Issue - meetings

Waste and Related Services Contract

Meeting: 06/12/2019 - Council (Item 141)

141 Waste and Related Services Contract pdf icon PDF 101 KB

Report of the Executive Member for Contracts & Assets, Councillor Paul Hewett.

 

 

Minutes:

Prior to the exclusion of press and public, Councillor Birt raised the point that he was not convinced that Appendix B, the financial report, should be discussed in private session as he felt that it contradicted the transparency code.  He quoted the relevant regulations.

 

Mark Stinson, the Executive Manager for Governance stated that to discuss the appendix in open session could potentially identify the 2 bidders and put the Council at risk for breach of confidence and procurement rules.  The grounds for releasing this information at a later date would be investigated.

 

Paul Hewett, the Executive Member for Contracts & Assets was pleased to introduce the report as he felt that it would have significant benefits for the Council and residents over the next 9 years.

 

Rob Walker, the Executive Director for Place reminded Members that the first four recommendations had been agreed at the earlier Cabinet meeting.  Council Members were now being asked to consider and approve the remaining two recommendations.

 

The Executive Member for Contracts & Assets added his thanks to the Executive Director of Place for his due diligence and to the Breckland Place Manager and her colleagues who had been exemplary.

 

Members echoed the above comments.

 

Following a proposal which was seconded, the Waste and related Services Contract was discussed in private session.

 

RESOLVED that under Section 100(A)(4) of the Local Government Act 1972, the press and the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Schedule 12A to the Act.

 

It was proposed and seconded that a recorded vote be taken.

 

MEMBER

FOR

AGAINST

MEMBER

FOR

AGAINST

Mr Askew

APOLOGIES

Mrs James

APOLOGIES

 

Mr Atterwill

X

 

Mr Jermy

X

 

Mr Bambridge

X

 

Cllr Kiddell

APOLOGIES

 

Mr Birt

X

 

Mr Kiddle-Morris

X

 

Mr Borrett

APOLOGIES

 

Mr Kybird

X

 

Cllr Bowes

X

 

Mr I Martin

APOLOGIES

 

Miss Bushell

X

 

Mr K Martin

X

 

Mr Carter

APOLOGIES

 

Mrs Monument

X

 

Cllr M Chapman-Allen

APOLOGIES

 

Mr Morton

X

 

Mr Sam Chapman-Allen

X

 

Mr Nairn

APOLOGIES

 

Mr Claussen

X

 

Mr Nunn

X

 

Mr Colman

APOLOGIES

 

Mr Oliver

X

 

Mr Cowen

APOLOGIES

 

Mr Robinson

X

 

Mrs Crane

X

 

Mr Sherwood

X

 

Mrs Dale

X

 

Mrs Suggitt

X

 

Mrs Dowling

APOLOGIES

 

Miss Taylor

X

 

Mr Duffield

APOLOGIES

 

Mr Terry

APOLOGIES

 

Mr Duigan

X

 

Mrs Turner

X

 

Mr Eagle

X

 

Mrs Webb

X

 

Mr Gilbert

X

 

Mr Wickerson

X

 

Mrs Grey

APOLOGIES

 

Mr Wilkinson

x

 

Mr Harvey

X

 

 

 

 

Mr Hewett

X

 

 

 

 

 

Following a unanimous vote in favour of the recommendations, it was:

 

RESOLVED that:

 

1)     up to £5,000,000 approved capital budget be released for the purchase of vehicles and equipment; and

 

2)       the budget implications as set out in Appendix B be noted, and any necessary adjustments be made to the Council budget, including those derived from the Cabinet decision at recommendation 3 contained within the Cabinet report.


Meeting: 06/12/2019 - Cabinet (Item 110)

110 Waste and Related Services Contract pdf icon PDF 101 KB

Report of Executive Member for Contracts & Assets, Councillor Paul Hewett.

Minutes:

Councillor Paul Hewett, the Executive Member for Contracts & Assets was pleased to present this significant contract to the Cabinet.  If Members were minded to approve the recommendations, the contract would generate excellent benefits for all Councils.

 

Rob Walker, the Executive Director for Place echoed the aforementioned comments. 

 

It was noted that, if approved, the second recommendation would be amended to include the Executive Member for Finance & Growth.

 

The Executive Director of Place thanked Riana Rudland, the Breckland Place Manager, Sarah Simpson, the Contract and Compliance Team Leader and the Officers involved at the two partner authorities for all their hard work.

