Issue - meetings

Report of the Assistant Director of People (Operational In-House Services)

The Cabinet considered the report of the Assistant Director of People (Operational In-House Services) that sought approval for officers to complete procurement exercises for the provision of machinery and fleet vehicles required for the ongoing delivery of Green Sefton’s land management and maintenance services. The report also sought delegated authority for the Assistant Director of People (Operational In-House Services), in discussion with the Cabinet Member - Health and Well Being, to award the new contracts to the highest scoring Bidder(s), in accordance with the scoring criteria set out in the report.

Decision(s) Made:

That

(1)           the Assistant Director of People (Operational In-House Services) be authorised to undertake a procurement exercise for the provision of fleet vehicles and machinery required for the ongoing delivery of Green Sefton’s land management and maintenance services to the current standards. This is to utilise the Frameworks listed, and to be based on a Schedule of Rates approach to allow flexibility in future ordering, but with a sample Bill of Quantities for pricing purposes only at this stage, and with a view to entering into a contract for a maximum period of 10 years comprising an initial 7 year period with an option to extend for up to 3 periods of 12 months;

(2)           the basis of evaluation of quotations, as set out in the report, be approved; and

(3)           the Assistant Director of People (Operational In-House Services) be granted delegated authority, in consultation with the Cabinet Member - Health and Well Being, to award the new contract(s) to the highest scoring Bidder(s) in accordance with the scoring criteria set out in the report, and to award any extension thereof in due course;this would be subject to adequate revenue and capital budgets being available and approved post tender.

Reasons for the Decision:

The procurement exercise outlined in the report was essential to provide appropriate arrangements for the ongoing operational delivery of Green Sefton’s land management and maintenance services to the current standards.

Alternative Options Considered and Rejected:

Lease hire of fleet vehicles, machinery and equipment instead. However, as had been demonstrated previously, this would incur significant increased revenue costs, limit the fleet vehicles, machinery and equipment available and restrict the flexibility of future service delivery options.

Another option discounted would be not to allocate the revenue funding anticipated as being required (to be confirmed post tender). However, the service was already delivering a basic specification and standard – not providing the resources required to maintain these standards would result in lowering of said standards further resulting in increased risk, potential insurance claims on unmaintained land, certainly a further rise in public complaints etc. leading to reputational damage.