Issue - meetings

To consider the report of the Interim Joint Director – Environment, Waste and Operations (CC).

Agreed:

RECOMMENDED that Council:-

(1) Authorises Council officers to proceed with the procurement process to appoint a contractor to provide a new tree maintenance and inspection service in accordance with the proposals set out in the report, using an open tender process for the procurement of a single supplier; and

(2) grant delegated authority to the Interim Director Community Services in consultation with the Strategic Director for Corporate Resources to confirm the award and appoint a contract following the procurement process.

Reason for Decision: As set out in the report.

Councillors Foale and Wright were absent from the room for duration of this item.

The Executive received the report which outlined the requirements for a new Tree Maintenance and Inspections Contract after the expiry date of the current contract on 1 April 2025, to support the ongoing delivery councils tree management in respect of industry best practice, duty requirements, and the Council’s Corporate plan 2022-2026.

Particular reference was made to the risks in the sourcing strategy had been mitigated by existing legal contract procedures and the contract was fully funded. The appraisals outlined in report were the only viable options in accordance with legal requirements.

Cllrs Mitchell and Moore as opposition group leaders spoke on the item and raised points and questions, which were responded to by Senior Officers, as detailed further in this minute.

In response to questions raised, the Interim Director – Environment, Waste and Operations (CC) advised that:-

·         The cost associated with contractors for self-delivery would vary each year, based on the assessment process.

·         For a single source supplier, the Council would be able to potentially reduce costs annually, however, with an in-sourced supply, this wasn’t possible.

·         The forecast for annual expenditure was likely to be higher in regard to ceiling costs.

·         Exeter city centre had a large quantity of trees, and the strategy for delivery and maintenance had a higher priority for quality of provision. Partner organisations prioritised cost over quality of service as their needs differed, and there was no opportunity therefore, for partnership working at the current time.

·         The Ash Die Back budget shown in the capital budget hadn’t contributed to overall costs. The contract was expected to this address Ash Die Back, but the budget may not last the lifespan of the contract, and therefore hadn’t been included.

The Leader moved the recommendations, which was seconded by Councillor Williams, voted upon, and CARRIED.

RECOMMENDED that Council:-

(1) Authorises Council officers to proceed with the procurement process to appoint a contractor to provide a new tree maintenance and inspection service in accordance with the proposals set out in the report, using an open tender process for the procurement of a single supplier; and

(2) grant delegated authority to the Interim Director Community Services in consultation with the Strategic Director for Corporate Resources to confirm the award and appoint a contract following the procurement process.