Decision details

1. To approve the Procurement Strategy for the appointment of a contractor to implement the capital works in the AEM Masterplan and 10 Year Management and Maintenance Plan (MMP).

2. That delegated authority be granted to the Strategic Director of the Environment in consultation with the Cabinet Member for the Environment, to award the contracts for appointment of the contractor the costs of which will be reimbursed by HS2.

3. To note that Appendix 1 not for publication on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) as set out paragraph 3 of Schedule 12A of the Local Government Act 1972 (as amended).

The procurement of the works will comply with the requirements contained in Contract Standing Orders, which requires approval before a regulated procurement exercise is commenced, and to comply with the Promotors requirement to achieve value for money.

Both WSCT and the Parks Department are keen to move this project into delivery phase as soon as possible. LUC Landscape Architects were previously appointed to produce; a conservation management plan, detailed draft proposals, specifications and a 10-year management plan. With the AEM Masterplan now approved LUC can commence work on drawing up detailed design packages and tender documents.  This work is included in LUCs original contract as Lead Consultant on the project.

Approval of this report will allow the project to proceed promptly.  It is anticipated that tender documents will be ready in Summer 2023 allowing the tender to runover Summer/Autumn and the winning tendered to be appointed in late Autumn. This will allow landscaping work to take place between Winter 2023 and Winter 2024.

The following options have been reviewed:

Option 1: Conduct an open tender to undertake a competitive procurement process for the landscape contractor for the implementation of the capital works and Management and Maintenance Plan and invite quotes from multiple contractors. This would be carried out through the Capital E-Sourcing portal in line with the Council’s Contract Standing Orders, Section D.

Option 2: Use of an existing Framework. The frameworks detailed in the Crown Commercial Services, East Shires Purchasing Organisation and Yorkshire Purchasing Organisation have been reviewed and no applicable framework was identified.

Option 3: The capital works and management and maintenance plan could be added to the current Grounds Maintenance contract however some of the work is considered to be quite specialist so it is preferable to tender the work more widely.

Option 4: Fail to appoint a contractor or do nothing. The construction of the HS2 line within the OPDC area has led to a legal agreement dated 20^th October 2016 (the Agreement) between the Sec. of State for Transport and the council. This sets out the requirements to implement alternative ecological mitigation for the Scrubs to that set out in the HS2 Bill. The funding of these proposals by HS2 provides the best available opportunity to put appropriate design and management of biodiversity in place on the Scrubs.

Overall the route that best meets the Councils objectives of flexible, rapid delivery that provides value for money is to procure a contractor through an open public procurement process (Option 1).