Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: No

Date of Decision: July 21, 2025

Purpose: We require a 3 month extension (31st July to 31st October 2025) of current contract detailed above, with the current incumbent – Marlborough Highways. Due to unforeseen delays in the ITT process the documents have gone out later than envisaged and therefore we need to leave sufficient time for the mobilisation period following contract award.

Content: The Cabinet considered a report of the Executive Director (Environment and Place) that sought approval to the proposed extension of the highways term contract for a period of 8 months to 31st March 2026.   Resolved:   That the extension of the current highways term maintenance contract from the 31st July 2025 to 31st March 2026, for the reasons set out in the submitted report, be approved.   Reasons for decision:   1. The increased scope and developments with Devolution and LGR require a robust contract to cover these elements, and a contract extension is therefore required to ensure that this can be achieved through a robust procurement process allowing sufficient time for mobilisation.   2. Any extension needs to cover the winter maintenance season, from October to March hence the recommendation to extend to end of March 2026. Changing a highway contract part way through the winter season introduces a high degree of risk and is not considered industry best practice.   3. The contract extension would also align more effectively with financial year requirements and allow the contractor to start with a clear understanding of their full annual budget allocation and that all the previous contract works could be completed and invoiced to ensure the effective closing out and demobilisation of that contract in alignment with the end of the financial year.   Other Options:   Alternative options are limited for the reasons set out in the report .   Note: This is an Executive Function Not eligible for call-in Cabinet Member: Cllr Cowan