CABINET GROUNDS MAINTENANCE CONTRACT

Transcription

1 Report No: 9/2017 PUBLIC REPORT CABINET 17 January 2017 GROUNDS MAINTENANCE CONTRACT Report of the Director for Places (Environment, Planning & Transport) Strategic Aim: Sustainable Growth Key Decision: Yes Exempt Information Cabinet Member(s) Responsible: Forward Plan Reference: FP/191216/01 No Councillor Tony Mathias, Portfolio Holder for Places (Highways, Environment, Transport, Community Safety and Market Towns) Contact Officer(s): Ward Councillors Dave Brown, Director for Places (Environment, Planning & Transport) Mark Loran, Senior Environmental Services Manager All DECISION RECOMMENDATIONS That Cabinet: 1. Approve the proposed evaluation methodology for a replacement grounds maintenance contract as set out in Appendix Delegate authority to award the contract in accordance with the evaluation criteria to the Director for Places (Environment, Planning and Transport) in consultation with the Portfolio Holder for Places (Highways, Environment, Transport, Community Safety and Market Towns).

2 1 PURPOSE OF THE REPORT 1.1 To consider the evaluation methodology for the replacement grounds maintenance contract. 2 BACKGROUND AND MAIN CONSIDERATIONS 2.1 The key changes that will be incorporated in the new contract will be: a. to improve the transparency of the contractor s planned and delivered operational activities via an improved information portal, which will be accessible to residents, providing real time updates; b. to strengthen performance and payment elements that will ensure the contractor is incentivised to perform well and will be penalised financially for poor performance; c. to strengthen reporting requirements to ensure the Council receives robust and timely management information; and d. to provide maximum flexibility such that the management of sites can be revised, e.g. in terms of frequencies, standards or the types of activities required. This will also allow sites to be added and removed, thus supporting the Parishes and Town Councils to take on their own direct management of sites to support the localism agenda. 2.2 The intention is to balance more protection for the Council in terms of the standard of Services provided whilst mitigating, as far as possible, any adverse changes in cost. 2.3 Appendix 1 includes full details of the proposed evaluation methodology. 3 TIMESCALES 3.1 The current grounds maintenance contract arrangements expire on 31 st March There is provision within the contract for extensions if necessary. 4 ALTERNATIVE OPTIONS 4.1 The Council could deliver this service in-house. It is unlikely that this would be cost effective; however, this will be considered if the tender prices returned do not appear to represent good value for money for the Council. 5 FINANCIAL IMPLICATIONS 5.1 The financial implications will be dependent on the outcome of the procurement exercise. However, the price/quality split must be determined in advance. It is proposed that a 50/50 price/quality split is used. This weighting will ensure a good quality service is provided by a contractor with the means to ensure compliance with relevant legislation and the resources necessary to ensure effective service delivery, whilst balancing the risk of any adverse financial impact on the Council.

3 6 LEGAL AND GOVERNANCE CONSIDERATIONS 6.1 The procurement process will be a single stage open tender process under the EU procurement regulations. The Council s contract procedure rules require Cabinet to approve the methodology for evaluating tenders that exceed the EU thresholds. Cabinet are also required to authorise the award of the Contract. It is proposed that awarding the Contract in accordance with the evaluation criteria is delegated to the relevant Director for Places in consultation with the relevant Portfolio Holder. 7 EQUALITY IMPACT ASSESSMENT 7.1 Equality impact screening indicates that an equality impact assessment is not required. 8 COMMUNITY SAFETY IMPLICATIONS 8.1 None. 9 HEALTH AND WELLBEING IMPLICATIONS 9.1 The proposed evaluation methodology includes an assessment of social benefits. 10 CONCLUSION AND SUMMARY OF REASONS FOR THE RECOMMENDATIONS 10.1 The recommendation is that Cabinet approves the proposed evaluation methodology for the replacement grounds maintenance contract (attached as Appendix 1) using a 50/50 price/quality split. This weighting will ensure a good quality service whilst mitigating the risk of any adverse financial impact on the Council. 11 BACKGROUND PAPERS 11.1 None. 12 APPENDICES 12.1 Appendix 1 Proposed Evaluation Methodology for Grounds Maintenance Contract A Large Print or Braille Version of this Report is available upon request Contact

