Agenda item

1. Agreed to continuance of the project (subject to grant funding) with the Council as Lead Authority for project management, noting in particular the partnership approach, the proposed procurement strategy and governance arrangements;

2. Delegated authority to the Executive Director – Place and Communities, in consultation with the Lead Member for Transport & The Local Environment to:

(a)  Enter into the grant agreements with Wildfowl & Wetlands Trust (WWT) and National Flood Forum (NFF);

(b)  Approve extensions and variations to the grant agreements to WWT and NFF, subject to available grant funding, for the life of the project through to April 2027, encompassing extensions for 2023/24, 2024/25, 2025/26 and 2026/7 financial years.

3. Delegated authority to the Executive Director – Place and Communities, in consultation with the Lead Member for Transport & The Local Environment to commence the process for commissioning technical consultancy and smart technology services for the project, to have oversight of the procurement process and to:

(a)  Approve the procurement and award of contract of technical consultancy services to complete hydraulic modelling of options, assessments, and conceptual design to an expected maximum value of £106,000;

(b)  Approve the procurement and award of contract of technical consultancy services to inform and prepare the Full Business Case to an expected maximum value of £455,000;

(c)  Approve the procurement and award of contract of smart technology services to inform the Full Business Case, including the proof of concept, sensor trials and development of a data sharing platform, to an expected maximum value of £92,800; and

(d)  Approve the procurement of smart technology services to operate and evaluate sensor monitoring and the data platform to an expected maximum value of £511,500 to cover the period to 31^st March 2027 and to note that the Executive Director will report to Cabinet for recommendation of award of contract where the contract value exceeds £500,000.

4.  Approved the Executive Director - Place and Communities as project sponsor and delegate responsibility to maintain and update the Governance Strategy for the project.

The Lead Member for Transport and The Local Environment introduced a report that set out the partnership approach and procurement strategy for the Smart, Sponge Catchments Project which was a capital grant funded flood resilience project in the Chalvey Ditches and Salt Hill Stream Catchments.

It was noted that traditional flood risk solutions were noted appropriate for these catchments and the project would work with partners and communities to install sustainable drainage and natural management methods.  The partners were Buckinghamshire Council, Wildfowl & Wetlands Trust, National Flood Forum, Thames Water Utilities, Thames 21 and the regional Environment Agency.  The Council had been awarded between £5.65m - £7.9m from central government for the scheme and approval of the recommendations would enable the Council to progress the scheme, subject to Outline and Full Business Case Approval.

The Cabinet welcomed the project and approved the recommendations.

Resolved –

(a)  Agreed to continuance of the project (subject to grant funding) with the Council as Lead Authority for project management, noting in particular the partnership approach, the proposed procurement strategy and governance arrangements;

(b)  That delegated authority be given to the Executive Director – Place and Communities, in consultation with the Lead Member for Transport & The Local Environment to:

i.  Enter into the grant agreements with Wildfowl & Wetlands Trust (WWT) and National Flood Forum (NFF);

ii.  Approve extensions and variations to the grant agreements to WWT and NFF, subject to available grant funding, for the life of the project through to April 2027, encompassing extensions for 2023/24, 2024/25, 2025/26 and 2026/7 financial years.

(c)  That delegated authority be given to the Executive Director – Place and Communities, in consultation with the Lead Member for Transport & The Local Environment to commence the process for commissioning technical consultancy and smart technology services for the project, to have oversight of the procurement process and to:

i.  Approve the procurement and award of contract of technical consultancy services to complete hydraulic modelling of options, assessments, and conceptual design to an expected maximum value of £106,000;

ii.  Approve the procurement and award of contract of technical consultancy services to inform and prepare the Full Business Case to an expected maximum value of £455,000;

iii.  Approve the procurement and award of contract of smart technology services to inform the Full Business Case, including the proof of concept, sensor trials and development of a data sharing platform, to an expected maximum value of £92,800; and

iv.  Approve the procurement of smart technology services to operate and evaluate sensor monitoring and the data platform to an expected maximum value of £511,500 to cover the period to 31^st March 2027 and to note that the Executive Director will report to Cabinet for recommendation of award of contract where the contract value exceeds £500,000.

(d)  Approved the Executive Director - Place and Communities as project sponsor and delegate responsibility to maintain and update the Governance Strategy for the project.