Cumbria County Council Serving the People of Cumbria

Cumbria County Council

Information Governance Team Cumbria House 117 Botchergate Carlisle CA1 1RD T: 01228 221234 E: [email protected]

E-mail:

19 October 2017 Your reference: Our reference: FOI 2017-0757

Dear

FREEDOM OF INFORMATION ACT 2000 - DISCLOSURE

The council has completed its search relating to your request for information about school transport contracts, which was received on 27 September 2017.

The council does hold information within the definition of your request.

Request I wish the council to provide information relating to the tender of home to school transport services, specifically:

Question 1 The requirement (capacity, timing, reliability, etc) of the service between Greysouthen and Eaglesfield Paddle school. This should also include what is allowable as reasonable time for parents to secure young children in their seatbelts for safety. Answer 1 The specification states that the Eaglesfield Paddle C E School bus should have the following timings: Earliest Arrival Time - 08:30 Latest Arrival Time - 08:55 Establishment Finish Time - 15:15 Latest Departure Time - 15:30

Please see tracking data below - This is only provided for the initial start of the contact (when there were concerns raised by parents). - It does not show every minute of a route. - Vehicle data for 26 September 2017 not held (replacement bus did not have a tracker device).

MORNING AFTERNOON Arrive Depart Junction Junction Arrived at Bridgefoot Bridgefoot Eaglesfield Eaglesfield Greysouthen Greysouthen Greysouthen Greysouthen Paddle School Paddle School Paddle DAY DATE

Friday 15.09.17 08:25 08:34 08:41 08:52 15:10 15:37 15:45 15:51 15:56

Monday 18.09.17 08:29 08:33 08:39 08:51 15:24 15:32 15:38 15:42 15:46

Tuesday 19.09.17 08:31 08:36 08:41 08:52 15:07 15:36 15:43 15:47 15:52

Wednesday 20.09.17 08:28 08:33 08:40 08:50 15:40 15:45 15:51 15:56 15:59

Thursday 21.09.17 08:28 08:33 08:40 08:51 15:00 15:30 15:37 15:41 15:47

Serving the people of Cumbria cumbria.gov.uk Cumbria County Council

Friday 22.09.17 08:30 08:34 08:40 08:51 15:09 15:31 15:39 15:44 15:50

Monday 25.09.17 08:27 08:32 08:42 08:53 15:30 15:35 15:43 15:48 15:53 Vehicle Not Tracked Tuesday 26.09.17 15:24 15:37 15:44 15:49 15:54

Wednesday 27.09.17 08:31 08:36 08:41 08:55 15:29 15:35 15:43 15:48 15:53

Thursday 28.09.17 08:32 08:37 08:43 08:55 15:21 15:34 15:42 15:46 15:51

Question 2 The service offered on the above route by Reays, the winning bidder. Means of variation to the contracted service and if any such variations have been agreed since the start of the contract. Answer 2 No variations have been agreed since the start of the contract.

Question 3 Minimum performance standards for the contract, including what is considered an 'on time' arrival and penalties to the contractor or redress by the council if these standards are not met. Answer 3 Please see response to question 1. Under normal circumstances we would expect arrival or departure within these timeframes and we can contractually deduct payment on days that these are not met. However we must take a pragmatic view and consider the conditions on the day (ie bad weather, road closures, diversions, traffic condition, etc), as financially penalising an operator for being late could result in pressure being put on drivers to make the times ‘at all costs’. Safety of the passengers is of paramount importance and we expect the drivers to driver to the road conditions, reporting lateness so we can inform schools.

Question 4 Council policy on the time prior to the start of education transport should arrive at the place of education. Answer 4 Each school is contacted prior to tender and asked what is the earliest and latest arrival times as times at each school varies.

Question 5 The reviews, assurance and scrutiny that the school transport tenders were subject to and the approving body for contract award. Answer 5 The tenders are followed out in accordance with the Councils contract procedure rules, that can be found on our website www.cumbria.gov.uk

Question 6 All correspondence between the Council and Reays since start of autumn term on the performance of the Greysouthen bus service. Answer 6 Please see attached correspondence between the Council and Reays with regards the performance of the Greysouthen bus. A small amount of information has been redacted under Section 40 (2) of the Freedom of Information Act 2000 as it constitutes third party personal data.

