Purpose

The Public Rights of Way and Access team regularly purchases
timber for use on public rights of way works, in particular bridge
construction and repairs, boardwalk construction and repairs
and handrails/steps where required.
Two separate procurement exercises have been undertaken and
concluded without receipt of any compliant bids. This exception
therefore provides a pragmatic and proportionate route to
ensure continuity of service whilst allowing further market
engagement to identify a sustainable longer-term procurement
strategy.
Benchmarking undertaken by the service indicates that the
proposed supplier's pricing is generally below or in line with
prevailing market rates across the majority of key timber
products, demonstrating value for money. The arrangement
does not commit the Council to a guaranteed spend and
purchases will continue to be made on an as-required basis,
mitigating financial risk.
This exception will be for the 2026/27 financial year only, with
the service continuing to work with Commercial and
Procurement colleagues to explore alternative procurement
routes, including frameworks, wider market engagement and a
future competitive process.
The annual contract value is £95,000 for the period 27 July 2026
to 31 March 2027.

Decision

To award a contract for the supply of timber in 2026-2027 to S
H Somerscales Ltd for the maintenance of the public rights of
way network
The contract will commence on 27 July 2026 and will last until
31st March 2027
The total contract value is £95,000

Alternative options considered

Do nothing
Rejected because the team would be unable to obtain timber
for essential maintenance and repairs, risking asset
deterioration, closures, health and safety issues, service
disruption and reputational damage.
Undertake a further Request for Quotation (RFQ)
Rejected because two recent procurement exercises produced
no bids. A further RFQ is unlikely to succeed and would delay
essential supplies. Procurement colleagues advise exploring
alternative routes and wider market engagement first.
Purchase timber on an ad hoc basis from multiple suppliers:
Rejected because it would increase administration, give no
assurance on availability, quality or consistency, and may
increase costs. The proposed supplier has a proven record and
benchmarking shows value for money.