4 Grounds Maintenance Contract Appendix 1 Assessment criteria and weightings The evaluation of the Grounds Maintenance Contract will be subject to the following assessment criteria and weightings. Part 1 Technical Assessment % weighting 1a Mobilisation Plan What specific procedures and actions will the Contractor put in 3% place and take to ensure the seamless transition into the new Services at Service Commencement. 1b Resource and Staff Management Plan 1c What general resources and what staff will the Contractor provide to deliver the Services, including: details of the number of operational staff to be employed, either directly or via sub-contractors, along with details of any proposed shift profiles; details of relevant qualifications to be held by operational staff; details of any sub-contractors to be used to deliver the Services; an organogram showing the proposed contract management structure, identifying key roles and supplemented by role descriptions, required experience, qualifications, duties and responsibilities; a copy of the Contractor's equal opportunities policies and details of how these will be applied; a copy of the Contractor's staff welfare and disciplinary/grievance procedures and details of how these will be applied; and details of the Contractor's training and development schemes, policies and procedures and how these will be applied. Operations and Service Delivery Plan 10% What specific arrangements, policies and procedures will the Contractor put in place to ensure that all of the required operations can be suitably delivered, including: complying with the relevant operational requirements of the Specification; details of the plant and equipment the Contractor will provide in order to deliver the Services, indicating where this will be owned, leased, hired or provided by a subcontractor; details of the Contractor's plant and equipment servicing and maintenance regimes and how these will be applied; 10% details of the Contractor's provision of personal protective equipment, including record keeping, storage, inspections, maintenance and replacements thereof; details of how all Contractor Employees will be identifiable;

5 Grounds Maintenance Contract Appendix 1 1c 1d 1e 1f Operations and Service Delivery Plan (continued) Health and Safety Plan details of how the Contractor will manage operatives working on the highway; details of how the Contractor will manage the collection, removal, haulage and treatment of all waste arisings, including litter; details of how the Contractor will maintain security at Sites with no or limited public access; details of how the Contractor will manage requests for Additional Works, including with regards to winter maintenance; and details of how the Contractor will organise, schedule and plan for all of the required routine grounds maintenance activities. How the Contractor will comply with their Health & Safety obligations, including but not limited to: complying with the relevant health and safety requirements of the Specification; providing copies of health and safety policies, including for dealing with emergencies, and details of how they will be applied; providing risk assessment procedures for individual activities and facilities; having consideration of site specific characteristics and requirements; having due regard to specific staff roles, responsibilities and qualifications; health and safety training provision and awareness raising, including as part of staff inductions; and incident and accident monitoring, recording and reporting systems. Environmental Management Plan How the Contractor will manage and mitigate the environmental impacts of providing the Services, including complying with the relevant environmental management requirements of the Specification. Interface Plan How the Contractor will positively engage with the Council, including details of: commitment to attend routine contract meetings and adhoc meetings as necessary; meeting the routine reporting requirements; dealing with ad-hoc operational issues as they arise; liaison with staff when attending Council Assets which have a staff presence; and how the Contractor will develop the required information portal for customer and client access within 12months of the Service Commencement Date, and how the Contractor will maintain and update this 'portal' thereafter. 7% 2% 10%

6 Grounds Maintenance Contract Appendix 1 1h Social Impact and Prosperity Plan What local employment and engagement impacts will the Contractor deliver, including but not limited to: details of any proposed partnership working to the benefit of local organisations; details of any joint working with the third sector; and details of any other community benefits. All Technical Assessment elements 8% 50% Part 2 Commercial Assessment % weighting 2a Total Cost This cost will be assessed taking the Management Charge and Site Charge elements and modelling these over the full Contract Period. Performance Deductions shall be excluded from the Commercial Assessment as the Contractor's Tendered cost will have no impact on the application of these 'Deductions'. 50% Performance Deductions shall be excluded from the Commercial Assessment as the Contractor's Tendered cost will have no impact on the application of these. Additional Works payments shall be excluded from the Commercial Assessment as the Contractor will have no exclusivity on works forming the scope of 'Additional Works'. All Commercial Assessment elements 50%