Agenda item

JOINT REPORT OF THE HEAD OF LEISURE & ENVIRONMENTAL SERVICES AND HEAD OF FINANCE, PEFORMANCE & ASSET MANAGEMENT

To consider the appointment of a contractor for the Shared Service Waste and Street Cleansing Contract.

RESOLVED:

(1) That, on condition that East Hertfordshire District Council also accepts, the MEAT for Lot 1 be accepted;

(2) That, providing the condition in (1) above is satisfied, the Chief Executive, in consultation with the Executive Member for Waste, Recycling and the Environment, be authorised to accept the MEAT for Lot 2;

(3) That the Head of Leisure and Environmental Services be authorised to issue notification of intention to award contracts to the bidders that submitted the MEAT for Lot 1 and Lot 2 respectively;

(4) That, upon conclusion of the stand still periods, the Head of Leisure and Environmental Services be authorised to award contracts to the bidders that submitted the MEAT for Lot 1 and Lot 2 respectively;

(5) That it be put on record that, Cabinet sincerely thanks all Officers involved in this project, from both authorities, for their efforts in bringing this joint contract about.

REASON FOR DECISION: To achieve efficiency savings in respect of the Waste and Street Cleansing contract without a reduction in the quality of service.

Simultaneous Meeting

The Executive Member for Waste, Recycling and the Environment introduced the report of the Head ofLeisure and Environmental Services and the Head of Finance, Performance and Asset Management entitled Shared Service Waste and Street Cleansing – Appointment of Contractors and the associated Appendix 1 – Evaluation Methodology.

The Executive Members for Waste, Recycling and the Environment thanked officers from both Councils for their hard work in getting to the point where these reports could be considered.

The Head of Leisure and Environmental Services, together with other officers from both NHDC and EHDC gave a comprehensive PowerPoint presentation regarding the report entitled Shared Service Waste and Street Cleansing – Appointment of Contractors.

Members were advised of the background that led to the decision for North Hertfordshire District Council to consider a shared waste service with East Herts District Council.

Officers outlined the main issues contained in the report as follows:

· There had been detailed and comprehensive evaluation of the bids;

· The main driver in considering the waste service contract was financial’

· The main depot for contractors would be Buntingford and this would also be the location of the new shared client team;

· Paragraph 8.2 showed the quality and price scores for Lot 1, which demonstrated that bidder B achieved the highest score;

· If Members were minded to support the recommendations, the aim was to let the contract for Lot 1 in mid November 2017.

In response to questions from Members, the Head of Leisure and Environmental Services advised that once the contract had been mobilised, vehicles purchased and staff employed, any changes would reduce the financial benefits and that bids had been assessed against quality method statements and bidders had to score 3 out of 5. Therefore all of the bidders met a required level of quality.

The Service Manager – Waste and Recycling informed Members that there was a risk of the Council incurring costs if the contract was not mobilised in a timely manner.

NHDC Only Cabinet Meeting

It was proposed and seconded that officers involved in this project, from both authorities, be sincerely thanked for their efforts in bringing this joint contract about.