Agenda and minutes

To appoint a Chairman for the meeting.

RESOLVED

That Councillor J Macrae be appointed Chairman for the meeting.

To note any apologies for absence.

Apologies for absence were received from Councillor R Menlove.

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 30 March 2011.

RESOLVED

That the minutes of the meeting held on 30 March 2011 be approved as a correct record.

To consider progress to date on the highways procurement project. The report to Cabinet on 6^th June 2011 is attached.

Consideration was given to a report summarising the procurement process to appoint a Highways Services Contractor with effect from 6 October 2011. 

Since the last meeting of the Sub Committee the three final bidders had progressed through the final stages of the procurement process and their final tenders had now been evaluated by a number of officers of the Council and its advisors.  The tender evaluation process was detailed in the report and the final results would be considered later in the meeting in part 2 of the agenda.

The services to be included within the scope of the contract were set out in Appendix 1.  It was confirmed that verge maintenance and highway development management had been excluded from the scope and it was agreed that the appendix be updated to reflect this prior to its consideration by Cabinet.

In considering its decision the Sub Committee made a number of changes to that requested in order to better reflect the previous approval of the evaluation process (2.1), to clarify that it was making a recommendation to Cabinet on the preferred bidder (2.2), to reflect the fact that the Sub Committee would no longer exist as it has completed the task for which it had been established (2.3), and that Cabinet would be asked to accept as the  Preferred Bidder the recommendation of the Sub Committee (2.5).

In addition it was reported that a request to waive the call-in provisions in respect of the Cabinet decision had been approved by the Chairmen of the Corporate Scrutiny Committee, and the Chairman of the Environment and Prosperity Scrutiny Committee.

RESOLVED

To recommend to Cabinet

1.      That the previously approved evaluation process used to determine the Preferred Bidder for the Highways Services Contract be confirmed.

1.      That approval be given to the recommendation that the Preferred Bidder be the company which received the highest score, in accordance with the tender evaluation process, and that the Highways Services Contract be entered into.

2.      That final contract negotiations with the Preferred Bidder be delegated to the Borough Solicitor, the Borough Treasurer, and the Strategic Director Places, in consultation with relevant Portfolio Holders.

3.      That it be noted that the award of the Highways Services Contract will trigger the automatic application of the TUPE Regulations which will effect a transfer of a number of existing Council Highways Service staff and BAM Nuttall term maintenance operatives currently providing highway services to the Council, to the Preferred Bidder.

4.      That approval be given to the recommendation from the Transformation of Highways Services Sub Committee that (name to be circulated at meeting) be appointed as Preferred Bidder. 

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 Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 and the 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 item pursuant to Section 100(A)4 of the Local Government Act 1972 on the grounds that it involves the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 and the public interest would not be served in publishing the information.

Report to follow.

An evaluation of the detailed submissions was circulated at the meeting.

RESOLVED

That Cabinet be recommended to appoint the highest scoring company as Preferred Bidder and subsequently as the appointed Service Provider.

No more dates are currently scheduled and consideration will need to be given as to whether any more are required.

RESOLVED

That no further meeting dates be set as the Sub Committee had completed the task for which it had been established.