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The Vale of Glamorgan Council

Cabinet Meeting: 14 December, 2015

Report of the Cabinet Member for Visible and Leisure Services

Highway Maintenance Contracts: 2015 - 2016

Purpose of the Report

  1. To obtain the approval of Cabinet to award the Highway Surface Dressing Contract to Road Maintenance Services Ltd.
  2. To obtain the approval of Cabinet to award the Micro Asphalt Surfacing Contract to Kiely Brothers.
  3. To obtain the approval of Cabinet to extend the existing contract for Carriageway Resurfacing.

Recommendations

  1. That the contract for Highway Surface Dressing be awarded to Road Maintenance Services Ltd until 31st March 2016 with an option to extend for a further 2 years subject to a performance review.
  2. That the contract for Micro Asphalt Surfacing be awarded retrospectively to Kiely Brothers until 31st March 2016 with an option to extend for a further 2 years subject to a performance review.
  3. That the contract for Carriageway Resurfacing Contract 2014 / 2015 awarded to Lafarge Tarmac be extended until 31st March 2016 with no price increase to current rates.

Reasons for the Recommendations

  1. To ensure compliance with the Council's Contract Standing Orders and Financial Regulations.
  2. To ensure compliance with the Council's Contract Standing Orders and Financial Regulations.
  3. To ensure compliance with the Council's Contract Standing Orders and Financial Regulations.

Background

  1. Tenders for the Highway Surface Dressing Contract 2015 / 2016 were invited from four contractors. The analysis of the tenders was based on a quality / price model with a 30/70 split respectively. Works in relation to this contract are due to commence early in 2016.
  2. An extension to the current Carriageway Surfacing Contract 2014 / 2015 is proposed which is in accord with the provisions of this contract. Works in relation to this contract will commence early in 2016.
  3. Works associated with the Micro Asphalt Surfacing Contract 2015 / 2016 are now substantially complete for the 2015 / 2016 period and therefore retrospective permission is requested to agree the award of the contract for this particular work, which was subject to competition in line with the Council's financial regulations and standing orders.

Relevant Issues and Options

  1. Road Maintenance Services Ltd was identified as the most economically advantageous tender for the Highway Surface Dressing Contract (an analysis of tenders is attached in Appendix A). It is anticipated the value of the contract for the year to 31st March 2016 will be in the order of £200k.
  2. Tenders for the Micro Asphalt Surfacing Contract 2015 / 2016 were invited from four contractors. The analysis of the tenders was based on a quality / price model with a 30/70 split respectively. Kiely Brothers was identified as the most economically advantageous tender for the Micro Asphalt Surfacing (an analysis of tenders is attached in Appendix B). It is anticipated the value of the contract for the year to 31st March 2016 will be in the order of £200k.
  3. Tenders have previously been invited for the Carriageway Surfacing Contract in 2014 / 2015 and awarded to Lafarge Tarmac. The Contract would normally expire on 31st March 2015, but the Contract permits extensions of up to a further two years with the agreement of the Council and relevant contractor via an annual review. There will be no increase in rates and prices under the contract to extend it to 31st March 2016. This is considered to be the most economically advantageous option. The anticipated spend to end March 2016 is up to £800k.

Resource Implications (Financial and Employment)

  1. The works will be financed from within the available Highway Maintenance 2015 / 2016 Capital and Revenue Budgets.

Sustainability and Climate Change Implications

  1. Highway Maintenance and refurbishment improves the roads network which in turn can increase the economic viability of the Vale of Glamorgan as a location.

Legal Implications (to Include Human Rights Implications)

  1. The Council has a duty to maintain the Highway pursuant to the Highways Act (1980). The contract allows for the option to extend the contract for up to a further two years as necessary.

Crime and Disorder Implications

  1. There are no Crime and Disorder Implications.

Equal Opportunities Implications (to include Welsh Language issues)

  1. There are no Equal Opportunities Implications.

Corporate/Service Objectives

  1. Environment - Outcome: Current and future generations of Vale residents and visitors enjoy the built and natural environments of the Vale of Glamorgan and actively protect and maintain them.

Policy Framework and Budget

  1. This is a matter for Executive decision.

Consultation (including Ward Member Consultation)

  1. There is no consultation proposed as this is a Vale wide matter.

Relevant Scrutiny Committee

  1. Economy and Environment.

Background Papers

None

Contact Officer

Ken Evans - Routine Maintenance and Street Lighting Manager

Officers Consulted

Operational Manager - Legal

Accountant - Visible Services and Housing

Responsible Officer:

Miles Punter - Director of Environment and Housing Services