Called-in by Councillors Cox and Davidson

The Committee considered Minute 5 of the meeting of the Cabinet held on 14 June 2022, which had been called-in for scrutiny, together with a report of the Executive Director (Neighbourhoods and Environment) setting out the outcome of the early market engagement exercise in accordance with the Council decision of 24 March 2022 and highlighting the key points of feedback.  The report also proposed the approach that should be set so that the formal procurement exercise could commence.

In response to questions raised by members of the Committee, the Cabinet Member for Asset Management and Inward Investment undertook to provide details of the tender specification for the new Recycling, Waste and Cleansing Contract to all members of the Committee, at such time as this had been finalised.

Resolved:

1.          That the matter be referred back to the Cabinet for reconsideration as the Committee was concerned that the proposed approach to the formal procurement exercise for the new Recycling, Waste and Cleansing Contract appeared to be focussed on the adoption of arrangements for alternate weekly recycling and waste collections.

Note: This is an Executive function

Cabinet Member: Councillor P Collins

Report of Executive Director (Neighbourhoods and Environment)

The Cabinet considered a report of the Executive Director (Neighbourhoods and Environment) setting out the outcome of the early market engagement exercise in accordance with the Council decision of 24^th March 2022 and highlighted the key points of feedback.  The report also proposed the approach that should be set so that the formal procurement exercise can commence.

Resolved:

1. That the views of the market, be noted.

2. That the competitive dialogue process to be used for instructing bidders to submit two priced (outline) proposals at the end of Stage 1 of the process, be approved.  One option being a mandated full weekly collection service and the second being an option proposed by the bidder that they might feel better achieves the Council’s stated aims and objectives, specifically:

·       Recognise the declaration by the Council of a Climate Emergency in 2019 and the need to significantly reduce residual waste.

·       Comply with the Environment Act 2021 and its promulgated requirements for recycling (likely to be 65% by 2035) and other environmental matters and adaptability to further changes in legislation.

·       Satisfy the financial imperatives for the Council to ensure value for money principles are adhered to.

·       Follow the principles of the Waste Hierarchy.

·       Maximise the use of zero or low emission plant and fleet in the operation of the services.

·       Provide the best customer and digital experience for residents.

·       Consider the inclusion of a Commercial waste offering.

2. That a further report to the Cabinet comes forward at the appropriate time to select the service parameters (based on the results of the stage 1 submissions) for the second and final stage of the procurement process, resulting in each bidder being required to submit only one detailed, priced bid for final evaluation/award.

Reasons for decision:

As the market has stated it would be prepared to submit two priced outline proposals at the end of stage 1, this approach is proposed, rather than trying to agree the final model now without the associated costings.

Other options:

None.

Note: This is an Executive Function

Eligible for call-in to: Place Scrutiny Committee

Cabinet Member: Cllr Collins

The Cabinet considered a report of the Executive Director (Neighbourhoods and Environment) setting out the outcome of the early market engagement exercise in accordance with the Council decision of 24^th March 2022 and highlighted the key points of feedback.  The report also proposed the approach that should be set so that the formal procurement exercise can commence.

Resolved:

1. That the views of the market, be noted.

2. That the competitive dialogue process to be used for instructing bidders to submit two priced (outline) proposals at the end of Stage 1 of the process, be approved.  One option being a mandated full weekly collection service and the second being an option proposed by the bidder that they might feel better achieves the Council’s stated aims and objectives, specifically:

·       Recognise the declaration by the Council of a Climate Emergency in 2019 and the need to significantly reduce residual waste.

·       Comply with the Environment Act 2021 and its promulgated requirements for recycling (likely to be 65% by 2035) and other environmental matters and adaptability to further changes in legislation.

·       Satisfy the financial imperatives for the Council to ensure value for money principles are adhered to.

·       Follow the principles of the Waste Hierarchy.

·       Maximise the use of zero or low emission plant and fleet in the operation of the services.

·       Provide the best customer and digital experience for residents.

·       Consider the inclusion of a Commercial waste offering.

2. That a further report to the Cabinet comes forward at the appropriate time to select the service parameters (based on the results of the stage 1 submissions) for the second and final stage of the procurement process, resulting in each bidder being required to submit only one detailed, priced bid for final evaluation/award.

Reasons for decision:

As the market has stated it would be prepared to submit two priced outline proposals at the end of stage 1, this approach is proposed, rather than trying to agree the final model now without the associated costings.

Other options:

None.

Note: This is an Executive Function

Called-in to: Place Scrutiny Committee

Cabinet Member: Cllr Collins