Purpose

3.1 That the Resources Portfolio Holder agrees
to allow the Assistant Director of Planning and Building Control to
appoint consultants under the exemptions to Contract Procedures
contained within the Financial Regulations and Financial Procedure
Rules for 2025/26 financial year, on whichever of the following
grounds is most applicable only when the exceptional circumstances
arise for non-covered procurement:

3.1.1 if a framework agreement is available that necessitates the
council not having to go out to tender and where the goods, works
and services will still provide the council with best value for
money

Decision

To accept the quote from Arcadis Consulting
(UK) via ESPO framework agreement to undertake a overwintering bird
survey during Winter 2025.

Alternative options considered

Local planning authorities need to undertake
technical assessments to support the Local Plan. The scope of the
Habitats Regulation Assessment is dependent upon the outcome at
each assessment stage, which cannot be fully envisaged at
procurement. It is therefore necessary to undertake additional work
which will incur an additional fee.

A new procurement exercise was considered and rejected due to the
additional time it would take which would not offer a satisfactory
alternative and may result in further additional fee. Commissioning
winter bird surveys is time limited and must be undertaken during
the over wintering bird season (September-March). Any delay to
commissioning the survey would have significant impacts to the
Local Plan timetable.
For the Local Plan to progress and meet the published timetable,
the surveys must be undertaken over winter 2025. Commissioning the
surveys is therefore urgent and cannot be delayed until the next
winter bird season. Any delay would result a significant delay to
the Local Plan timetable.