Proposed decision :
To agree the re-procurement and the award of a new contractual arrangement for the Arboriculture Programmed Works Contract for a period of five years and allowable extension of three years, subject to performance and to delegate authority to the Director for Highways and Transportation to take other relevant actions, including but not limited to finalising the terms of and entering into required contracts or other legal agreements, as necessary to implement the decision
Background
The current contract expires 31st August 2024. Accordingly, in order to ensure a seamless service remains in place a new procurement is required. Ongoing procurement enables market testing and ensures that the rates KCC pay for the work are competitive and reflective of the current market.
Options
The commissioning of the arboriculture programmed work stream within the soft landscape service was considered and agreed with amendments by the Commercial and Procurement Oversight Board on 31st October 2023.
How the proposed decision supports Framing Kent’s Future 2022-2026: The arboriculture works service is a safety critical service that keeps Kent’s roads moving and assists economic growth.
How the proposed decision supports Securing Kent’s Future: The budget for this work is covered within existing budgets and will not be an additional financial burden to KCC. Best value was considered as part of the procurement process including assurance checking via the Commercial and Procurement Oversight Board.
Decision type: Key
Reason Key: Affects more than two Electoral Divisions;
Decision status: Recommendations Approved
Division affected: (All Division);
Notice of proposed decision first published: 19/12/2023
Decision due: Not before 17th Jan 2024 by Cabinet Member for Highways and Transport
Reason: To allow 28 day notice period required under Exeuctive Decision regulations
Lead member: Cabinet Member for Highways and Transport
Lead director: Haroona Chughtai
Department: Growth, Environment & Transport
Contact: Robin Hadley, Soft Landscape Asset Manager? Email: robin.hadley@kent.gov.uk or 03000 413647 Email: robin.hadley@kent.gov.uk.
Consultees
The proposed decision will be considered at the Environment and Transport cabinet Committee on 11 January 2024.
Financial implications: The annual budget for the work covered by this contract is £1.09m per annum. The majority of the work is reactive and based around tree safety audits. The current forecast of safety critical work fits within the Soft Landscape base budgets. The contract will provide tree safety inspections and the reactive works necessary to limit the Councils liability regarding claims as well as tree planting services to deliver more than 800 street trees pa. The proposed contract length will be five years with an option to extend the contract for up to a further three years, on a one plus one basis. The total contract value for the full term, including extensions (eight years) is estimated at £8,720,000.
Legal implications: There are no significant legal constraints. Standard procurement risks would apply. The Council has a ‘Duty of Care’ under the Highway Act 1980 to fulfil its obligations in Common Law as a land and tree owner undertaking safety critical tree and maintenance works.
Equalities implications: Equalities implications : Equality implications were considered during the analyse phase of the commissioning cycle. No significant impacts were identified through re-procurement of the services. Data Protection implications: No data protection implications