Decision ref
0015 2025/26
Decision date
04/07/2025
Portfolio
Business and Inclusive Growth
Wards
All wards
Title
Appointment of Watermans Group Ltd for LLFA Consultancy Support (2yr contract with two 1yr options)
Summary
The Lead Local Flood Authority (LLFA), a statutory function, requires continued support in Water and Flood Management, including Sustainable Drainage Systems (SuDS) technical advice. As the current contract approaches expiry, the Council initiated an open tender via Lot 8b (Environmental and Sustainability) of the ESPO Consultancy Framework 664-21. Approval is sought to appoint Watermans Group Ltd, with delegated authority to officers to finalise the contract award.
Purpose
To seek approval for the appointment of Watermans Group Ltd for the provision of Water and Flood Management Support and Sustainable Drainage Systems (SuDS) Technical Advice, with delegated authority to relevant officers to finalise the contract award.
A Project Initiation Document (PID 14811) was prepared securing the necessary approvals to undertake a procurement exercise to appoint consultancy support to the Lead Local Flood Authority (LLFA) to provide Water and Flood Management Support and SuDs (Sustainable Urban Drainage) Technical Advice. A Request for Quotation (RfQ) was then prepared (Chest Reference: DN768306 STAR Reference: UID: 14811) and following review was issued as an open tender opportunity via Lot 8b Environmental and Sustainability under the ESPO Consultancy Framework 664-21.
Please note that the commission is to be undertaken on a call-off basis and therefore there is no obligation to use all, or in some cases, any, of the listed services. The requirement for external support is directly linked to the volume of planning applications received by the Council. As reviewing and commenting on qualifying planning applications is a statutory duty, the Council must ensure adequate resources are in place to meet this obligation.
The majority of any call-off required is likely to fall under budget lines 1 and 2 i.e. the bidders expected costs to undertake 1. A typical 4-hour application, and 2. A more complex 8-hour application. These items were weighted accordingly under the price scoring assessment. For this reason, as the commission is for work to be carried out on a call-off basis, we can only assume an estimated total contract value of £140,000 i.e. £70,000 per annum, based on experience with the existing contract that is nearing completion. The actual value of work commissioned may be higher or lower, depending on project needs as they arise. Where costs are likely to be higher due to unanticipated work required, appropriate approvals will be secured.
A number of bids were received by the closing date (Tender responses attached). The tender responses were then assessed by two key officers. A moderation meeting was held with a third officer with some minor moderations agreed (please see attached Tender matrix scoring document for all details).
The outcome of this process is that it has been determined that Watermans Group Ltd has submitted the most economically advantageous tender including quality and social value commitment.
This DED seeks approval for the appointment of, and contract award to, Watermans Group Ltd for the provision of Water and Flood Management Support and SuDs Technical Advice.
Upon DED approval, the SRO, ASO, and Finance signatures are also required for section 10 of the attached PID (award report) before tender award notification letters can be issued.
Background
The LLFA service is delivered by adopting a hybrid approach of an in-house technically capable team to discharge statutory obligations and call-off technical support. As the nature of flood events are unpredictable, and workload can vary, in adverse conditions the in-house resource can become exhausted and therefore there is a need to provide call-off technical consultancy support in order to allow the LLFA to perform its function effectively. Similarly large planning applications can take significant resource input to review and respond from an LLFA perspective and again a call-off arrangement to provide technical support when necessary is crucial to meet LLFA statutory obligations.
The LLFA has an existing contract in place for a call-off arrangement however this is no coming to a close and needs replacement. This DED will secure a new contract to continue to provide call-off resource necessary to support the LLFA.
This decision will enable the Director of Strategic Growth to authorise the appointment of, and contract award to, Watermans Group Ltd as well as authorise an estimated £70,000 expenditure per annum (£140,000 across two years with optional extensions of plus one year and plus one year) to enable the LLFA to call-off support from Watermans Group Ltd and ensure the LLFA can meet its statutory obligations in responding to planning applications.
Conclusion
This decision will enable the Director of Strategic Growth to authorise the appointment of, and contract award to, Watermans Group Ltd as well as authorise an estimated £70,000 expenditure per annum (£140,000 across two years with optional extensions of plus one year and plus one year) to enable the LLFA to call-off support from Watermans Group Ltd and ensure the LLFA can meet its statutory obligations in responding to planning applications.
Risk Implications
None
Measures to Redress Risk
None
Declarations Of Interest
None
Equality Impact Assessment
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More information
Please contact David Saville on 01744 676148
