Agenda item

To consider a report by the Head of Housing and Community Development (copy enclosed) detailing the approach taken to bringing the Housing Stock up to the Welsh Housing Quality Standard, and outlining issues encountered and lessons learnt from the experience.

10.05 a.m. – 10.35 a.m.

Councillor Hugh Irving, Lead Member for Customers and Communities introduced the report (previously circulated) detailing the approach taken to bringing the Housing Stock up to the Welsh Housing Quality Standards (WHQS), and outlining issues encountered and lessons learnt from the experience.

The Head of Housing and Community Development (HHCS) explained that the majority of the Council’s housing stock had now been renovated to meet WHQS.  The housing refurbishment programme had started in 2005 and eight housing contracts tendered.  Contracts 1 – 7 had been carried out successfully but significant problems had been experienced on Contract 8 which had been detailed within the report together with lessons learned for future housing capital contracts.

Councillors Cefyn Williams, Rhys Hughes, Hugh Evans and Stuart Davies reported upon the range of problems experienced by tenants in their areas during the refurbishment programme.  Councillor Cheryl Williams commented on her own experience as a council tenant and those of her ward members in 2010, in particular the lack of respect for tenants and their property.  She put forward a number of suggestions to improve practices including holding contractors to account when personal property was damaged; random checks on the quality of workmanship; swift repairs to defective workmanship, and better vetting of potential contractors.

Members questioned officers regarding the issues encountered in order to satisfy themselves that adequate measures were being introduced to avoid a repetition of such problems in the future.  The committee was of the view that future large projects, similar to this particular one, which involved a number of services, should be subject to a clear and strong procurement process supported by robust contract monitoring and contract management arrangements.  The important role of a Clerk of Works with sufficient authority to act and sufficient support was particularly highlighted.  In addition, contractors should be instructed to respect tenants’ dignity and rights to privacy in their own homes, and to behave in a courteous, respectful and dignified manner in their presence.

The HHCS accepted the issues raised and apologised for the problems experienced.  Officers elaborated upon the practices and procedures adopted during the programme together with factors contributing to the poor performance, including the quality of sub-contractors employed from outside the area.  Details were given of the measures to be introduced to ally members’ concerns and ensure that the problems experienced were not repeated, in particular –

·        clauses in future contracts relating to the use of local labour and supply chains

·        greater weighting provided to quality rather than cost in scoring future bids

·        utilise sectional completion clauses within future contracts to provide more client control over the programme (this will assist in minimising disruption to tenants)

·        to clarify roles and responsibilities and to evaluate and monitor the work as it progressed

·        to ensure defective workmanship was rectified within a reasonable timescale.

RESOLVED that on all future housing refurbishment contracts –

(a)       subject to the above observations, to note the lessons learned from the Welsh Housing Quality Standards Programme;

(b)       work be undertaken to strengthen procurement procedures with respect to big capital investment programmes and that the work also include strengthening contract management, contract quality and contract monitoring procedures;

(c)        future contracts stipulate a requirement that contractors respect tenants’ property and privacy;

(d)       the revised procedure clearly define the parties’ roles and responsibility;

(e)       all future invitations to tender for contracts should include, wherever possible, a requirement to employ local contractors or sub-contractors with a view to developing the local economy;

(f)         a briefing note be prepared for members outlining the current procurement process and advising on how the process will be strengthened in the future, and

(g)       the proposed revised contract monitoring and contract management procedure be presented to the Committee for observations in due course.

At this juncture (11.20 a.m.) the meeting adjourned for a refreshment break.