Agenda item

Councillor J Goodeve, the Chairman of the Task and Finish Group submitted a report updating Members on the findings of the Grounds Maintenance (GM) Contract Task and Finish Group following consideration of the advice outlined by the industry consultant.  The Task and Finish Chairman provided a summary of the report.

Councillor M Casey referred to the good work done by the current contractor John O’Connor and suggested that it was logical to extend the current contract given that Great Britain will be leaving the EU in March 2019.  Members supported the viewpoint that the contract go out to competitive tender, regardless of EU law and that price and quality was an important factor in the tendering process.

Councillor H Drake suggested that dog and waste bins be rationalised.  This was supported.   The issue of the contractor’s increased costs and their pension contributions was discussed; the point was made that it was for the contractor to manage their viability in relation to pension contributions not the Councils.

The arrangement with Hertfordshire County Council regarding the maintenance of highway verges was discussed. The Leisure and Parks Development Manager explained what work the Council undertook on behalf of the County Council. The Head of Operations acknowledged the need for the verges across the District to be consistently cut to the same length adding that it was a question of whether Members wanted to financially “top up” the arrangement to achieve this or to let this grow and allow the county to maintain the verges to their “safety standard”.

Councillor H Drake stated that it was important to get the price and take advantage of technological advances.  In response to query from Councillor M Casey regarding the cost of the tendering process, the Head of Operations undertook to write to Members. 

Councillor B Deering referred to the “top up” arrangement and the need to inject £114,000 additional funds to achieve a consistent approach to grass verges.  He commented that the additional funds needed to be reviewed in the context of how many metres of grass verges needed cutting and in this case it would be “pennies”.  The Committee Chairman thanked the Member for putting this into perspective. 

Member thanked the Task and Finish Group for their role in the investigation process.

Members supported a proposal to procure a new contract and agreed that price and quality was important in the tendering process.  Members also supported the rationalisation of litter and dog waste bins and felt that the County “top up” arrangements should continue to ensure consistency of verge cuts across the district. The arrangements referred to in paragraph 4 of the report were noted.  It was also noted that further Task and Finish Group meetings would be arranged to consider ongoing advice and evidence.

RESOLVED – that (A) the proposal to procure a new contract for the provision of grounds maintenance service as part of the Competitive Procedure with negotiation as the preferred procurement approach be supported.

(B)   Members views on the importance of price and quality on the tendering process be noted;

(C)   the rationalisation of litter and dog waste bins be supported;

(D)   the County “top up” arrangements continue to ensure consistency of verge cuts district wide;

(E)   the arrangements referred to in paragraph 4 of the report be noted;

(F)   additional Task and Finish Group meetings be arranged to consider ongoing advice and evidence.