 

The inter-authority agreement had been circulated to Members for information. After a short presentation it was

 

RESOLVED that under Section 100(A)(4) of the Local Government Act 1972 the press and public be excluded from the meeting for the following items of business on the grounds that they involve the disclosure of exempt information as defined in paragraphs 3 and 4 of Part 1 of Schedule 12A to the Act.

 

After the press and public had been excluded from the meeting, Members were provided with a detailed overview of the whole process and it was recommended that the contract be awarded to Bidder B, subject to formal contract and satisfactory conclusion of the statutory stand still period.

 

Reasons

 

1.               Bidder B offers the most economically and advantageous tender.

 

2.               Award of this contract will ensure the Council continues to meet its statutory duty.

 

3.               Award of this contract allows for compliance with the IAA.

 

4.               Breckland’s current contract expires in April 2021, and therefore procurement needs to be completed ahead of this date to allow for mobilisation.

 

5.               Award of this contract provides for delivery of all core waste and related services at the same or enhanced levels as currently provided.

 

6.               Award of this contract allows the 3 Authorities to benefit from efficiencies of scale working with other Councils.

 

7.               Details regarding the outcome of the assessment of the bids was set out in confidential Appendix A to the report to Cabinet.

 

Options

 

1.               Approve the recommendation to award the contract for the provision of waste and related services to Bidder B as the most economically advantageous bid, subject to formal contract and satisfactory conclusion of the statutory standstill time.

 

2.               Approve the recommendation to award the contract for the provision of waste and related services to Bidder B as the most economically advantageous bid and implement costed food waste option.

 

3.               Approve the recommendation to award the contract for the provision of waste and related services to Bidder B as the most economically advantageous bid and do not implement the costed food waste option.

 

4.         Do nothing – this option would result in a breach of the IAA.  Furthermore, it would result in BDC having to commence its own procurement for a new service provider, before the current contract expires.

 

RESOLVED that:

 

1)     the most economically advantageous tender for the contract for the provision of waste and related  ...  view the full minutes text for item 110


Meeting: 06/12/2019 - Overview and Scrutiny Commission (Item 94)

94 Waste and Related Services Contract pdf icon PDF 101 KB

Report of Executive Member for Contracts & Assets, Councillor Paul Hewett.

 

Minutes:

The Executive Member for Contracts & Assets, Councillor Paul Hewett explained Breckland had a good Contract with Serco but now asking the Commission to approve what he believed was a better cross authority contract where three authorities would work together.

 

The Executive Director Place, was then introduced to present the report who thanked Officers for their commitment to the project and hard work over the last 2 years, particularly the Place Manager Riana Rudland and the Contract and Compliance Team Leader, Sarah Simpson, along with the Officers involved at the two partner authorities.

 

Members were provided with a detailed overview of the whole process. The process began in September 2017 when Breckland agreed to procure a waste and related services contract jointly with North Norfolk District Council and The Borough of Kings Lynn and West Norfolk. An inter authority agreement was signed by the three councils in January 2019 committing the Councils to the procurement process.

 

Two strong bidders came forward who were well recognised for providing robust work in this field and after three rounds of negotiations final tenders were received on 15 November 2019. Evaluation of the bids had been completed and it was recommended that Bidder B be awarded the contract.

 

RESOLVED to recommend to Cabinet that:

 

1)    the most economically advantageous tender for the contract for the provision of waste and related services submitted by Bidder B is accepted, subject to formal contract and satisfactory conclusion of the statutory standstill time and that the Director of Place is authorised to complete and enter into the Contract;

 

2)    delegated authority be granted to the Director of Place in consultation with Executive Member for Contracts & Assets and the Executive Member for Finance & Growth, to determine when and whether to implement provisional items (clinical waste collection and garden waste for disposal);

 

3)    implementation of a food waste collection is not approved from the service commencement date, but the option to implement this in the future following periodic reviews be retained; and

 

4)    the recruitment of a 2 year fixed term Trade Waste Officer funded from income derived from the delivery of the commercial waste service be supported.

 

Recommend to FULL COUNCIL that:

 

5)    up to £5,000,000 approved capital budget be released for the purchase of vehicles and equipment; and

 

6)    the Council notes the budget implications as set out in Appendix B of the report, and the necessary adjustments be made to the Council budget, including those derived from the Cabinet decision at recommendation 3 above.