Question 7 Council policy on consultation periods for changes to school transport arrangements. Answer 7 There is no requirement for the County Council to consult on changes to school transport arrangements. Transport is provided in line with the Home to School Transport Policy and as such “ If the Local Authority is responsible for your child’s transport, it will be provided by the most economic means available. Usually it is a pass to travel free by public service or a vehicle which the Local Authority has under contract from an approved transport operator….. You must also bear in mind that their journeys to/from school may not be by the most direct route and that the arrangements are Serving the people of Cumbria cumbria.gov.uk Cumbria County Council likely to change from time to time. For example, the operator or timetable could change”. The full policy can be found at www.cumbria.gov.uk/schooltransport

Whilst we do not consult, we do actively engage with schools when there are changes to transport arrangements. As part of the area-based retender exercise, the Council contacts each school in the retender area, by email to advise of the retender exercise and the process. All schools in Allerdale and Copeland were emailed in October/early November 2016 and notified that transport services would be retendered, along with an explanation of timeframe, a request that we be advised if there were any changes to the drop off and pick up times, and to offer a meeting to discuss the retender if required. Updated pupil/operator lists were forwarded to the school prior to the start of the Autumn Term so that the schools knew who would be providing the transport. Parents/carers were advised by letter in August that transport had been retendered and notifying them of the name and contact details of the transport operator, along with instructions to contact the transport operator to confirm pick up and route timings.

Most of the information that we provide in response to requests submitted under the Freedom of Information Act 2000 and Environmental Information Regulations 2004 will be subject to copyright protection. In most cases the copyright will be owned by Cumbria County Council. However the copyright in other information may be owned by another person or organisation, as indicated on the information itself.

You are free to use any information supplied in this response for your own non-commercial research or private study purposes. The information may also be used for any other purpose allowed by a limitation or exception in copyright law, such as news reporting. However, any other type of re-use, for example by publishing the information in analogue or digital form, including on the internet, will require the permission of the copyright owner. Where the copyright owner is the council you will need to make an application under the Re-use of Public Sector Information Regulations 2005.

For information where the copyright is owned by another person or organisation you must apply to the owner to obtain their permission.

If you are dissatisfied with the way the council has responded to your request you can request an Internal Review. If you would like to request a Review please contact the Information Governance Team using the details at the top of this letter.

Further information can be found on the council’s website: http://www.cumbria.gov.uk/council- democracy/accesstoinformation/internalreviewscomplaints.asp

Yours sincerely,

Information Governance Team Resources and Transformation Cumbria County Council

Serving the people of Cumbria cumbria.gov.uk From: Procurement Transport Sent: 12 September 2017 13:13 To: Cc: Procurement Transport Subject: T0623 - Eaglesfield Paddle

Hi David

Further to our telephone call regarding the above route, below is a copy of the complaint we have received this morning. I would be grateful if you could investigate fully and provide me with your response and also what size vehicle is being used on this route;-

I would be grateful if you could provide a response by noon on Thursday 14 September 2017.

1 Kind regards

2 From: Procurement Transport Sent: 19 September 2017 12:06 To: Cc: Procurement Transport; 'Reays Coaches Limited' Subject: FW: T0623 - Eaglesfield Paddle

Importance: High

Hi David

Please could you provide me with a response to the email below as a matter of urgency.

We have now received a further complaint, which includes a lot of the concerns raised below, but has raised the following:-

· The bus driver does not check appropriately that the children have fastened their seat belts before leaving. · Buses have been provided where all the seat belts are not in working order. Children have not been able to use a seat belt when travelling to school.

Please can I have a response to all issues by no later than 3.00pm today.

Many thanks

From: Procurement Transport Sent: 12 September 2017 13:13 To: Cc: Procurement Transport Subject: T0623 - Eaglesfield Paddle

Hi David

1 I would be grateful if you could provide a response by noon on Thursday 14 September 2017.

Kind regards

2 From: Procurement Transport Sent: 22 September 2017 09:57 To: 'Stephen Crossley' Cc: Procurement Transport Subject: T0623 Eaglesfield Paddle Attachments: Daily Timetable T0623.xls

Importance: High

Hi Stephen

Further to our discussion regarding the above route, please find below further issues raised by parents:-

Complaint 1 – which is 2nd complaint and response to our reply

2nd complaint

1 3rd Complaint

I have attached the time table supplied by Hobans and also, for your information the previous operator also used a 49 seat vehicle, I have spoken to them this morning and they had no problems with the size of the vehicle on the roads in the area. The arrival time at school must be between 08:30 and 08:55, the bus should be at school for 15:15, with a latest departure time of 15:30.

