Procurement of Grounds Maintenance Services (Harrogate, Craven, Selby)
REPORT TO:Anton Hodge, Assistant Director Strategic Resources
DECISION DATE: 24th June 2022
SUPPORTING ANNEX; This report includes a supporting Annex which contains exempt information as described in paragraphs 1, 3 and 5 of Part 1 of Schedule 12A to the Local Government Act 1972 (as amended).
PROPOSED RECOMMENDATION
It is recommended that the Authority proceed with a further competition via YPO Dynamic Purchasing System 881 Grounds Maintenance and Associated Services, in order to procure a grounds maintenance service provider to support the corporate property portfolio across the Harrogate, Craven and Selby areas.
The proposed contract duration is:
· Initial term: 1 August 2022 – 31 March 2024
· Optional Extension: 1 April 2024 – 31 March 2025
· Optional Extension: 1 April 2025 – 31 March 2026
The estimated whole life cost will vary depending on the change in the size of the corporate property estate over the whole life of the contract. This could be due to an increase in the number of properties as a result of local government reorganisation, or a reduction in the number of properties due to property rationalisation. The contract value is estimated to be between £300,000 and £600,000 over the whole contract life.
This approach will deliver a competitive and compliant process to ensure a best value solution is in place.
BACKGROUND TO SUPPORT THE RECOMMENDATION
The Authority has a significant corporate property portfolio across the county, from offices and workspaces to libraries, children centres and other public and community buildings. While the corporate estate has reduced since 2010 and will continue to reduce as part of a property rationalisation project (with a temporary increase due to local government reform), there is still, and will continue to be a need for grounds maintenance services to ensure retained property is well maintained and presentable.
Local government reform will provide an opportunity to consider and consolidate the grounds maintenance service delivery across the county in the coming years, however, the service is still required in the interim period.
LEGAL AND GOVERNANCE COMPLIANCE
As per the Council’s Procurement and Contract Procedure Rules, Rule 11 states;
11.1 Tenders for Contracts which exceed the WTO GPA Procurement Threshold shall be invited and awarded in accordance with the PCRs and as prescribed in Rule 11 and 12.
The contract will be awarded via the YPO 881 Grounds Maintenance and Associated Services Dynamic Purchasing System. This is a compliant route to market and complies with the Public Contract Regulations 2015 (as amended).
OJEU Notices: Services - 504817-2019 - TED Tenders Electronic Daily (europa.eu)
RECOMMENDATION
It is recommended that the Authority proceed with a further competition via YPO Dynamic Purchasing System 881 Grounds Maintenance and Associated Services, in order to procure a grounds maintenance service provider to support the corporate property portfolio across the Harrogate, Craven and Selby areas.
The proposed contract duration is:
· Initial term: 1 August 2022 – 31 March 2024
· Optional Extension: 1 April 2024 – 31 March 2025
· Optional Extension: 1 April 2025 – 31 March 2026
The estimated whole life cost will vary depending on the change in the size of the corporate property estate over the whole life of the contract. This could be due to an increase in the number of properties as a result of local government reorganisation, or a reduction in the number of properties due to property rationalisation. The contract value is estimated to be between £300,000 and £600,000 over the whole contract life.
This approach will deliver a competitive and compliant process to ensure a best value solution is in place.