Agenda item

Purpose: to seek Executive approval to award the Grounds Maintenance Contract following a tender process.

Resolved that Executive:

·         Award the contract for the provision of Ground Maintenance Services to the successful bidder; and

·         Delegate authority to the Service Lead Legal & Democratic Services in consultation to finalise the terms of the agreement as set out in the tender documents and to make any necessary drafting or other amendments to the terms of the agreement which are necessary to reach final agreement but do not materially affect the intent and substance of the agreement.

This decision is eligible to be ‘called-in’.  However, if the decision has not been ‘called-in’ by 5.00pm on 11 November 2022, then it will be implemented.

Councillor Richard Somner introduced the report (Agenda Item 11), which concerned the award of the Grounds Maintenance Contract following a tender process. Councillor Somner thanked Officers for their continued work throughout the life of the contract and through the tender process.

Councillor Carolyne Culver commented that it would be good to have access to the schedule of works in terms of responding to ward queries relating to grass cutting.  Councillor Culver queried whether the contractor would be adhering to the Council’s policy of cutting verges less and whether there would be more resources dedicated to emptying dog waste bins. Councillor Somner agreed in relation to the schedule of works and provided assurances that policies would be followed and that there would be increased resource to manage the dog waste. Councillor Somner urged residents to continue to take dog waste home if a dog bin was full.

Councillor Adrian Abbs queried whether dog bins would be emptied more frequently in accordance with use. Councillor Somner responded that it was very much a working contract, that the issue had been recognised and that there was greater flexibility to manage the contract.

Councillor Alan Macro commented that there had been numerous problems with the current contract particularly with relation to a lack of grass cutting, and to machines dropping grass cuttings on footpaths. Councillor Macro queried whether there would be increased supervision under the new contract.

Councillor Somner commented that there were areas of the district where grass had deliberately been left long, however acknowledged that leaving cuttings on footpaths was not satisfactory and would be supervised going forward. 

Recommendation (Vote to be taken in Part II). That Executive:

·       Award the contract for the provision of Ground Maintenance Services to the successful bidder; and

·       Delegate authority to the Service Lead Legal & Democratic Services in consultation to finalise the terms of the agreement as set out in the tender documents and to make any necessary drafting or other amendments to the terms of the agreement which are necessary to reach final agreement but do not materially affect the intent and substance of the agreement.

Other options considered:

·       Officers considered procurement options for grounds maintenance prior to the commencement of the current contract in 2018. Particular consideration was given to an in-house option as well as procurement through an existing framework. Both were dismissed for reasons which are still relevant in the current climate. An in-house service isn’t appropriate for a contract of this size given the capital investment required and the lean client structure which exists, whilst frameworks often apply a ‘one size fits all’ approach which are unresponsive to change.

·       Another approach officers considered briefly was to break down the various contract elements into lots. This approach had its own advantages and disadvantages.

·       Overall officers considered that in practice breaking the contract up and employing multiple companies was more likely to increase the risk of failure of the contract as they may, in fact, have less resilience given the current economic uncertainties, Brexit concerns and Covid 19 impacts. Greater certainty over contract size has inherent value in itself making the tender more attractive to bidders.