Decision details

That the Executive:

a)         Delegated authority to the Executive Member for Highways, Travel and Assets, in consultation with the Assistant Director for Assets & Environment, to commence and conclude a procurement process to identify a preferred bidder and enter into legal agreements to appoint a preferred bidder for the provision of this service. Contractual arrangements will be subject to the Consortia members formally committing to the contract.

b)         Delegated authority to the Executive Member for Highways, Travel and Assets, in consultation with the Assistant Director Assets & Environment, to enter into suitable interim arrangements to ensure continued provision of the Grounds Maintenance Services should the procurement process not complete before the expiry of the current contract.

Reasons for Recommendations

a)      This approach ensures the Council has a legally procured and compliant contract in place for the provision of Grounds Maintenance Services.

b)      This approach provides best value for the Council in terms of the amenity land which is not already managed as part of the in-house arrangements.

c)      This approach allows the Council and its Consortia partners to ensure that any contract price has been market tested and allows the Council to compare its own service costs against that of commercial providers, which will enhance the Council’s own commercial services.

d)      The recommendation presents an opportunity to provide a quality and cost-effective solution to local parish councils.

e)      This approach contributes to the resourcing of a multi-disciplinary team who deliver additional benefits such as patrols and promoting environmental quality by utilising education and enforcement techniques where appropriate.

Alternative Options Considered:

·            Officers have explored whether the Council’s in-house teams could take on the Town & Parish Council contract, however, as most of the land is not the responsibility of the Council, including cutting of highway verges delegated to the parish councils, there would be significant setup costs for equipment and vehicles, along with additional resource required to do this. Further, the Council would not be able to make a return on the contract above its operating costs, therefore, an outsourced model is the preferred method of providing this service.

·            As the Council has limited land ownership and the local highway verges are the responsibility of the Consortia members, the Council could step away from the contract management role it takes in this area and allow the local Town and Parish Council to make their own contractual arrangement, however, it would still need to make provision for the maintenance of locations within the operational area that are the responsibility of the Council.