URL: https://democracy.plymouth.gov.uk/ieDecisionDetails.aspx?ID=4698

Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: Yes

Purpose:

Content: Purpose of Report The report sets out the procurement options considered and recommendations for the future commissioning and management of contracted Home to School Transport (HTST) services over the next eight years.   Decision   Cabinet Agreed to adopt an internally managed Open Framework as the procurement route for all contracted Home to School Transport services, including Social Care transport routes commissioned through the Home to School Transport team, for the next eight years.   Reasons for Decision   1.    This approach builds on the previous Dynamic Purchasing System (DPS) model, providing the most robust balance of cost efficiency, operational efficiency, supplier flexibility, long?term resilience, and compliance with the Procurement Act 2023. It also removes the need for repeated due?diligence exercises required by Contract Standing Orders, as suppliers are vetted once at framework admission. Through scheduled reopenings, the Local Authority can maintain competitive tension and support local market development, while mini?competitions ensure competitive pricing and quality standards throughout the 8-year term   Alternative Options Considered and Rejected   1.    The Traditional Closed Framework was explored and ruled out. This approach means we cannotrefresh suppliers mid?term, which weakens competition and risks price inflation as the framework ages.There is also a need to re?procure sooner than an Open Framework.   2.    The Outsourced Open Framework option has been explored and ruled out. This introduces avoidable delay and additional cost through the initial procurement of the framework operator and embeds ongoing management fees without a commensurate improvement in outcomes over an internally managed model. It also reduces the Local Authority’s direct control over call?off design and supplier development, which is central to tailoring solutions for local needs and ensuring continuous improvement. This model creates long?term dependency and exit risks, whereas an internally managed Open Framework maintains institutional knowledge, preserves agility, and delivers stronger overall value for money for the Council’s mainly sub?£50k route portfolio.   3.    The Single Supplier Contract option was excluded based on previous experience of this Contracting model which caused high dependency and resilience risks and the loss of competitive tension during the contract term.   4.    The Multiple Supplier (Lotted) Contract was not considered suitable because of its substantial administrative workload and lower efficiency compared to using lots within an Open Framework.   5.    Multiple Spot Contracts were dismissed due to the unsustainable administrative burden created by Contract Standing Orders, repeated due?diligence requirements, and the loss of economies of scale.   6.    If there is a change in circumstances and the recommended procurement route cannot be undertake nor no longer represents best value for the Council, any subsequent procurement route will be undertaken will be in accordance with the Council’s Contract Standing Orders and Procurement Law

Date of Decision: February 9, 2026