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Agenda item

GROUNDS MAINTENANCE CONTRACT REVIEW

REPORT OF THE DIRECTOR – ENVIRONMENT

 

To review the grounds maintenance contract and seek approval for a five-year contract extension with John O'Conner (Grounds Maintenance) Ltd until 31 March 2032.

Decision:

RESOLVED: That Cabinet:

 

(1)  Approved a five-year contract extension of the Grounds Maintenance Contract with John O’Conner (Grounds Maintenance) Ltd to 31st March 2032.

 

(2)  Commented on the proposal at 8.1 to include a proposal as part of the budget setting process for 2027/28, to enhance the contract specification for border maintenance at key town centre green spaces – at a cost of approximately £25k per year.

 

REASON FOR DECISION: A contract review process has been undertaken in the lead up to a potential break clause (31 March 2027) in the existing contract with John O’Conner for delivering our grounds maintenance services. The recommendations arise following that review process.

Minutes:

Audio recording – 2 hours 04 minutes 32 seconds

 

Councillor Amy Allen, as Executive Member for Environment, presented the report entitled ‘Grounds Maintenance Contract Review’ and highlighted that:

 

·       The report proposed a 5 year extension to the current contract with John O’Conner to ensure green spaces were appropriately and sensitively maintained, with John O’Conner being responsible for the management of this.

·       The Greenspaces team carried out regular inspections and were satisfied from these that work was being undertaken to expected levels.

·       The extension would be broadly in line with the current agreement, with some minor changes.

·       The Council was awaiting confirmation from settle as to whether they wanted to continue as part of the agreement for the further 5 year extension.

·       Under current Local Government Reorganisation proposals some of the North Herts green space would fall within a different authority and further detail on this would be provided when there was more clarity on the decision and process.

 

The following Members asked questions:

 

·       Councillor Ian Albert

·       Councillor Donna Wright

·       Councillor Sean Nolan

·       Councillor Tamsin Thomas

·       Councillor Mick Debenham

 

In response to questions, the Director – Environment advised that:

 

·       Work had been conducted to map litter bins in the district previously, including ownership of responsibility. Therefore, if a bin was reported by residents, it should be forwarded onto the correct team to provide a response without needing to consider who had responsibility.

·       There was a mechanism within the contract to monitor the performance of John O’Conner.

 

In response to questions, the Greenspaces Manager advised that:

 

·       The Greenspace team had regular performance review meetings with John O’Conner and these were structured to consider whether overall performance had been satisfactory. This has been the case and therefore it was not considered to look at alternative options.

·       A report was produced each month which provided details on performance.

·       There had not been additional land brought into the remit of the Council recently, but should this occur conversations would be held on providing for these spaces and there was flexibility with John O’Conner to meet additional demands.

·       All green spaces were managed, although there were some specific issues raised by residents and Councillors where ownership was unclear.

·       Settle provided a higher specification of service than the Council and therefore would provide more regular services. It would be difficult for the Council to increase services without increasing budget allocation.

·       There were no major changes proposed to the current contract.

 

Councillor Amy Allen proposed to approve the recommendations and this was seconded by Councillor Mick Debenham.

 

As part of the debate, Councillor Daniel Allen noted that he was happy to support this extension with John O’Conner as they have done lots of good, award-winning work on behalf of the Council, such as establishing bee corridors and the Green Flag award winning parks.

 

Having been proposed and seconded and following a vote, it was:

 

RESOLVED: That Cabinet:

 

(1)   Approved a five-year contract extension of the Grounds Maintenance Contract with John O’Conner (Grounds Maintenance) Ltd to 31st March 2032.

 

(2)   Commented on the proposal at 8.1 to include a proposal as part of the budget setting process for 2027/28, to enhance the contract specification for border maintenance at key town centre green spaces – at a cost of approximately £25k per year.

 

REASONS FOR RECOMMENDATIONS: A contract review process has been undertaken in the lead up to a potential break clause (31 March 2027) in the existing contract with John O’Conner for delivering our grounds maintenance services. The recommendations arise following that review process.

Supporting documents: