The Overview and Scrutiny Committee of Horsham Council met on 12 June 2024 to discuss several key issues, including the retender of the arboricultural contract, the refuse vehicle refurbishment tender award, and updates from various Task and Finish Groups. The committee also reviewed the Overview and Scrutiny Annual Report and discussed the work programme for the upcoming year.

Retender of the Arboricultural Contract

The Head of Sustainability and Green Spaces presented a report on the retendering process for the arboricultural contract. The previous contract had faced management issues, and a full lessons learned exercise was underway. Four Sussex-based contractors were currently providing interim services. Options for future delivery included a framework approach to mitigate risks.

Members raised several points:

• Partial Award: Concerns were expressed about why Horsham District Council did not receive a full award to cover the entire contract sum. The Director of Communities explained that a full legal process would have been costly and time-consuming.
• Price and Quality Split: The 60/40 split was part of the Procurement Code, but further discussions with the Procurement team were planned.
• Interim Solution: The interim solution was split among different companies to ensure continuous service due to safety issues.
• Joint Contract with Crawley Borough Council: While the previous procurement was joint, individual contracts were held.
• Professional Standards: Contractors must have professional membership of the Arboricultural Association and follow relevant British Standards.
• Local Companies: Small local companies were encouraged to bid, supported by the new Procurement Act¹.
• Contract Length: Seven years was preferred to reflect equipment depreciation.
• Framework Agreement: Different ways of splitting work would be considered to meet market requirements.

The Chairman requested an update once the review was complete.

Refuse Vehicle Refurbishment Tender Award

The Head of Recycling and Waste discussed the previous contract and tender process for refuse vehicle refurbishment. Performance issues led to the contract's termination by mutual agreement. A new contractor would be sought through a framework, with a robust process to ensure standards.

Members raised several points:

• Increased Vehicle Hire: There was an increase in vehicle hire costs, balanced by underspending in the capital budget.
• Financial Penalties: The framework contract did not include financial penalties, allowing for quick re-procurement.
• Future Contracts: Including financial recompense clauses in future contracts was discussed.

The Chairman noted that governance arrangements for contract tender and awards would be reviewed with the Monitoring Officer.

Overview and Scrutiny Annual Report

The Chairman presented the Overview and Scrutiny Annual Report. The committee resolved to refer the report and the work programme to Full Council for noting, as required by the Council’s Constitution.

Update from Task and Finish Groups

Fair Space Task and Finish Group

Councillor Sam Bateman updated the committee on the group's efforts to work with local colleges to improve outdoor sports and leisure facilities. A survey had been created for review before wider distribution. The focus was on girls up to the age of 18, with consideration for those identifying as gender neutral.

Lease Contracts Task and Finish Group

Councillor Belinda Walters reported on the group's review of commercial and leisure contracts. Six contracts were initially identified, with ongoing work to ensure all relevant information was available. A preliminary report was expected by July, with completion in September.

Work Programme

The Chairman introduced the committee’s work programme, highlighting previous Task and Finish Groups that led to process changes. The review of the Council’s constitution and the planning committee system were also discussed.

Urgent Business

The Chairman announced the use of emergency powers to award a contract for the Council’s insurance. A Task and Finish Group would be established to scrutinise this decision.