Issue - meetings

Recommendation CE 23/36 of the Communities and Environment Scrutiny Select Committee of 21 September 2023.

Due to timescale and print deadlines, the recommendations of the Scrutiny Select Committee will be circulated to Members in advance of the meeting of Cabinet.

Consideration was given to recommendation CE 23/36 of the Communities and Environment Scrutiny Select Committee of 21 September 2023.

Cabinet noted that no requests for further alterations to the proposed levels of service and potential savings previously reported had been received.   However, proposals for the removal of flower beds had been rejected and Officers would work with the incoming successful contractor to increase the use of perennials in the future design of flower bed displays.

Due regard was given to the views of the Scrutiny Select Committee, the financial and value for money considerations, the legal implications and the risk and equality impact assessments.

RESOLVED:  That

(1)          Kent Commercial Services Framework be used for external procurement;

(2)          the length of the contract be five years plus five years;

(3)          the Contract be awarded based on the most economically advantageous tender and be evaluated on 50% price and 50% quality;

(4)          the proposed levels of service and potential savings (as set out in Annex 1) be noted, and incorporated in the contract documentation;

(5)          the quality assessment criteria be agreed (as set out in Annex 3); and

(6)        a lease of the Maintenance Buildings be granted to the successful contractor as per the terms detailed in the report.

(Decision Notice D230090CAB)

Consideration was given to recommendation CE 23/36 of the Communities and Environment Scrutiny Select Committee of 21 September 2023.

Cabinet noted that no requests for further alterations to the proposed levels of service and potential savings previously reported had been received.   However, proposals for the removal of flower beds had been rejected and Officers would work with the incoming successful contractor to increase the use of perennials in the future design of flower bed displays.

Due regard was given to the views of the Scrutiny Select Committee, the financial and value for money considerations, the legal implications and the risk and equality impact assessments.

RESOLVED:  That

(1)          Kent Commercial Services Framework be used for external procurement;

(2)          the length of the contract be five years plus five years;

(3)          the Contract be awarded based on the most economically advantageous tender and be evaluated on 50% price and 50% quality;

(4)          the proposed levels of service and potential savings (as set out in Annex 1) be noted, and incorporated in the contract documentation;

(5)          the quality assessment criteria be agreed (as set out in Annex 3); and

(6)        a lease of the Maintenance Buildings be granted to the successful contractor as per the terms detailed in the report.

This report advises Members on the retender of the Borough Council’s Ground Maintenance Contract for Public Open Spaces and seeks Members’ comments and recommendations to Cabinet with regard to the procurement process and timeframe, length of contract, standards and levels of service and the proposed evaluation of tenders/award of contract.

The report of the Director of Street Scene, Leisure and Technical Services advised on the retender of the Borough Council’s Ground Maintenance Contract for Public Open Spaces and sought comments and recommendations in regard to the procurement process and timeframe, length of contract, standards and level of service and the proposed evaluation of tenders and award of contract.

Attention was drawn to the proposed levels of service and potential savings presented to Members at the previous meeting of the Committee (attached at Annex 1).  No requests for further alterations had been received.  However, proposals for the removal of flower beds had been rejected and Officers would work with the incoming successful contractor to increase the use of perennials in the future design of flower bed displays.

An outline tender timescale had been developed in accordance with the Borough Council’s Contract Procedure Rules and took into account programmed meetings of this Committee, Cabinet and Council. Details of the timescale were set out in Annex 2.

With regard to external procurement the Kent Commercial Services framework provided the opportunity to seek tenders from a list of contractors which had already undergone thorough financial and quality appraisals. The use of this framework met the authority’s procurement rules and there was no additional cost.

Consideration was given to the type of contract to be awarded, the length of contract and the proposed criteria for tender assessment (outlined at Annex 3).

Particular reference was made to the use of pesticides and Members welcomed the proposal that contractors offer alternative costed methods through the tender process for consideration. 

RECOMMENDED*:  That

(1)             Kent Commercial Services Framework be used for external procurement;

(2)             the length of the contract be five years plus five years;

(3)             the Contract be awarded based on the most economically advantageous tender and be evaluated on 50% price and 50% quality;

(4)        the proposed levels of service and potential savings (as set out in Annex 1) be noted, and incorporated in the contract documentation;

(5)        the quality assessment criteria be agreed (as set out in Annex 3); and

(6)        a lease of the Maintenance Buildings be granted to the successful contractor as per the terms detailed in the report.

*Recommended to Cabinet