Contact: Kevin Ings, tel 01962 846986 email: [email protected]

1. Summary

1.1 The following decisions are sought:

(i) That the two year pilot hospital shuttle bus scheme and the County Council's support for this service, as outlined in paragraphs 3.4-3.6 of the report, be agreed subject to the necessary funding being provided by other partners; and a satisfactory review of the service taking place after the first six months of operation.

(ii) That single tender negotiations take place with the Hampshire Voluntary Care Groups Advisory Service, and that if successful a two year contract be awarded.

(iii) That the introduction of the two year single tender contracts for community transport schemes planned for 1 April 2008 should be deferred for a period of up to six months.

(iv) That the existing service agreements for the community transport schemes in Havant, New Forest and Test Valley be allowed to continue until the new two year single tender contracts are introduced.

(v) That negotiations should take place with the community transport schemes in East Hampshire, Eastleigh, Rushmoor and Hart with regard to awarding temporary single tender contracts for a period of up to six months based on the existing service agreements.

(vi) That the approach to setting limits on the number of lots and value of contracts that can be won through the framework tendering process by one bidder, as set out in the report, be agreed, in principle, and that the Director of Environment be given delegated authority to finalise the details before tenders are issued.

(vii) That the framework tender for Dial-A-Ride, Call and Go and Basingstoke Community Transport should invite tenderers to submit prices both on the basis of vehicles provided by the councils and provided by the operators.

(viii) That the overall approach to tendering a community transport scheme in Basingstoke as set out in the report, be agreed in principle and that, following the advice from the transport consultant, the Director of Environment be given delegated authority to finalise the details before tenders are issued.

(ix) That the approach to vehicle ownership, as set out in the report, be agreed in principle and that the Director of the Environment be given delegated authority to refine the detail before tenders are issued.

(x) That a reserve account be established, as set out in the report, to hold contributions to vehicle replacement costs and be used to fund the future replacement of Dial-a-Ride and Call and Go minibuses and Wheels to Work mopeds.

(xi) That the arrangements to ensure that vehicles are properly maintained, as set out in the report, be agreed.

(xii) That decisions being sought on vehicle ownership and tendering lots be agreed with the respective district councils where schemes are jointly funded and, where appropriate, with the operators where variations may need to be made to existing agreements.

2. Reason

2.1 These decisions will ensure that the arrangements for moving from service agreements to contracts can be fully implemented. It will also enable a pilot transport service to Andover and Winchester Hospitals to be introduced from the Test Valley area and ensure that the Hampshire Voluntary Care Groups Advisory Service has the necessary resources to jointly work with the County Council in a number of work areas. All these decisions will contribute towards maximising well-being in Hampshire.

3. Other Options Considered and Rejected

3.1 The use of grants, partnership agreements, contracts using single tender criteria and competitively tendered contracts have all been considered against the background of the current procurement regulations and the County Council's Standing Orders. A previous report to the Executive Member for Environment concluded that in future most community transport services would need to be procured through contracts.

3.2 The proposed new transport service to Winchester Hospital was identified through one of the County Council's LAA accessibility pilots. Not proceeding with this proposal at this stage would not only result in a lost opportunity for partnership working, but also in funding which has already been committed by other partners. This would not improve the situation for people trying to make the journey to Andover and Winchester Hospitals. In terms of the Hampshire Voluntary Care Groups Advisory Service, not providing this financial support could impact on the ability of the Hampshire Voluntary Care Groups Advisory Service to jointly work with the County Council in supporting and developing the transport services provided by voluntary care groups in Hampshire and in developing a number of new initiatives.

4. Conflicts of Interest Declared by the Decision Maker or Other Executive Member Consulted - None.

5. Dispensation granted by the Standards Committee - None.

6. Reason(s) for the Matter being dealt with if Urgent - None.

Approved by: Date:

Councillor M J Kendal

Executive Member for Environment

1603Decn/KI

Addendum to Executive Member for Environment Decision Making Day on 17 March 2008

Item 7 Community Transport Report

District Wide Community Transport Schemes

1. Following further consideration of the vehicle ownership issues the need for additional work has been identified and this could have an impact on the tendering process and the award of any new contracts. A number of actions are now proposed in order to respond and allow time for this:

a) the introduction of the two year single tender contracts for community transport schemes be deferred initially for a period of up to six months.

b) where community transport schemes are covered by existing service agreements which expire after 31 March 2008 they should be allowed to continue for up to six months. This will apply to the community transport schemes in Havant (Havant Council of Community Service), New Forest (Community First New Forest) and Test Valley (Test Valley Community Services).

c) where community transport schemes are covered by existing service agreements which expire on 31 March 2008 that negotiations take place with regard to awarding a temporary single tender contract based on the existing service agreement documentation for a period of up to six months. This will apply to the community transport schemes in East Hampshire (Community Action Hampshire), Eastleigh (One Community), Rushmoor and Hart (Rushmoor Voluntary Services)

Dial-A-Ride/Call and Go and Basingstoke Community Transport Competitive Tender

2. It should be noted that the further work which needs to be undertaken on the vehicle ownership issues may have an impact on the timescale for competitively tendering the above services and in due course there may be a need to seek a decision on a revised timescale.

Recommendations

District Wide Community Transport Schemes

1. That the introduction of the two year single tender contracts for community transport schemes planned for 1 April 2008 should be deferred for a period of up to six months.

2. That the existing service agreements for the community transport schemes identified in (1b) above be allowed to continue until the new two year single tender contracts are introduced.

3. That negotiations should take place with the community transport schemes identified in 1(c) above with regard to awarding temporary single tender contracts for a period of up to six months based on the existing service agreements.

Dial-A-Ride/Call and Go and Basingstoke Community Transport Competitive Tender

4. That the framework tender for Dial-A-Ride, Call and Go and Basingstoke Community Transport should invite tenderers to submit prices both on the basis of vehicles provided by the councils and provided by the operators.