Tender contracts for grounds maintenance and environmental services - Find a freedom of information request

Regarding contract(s) you have or will be bringing to tender for grounds maintenance, environmental services and similar (landscaping/internal floristry/garden services/arboriculture/tree services etc). I noted there is a framework coming to an end in December 2023.

The details I politely request are:

1. What are the current plans moving forward in regards to obtaining suppliers for grounds maintenance (and similar) services?

2. What are the contractual performance KPI's for this contract?

3. Do you feel the contractual performance KPI's are being met by the current supplier?

4. Suppliers who applied for inclusion on each framework/contract and were successful & not successful at the PQQ & ITT stages

5. Actual spend on this contract/framework (and any sub lots), from the start of the contract to the current date

6. Start date & duration of framework/contract?

7. Could you please provide a copy of the service/product specification given to all bidders for when the contracts were last advertised?

8. Is there an extension clause in the framework(s)/contract(s) and, if so, the duration of the extension?

9. Has a decision been made yet on whether the framework(s)/contract(s) are being either extended or renewed?

10. Who is the senior officer (outside of procurement) responsible for this contract?

1. Lincolnshire County Council (LCC) are not generally responsible for grounds maintenance and similar services in the County as these services are delivered by District, Borough and City Councils. The works of this type which are commissioned by LCC mainly focus on highway trees and verge maintenance. These services are procured via our Highways Term Maintenance contract which is currently delivered by Balfour Beatty and is used to provide the bulk of our highways services. There is no current intention to make use of any alternative procurement routes.

2. There are a range of performance indicators which are regularly reported to Scrutiny Committee and can be found here: https://lincolnshire.moderngov.co.uk/documents/s56064/7.2%20Appendix%20B%20-%20Lincolnshire%20Highways%20Alliance%20Performance%20Qtr3%202023.pdf

3. Current performance is regularly reported at Scrutiny Committee and can be found here: https://lincolnshire.moderngov.co.uk/documents/s56064/7.2%20Appendix%20B%20-%20Lincolnshire%20Highways%20Alliance%20Performance%20Qtr3%202023.pdf

4. At the SQ stage Balfour Beatty, Dyer and Butler, Kier and Ringway submitted responses with Balfour Beatty, Kier and Ringway invited to submit final bids. Balfour Beatty were ultimately successful.

5. Financial year 2020/2021circa £45.9 million, financial year 2021/2022 circa £68.5 million and financial year 2022/2023 circa £61.8 million.

6. The contract started in April 2020 and the initial term is six years.

7. The specification for this contract is an extremely large document covering the highway service as a whole, would you be able to specify any relevant sections you might require as these works appear in a variety of places? For information the specification is based on an amended version of the Specification for Highways Works (http://origin.standardsforhighways.co.uk/ha/standards/mchw/ ) and is incorporated into the Scope for this Highway Works Term Contract.

8. There is an extension clause which allows extension of the contract up to six years.

9. There will be a decision paper taken through the Council process in September or October 2023.

10. The Service Manager for the Contract is Jonathan Evans, Head of Highways Client and Contract Management Services.