Decision Maker: Cabinet

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: December 16, 2025

Purpose: To deliver consistency and increased efficiency of grounds maintenance provision for sites operated by the Council.

Content: The report was proposing to consolidate all grounds maintenance activities (currently with idverde , John O’Connor and part of the in-house North Waste & Street Scene Team ) into a single, countywide outsourced contract, replacing the current mix of in-house and multiple external arrangements. This move aimed to deliver greater consistency, efficiency, and value for money across council-operated sites, with procurement recommended via the competitive flexible procedure with preliminary market engagement (PA23).   The new contract, with procurement anticipated to commence by the end of December 2026, would be output-based to allow flexibility and potential cost savings, and would require the TUPE transfer of affected staff. The approach was designed to ensure service continuity, seek to achieve a reduction to the current budget costs whilst also addressing legal, financial, and operational risks associated with the transition.   The current contract with idverde had been extended to its legal limit and would end on 31 December 2026, while the John O’Connor contract could be extended until 31 March 2028. As idverde cannot be extended further, a new procurement process was mandatory and must comply with the Procurement Act 2023 and relevant public contract regulations.   The Cabinet Member for Culture and Leisure reported that the Council currently had a range of arrangements for grounds maintenance provision: an in-house service covering the north of the county (part of the North Waste & Street Scene team) and two contracts for the remainder: idverde (ex Wycombe area) and John O’Connor (ex-Chiltern and South Bucks area). Following a review of future options, the recommendation was to procure a single countywide grounds maintenance contract, with operational bases located in the north and the south of the county for efficiency of operations. The procurement team had recommended that the process was through the Competitive Flexible Procedure with preliminary market engagement. This route would enable a level of dialogue with the market which would ensure the Councils future requirements regarding the potential devolution of sites and their removal from the contract was fully understood. Also engagement would look at best use of current facilities and innovation.   The contract would be an output-based contract whereby standards of delivery were specified rather than a prescribed set of actions. This allowed greater flexibility and could provide savings should conditions change, and certain activities become unnecessary i.e. fewer grass cuts during drought conditions and aligned with industry best practice for a service contract of this nature.   The proposed contract term was five years with the option for the Council to extend for a period up to a maximum of 48 months; this was the shortest period that contractors would be able to recoup their capital outlay for premises and/or machinery.   The Leader made reference to the market and asked for reassurance that in the procurement exercise local firms would have a chance to participate. The Head of Neighbourhood Services reported that through the Competitive Flexible Procedure they would talk to bidders about whether they could bring in local small SME’s which was critical for social value for example some smaller companies would employ their own gravediggers whereas others would have sub-contractors. However, if the Council had used open procurement the bidders could submit without dialogue. The Leader commented on the importance of the local supply chain and supporting smaller businesses whilst getting best value for the Council.   The Cabinet Member reported that one representation had been received from a member of staff in the North In-House Grounds team about their terms and conditions being protected on transfer to a new contractor. If Cabinet agreed to the recommendation today, the small number of staff in this team would move to the new contractor no earlier than 1st January 2027. This transfer would be managed under the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE), which ensured that the Council had specific obligations to protect permanent staff during this process. Under TUPE, permanent staff members contractual terms and conditions of employment —such as pay, hours of work, and annual leave entitlement—would normally remain the same. However, some non-contractual terms might need to be reviewed if the incoming service provider was unable to maintain them.   Once the contract award was confirmed, a full process would begin, including sharing all relevant information about existing terms and conditions of employment for employees impacted in this change with the new service provider. Any proposed changes would be discussed as part of a formal consultation period. The wellbeing of staff was a top priority. Any future changes would be communicated clearly and appropriate support would be provided including guidance throughout the process.   Cabinet Members had considered the representation.   RESOLVED that   i)                    all grounds maintenance activities into a single contract for Buckinghamshire Council be consolidated. ii)             authority be delegated to the Service Director for Neighbourhood Services, in consultation with the Service Directors for Culture, Sport and Leisure/Corporate Property and Assets and the Cabinet Members for Culture and Leisure/Resources/Housing and Regulatory Services, to conduct a compliant procurement exercise for an outsourced contract; and upon the conclusion of such competitive tender process, to award to the preferred tenderer(s) evaluated as providing the most economically advantageous tender(s) or, in the event that the preferred tenderer(s) is/are unable or unwilling to enter into such agreement(s), to award such agreement(s) to the next willing highest scoring tenderer(s).