Grounds Maintenance Contract Extension

Description

Intention to extend existing contract for grounds maintenance services under regulation 72(1)(e) of the Public Contracts Regulations 2015. The contract is currently due to end on 31 March 2023. The intention is that it will be extended for a period of 1 year only from 1 April 2023 to 31 March 2024. The Council is currently aligning services with neighbouring Warwick District Council as part of a programme of shared services and joint arrangements. Warwickshire County Council is also looking at highway verge maintenance and future requirements, particularly in light of the climate change and biodiversity agenda. The contracting authority needs to devise the specification for the future contract in light of these competing considerations. It may need to consult further before arriving at the desired specification. There is a provisional timetable of activity for 2022/23 to ensure that the final specification is ready for the start a procurement process in early/late Spring 2023. Lot 1: The Council let the grounds maintenance contract in 2013 for a period of 5 years with optional 5-year extension. The contract was extended in 2018 and is due to expire on 31 March 2023. Much has changed since 2013, particularly around climate change and biodiversity in the past 2-3 years. The Environment Act 2021 (and any policy statements or regulations flowing from it) may have implications for environmental management, nature and biodiversity. In December 2021, the Council and Warwick District Council submitted a formal business case to the Secretary of State for Levelling up, Housing and Communities proposing a merger of the two councils into a new South Warwickshire Council. All services are run by joint heads of services and each service is being aligned, shared or merged in a programme of work between 2022 and 2024. In addition to the environmental and climate change aspirations, it will be necessary to reflect on service provision across both district councils, together with service activity by Warwickshire County Council, in devising a new specification for the future delivery of grounds maintenance services to the Council. This will take time to get right. Given the scope and pace of the horizon changes highlighted above, it is essential that the new specification is properly developed to secure policy outcomes and value for money. An action plan has been drawn up setting up the various tasks and processes needed to arrive at a final specification and a one-year extension is the minimum period necessary to deliver this with any degree of confidence. The Council is mindful of the need to act transparently and proportionately and in accordance with the Public Contracts Regulations 2015. The Council has concluded and believes that the modification is permissible under regulation 72(1)(e) i.e. because it is not substantial, having applied the various tests. The grounds maintenance contract will therefore be modified in 2022 (after the expiry of 30 days from the date of this notice) to permit a further extension of 1 year to 31 March 2024. The new contract opportunity will be advertised in Spring 2023.