To: EXECUTIVE MEMBER FOR PLANNING AND TRANSPORTATION
14th Apri 2022
STRATEGIC PROCUREMENT PLAN – Highways Condition Surveys Contract
Director of Place Planning and Regeneration
1 Purpose of Report
1.1 To consider the Strategic Procurement Plan for the provision of a new Highways Condition Surveys Contract. The purpose of this procurement project is to provide a further contract to collect and provide surface condition data.
2 Recommendation(s)
2.1 That the Executive Member approves this Strategic Procurement Plan to tender the appointment of Highways Condition Surveys from a single provider for the duration and value set out within the confidential annex of this Strategic Procurement Plan.
3 Reasons for Recommendation(S)
3.1 The existing Highways Condition Survey Contract ends in March 2023 and a new contract is required to procure this essential highways information.
4 Alternative Options Considered
4.1 The council could seek three quotes on an annual basis from specialised contractors. However this would lose the opportunity for efficienecies through a longer term contract, shared with neighbouring authroities.
5 Supporting Information
5.2 The project seeks to obtain a long-term contract for the provision of various highway condition surveys for all Berkshire Unitary Authorities (should they wish to), thereby obtaining best value for money by security of services and economies of scale. Delivery of survey data will be required by agreed deadlines to enable time for data to be processed and forward programmes to be produced. Co-operation and agreement will be required with all collaborating Authorities.
5.3 Currently BFC has a contract with Pavement Testing Service Ltd which ends on 31st March 2023. The Highways and Transport Department have been happy with the performance on this contract.
5.4 The objective of this procurement is to let a contract for the provision of highway condition surveys for a minimum period of five years with option to extend for up to one further year. The highways term contract (currently operated by Ringway Infrastructure Services) runs until October 2028 and therefore this contract will align in its final year, providing an opportunity to merge these contracts with a single procurement process should this be considered beneficial.
5.5 BFC will have a direct contract with the provider. The wider Berksire Authorities (Reading Borough Council, Slough Borough Council, West Berkshire Council, Wokingham Borough Council and Royal Borough of Windsor and Maidenhead) will be able to access this contract with the terms governed by a Memorandum of Understanding. This mirrors the current arrangements which have worked well.
Legal Advice
6.1 Contained within the confidential annex of this Strategic Procurement Plan
Financial Advice
6.2 Contained within the confidential annex of this Strategic Procurement Plan
Other Consultation Responses
6.3 None
Equalities Impact Assessment
6.4 An initial Equalities Impact Screening has been undertaken and is attached.
Strategic Risk Management Issues
6.5 The assessment of highway condition contributes positively to the Councils strategic responsibilies for public safety in respect of its dutues and services.
Climate Change Implications
6.6 This contract is not expected to have a negative impact on CO2emmissions, Data is collected using specialist vehicles and so options for reduced CO2 emissions through the data collection process are limited. However tenderers will be invited to demonstrate methods of reduced CO2 as part of the tendering process, such as electic vehicles if the technology exists.
Health & Wellbeing Considerations
6.7 This new contract for collecting highway condition data does not directly affect the health and wellbing of the Boroughs resdients beyond its relationship with highway safety.
Background Papers
· Initial Equalities Screening record form
· Highways Condition Data Strategic Procurement Plan
Contact for further information
Nick Rose, Highways Engneering Manager, Highways and Transport - 01344 35169
Nick.Rose@bracknell-forest.gov.uk