Decision

1. 1

The Committee considered a report of the Executive Director of Neighbourhood Services seeking approval for Graves Park Charity to undertake a procurement exercise for the supply of toys and gifts to be sold through the Graves Park Animal Farm shop.

1. 2

RESOLVED UNANIMOUSLY: That the Charity Trustee Committee:-

(a)  Confirms that the commencement of a procurement exercise for a gift shop toy supplier is in the best interest of the Graves Park Charity.

(b)  Subject to (1) approve commissioning of a contract for a gift shop toy supplier for Graves Park Animal Farm shop, for a period up to 3 years with an estimated value of £300,000, as set out in this report.

(c)  Give delegated authority to officers to appoint a supplier based on assessment of quality and price.

1. 3

Reasons for Decision

1. 3.1

The provision of toys and gifts at the Animal Farm shop contributes to the objects of the charity by supporting the overall visitor experience at Graves Park Animal Farm, which is a valued recreational facility within Graves Park. The shop has become an established and expected part of a visit to the farm and contributes to the attractiveness of the site as a family destination.

1. 3.2

In addition, the income generated through the shop supports the operation, management and maintenance of the park and farm, helping the charity to sustain and improve facilities for public benefit. Given the increased scale of sales and the anticipated contract value, a committee decision is required to authorise the procurement of a new contract and ensure that the Council, acting as sole corporate trustee, secures best value for the charity through a transparent and competitive process.

1. 4

Alternatives Considered and Rejected

1. 4.1

Alternative Option 1 – Do nothing: Reasons for rejection

There is the option not to tender the contract and to allow the current contract to end on 31 March 2027. This would mean there would be no planned provision for toys and gifts at the Animal Farm shop. This would reduce income to the charity and could affect the resources available to support the operation, management and maintenance of the park and farm. It would also remove an established part of the visitor offer and would be likely to have a detrimental impact on the quality of the visitor experience. This option has therefore been rejected.

1. 4.2

Alternative Option 2 – Purchase toys in batches via quotation: Reasons for rejection

It would be possible not to procure a longer-term contract and instead to obtain quotes for each restock of the shop. This could potentially provide some flexibility in using different providers, but it is not a practical or efficient method of purchasing. It would require repeated quotation processes for each restock, which could result in empty shelves, delays in replenishing stock and loss of income while the process is completed. It could also create a risk of over-ordering, insufficient storage capacity or purchasing stock that does not meet visitor demand. This option would not provide the continuity or certainty needed to maintain a high-quality retail offer for visitors and could reduce the income available to support the charity’s objectives. This option has therefore been rejected.