in taking the exempt information set out in the Agenda as read.

RESOLVED – That the recommendations to Cabinet as set out in the report be supported.