Content

To extend our existing contract
for arboricultural support services for planning purposes till
April 2028.

Reasons for the decision

Specialist arboricultural support has been in place since Summer
2024 to maintain service continuity and ensure the effective
assessment of planning applications affecting trees, including
advice on Tree Preservation Orders, arboricultural impact
assessments, method statements, enforcement matters, and planning
appeals. The service underpins the Council’s ability to make
sound, timely, and legally robust planning decisions and to meet
its statutory duties in relation to tree protection and
environmental stewardship.

The current arrangement was established on a temporary basis while
the Council explored the feasibility of appointing an in-house Tree
Officer. However, in light of recent local government restructuring
announcements and a clearer understanding of the ongoing volume and
complexity of tree-related casework, it is considered more
practical and cost-effective to continue with external specialist
provision at this time. External support also provides flexibility
and resilience without the long-term employment liabilities
associated with a permanent post.

Continuity of specialist arboricultural advice is particularly
important to avoid disruption to decision-making and to ensure
consistency in the application of policy, conditions, and
enforcement action. The existing provider has developed a detailed
understanding of the Council’s processes, priorities, and
local tree-related issues, enabling advice to be delivered
efficiently and proportionately.

Without continued arboricultural support, the Council would be
exposed to increased risks, including unsound or poorly evidenced
planning decisions, delays in application processing, failure to
adequately protect important trees, and increased likelihood of
appeals or legal challenge. Such outcomes could result in
environmental harm, reputational damage, and higher future
costs.
Although the contract extension runs until
April 2028, the arrangement will be subject to regular review. The
contract includes provisions allowing either party to terminate the
agreement on one month’s written notice, ensuring that the
Council retains flexibility should service requirements, funding
arrangements, or organisational structures change.

Alternative options considered

Option 1: Do Not Extend Specialist Arboricultural Support

Under this option, the existing contract would not be extended, and
the Planning Service would operate without dedicated specialist
arboricultural support.

This option is not considered appropriate. The Council has
statutory and policy responsibilities in relation to tree
protection, including the assessment of development proposals
affecting trees, the administration of Tree Preservation Orders,
and the discharge of enforcement and appeal functions. Without
access to specialist arboricultural expertise, there would be a
significant risk of unsound or poorly evidenced planning decisions,
delays in application processing, and increased exposure to appeals
or legal challenge. This could result in environmental harm through
the loss or inappropriate management of important trees, together
with reputational and financial consequences for the Council.

Option 2: Procure Arboricultural Support from an Alternative
Provider

This option would involve appointing an alternative external
provider through a new procurement exercise.
This option is not considered appropriate at
this time. A competitive tendering exercise was undertaken
recently, through which the current provider was appointed.
Repeating a procurement exercise at this stage would be unlikely to
deliver material additional value and would result in unnecessary
delay and officer resource expenditure. In addition, the current
provider has developed an in-depth understanding of the
Council’s planning processes, local policy context, and
tree-related issues across the district. Changing provider would
result in a loss of continuity and require a period of
familiarisation, creating risks to service resilience during an
ongoing and time-sensitive caseload. Given that the proposed
extension is intended to maintain continuity while service
arrangements continue to be kept under review, re-procurement is
not considered a proportionate or efficient option.