If you feel it is necessary to amend the timetable please can a revised timetable be provided and we will liaise with school and ensure it is distributed to all pupils.

Can you advise if the seat belts have been checked on the bus , and they are all in working order.

We are keen, as I am sure you are to try and iron out the problems, please can you provide me with responses to the issues in the complaints, if you need to discuss this further please give me a ring.

2 Operator Name:____John Hoban Travel Ltd______

Route Number:___T0623______

Pick Up Drop Off Time Pick Up Point AM Time AM Drop Off Point PM PM Establishment Departure Time Greysouthern 8.25am (If Appropriate) 15.20pm

Greysouthern Junction 8.27am Greysouthern Junction 15.35pm

Greysouthern 15.37pm

Eaglesfield Paddle School 8.40am Establishment Arrival Time (If Appropriate) From: Procurement Transport Sent: 22 September 2017 16:25 To: 'Stephen Crossley' Cc: Subject: OFFICIAL:RE: T0623 Eaglesfield Paddle

Classification:OFFICIAL

Hi Steve

Thanks for your response, and the time taken to deal with this matter, the school have been provided with a copy of the timetable and were distributing it to pupils this afternoon.

A full written response will be sent out to all parents early next week by our Commissioning Manager who is working with the school, to try and deal with all issues and hopefully stop the allegations and complaints.

Kind regards

From: Stephen Crossley [mailto:[email protected]] Sent: 22 September 2017 12:00 To: Procurement Transport Cc: Subject: RE: T0623 Eaglesfield Paddle

Sara

Thank you for the email detailing the further issues people have alleged. It does seem that people are jumping on the bandwagon a little with some spurious allegations, but I have separated out the complaints as I see them and have responded accordingly;

1. Seat Belts Not Working;

This allegation is absolutely and categorically refuted by us. We have not, and will not use an unroadworthy vehicle. I suspect the allegation has come about as a result of a child not being able to operate a seatbelt, but we have double checked the vehicles used and no seatbelts were found to have been faulty. We understand that from time to time faults can occur whilst a vehicle is in use, but as there is now a dedicated 49 seat coach operating on the service to transport 35 Children, it is inconceivable that there would ever be a situation where a child could not be properly secured.

2. Parents coming on Coaches to secure Children in their seat ;

I have previously confirmed that we have no issue with parents ensuring their child is securely fastened in to their seat on the coach. we would ask that this is done in a timely manner in order that the Coach can continue along the route to time. All our drivers have been appropriately briefed. As agreed with

1 yourselves, our drivers will not secure children in the seats themselves, but will remind the Children that they must remain seated and fastened in to their seats throughout the duration of the journey.

3. Late running from the School Wednesday 20 th;

We did have and issue on Wednesday whereby the School private booking that was being operated prior to the T0623 PM School run was late due to the children coming out of there activity late. Contrary to the views expressed, the planning was correct and left sufficient time for T0623 to run to time, but was delayed due to the earlier booking being unavoidably delayed. We are taking steps to ensure that we do not commit the vehicle to other work so close to this school run to avoid any further such delays. The vehicle ran to time on the 21st, but for being delayed by the late release of children from the school. We are finding that the school is prioritising private cars and minibuses over the loading of the Coach, and thus we are last to depart the school on or around 15:30. We are reviewing the running schedule in light of this as the original contract set out a requirement to depart the school by no later than 15:30, that on occasion we are struggling to comply with.

4. Morning Pick up Times;

The pick-up times as set out on the contract; we have in fact been picking up at 4 pickup points in the area which has undoubtedly impacted on the running time.

This will undoubtedly help us run in a more timely manner, and adhere to the newly proposed times as set out below the table which details the existing contract times.

