Purpose

To enter into an interim
18-month contract with Glendale Grounds Management Ltd for tree
work under section 67.1.8 of the Council’s Financial Policy
and Procurement Rules.

Decision

ROTHERHAM METROPOLITAN BOROUGH COUNCIL

 

RECORD OF OFFICER EXECUTIVE DECISION

 

Date of Decision:

15th August, 2023

Title:

Extension of the Trees Works Contract

Decision Maker:
(Including Job
Title)

Polly Hamilton, Assistant Director, Culture,
Sport & Tourism

Specific Delegation:
(If any)

Contract Standing Orders; Section 41.3:
In relation to
their Directorates, each Strategic Director has a general power to
make council contracts, including the power to determine select
lists of tenderers, to accept tenders and to award contracts.
Contract Standing Orders; Section 43.1:
Each Strategic
Director shall
43.1.1. compile and
maintain a scheme of delegation for his/ her service area;
This enables the Assistant Director of Culture
Sport and Tourism to award contracts up to the value of
£1m.
 

Brief Description of
Decision:

To enter into an interim 18-month contract with
Glendale Grounds Management Ltd for tree work under section 67.1.8
of the Council’s Financial Policy and Procurement
Rules.

Reasons for the Decision:

To allow for the continuation
of contract beyond its contractual term, in exceptional
circumstances and where the term of such an extension is determined
in accordance with the timescales required to complete a
re-procurement or decommission the existing arrangement
 
This allows for the time needed to complete a
review of the future delivery of the Council’s tree
works.
 
The renegotiation of the fee schedule for this 18 month contract
also provides some protection against likely price rises and in the
interim enables better financial planning.
 

Details of alternative options
considered and rejected:

Not awarding the contract, which would mean
that the Council would have been without a Tree Works contractor
and therefore unable to undertake tree maintenance, leading to the
increased risk of injury or damage to property. 
 

Conflicts of interest declared by any
Executive Member consulted by the decision maker which relates to
the decision:

None

Dispensations Granted:
(If any)

None
 

Reports or parts of reports
considered

Exemption Request Form ERF000379-22
 

 
I certify that this is a true
record of the executive decision to enter
into an interim 18-month contract with Glendale Grounds Management
Ltd for tree work under section 67.1.8 of the Council’s
Financial Policy and Procurement Rules.
 
Signed by the Decision
Maker  
Dated:         
15/08/23
 
Name:          Polly
Hamilton                           
Job Title:     Assistant Director – Culture
Sport and Tourism