Issue - decisions

Date of Decision:

15^th August, 2023

Title:

Extension of the Trees Works Contract

Decision Maker:

(Including Job Title)

Polly Hamilton, Assistant Director, Culture, Sport & Tourism

Specific Delegation:

(If any)

Contract Standing Orders; Section 41.3:

In relation to their Directorates, each Strategic Director has a general power to make council contracts, including the power to determine select lists of tenderers, to accept tenders and to award contracts.

Contract Standing Orders; Section 43.1:

Each Strategic Director shall

43.1.1. compile and maintain a scheme of delegation for his/ her service area;

This enables the Assistant Director of Culture Sport and Tourism to award contracts up to the value of £1m.

Brief Description of Decision:

To enter into an interim 18-month contract with Glendale Grounds Management Ltd for tree work under section 67.1.8 of the Council’s Financial Policy and Procurement Rules.

Reasons for the Decision:

To allow for the continuation of contract beyond its contractual term, in exceptional circumstances and where the term of such an extension is determined in accordance with the timescales required to complete a re-procurement or decommission the existing arrangement

This allows for the time needed to complete a review of the future delivery of the Council’s tree works.

The renegotiation of the fee schedule for this 18 month contract also provides some protection against likely price rises and in the interim enables better financial planning.

Details of alternative options considered and rejected:

Not awarding the contract, which would mean that the Council would have been without a Tree Works contractor and therefore unable to undertake tree maintenance, leading to the increased risk of injury or damage to property. 

Conflicts of interest declared by any Executive Member consulted by the decision maker which relates to the decision:

None

Dispensations Granted:

(If any)

None

Reports or parts of reports considered

Exemption Request Form ERF000379-22