Agenda item

REPORT OF THE SHARED SERVICE MANAGER – WASTE MANAGEMENT

Officers have completed a competitive dialogue procurement and are seeking a decision from Cabinet on the award of the contract to the preferred bidder.

RESOLVED:That Cabinet:

(1)   Agreed to award the waste, recycling and street cleansing contract to the preferred bidder, as identified in Part 2 of this report contingent upon the imminent completion of the Letchworth depots lease assignment from the incumbent provider to the Council.

(2)   Agreed to the delegation of powers to the Director of Resources and the Director of Place in consultation with the Executive Members for Finance and IT and Recycling and Waste Management to determine whether the Council Capital funds vehicles.

(3)   Agreed to approve the formation of a joint mobilisation project board to include the Executive Members responsible for digital transformation as well as the Executive Member covering waste, recycling and street cleansing services for both EHC and North Herts to monitor the progress of the mobilisation of the waste, recycling and street cleansing contract.

(4)   Had due regard for the draft statutory guidance in Appendix 6 and taking into account the matters set out in this Part 2 report and any Part 2 clarifications, reconfirms the decision on the 3-weekly collection frequency of residual waste collections made by Cabinet as per 7.5 and outlined that the clear reasons for the decision were that:

·       Options for fortnightly collections were considered, but the proposed service design provided better opportunities for increasing recycling participation.

·       To redesign the provision of services at this late stage would be a significant waste of resources.

·       Households with ‘smelly waste’ would be allowed the opportunity for more frequent collections.

·       The service design offered financial savings and provided best value for money.

REASONS FOR DECISIONS:

(1)   An extensive procurement exercise has been undertaken for waste, recycling and street cleansing services.

(2)   The procurement including specification development has been supported by external consultants Eunomia and legal advisors from Sharpe Pritchard.

(3)   In respect of the decision relating to 3-weekly collection frequency of residual waste, Cabinet had considered the matters and legal advice provided in the Part 2 element of the meeting and had regard to that. Cabinet concluded that there were clear reasons to depart from the draft Statutory guidance that included the matters detailed in the Part 2 and then Part 1 reports. Paragraph 8.32 of the Part 1 report succinctly summarised those public matters that were relevant to the decision. Specifically, Cabinet determined that having declared a climate and an ecological emergency, there were environmental benefits of the proposed service and significant financial benefits to the Council that justified the departure.

Audio recording – 1 hour, 25 minutes 26 seconds

The Chair invited Councillor Matt Barnes, as Chair of the Overview and Scrutiny Committee, to present the referral on this item. Councillor Barnes advised that the committee were:

·       Satisfied that a robust process was followed in the selection of the bidder.

·       Happy to delegate the power to the relevant directors on the purchase of vehicles due to the urgency to make a decision once the award was granted.

·       Aware of the high level of risk regarding the procurement of vehicles as detailed in Appendix 5.

·       Happy to recommend that Council move forward with this contract, having had regard for legal advice, as there would be more of a financial risk with delay.

The Executive Member for Recycling and Waste Management presented the report entitled ‘Waste Recycling and Street Cleansing Contract Award – Part 1’ and advised:

·       North Herts Council was the lead authority working in partnership with East Herts Council for this contract.

·       This contract would deliver services which were financially and environmentally sustainable.

·       This report was seeking a decision to award the contract to the preferred bidder on behalf of both Councils.

·       A joint mobilisation project board was proposed to oversee the new contract.

·       Due diligence to any guidance in the Environment Act of 2018 had been followed.

·       An additional recommendation had been added to the report regarding the 3-weekly design of collection of waste.

The following Members asked questions:

·       Councillor Daniel Allen

·       Councillor Mick Debenham

·       Councillor Dave Winstanley

·       Councillor Ian Albert

In response to questions, the Service Manager Waste advised:

·       There was provision built into the contract to offer larger receptacles or fortnightly collections to households with ‘smelly waste’ if they met defined policy criteria.

·       There would be a reduction of waste going to landfill sites through extra recycling opportunities.

·       The report contained a draft communications plan which would be considered by the joint mobilisation project board and then developed.

The following Members took part in a debate:

·       Councillor Ian Albert

·       Councillor Val Bryant

·       Councillor Dave Winstanley

·       Councillor Daniel Allen

Points raised in a debate included:

·       The need to be mindful of how consider how circumstances for collection of waste could differ between North Herts and East Herts Council.

·       The removal of soft plastics from the residual bin reduced the need for fortnightly waste collections.

·       The 3-weekly service design was ready and would increase recycling opportunities.

·       To be aware that the Council had declared a climate and ecological emergency and this contract was a positive way forward to address this and would be a huge benefit to residents.

·       The service design offered financial savings and provided the best value for money.

Councillor Amy Allen proposed and Councillor Val Bryant seconded and, following a vote, it was:

RESOLVED:That Cabinet:

(1)   Agreed to award the waste, recycling and street cleansing contract to the preferred bidder, as identified in Part 2 of this report contingent upon the imminent completion of the Letchworth depots lease assignment from the incumbent provider to the Council.

(2)   Agreed to the delegation of powers to the Director of Resources and the Director of Place in consultation with the Executive Members for Finance and IT and Recycling and Waste Management to determine whether the Council Capital funds vehicles.

(3)   Agreed to approve the formation of a joint mobilisation project board to include the Executive Members responsible for digital transformation as well as the Executive Member covering waste, recycling and street cleansing services for both EHC and North Herts to monitor the progress of the mobilisation of the waste, recycling and street cleansing contract.

(4)   Had due regard for the draft statutory guidance in Appendix 6 and taking into account the matters set out in this Part 2 report and any Part 2 clarifications, reconfirms the decision on the 3-weekly collection frequency of residual waste collections made by Cabinet as per 7.5 and outlined that the clear reasons for the decision were that:

·       Options for fortnightly collections were considered, but the proposed service design provided better opportunities for increasing recycling participation.

·       To redesign the provision of services at this late stage would be a significant waste of resources.

·       Households with ‘smelly waste’ meeting defined policy criteria would be allowed the opportunity for more frequent collections.

·       The service design offered financial savings and provided best value for money.

REASONS FOR DECISIONS:

(1)   An extensive procurement exercise has been undertaken for waste, recycling and street cleansing services.

(2)   The procurement including specification development has been supported by external consultants Eunomia and legal advisors from Sharpe Pritchard.

(3)   In respect of the decision relating to 3-weekly collection frequency of residual waste, Cabinet had considered the matters and legal advice provided in the Part 2 element of the meeting and had regard to that. Cabinet concluded that there were clear reasons to depart from the draft Statutory guidance that included the matters detailed in the Part 2 and then Part 1 reports. Paragraph 8.32 of the Part 1 report succinctly summarised those public matters that were relevant to the decision. Specifically, Cabinet determined that having declared a climate and an ecological emergency, there were environmental benefits of the proposed service and significant financial benefits to the Council that justified the departure.