Management of Churchgate Shopping Centre, Hitchin, Hertfordshire

North Hertfordshire District Council (the "Council") owns Churchgate Shopping Centre in Hitchin, Hertfordshire, and recently conducted a re-tendering process for its management. The contract encompasses the day-to-day management of 33 lettings, ensuring tenant compliance with lease covenants, property inspections, repair and maintenance coordination, health and safety compliance, rent reviews, lease renewals, new lettings, and service charge administration. The centre is earmarked for long-term redevelopment, adding strategic considerations to its management.

At the outset of the tender process, the Council estimated the contract value at £200,000 over a 5-year term. This estimate, provided in good faith, reflected the most accurate forecast available and positioned the procurement below the threshold for compliance with the Public Contracts Regulations 2015 (PCR 2015). Accordingly, the opportunity was advertised on Contracts Finder, and three bids were received from qualified suppliers. Following a rigorous evaluation in line with the published criteria, Praxis Real Estate was identified as the successful bidder with a proposed contract value of £282,000 (inclusive of VAT).

A standstill period was observed, and no challenges or objections were raised by the bidders. However, the final contract value, inclusive of VAT, exceeded the PCR 2015 threshold for services. This triggered a regulatory concern, as the procurement process had not included a notice on Find a Tender or a selection questionnaire, which are mandatory for above-threshold contracts.

To address this situation and demonstrate its commitment to transparency, fairness, and accountability, the Council has chosen to publish a Voluntary Transparency Notice (VTN). The notice informs stakeholders of the Council's intention to award the contract to Praxis Real Estate and outlines the steps taken to ensure the procurement process remained fair, transparent, and compliant wherever possible.

The Council has carefully considered whether a further 10-day standstill period would be appropriate. However, given that the original standstill period has already been observed without any challenges, the Council does not consider an additional period necessary. The initial standstill provided sufficient opportunity for bidders to engage with the outcome, and no objections were received. Proceeding without a second standstill period ensures that there are no unnecessary delays in the implementation of critical management services for Churchgate Shopping Centre.

Given operational constraints, the Council cannot re-run the procurement exercise but is proceeding to award the contract to Praxis Real Estate, the most economically advantageous tenderer. This approach ensures continuity in the effective management of Churchgate Shopping Centre while maintaining the integrity of the procurement process to the greatest extent practicable.

The Council remains committed to upholding high standards of governance and transparency in its procurement activities and will take steps to refine its processes for future exercises.