OIC winter treatment contracts

If you are a contractor or farmer with plant equipment for hire that could assist during periods of extreme weather or for civil engineering works, then the Council wants to hear from you. 

The Council’s Head of Neighbourhood Services, Lorna Richardson, explained that a new framework being put in place would assist the OIC in times of community need. 

“The farming community, and other local contractors, have provided a sterling service to Orkney over the years, going over and above to assist the Council’s own roads crews when, for example, we have been overwhelmed by extreme weather, such as in the recent spell of heavy snowfall and associated clear up operation. 

“We are introducing a framework to formalise what happens in these instances and to ensure those helping are recompensed appropriately. We are asking local contractors, farmers and plant hirers to tender for different areas of Orkney for occasions when this kind of work may be required. 

“The framework will enable us to compile a list of parties, their equipment and expertise that we can call on as needed. That way, we know exactly who and how to get in touch with folk depending on any potential situations that may unfold. 

"Particularly in terms of the isles, it may be easier, quicker and more cost effective to have a person on an island do a piece of roads engineering works rather than making arrangements to send across kit and staff across from the Mainland. Again, in periods of extreme weather, we would hope to have a list of suitable people to call on to help.” 

To enable the creation of the framework, the Council is seeking tenders from local contractors, farm operators and plant hirers for the new Plant Hire Framework for Operated Plant Hire and Plant Hire. 

The framework is divided into the following areas/lots: 

Lot 1 – East Mainland - Burray, Deerness, Holm, South Ronaldsay, Tankerness, St Ola, Kirkwall. 

Lot 2 – West Mainland - Birsay, Evie, Rendall, Firth, Harray, Orphir, Sandwick, Stenness, Stromness. 

Lot 3 – Inner Isles & South Isles – Shapinsay, Rousay, Egilsay & Wyre, Flotta, Hoy, Graemsay. 

Lot 4 – Outer Isles – Stronsay, Eday, Sanday, Westray, Papa Westray, North Ronaldsay. 

Interested firms/parties with suitable equipment and experience in the relevant fields should submit their tenders by 12:00 noon Friday 20 September 2024. 

View the tender notice here: View Notice - Public Contracts Scotland 

The Public Contracts Scotland advertising portal have a helpful website support team on who are able to provide support on the use of their system on 0800 222 9003. Opening Hours 08.30 – 17.00. 

There is also very helpful guidance on “How to Bid Better” at the following link to the Supplier Development Programme’s website. Supplier Development Programme | Helping you bid better (sdpscotland.co.uk) 

Business Gateway Orkney can be contacted on 01856 886666, they can offer generic guidance on the Council’s tendering process. 

 Winter treatment contracts - FAQs 

 What has been the process during an extreme weather event in terms of offers of help to OIC? 

The Council and wider communities have been hugely grateful to local farmers and contractors with suitable plant who have helped during periods of extreme weather. 

For example, in times of recent heavy snowfall, the effort by our own crews in keeping roads clear and open has been bolstered by members of the public with their own equipment. 

This epitomises the community spirit that still thrives in Orkney and that is something that we very much want to keep going. 

But, at present, we have no way of knowing exactly who is out helping where and we don’t know who else may be able to assist in times of need. This formalised procedure will mean we have a comprehensive list of folk to call on. 

Why has there been no formal procedure in place? 

We have always managed with an informal approach but were aware of the drawbacks. Having a formalised framework in place for both winter service treatments and roads engineering works in terms of hiring in plant and operators will bring benefits to both the Council and those folk who are carrying out the work. 

What are the benefits of having a framework? 

There are significant benefits as it means we will have a comprehensive and up to date list of contractors and farmers – including their contact details, the areas where they are based and the plant they have. We will know that those on the list can be called upon to help as required. 

Particularly in terms of the isles, it may be easier, quicker and more cost effective to have a person on an island do a piece of roads engineering works rather than making arrangements to send across kit and staff across from the Mainland. It also means we can call on specific people on our list to help if our member of roads staff (sometimes the only one on the Outer and Inner Isles) is not available or has become overwhelmed by an extreme weather episode. 

As a local authority we have a duty to protect the public pound but also to ensure that proper processes are in place when payments are being made for services and to ensure that people are being appropriately recompensed. 

Are those farmers and contractors who assist paid by OIC at present?  

Yes, we pay those who have been in touch with invoices in relation to fuel, for example. However, there may be others who were not recompensed if we didn’t know that they assisted. We want to make sure that no-one is missing out. 

Why must people go through a tendering process? 

It’s important that the Council has a proper procedure in place when paying for all services. We hope the process will not be too onerous and the end result will enable us to call directly upon folk to help. Our colleagues at Business Gateway Orkney can offer general guidance on the Council’s tendering process. Contact them on 01856 886 666. 

The Public Contracts Scotland advertising portal have a helpful website support team on who are able to provide support on the use of their system on 0800 222 9003. Opening Hours 08.30 – 17.00. 

There is also very helpful guidance on “How to Bid Better” at the following link to the Supplier Development Programme’s website. Supplier Development Programme | Helping you bid better (sdpscotland.co.uk) 

Is this not a case of another layer of bureaucracy that is simply not needed? 

It’s important that we do have a formal procedure in place even when it involves such fantastic community spirit. Again, to stress that this is not only to ensure we have a comprehensive list of suitable folk to call on, but also that everyone helping is fairly reimbursed for their time and effort. 

I don’t want to through all this hassle – can I still help out when the weather is bad? 

Anyone can assist others in times of need – however, any payment being claimed for services could only be made to those who had tendered and were on our list. Being on our list also means that liability claims around any damage that may occur as a result of snow clearing are agreed and in place within a contract. 

Will this put off folk from helping? 

Folk living in Orkney are known for going over and above in times of need – time and again folk pull together for the benefit of everyone. At the end of the day, we hope that this will make it easier for everyone involved – we will have a list of folks willing and able to help that we can call on quickly to boost our roads crews when they are feeling under additional pressure. 

It could also see folk in the isles being utilised for any appropriate works – good for the isle's economies too.