Agenda and minutes

The following item is likely to be considered in the absence of the press and public as being exempt under Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended March 2006) (information relating to the financial or business affairs of any particular person (including the Council).

Resolved:-  That, under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 Part 1 of Schedule 12A to the Local Government Act 1972 (as amended March 2006) (financial or business details).

Phil Gill, Green Spaces Manager, to report.

-           to consider a select list of tenderers.

Further to a meeting of the Clifton Park Restoration Project Board held on 30^th April, 2008, and in accordance with Council Standing Order 33.2, the Green Spaces Manager, presented a report seeking approval to a shortlist of tenderers for the Clifton Park Restoration Project.

A résumé was given of the following:-

• background to the project
• submission of bid and award from the Heritage Lottery Fund
• procurement through OJEU:-  issue of Contract Notice and Pre-Qualification Questionnaire
• financial and QA checks
• evaluation criteria
• client references and site visits
• evaluation panel
• interview of and presentations by contractors
• scoring

It was reported that, as a result of the above, 5 contractors had been identified for inclusion on a Select List of Tenderers, and these were detailed in the report submitted.

Members present asked about the following issues, and the Green Spaces Manager provided clarification:-

• price and quality
• provision for unexpected/unforeseen works
• opportunity for an innovative approach
• the interview process
• risk management and inflation
• project timetable

It was explained that the successful tenderer would be expected to carry out the work around key events such as Remembrance Sunday and Rotherham Show, and to ensure there was minimum disruption to the children’s activity area and park users in general.

It was also explained that an Invitation to Tender was to be issued on 16^th May, 2008.

Resolved:-  That the Select List of Tenders, as now submitted, be approved.

(DUE TO THE URGENCY OF THIS MATTER, PRIOR TO THE MEETING THE MAYOR, HAVING CONSIDERED THE REPORT SUBMITTED, GAVE APPROVAL TO THE REQUEST TO CONSIDER EXEMPTING THIS DECISION FROM THE CALL-IN PROCEDURE)