Agenda item

Purpose of the Report

To provide an update on the specification for the Grounds Maintenance Contract prior to commencing procurement, with specific reference to comments received in the All Member workshops facilitated.

Decision

1.     That the content of the report be noted.

2.    That the inclusion of the outputs of the All-Member workshops within the Grounds Maintenance Specification, as detailed in the report be approved.

Alternative Options Considered and Rejected

None.

Reasons for the Decision

The Council had two contracts for street scene services, street cleansing and grounds maintenance, and waste collection. Both contracts would end on 31 August 2026. Work had commenced on procuring new contracts which would commence on 1 September 2026. They were being realigned and packaged as two separate contracts: waste and street cleaning, and a separate grounds maintenance contract.

Grounds maintenance services included grass cutting (verges, amenity land and some Housing land, parks and open spaces), tree planting and maintenance, maintenance of hedges, shrub beds and flower beds including roundabouts, maintenance of our public parks and open spaces and key Council facilities such as cemeteries (including burials), crematorium and leisure centres, works to communal areas of allotments, weed management and play area inspections. This included works on behalf of other Council departments, and on behalf of Lincolnshire County Council Highways.

As part of the process, works currently directly contracted out by the Directorate of Housing (the Garden Assistance Scheme and Voids Clearance Service) and by Property Services (Play Area Repairs) were being brought under the umbrella of this contract.

Reviewing and updating the specification involved consultation with all members, as well as reviewing the specifications against changes in law, changes in best practice, environment awareness, ‘lessons learned’ together with trying to avoid significant increases in costs and maximising cost control

The changes to the waste/cleansing specification were reported to Members in Autumn 2023; and the waste/ cleansing procurement process was now underway

The grounds maintenance specification as detailed within Appendix A of the officer’s report matched changes to feedback received from Members in the All Member workshops that took place in late 2022/early 2023. It summarised the material changes that would be noticeable to service users or were significant in other ways. There were many other changes that had been made in the interests of cost control, clarity, ease of navigation, and ease of operational and understanding

Policy Scrutiny Committee had considered the report on 29 July 2024 which had been a positive discussion with no changes resulting.

The Council would require its contractors to pay their staff in accordance with the Real Living Wage as a minimum.

A background of ever-increasing demand on limited budgets and unpredictable inflation, meant that strategic priorities and aspirations had to be finely balanced with managing the significant potential for increased costs.

These services contributed significantly to our remarkable place in visual and environmental terms. Well-managed green spaces, in public open spaces as well as the street scene, made a significant difference to our enjoyment and appreciation of a place. Through this contract we would ensure the appropriate, sensitive management of greenspaces, with consideration for maximising wildlife benefits where possible, and avoiding detrimental impacts.

Throughout the specification development process, officers had weighed legal requirements, Members’ strategic and operational aims, customer expectations and the need for close cost control. The resulting specification ensured that the Council was fully legally compliant and would continue to provide reliable services, ensuring an appropriate degree of flexibility, whilst minimising risks of escalating costs. It was not possible to predict what prices would be submitted by bidders, especially given the current financial climate, but all efforts had been made to avoid unnecessary increases, and to ensure maximum cost control in the resulting contract.