PROPOSED NEW RUNNING TIMES;

Bridgefoot 08:30 Greysouthern 08:35 Greysouthern Jct 08:37 Eaglesfield Paddle 08:50

2 Eaglesfield Paddle 15:30 Greysouthern Jct 15:43 Greysouthern 15:45 Bridgefoot 15:50

5. Bus ‘racing’ through Greysouthern;

I have looked on our tracking for the vehicle and there is absolutely no evidence to substantiate such a claim. I understand that from a pedestrians perspective it is difficult to judge speed, but casting aspersions around vehicles racing through the village is at best unhelpful.

We are committed to resolving the genuine complaints about the T0623 service, and believe that with the proposed retimings, this should eradicate a lot of the peripheral concerns being raised. I would be happy to discuss further with you regarding any of the points above.

I will continue to monitor the service via our tracking and have the depot manager operating the service this afternoon in order to ensure that everything is in order.

Regards

Steve

Eden Valley Hospice are Reays charity of the year, to donate please click on the button above.

3 From: Procurement Transport [mailto:[email protected] ] Sent: 22 September 2017 09:57 To: Stephen Crossley Cc: Procurement Transport Subject: T0623 Eaglesfield Paddle Importance: High

Hi Stephen

Further to our discussion regarding the above route, please find below further issues raised by parents:-

Complaint 1 – which is 2nd complaint and response to our reply

2nd complaint

4 3rd Complaint

If you feel it is necessary to amend the timetable please can a revised timetable be provided and we will liaise with school and ensure it is distributed to all pupils.

Can you advise if the seat belts have been checked on the bus , and they are all in working order.

This e-mail contains confidential informatio n (which may also be legally privileged) and is intended solely for the use of the intended named recipient. If you are not the intended recipient you may not disclose, copy, distribute or retain any part of this message or its attachments. If you have received this message in error please notify the originator immediately by using the reply facility in your e-mail software. Incoming and outgoing emails may be monitored in line with current legislation. All copies of the message received in error should be destroyed. Any views or opinions expressed are solely those of the original author. This email message has been scanned for viruses, and declared to be virus free at the point of exit from Cumbria County Council's network. http://www.cumbria.gov.uk/_

WARNING: Email attachments may contain malicious and harmful software. If this email is unsolicited and contains an attachment DO NOT open the attachment and advise the ICT Service Desk immediately. Never open an attachment or click on a link within an email if you are not expecting it or it looks suspicious.

5 Classification:OFFICIAL. This message was classified by Sara McHale ([email protected]) at Fri, 22 Sep 2017 16:24:38 GMT

6 Information Governance

From: Watson, Caroline Sent: 26 September 2017 13:24 To: Eaglesfield Paddle CE VA Primary School; [email protected]; Heard, Debbie A Cc: Procurement Transport; School Transport Subject: T0623 - Home to School Transport to Eaglesfield Paddle Attachments: Bus Issues 25.9.2017EaglesfieldPaddle v2.doc

Afternoon all,

Please see attached letter which will be going to all parents/carers of pupils on T0623 this afternoon, by 1 st class post.

We’ve had around half a dozen individual complaints and I will be replying to them all and also attaching the letter.

Kind regards

Caroline

1 Cumbria County Council

Commissioning, Procurement & Contract Management Team Resources & Transformation Services Cumbria House 107-117 Botchergate Carlisle CA1 1RD T: 01228 221703 E: [email protected]

The Parent/Carer of:-

26th September 2017

Dear Parent/Carer

HOME TO SCHOOL TRANSPORT

Transport contracts for all schools in the Allerdale area were retendered during the early part of 2017, with new contracts starting in September 2017. A number of concerns and complaints have been brought to my attention by parents and Dawn Watson, Head of School about route T0623 which serves Greysouthen and Eaglesfield and is now operated by Reays Coaches.

We do sometimes find that there are “teething” problems on any route when there has been a change of operator and it is highly regrettable that the new contract has not got off to the best of starts. All concerns received have been formally raised with Reays, who have carried out an internal investigation and provide me with the outcome below:

They are aware of an incident where a driver, having been given instructions on the route to follow, took wrong turn which resulted in him getting into difficulty on what are very tight lanes with restricted turning points. This caused a delay to the running of the service on that occasion, but all children were eventually safely transported to the appropriate drop off points in the same coach. This was a regrettable incident that they would not expect to recur. All drivers are aware of the route to be taken.

