Decision Maker:

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Date of Decision: February 3, 2025

Purpose:

Content: 8.1 This report seeks approval to commission a new tree contract for tree management works on all Council trees, except those situated on the highway (street trees). It notes that costs of remedial work have risen significantly in recent years due to outbreaks of diseases such as Ash Dieback and Ramorum disease as well as more frequent storm events.   Due to this increase in essential safety related work, the aggregated spend is now well above the Public Contract Regulations threshold and therefore, there is a requirement to ensure future spend is compliant.     8.2 RESOLVED UNANIMOUSLY: That the Communities, Parks and Leisure Policy Committee approves the commissioning of a Tree Contractor contract/s, for the future tree work across the Council’s trees and woodlands (except highways – which are managed via existing PFI agreement), with an estimated contract value of up to £5 million and a contract term of 4 years.     8.3 Reasons for Decision     8.3.1 Due to this increase in essential safety related work, the aggregated spend on tree work contracts is now well above the Public Contract Regulations threshold and therefore, there is a requirement to alter existing procurement practice and to tender the contract to ensure the Council is acting compliantly.     8.4 Alternatives Considered and Rejected     8.4.1 Option 1: Carry out the maintenance requirements with Council staff. There is no available resource within our existing staff team to fulfil this maintenance requirement.     8.4.2 Option 2: Continue to place work out to quote outside of a framework agreement. Given the current level of spend, this would be in breach of the Public Contracts Regulations.     8.4.3 Option 3: Cease maintenance of our trees. Such a move would not meet the Council’s duty of care and in the case of injuries or fatalities from falling trees could leave the Council open to claims of negligence.