The Cabinet has decided to conduct an open procurement exercise to appoint suppliers for highway maintenance materials.

URL: https://sandwell.moderngov.co.uk/ieDecisionDetails.aspx?ID=1198

Decision Maker: Cabinet

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: The Council requires a reliable, consistent and technically compliant supply of coated road stone, aggregates, asphalt materials, ready-mixed concrete and instant road repair materials to support highway maintenance, planned works, reactive repairs and emergency reinstatements.

Content: Reasons for Recommendations The Council had a statutory duty to maintain the adopted highway. Well-maintained highways were critical to road safety. Inadequate maintenance could lead to increased road traffic accidents, reduced pedestrian safety, congestion, public dissatisfaction, and reputational damage to the authority.   The council’s in-house Highways Maintenance Team, based at Taylors Lane Depot, provided a mainly reactive service focused on fault response and urgent repairs. Although Sandwell had access to machinery which could produce asphalt in house, additional materials were required.   An open procurement exercise would be undertaken, and the intention was to appoint suppliers, based on an agreed pricing schedule, to ensure value for money. The procurement would be structured into separate lots, and the Council reserved the right to award one or more lots to a single supplier or to multiple suppliers. This approach was intended to support competition, supply resilience and value for money, and was consistent with procurement best practice.   The collaborative procurement with Dudley Council was be governed by an appropriate inter-authority agreement setting out roles and responsibilities, including (where applicable) which authority would act as the lead contracting authority, how liabilities would be apportioned, and how contract management would be undertaken.   The contract evaluation would be weighted 80% on price and 20% on quality. The quality criteria would have emphasis on compliance with health and safety standards and the delivery of social value in accordance with the council’s priorities.   Alternative Options Considered Do Nothing. If the Council did not proceed with the proposed Contract, it would fail to meet its statutory responsibility to maintain the adopted highway network. This could result in increased safety risks for pedestrians and road users and reputational damage due to service failure and public dissatisfaction. This option was not recommended as it would lead to non-compliance with legal obligations and have negative safety, financial and reputational consequences.   Resolved that delegated authority is given to the Executive Director of Place, in consultation with the Executive Director of Finance and Transformation and Service Director for Governance (Monitoring Officer) to conduct a compliant procurement process in accordance with the Procurement Act 2023, the Procurement Regulations 2024, and the Council’s Contract Procedure Rules, and award the contract(s) to the most economically advantageous tender(s).  

Date of Decision: July 15, 2026