Decision details

New Highways Contract

Decision Maker: Environment and Neighbourhood Committee

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


Procurement of Contractors to Maintain Borough Highways


The Group Manager of Highways and Transport, Mervyn Bartlett presented the report which focussed on the proposal to split the main contract into 4 individual contracts with a provision made for Kingston Council to participate in the contract at a later date, if they so desired.


Members questioned how the replacement programme for LED lights was progressing and information was sought as to whether there was a KPI for this. The Executive Head of Safer and Stronger Communities said progress information could be provided after the committee meeting, and the performance of the project will be on the Covalent system.


Members raised concerns over extending the maintenance contract and the monitoring of contractor quality standards. The Group Manager explained that with any failures in road surfacing the contractors would have to re-do work, and there were options to terminate the contracts.


Members asked what the reasoning was for the number of lots being re-allocated. The Group Manager responded that the lots were split to reflect and align with industry standards and to get the best value for the Council.


Members commented on the lack of reactive maintenance repairs to potholes and gullies. The Chair noted that this year London had not been included in national pothole funds  which had reduced the funding available for road repairs. The Executive Head said further that there had been national underfunding for roads repair from successive governments over the last ten years or so.


The Chair commented that closer performance monitoring of contractors was needed.




1.    The progress made on the procurement process being carried out to secure new highways and street lighting works term contracts, to commence on the 1 October 2017, be noted.


2.    The procurement of new highways and street lighting works term contracts (arranged as 4 Lots in a framework agreement) be approved, and be progressed to secure these contracts, commencing on the 1 October 2017, for the following Lots:

Lot 1 – Ad hoc reactive and minor highways planned maintenance
Lot 2 – Planned highways improvements (schemes)
Lot 3 – Planned (machine) carriageway resurfacing
Lot 4 – Street Lighting (planned, reactive, structural & electrical testing)


3.    It be noted in the interim period whilst the procurement for the new contracts is carried out, that Sutton’s existing highways works contracts, listed below are to be extended by contract variation by a further 6 months from their expiration date of the 31 March 2017.


·         Planned Highways Maintenance and General Works Term Contract - Contractor: FM Conway Ltd

·         Reactive Highways Maintenance Services – Contractor: RJ Dance (Contractors) Ltd

·         Street Lighting Maintenance and Improvement Services: Kier Integrated Services Ltd


4.    It is agreed to use the London Highways Alliance Contract (LoHAC) framework established by Transport for London (TfL), if and when required, for highways maintenance, street lighting and improvement works, (should the extended contracts, or new contracts, not fulfil the Council’s performance expectations).


5.    To delegate authority to the Strategic Director of Environment, Housing and Regeneration, in consultation with the Chair of the Environment and Neighbourhood Committee, to consider the tender evaluation outcome and officer recommendations, and award the contract lots referenced in recommendation 2.2 above, in accordance with the procurement process.


Report author: Warren Shadbolt

Publication date: 31/05/2017

Date of decision: 30/03/2017

Decided at meeting: 30/03/2017 - Environment and Neighbourhood Committee

Accompanying Documents: