Decision

That, following procurement of consultancy services to assist with the preparation of the South Warwickshire Local Plan (SWLP), Stratford-on-Avon District Council contributes 50% of the contract value for the procured services, subject to:

(a) the Head of Development, in consultation with the Portfolio Holder for Planning and Economic Development, being satisfied with the outcome of the procurement process; and

              (b) an update report being brought to The Cabinet in June 2025.

Reasons for the decision

Appendix 1 provides background on the requirement for the project, the scope of the work that would be commissioned and the advantages associated with adopting a multi-disciplinary approach, rather than commissioning a series of separate studies. In effect SDC and WDC would seek to procure these services together, although the procurement exercise would be carried out by WDC.

The potential for using a multi-disciplinary approach has only recently been fully understood and is informed, in part, by the desire of both councils to lead the process of the concept master planning of New Settlements and or Strategic Growth Locations. There is also evidence of other councils, with allocations of a similar scale, who have used a similar approach. 

The urgency of commissioning this work is informed by the recent indication from the Government of the need to submit the SWLP before December 2026 in order to be able to utilise transitional arrangements before the provisions of the Levelling Up & Regeneration Act come into force. Preliminary market engagement through the CCS Framework has indicated a timeline of approximately 6 months for preparation of this work.  The current timetable indicated that a “Publication” version of the SWLP will be prepared by the end of 2025, and this work is essential to inform this next stage of the SWLP.

Preliminary market engagement indicated that the total cost of the project would be between £250,000 and £300,000, excluding VAT. Whilst this cost would be shared with Warwick District Council, advice from the Councils’ legal team is that the value requires authorisation as a key decision by each Council – one for the procurement of the contract for its total value and the other for its contribution to the total cost.  Warwick District Council will authorise the procurement key decision and Stratford-on-Avon District Council will authorise its expenditure key decision.  Authorisation by the Leader is sought to expedite the procurement process, in order to help ensure that the timetable for the SWLP meets the deadline set by the Government.

This decision would allow WDC to lead the procurement exercise.

Authority is subject to the Head of Development for SDC in consultation with the PFH for Planning and Economic Development being satisfied with the outcome of the procurement.

Budget is already available from the SWLP Budget.

An update report will be provided to Cabinet on 2nd June 2025 as to progress toward the procurement of services.

Alternative options considered

1. To authorise expenditure as detailed in this report;
2. To defer the decision on authorisation to The Cabinet; or
3. To not authorise the expenditure.