Agenda and minutes

To appoint a Chairman for the meeting.

RESOLVED

That Councillor R Menlove be appointed Chairman for the meeting.

To note any apologies for absence.

Apologies for absence were received from Councillor J Macrae.

To provide an opportunity for Members and Officers to declare any personal and/or prejudicial interests in any item on the agenda

There were no declarations of interest.

In accordance with Procedure Rules Nos.11 and 35 a total period of 10 minutes is allocated for members of the public to address the Committee on any matter relevant to the work of the Committee.

Individual members of the public may speak for up to 5 minutes but the Chairman will decide how the period of time allocated for public speaking will be apportioned where there are a number of speakers.

Members of the public wishing to ask a question at the meeting should provide at least three clear working days’ notice in writing and should include the question with that notice. This will enable an informed answer to be given.  It is not required to give notice of the intention to make use of public speaking provision, however, as a matter of courtesy, a period of 24 hours notice is encouraged.

No questions had been submitted by members of the public.

To approve the minutes of the meeting held on 20 December 2010. 

RESOLVED

That the minutes of the meeting held on 20 December 2010 be approved as a correct record.

To consider progress to date on the highways procurement project.

Consideration was given to the progress to date of the highways procurement project; the new service provider for the delivery of highway services needed to be in place by October 2011. 

On 28 February the bidders had submitted their detailed solutions, comprising ten method statements forming the qualitative information, a mark up of the contract, and pricing information relating to twelve sample schemes covering significant elements of the service. Details of the scoring process, how the scores had been apportioned, and of any weightings, was given. In addition it was reported that since the last meeting there had been two meetings of the overview and scrutiny working group, and meetings between members of the Sub Committee and the three remaining bidders.     

The detailed submissions had now been evaluated by a number of officers a report on which would be circulated for consideration in the confidential session of the meeting.  

RESOLVED

That the report be noted.

The reports relating to the remaining items on the agenda have been withheld from public circulation and deposit pursuant to Section 100(B)(2) of the Local Government Act 1972 on the grounds that the matters may be determined with the press and public excluded.

The Committee may decide that the press and public be excluded from the meeting during consideration of the following items pursuant to Section 100(A)4 of the Local Government Act 1972 on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1 and 2 of Part 1 of Schedule 12A to the Local Government Act 1972 and public interest would not be served in publishing the information.

PART 2 – MATTERS TO BE CONSIDERED WITHOUT THE PUBLIC AND PRESS PRESENT

RESOLVED

That the press and public be excluded from the meeting during consideration of the following items pursuant to Section 100(A)4 of the Local Government Act 1972 on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1 and 2 of Part 1 of Schedule 12A to the Local Government Act 1972 and public interest would not be served in publishing the information.

Report to follow.

An evaluation of the detailed submissions was circulated at the meeting. Members also reviewed the evaluation criteria for the final tender stage and the process to reach a final decision.

RESOLVED

That approval be given for the three bidders listed as A, B and C to be retained and invited to go through to the final stage of the procurement process.

To confirm the date of the next meeting; at present the next meeting is scheduled for 6 June 2011 at 3.30 pm.