Authority to award contract for Grounds Maintenance Service (Officer Non-Key Recordable Decision)
Decision Maker: Corporate Director of Resident Services
Decision status: Recommendations Approved
Is Key decision?: No
Is subject to call in?: No
To request approval to award the contract for the provision of Grounds Maintenance Services, following the completion of consultation with BHM Leaseholders and approval by Cabinet on 16 January 2023 to award the contract subject to the outcome of the consultation.
Following Cabinet approval to award and completion of consultation with BHM Leaseholders, the Corporate Director Resident Services in consultation with the Lead Member for Environment, Infrastructure and Climate Action:
i) Approves the award of contract for the provision of Grounds Maintenance Services to Continental Landscapes Ltd for an initial contract period of eight (8) years, with an option to extend for a further eight (8) year contract period. The value of the contract is estimated to be circa £2.2m per year, or circa £17.6m over the initial 8 year term of contract, or circa £35.2m over the full 16-year contract period (excluding VAT, CPI indexation and AWE increases).
Reasons for the decision:
Approval to award the contract to Continental Landscapes Ltd was provided at the Cabinet meeting on 16 January 2023, pending the outcome of the consultation exercise with BHM leaseholders as part of the statutory requirement to consult when entering into any Qualifying Long Term Agreement (QLTA). Stage 2 of the consultation exercise began on 17th January, responses of which are outlined in the report.
Alternative options considered:
A number of alternative delivery model options applicable to the Grounds Maintenance Contract were identified and assessed as part of the Redefining Local Services (RSL) review and included in the Best Value Consultation that took place in June 2021. There was limited support for any of the options below in the Best Value Consultation responses:
· The ‘as is’ model of integration within a public realm services contract.
· An integrated ‘clean and green’ contract with street cleansing services.
· Local Authority Company
· Internal Provision (insourcing)
· Multiple contracts model with multiple contracts within service areas.
Cabinet/Committee Decision or Scheme of Delegation: Delegated authority following Cabinet meeting on 16 January 2023.
Parties Consulted: The Council is required, pursuant to section 20 of the Landlord and Tenant Act 1985, to consult with its leaseholders when entering into any Qualifying Long-Term Agreement (QLTA). The First Stage Notice of Intention was served on 1 December 2021 with the period for observations ending on 10 January 2022. The Second Stage Notice of Proposals / Estimates was served on 17 January 2023 with the period for observations ending on 19 February 2023. 13 separate written observations were received from leaseholders with respect to the Notice of Proposal / Estimates and the Council responded to these individually. Copies of the leaseholders' written observations and the Council's responses to them are enclosed in the confidential Appendix to the report. The Council will make any decision to authorise the award of a contract for the provision of Grounds Maintenance Services having had regard to these observations.
Contact: Kelly Eaton, Head of Parks, Leisure and Cemeteries Email: firstname.lastname@example.org Tel: 020 8937 5565.
Publication date: 09/03/2023
Date of decision: 09/03/2023