Issue - meetings

Key Decision

That (A) the Council procures a new contract for the provision of grounds maintenance services with a Competitive Procedure with Negotiation as the preferred procurement approach;

(B)     the contract be let for a term of 8 years with the potential for a 5 year extension;

(C)     the contract be designed to deliver the same quality standards (described in Essential Reference Paper ‘B’ of the report submitted) across the District on EHC land, continuing with a performance/output approach as opposed to a scheduled delivery of works; and

(D)    savings be made to offset the increase in costs of a new contract by no longer funding a “top up” to cut Hertfordshire County Council verges to the East Hertfordshire Council standard (saving approximately £800,000 over the contract term).

The Chairman of the Task and Finish Group submitted a report on the findings of the Grounds Maintenance Contract Task and Finish Group including soft market testing, and the implications for Hertfordshire County Council’s (HCCs) verge maintenance. 

Clarification was sought and provided in relation to the term of the contract. 

Councillor M Stevenson expressed concern regarding the use of Glyphosate (to control weeds) and particularly in relation to its impact on earth worms.  The Leisure and Parks Development Manager explained that this was widely used.  Councillor G Cutting added that if the instructions were read correctly and used in dry weather, this had no impact on insects and earthworms and only impacted on foliage.

The Committee Chairman referred to the “top up” costs of £800,000 and reminded Members that this should be viewed within the term of the contract and was around £100,000 per annum.  It was noted that HCC had been advised of the proposed changes relating to verge maintenance and on the “top up” arrangements.  Officers commented that St Albans, Hertsmere and Three Rivers Councils had all removed the “top up” arrangement and that a joint public communications approach with HCC had helped to manage the change.

Councillor H Drake asked Officers to ensure that the size of litter bins be kept under review (and particularly in terms of the new contract) to reflect the needs of the area, e.g. placing larger bins near food establishments and shops.

In response to a query regarding numbers interested in tendering for the contract, the Leisure and Parks  Development Manager explained that the Council was not at that stage yet, but that soft market testing had shown that five or six companies could be interested in tendering.

It was moved by Councillor M Allen and seconded by Councillor G Cutting that the recommendations as detailed be supported.   After being put to the meeting and a vote taken, the recommendations were declared CARRIED.

RESOLVED – that the Executive be advised that Members support:

(A)         a proposal to offer the contract for a term of 8 years with the potential for a 5 year extension;

(B)        the design and tender of a contract which delivers the same quality standards (described in Essential Reference Paper “B” of the report submitted) across the district continuing with a performance / output approach as opposed to a scheduled delivery of works; and

(C)        the need to make savings to offset the increase in costs of a new contract by no longer funding a “top up” to cut Hertfordshire County Council grass to the East Hertfordshire Council standard (saving approximately £800,000 over the contract term).