Issue - meetings

To assess the Council’s options regarding its Grounds Maintenance Contract in advance of the current contract expiring on 31 October 2025 and to assess approaches to potential cost reduction.

The Appendices to this report comprise exempt information – to exclude the public (including the press) from a meeting of a committee it is necessary for the following proposition to be moved and adopted: “that the public be excluded from the meeting for Items which would involve the likely disclosure of exempt information as defined in the paragraphs 3 and 5 of Part 1 of Schedule 12A of the Local Government Act 1972 (as amended) as indicated.”

Members considered the Grounds Maintenance Contract Procurement report presented by Councillor Murphy.

·         Councillor Mrs French advised she is happy to support this, the feedback she gets is that the contractors are doing an exceptional job so well done to them.

·         Councillor Mrs Laws concurred, saying that she will be sending a personal message to Tivoli regarding the positive comments she has received, particularly about how well kept the cemetery in Whittlesey is. Where there have been problems, FDC officers have been quick to respond and in turn contact the contractors quickly to get things rectified, often within 24 hours so praise should be given, and she would support going with them again for 12 months.

Councillor Boden asked how members should proceed with the Grounds Maintenance contract. Councillor Murphy proposed an extension of the current Tivoli contract by one year, Councillor Mrs Laws seconded the proposal and Members agreed to accept the proposal on the understanding, as stated by Councillor Boden, that that is the final extension which will be possible and members will need to look for a long-term contract in a year’s time, coming into force in November 2026.  

Proposed by Councillor Murphy, seconded by Councillor Mrs French and AGREED to:

1.    Note the report and the likely significant financial impact that a new GM contract or contract extension, at the current specification, will have on the FDC revenue budget.

2.    Note and approve the recommendations for a reduction in contract specification to keep the Council’s future costs as low as possible.

3.    Approve the procurement of up to three arboriculture contractors, to put in place call-off contracts to ensure best value for ongoing tree works.

4.    Note the two best value options for delivery of the Grounds Maintenance service from November 2025 of either:

·         Extending the Tivoli contract by 1 year, or

·         Procuring a contractor on a 5 + 5-year basis

5.    Select the option to extend the Tivoli contract by 1 year, on the understanding that is       the final extension that is possible with a need to look for a long-term, maybe 5 + 5-year basis contract in a year’s time coming into force in November 2026.

6.    Delegate authority to the Corporate Director, in consultation with the Portfolio Holder for Environment, to mobilise and implement such proposals as selected, with the authority to undertake all reasonable ancillary actions to ensure implementation.

7.    Authorise the Monitoring Office to execute and complete all requisite legal documentation in relation to the matters outlined above in 6.