PA23 Compliant Procurement of Fire Remedial Works

Babergh District Council & Mid Suffolk District Council serve around 200,000 residents across two districts. The Councils are passionate about building communities that people want to live in, work in, and visit. They are well-known for their partnership working across public, private and voluntary sectors, ensuring that the right solutions are delivered for their communities.

Faithorn Farrell Timms was appointed by Babergh District Council and Mid Suffolk District Council to support the procurement of their Fire Remedial Contracts. These Contracts include the delivery of remedial passive fire actions following Fire Risk Assessments, alongside planned programmes of roof compartmentation works across properties owned and managed by BMSDC.

In accordance with the Procurement Act 2023 (PA23), consideration was given to whether the opportunity should be divided into lots. Following analysis, the opportunity was divided into two geographic lots covering different locations across the Council’s housing stock, supporting BMSDC’s long-term operational and delivery requirements.

The selected procurement route was the Competitive Flexible Procedure, conducted in accordance with PA23.

FFT has project managed the procurement from inception to completion, ensuring full compliance with PA23 requirements.

Our role encompassed full end-to-end procurement management. We provided strategic advice on the procurement route and structure, prepared the specification, pricing model and preliminaries, and managed all procurement documentation. This included drafting Conditions of Participation and required notices, managing clarifications and conducting compliance checks.

We developed the evaluation methodology, produced marking packs, and managed the moderation process to ensure consistency of scoring. FFT managed both the technical and price evaluation, carried out preferred bidder checks and prepared the tender report. We issued assessment summaries, provided structured feedback to tenderers and prepared and issued the final contract documentation for signing/sealing.

We have a long-standing relationship with BMSDC, providing ongoing project management support through monthly meetings. During the meetings, we advise on concluded, live and future projects and provide broader guidance to asset management and procurement colleagues. This established relationship meant we were able to mobilise quickly, working with a clear understanding of the Council’s structure and priorities.

Under the Procurement Act 2023, assessment summaries must be issued to all bidders before the contract award notice is published. Due to the associated timescales, this meant both elements were to be issued on the same day, requiring planning and early preparation. Our structured documentation enabled us to meet this requirement confidently without impacting the programme.

Our team also created a bespoke Conditions of Participation, under PA23, tailored specifically to this project, ensuring the project teams requirements were included and that only Suppliers with the required experience and expertise were evaluated.

FFT has developed a bespoke suite of procurement documentation aligned with PA23. These documents have been legally reviewed and signed off by Trowers & Hamlins, ensuring that BMSDC have compliant documentation aligned to the Competitive Flexible Procedure.

Our project management documentation is uniquely structured and interlinked, to ensure consistency between all documents. This significantly reduces the risk of administrative inconsistencies.

The specification incorporates clear KPIs to support effective contract management, ensuring that the delivery priorities are captured and that those priorities can be managed throughout the contract term.

The procurement was successfully completed within the agreed programme and in compliance with the Procurement Act 2023. Two contractors have been appointed across the two lots, providing BMSDC with the ability to deliver their programmes of Fire Remedial Works as intended.

Contracts are scheduled to commence in line with the original dates, ensuring there is no delay to the critical fire safety improvement works. The Councils now have robust and compliant contracts in place, which will support their future goals and protect residents.

““FFT’s in-depth knowledge of PA23 and their long-standing understanding of our organisation meant they were able to mobilise quickly and deliver a compliant, well-managed procurement. Their structured approach and clear advice added real value and supported the successful appointment of contractors without delay.”

Richard Spencer, Head of Investment & Compliance at Babergh and Mid Suffolk District Councils