Agenda item

1.         That the award of a sole provider contract for home-to-school transport, commencing on 5 September 2016 to Supreme Freedom to Travel Ltd, for all 24 routes into Manor Mead School be approved.

2.         That the award of a bundle of individual route contracts for home-to-school transport, commencing on 5 September 2016 to East Surrey Rural Transport Partnership be approved. The bundle will be for 7 out of the 13 routes. The remaining routes would continue to be let with the existing operator.

3.         That the award of contracts be approved for an initial three year period plus the option to extend for four periods of 1 year if deemed necessary.

Reasons for Decisions:

We currently have 19 operators servicing home-to-school transport into the two schools; the routes they operate were originally awarded on an individual route basis. From previous tenders we know that by putting Sole Provider contracts / minimising the number of operators in place we can make this service more efficient.

Pupils with special educational needs often want consistency from their operator – the same driver, same escort and same vehicle, on time, each day. Parents want to know the driver will show compassion, patience and care towards their child, and know how to deal with their child’s specific needs (anything from autism and severe learning or behavioural difficulties, to physical disabilities). These benefits have been reported as a result of Sole Provider contracts we currently have in place at other schools.

The existing contracts will expire on 31 July 2016.  A full tender process, in compliance with the requirement of EU Procurement Legislation and Procurement Standing Orders, through Lot 2 of the Client Service Dynamic Purchasing System (DPS) has been completed, and the recommendations ensure the continuation of valued services for the children, their families and the Schools as well as delivering increased value for money to the Council.

Other benefits of awarding the contracts include:

a.      Consistency of service delivery and operator accountability

b.      Strong relationship between the School and its transport provider

c.      Quality of service provision, as performance monitoring will be made easier with fewer operators

d.      Ensuring value for money for the residents.

[The decision on this item may be called in by either the Education and Skills Scrutiny Board or the Council Overview Board]

The Cabinet Member Schools, Skills and Educational Achievement said that this report sought to award fixed price contracts to two transport operators for the provision of home-to-school transport services for eligible children with Special Educational Needs (SEN) into the following schools, Manor Mead School (Primary) in Shepperton and Woodfield School (Secondary) in Merstham. The current contracts would expire on 31 July 2016 had been retendered and if awarded would commence on 5 September 2016.

Whilst informing Cabinet that the service was looking at different ways of working, she stressed the importance of continuity for parents and pupils.

She said that this report provided details of the procurement process, including the results of the evaluation process and, in conjunction with the Part 2 Report, demonstrated why the recommended contract award delivered best value for money. She informed Cabinet that the Council was proposing two contracts: (i) a sole provider contract for Manor Mead School, and (ii) the award of a bundle of individual route contracts.

The Leader asked whether all drivers had undergone DBS checks and was assured that this was the case because this was written into the contracts.

RESOLVED:

1.         That the award of a sole provider contract for home-to-school transport, commencing on 5 September 2016 to Supreme Freedom to Travel Ltd, for all 24 routes into Manor Mead School be approved.

2.         That the award of a bundle of individual route contracts for home-to-school transport, commencing on 5 September 2016 to East Surrey Rural Transport Partnership be approved. The bundle will be for 7 out of the 13 routes. The remaining routes would continue to be let with the existing operator.

3.         That the award of contracts be approved for an initial three year period plus the option to extend for four periods of 1 year if deemed necessary.

Reasons for Decisions:

We currently have 19 operators servicing home-to-school transport into the two schools; the routes they operate were originally awarded on an individual route basis. From previous tenders we know that by putting Sole Provider contracts / minimising the number of operators in place we can make this service more efficient.

Pupils with special educational needs often want consistency from their operator – the same driver, same escort and same vehicle, on time, each day. Parents want to know the driver will show compassion, patience and care towards their child, and know how to deal with their child’s specific needs (anything from autism and severe learning or behavioural difficulties, to physical disabilities). These benefits have been reported as a result of Sole Provider contracts we currently have in place at other schools.

The existing contracts will expire on 31 July 2016.  A full tender process, in compliance with the requirement of EU Procurement Legislation and Procurement Standing Orders, through Lot 2 of the Client Service Dynamic Purchasing System (DPS) has been completed, and the recommendations ensure the continuation of valued services for the children, their families and the Schools as well as delivering increased value for money to the Council.

Other benefits of awarding the contracts include:

a.      Consistency of service delivery and operator accountability

b.      Strong relationship between the School and its transport provider

c.      Quality of service provision, as performance monitoring will be made easier with fewer operators

d.      Ensuring value for money for the residents.