CABINET

Joint Report of: Director of Community Services & Head of Infrastructure Date: 17'" May 2021

Cabinet Portfolio: Planning and Infrastructure

NOT FOR PUBLICATION

It is my opinion that the information contained in Appendix A should be taken in private session as it involves the likely disclosure of exempt information as defined in Paragraph 14, Part 4, of Schedule 12 A to the Local Government Act 1972. It is also my opinion that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Home to School Transport Procurement

Purpose

Approval is sought under the Authority’s Contract Procedure Rules to invite, evaluate and award a number of separate contracts for the provision of Education Transport Routes for Home to School/College Transport. These will be procured by undertaking further competition exercises under the Authority’s existing Dynamic Purchasing System for the provision of Bus and Taxi Services. All contracts will be for an initial term of 6 years with an option to extend by up to a further 4 years.

Whilst on an individual basis each contract would not exceed the threshold to bring this matter before Cabinet, advice is that on the basis that the combined value of all 106 contracts is currently £2.1m per academic year this requires the matter to be reported to Cabinet, taking into account the aggregate value of this contract. Consideration had been given to placing this on Cabinet on 28 June. However, given the non-contentious nature of this issue, and in consideration of the timescales, particularly on operators to respond to tenders and then (subject to awards) prepare for mobilisation in September, this report has now been submitted as a supplementary item.

Background and Context

Education Transport procures around 270 routes made up of taxis, minibus and large bus contracts to provide transport for both mainstream pupils and those with additional needs at an annual cost of approximately £6.5million. The Authority has a statutory duty to provide this transport.

Main Issues

Existing contracts have been procured over several different tender exercises during the last 10yrs. There are 106 routes due for tender this year through a combination of

contracts that are expiring at the end of their term and new routes that are being electronically tendered for the first time to comply with our Contract Procedure Rules. The value of any individual contract will not exceed £2million and the combined value of all 106 contracts is currently £2.1m per academic year.

Comments by Director of Resources

No specific comments are required other than to confirm that this will be funded from the Education Budget. Part funding is received from Pembrokeshire College for the 11 routes serving the college.

Comments by Head of Legal and Democratic Services Legal advice has been provided on the processing of this matter. Comments by Head of Human Resources

There are no human resources issues arising from this report.

Impact Assessment

The procurement has been considered against the five ways of working (long term, prevention, integration, collaboration, involvement) in the Well-being of Future Generations sustainable development principle. There are no important issues to note.

The proposed procurement will not have any differential effect between groups defined within the Equality Act 2010. The procurement is for education transport which will be made available to persons entitled to such transport in accordance with the relevant legislation.

Finally, the procurement is unlikely to impact on the Council's obligations under the Welsh Language Standard Regulations 2015.

RECOMMENDATION:

Cabinet approves the invitation and evaluation of tenders for the 106 via a further competition exercise under our existing Dynamic Purchasing System and to delegate the subsequent authority to award the contracts to the Service Director under Contract Procedure Rule 31.3 as budget has been allocated for this expenditure.

REASON FOR RECOMMENDATION:

To enable the Council to provide transport in compliance with statutory requirements and Council policy.

Background Documents: None