On a separate occasion a smaller vehicle had been supplied. An additional vehicle transported the additional children at the final pick up point on the morning in question, and therefore sufficient seats were provided. Reays have aligned the most appropriate size vehicle for the route.

Concerns have also been raised about the use of different drivers. It is not a requirement on Home to School contracts that the driver is the same on each day. Many of our transport providers have a rota in place so that all drivers are aware of the route.

With regard to the fastening of seatbelts and pupil behaviour on the bus, it is not the drivers responsibility to fasten the children into their seats. The driver is responsible for ensuring that all passengers are reminded that they must be sat in their seat with the seatbelt fastened. The safety of passengers is of paramount concern to Reays Coaches, and as such, they are happy, where necessary, to allow parents to come on to the coach in a morning to ensure their child is secured in their seat prior to departure if they are unable to do this themselves, but this must be done in a timely manner to ensure the coach can proceed along the route to time. A teacher should perform this task prior to departing from the School in an afternoon. For information I enclose another copy of the seatbelt and behaviour leaflets which we send out with all bus passes issued. These leaflets should be discussed with your child so that they know what they should do.

The allegation that the seatbelts are not working has been absolutely and categorically refuted by Reays. They have not, and will not use an unroadworthy vehicle. It is suspected that the allegation has come about as a result of a child not being able to operate a seatbelt, they have double checked the vehicles used and no seatbelts were found to have been faulty. They understand that from time to time faults can Serving the people of Cumbria cumbria.gov.uk Cumbria County Council occur whilst a vehicle is in use, but as there is now a dedicated 49 seat coach operating on the service to transport 35 children, it is inconceivable that there would ever be a situation where a child could not be properly secured.

The bus did run late on Wednesday 20 th September due to a school private booking being operated prior to the afternoon school run. Contrary to the views expressed, the planning was correct and left sufficient time for the Eaglesfield Paddle service to run to time, but was delayed due to the earlier booking being unavoidably delayed. They are taking steps to ensure that they do not commit the vehicle to other work so close to this school run to avoid any further such delays.

At the end of the school day, children using the bus are the last to be dismissed. All the children are released from the class, then the bus children are taken to the hall. Sometimes there are problems (unforeseen) eg, they have not got a bus tag and school have to ring and check with parents. Teachers do aim to get children out as soon as possible but there are invariably delays, with the bus anticipated to leave around 15.30.

The running schedule has been reviewed in light of this end of day arrangement and also as a result of the pick up points in the area. Pupils at Bridgefoot will continue to be picked up but the pick-ups in Greysouthen will be restricted to 2, as contracted. Whilst this may be less convenient for some parents/carers, it is in line with the Home to School Transport policy whereby parents/carers are responsible for getting the child to the designated pick up points, which may be up to half a mile away from home for primary aged pupils. This change will undoubtedly help Reays to run in a more timely manner and adhere to the revised timetable which was provided to you last Friday.

I now understand that this morning, 26 th September, the bus suffered a breakdown and a replacement vehicle was sent out to cover the route. This meant that the children were late into school and did not arrive into school until approx. 9.15.

Please be assured that both ourselves and Reays are committed to resolving the problems and to work with you as parents/carers and the school to ensure the Home to School journey is as smooth as it should be. Reays wish to apologise for any inconvenience or distress caused to pupils or parents as a result of the incidents, described above which should now have been resolved. The service will continue to be monitored via Reays tracking system and if you have any further concerns at all, please do not hesitate to contact the team on 01228 226428 or [email protected]

Yours sincerely

Caroline Watson

Caroline Watson Commissioning Manager - Transport

Encs

Cc: Dawn Watson, Headteacher, Eaglesfield Paddle School Debbie Heard, Procurement & Contracts Manager, Cumbria County Council Nicola Reay, Reays Coaches

Serving the people of Cumbria cumbria.gov.uk From: Procurement Transport Sent: 26 September 2017 16:29 To: 'Nicola Reay' Cc: Procurement Transport Subject: T0623

Hi Nicola

Further to our telephone call, please see the attached email,

Please can you provide me with your response which I will forward to our Schools team

Kind regards