Information Request
 
Thank you for your email.  This is to acknowledge receipt of your
request.  Your request will be handled by an officer who will respond
under the terms of the Freedom of Information Act 2000 or Environmental
Information Regulations 2004 as appropriate.

In some circumstances a fee may be payable and if that is the case I will
let you know. A fees notice will be issued to you, and you will be
required to pay before I will proceed to deal with your request.

You will receive the information requested within 20 working days unless
the Council does not hold the information or there is a reason for it to
be withheld. I will write to you in any event.
 
Whilst it is the Council policy to provide information wherever possible,
I need to advise you that there are a number of exemptions under the
Freedom of Information Act 2000 or Exceptions under the Environmental
Information Regulations 2004.  These may prevent the Council from
releasing all or some of the information you have asked for.   You will,
however, be informed if this is the case and we will explain why.
 
Yours sincerely,
 
Paul Mountford | Principal Performance & Intelligence Officer
South Lakeland District Council, South Lakeland House, Lowther Street,
Kendal, Cumbria LA9 4DQ
Tel: 01539 733333
Email: [1][South Lakeland District Council request email] 
Website: [2]www.southlakeland.gov.uk  
 
 

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IMPORTANT CORONAVIRUS (COVID-19) INFORMATION: Please note that South
Lakeland District Council is prioritising its work and resources to meet
the demands of the Coronavirus (Covid-19) response. We are also working
hard to maintain our key services and to continue progress on critical
projects. However, the current situation will mean that some non-essential
work and responses to non-essential enquiries may take longer than usual.
We appreciate your understanding during this difficult time.

South Lakeland District Council

Making South Lakeland the best place to live, work and explore

Information contained in this email is intended only for the individual to
whom it is addressed. It may contain privileged and confidential
information and if you are not the intended recipient you must not copy,
distribute or take any action in reliance on it. If you have received this
email in error please notify the sender immediately by telephone on 01539
733333. Please also destroy and delete the message from your computer.

All communications sent to or from South Lakeland District Council may be
subject to recording and/or monitoring in accordance with relevant
legislation.

Nothing in this email message amounts to a contractual or other legal
commitment on the part of South Lakeland District Council.

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References

Visible links
1. mailto:[South Lakeland District Council request email]
2. http://www.southlakeland.gov.uk/

Dear Charlie

 

I am writing in respect of your recent enquiry for information held by
South Lakeland District Council, I will respond under the provisions of
the Freedom of Information Act.

 

 

You asked the following:

 

I would be most grateful if you would provide me, under the Freedom of
Information Act, details in respect to contract(s) you have or will be
bringing to tender for grounds maintenance, environmental services and
similar.

The details I politely request are:

• What are the current plans moving forward in regards to obtaining
suppliers for grounds maintenance (and similar) services?

• What are the contractual performance KPI's for this contract?

• Do you feel the contractual performance KPI's are being met by the
current supplier?

• Suppliers who applied for inclusion on each framework/contract and were
successful & not successful at the PQQ & ITT stages

• Actual spend on this contract/framework (and any sub lots), from the
start of the contract to the current date

• Start date & duration of framework/contract?

• Could you please provide a copy of the service/product specification
given to all bidders for when the contracts were last advertised?

• Is there an extension clause in the framework(s)/contract(s) and, if so,
the duration of the extension? 

• Has a decision been made yet on whether the framework(s)/contract(s) are
being either extended or renewed?

• Who is the senior officer (outside of procurement) responsible for this
contract?

 

 

I confirm the Council holds the information requested and can confirm the
following:

 

·        The intention is to re-tender this contract in March 2024

·        Grounds Maintenance Contract KPIs

KPI 1 Resources - The percentage of resources available to deliver the
contract

KPI 2 Operational budget - The percentage of core works as detailed in the
annual business plan completed within the operational budget

KPI 3 Additional works - The percentage of core works and additional works
completed within agreed timeframe

KPI 4 Principle Site Audits - The percentage of planned audits of
principal sites which were actually undertaken in accordance with the
Business plan and Specification

KPI 5 Quality of Principle sites - Percentage of principle site audits
that match or exceed quality threshold.

KPI 6 Community Site Audits - The percentage of planned audits of
community sites which were actually undertaken in accordance with the
Business plan and specification.

KPI 7 Quality of Community Sites - Percentage of Community site audits
that match or exceed quality threshold.

KPI 8 Burials - The percentage of burials completed which were actually
undertaken in accordance with the agreed booking and delivery process.

KPI 9 Playground inspections - The percentage of planned playground
inspections which were actually undertaken in accordance with the schedule
(not currently measured)

KPI 10 Enquiries - The percentage of enquiries received which were
responded to within 10 working days in accordance with the council’s
customer services policy

KPI 11 Health and Safety Audits – Appropriate and proportionate management
arrangements are in place to ensure the discharging of all health and
safety requirements whilst fulfilling this contract

 

·        KPI 9 Playground inspections – not applicable as these are
carried out in house.

 

·        The tender was a single award tender and not on a framework. The
identities of tenders is considered confidential information.

 

·        The actual spend since the start of the contract is £4,971,166.

 

·        17/18    £762,601

·        18/19     £809,744

·        19/20    £804,371

·        20/21    £826,170

·        21/22    £838,011

·        22/23    £930,269 so far

 

·        March 2017 – March 2024

 

·        This information is no longer held

 

·        The extension expires March 2024, no further extensions will be
permitted.

 

·        The entire contract will be advised via our procurement portal
2024.

 

·        As of 1^st April 2023, South Lakeland District Council has become
a new unitary authority (Westmorland and Furness Council) and the current
structure is now under review.

 

 

If you are not satisfied with the outcome of your request, you have the
right to ask us to review our handling of your request. Any request for an
Internal Review must be made in writing within 40 days of this response.
Should you wish to request a review, please email
[1][email address] or write to The Information Officer at
the address below. Our Internal Review Process is available on our
[2]website.

 

Should you remain dissatisfied following our internal review, you can
refer the matter directly to the Information Commissioner.

 

Further information is available from the Information Commissioner at:

Information Commissioner's Office,

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

[3]www.ico.org.uk

 

Yours sincerely,

 

 

Dorothy Crisp

Case Management

Enabler Services | Westmorland & Furness Council

South Lakeland House | Lowther Street | Kendal | Cumbria | LA9 4DQ

 

T. 01539 733333

[4]westmorlandandfurness.gov.uk

 

[5]cid:image003.png@01D96609.689B3040

 

 

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Westmorland and Furness Council

Information contained in this email is intended only for the individual to
whom it is addressed. It may contain privileged and confidential
information and if you are not the intended recipient you must not copy,
distribute or take any action in reliance on it. If you have received this
email in error please notify the sender immediately by telephone on 01768
817817. Please also destroy and delete the message from your computer.

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References

Visible links
1. mailto:[email address]
2. https://www.southlakeland.gov.uk/your-co...
3. http://www.ico.org.uk/
4. http://www.westmorlandandfurness.gov.uk/