Issue - meetings

To receive a report from the Executive relating to the renewal of the Highways and Transportation Term Service Contracts.

RECOMMENDATION Council is requested to:

1)         consider the procurement process which commenced with stakeholder engagement in 2016, soft market engagement with potential suppliers during 2017;

2)         consider the formal procurement process which has been underway since January 2018 and proposals for mobilisation;

3)         award the Professional Services Consultancy Contract to the organisation named in the Part 2 Papers to be operational from the 1st April 2019, for an initial term of seven years, extendable by a further period of up to 3 years, subject to satisfactory performance;

4)         award the Maintenance and Construction Contract to the organisation named in the Part 2 Papers to be operational from the 1st April 2019, for an initial term of seven years, extendable by a further period of up to 3 years, subject to satisfactory performance.

The Council considered a report, set out at Agenda pages 47 to 106, which gave details of the procurement process relating to the new Highways and Transportation Term Service Contracts.

The report recommended that the Council award the Professional Services Consultancy Contract and the Maintenance and Construction Contract to the two organisations set out in the Part 2 papers with a commencement date of 1 April 2019.

It was proposed that the two contracts be awarded for an initial term of seven years, extendable by a further period of up to three years, subject to satisfactory performance.

Members were reminded that, under the European Union procurement legislation, the award of the contracts would be subject to a mandatory 10 day standstill challenge period (known as the Alcatel period). During this period confidentiality had to be maintained about the Council’s decisions. A media release would be published at the end of the Alcatel period.

It was proposed by Anthony Pollock and seconded by Keith Baker that the recommendations in the report be approved.

Upon being put to the vote, it was RESOLVED That:

1)     the procurement process, which commenced with stakeholder engagement in 2016 and soft market engagement with potential suppliers during 2017, be noted;

2)     the formal procurement process, underway since January 2018, and the proposals for mobilisation be endorsed;

3)     the Professional Consultancy Contract be awarded to the organisation named in the Part 2 papers, to be operational from 1 April 2019, for an initial term of seven years, extendable by a further period of up to three years, subject to satisfactory performance;

4)     the Maintenance and Construction Contract be awarded to the organisation named in the Part 2 papers, to be operational from 1 April 2019, for an initial term of seven years, extendable by a further period of up to three years, subject to satisfactory performance.

That:

1)        the procurement process which commenced with stakeholder engagement in 2016, soft market engagement with potential suppliers during 2017 be noted;

2)        the formal procurement process which has been underway since January 2018 and proposals for mobilisation be noted;

3)        Full Council be recommended to award the Professional Services Consultancy Contract to the organisation named in the Part 2 papers to be operational from 1 April 2019, for an initial term of seven years, extendable by a further period of up to three years, subject to satisfactory performance;

4)        Full Council be recommended to award the Maintenance and Construction Contract to the organisation named in the Part 2 papers to be operational from 1 April 2019, for an initial term of seven years, extendable by a further period of up to three years, subject to satisfactory performance.

The Executive considered a report relating to the results of the procurement process that had been carried out for the renewal of the Highways and Transportation Terms Service Contracts i.e. the Professional Services Consultancy Contract (PSCC) and the Maintenance and Construction Contractor (MCC) which would deliver highways and transportation services to Wokingham with effect from 1 April 2019.

The Executive Member for Highways and Transport highlighted that previously externalised highways maintenance operatives and specialists would be brought back in-house and because the recommended company had other local contracts this would provide greater resilience, particularly if an emergency arose. 

Councillor Pollock went on to emphasise the benefits of the new contract which in addition to providing a better quality service would also result in more roads resurfaced and more pot holes filled.  A new mapping system would also be introduced which would enable residents and Councillors to log into the system and report issues and then track their progress.

In response to a query from Councillor Norman Jorgensen about whether, if the contract was successful, additional items could be added in the future it was confirmed that this would be feasible as would the possibility of other councils being offered the opportunity to take advantage of services provided by the contract.

The Leader of Council wanted gave her thanks to the Officers involved in the contract negotiations for all their hard work and highlighted the stakeholder involvement that had taken place and the cross-party working.

Councillor Haitham Taylor reminded Members that due to the Alcatel period the name of the contractor must remain confidential until 3 October 2018.

RESOLVED that:

1)        the procurement process which commenced with stakeholder engagement in 2016, soft market engagement with potential suppliers during 2017 be noted;

2)        the formal procurement process which has been underway since January 2018 and proposals for mobilisation be noted;

3)        Full Council be recommended to award the Professional Services Consultancy Contract to the organisation named in the Part 2 papers to be operational from 1 April 2019, for an initial term of seven years, extendable by a further period of up to three years, subject to satisfactory performance;

4)        Full Council be recommended to award the Maintenance and Construction Contract to the organisation named in the Part 2 papers to be operational from 1 April 2019, for an initial term of seven years, extendable by a further period of up to three years, subject to satisfactory performance.