Report of Executive Director (Neighbourhoods and Environment) attached

The Cabinet considered a report of the Executive Director (Neighbourhoods and Environment) presenting two options for securing the future service provision of the Recycling, Waste and Cleansing Contract, with the express aim of supporting the Council’s declared Climate Emergency, the Southend 2050 Ambition and meeting the changing requirements of environmental legislation and the growing environmental demands of the Borough’s residents.

Resolved:

1. That a Recycling, Waste and Cleansing Contract be procured for up to 20 years (Option B).

2. That the aims and parameters of any new Contract be to:

·            Recognise the Climate Emergency declared by the Council in 2019 and support the move to carbon neutrality by 2030;

·            Comply with the Environment Act 2021 and the need to improve recycling rates to achieve the anticipated Government requirement of 65% by 2035;

·            Follow the principles of the Waste Hierarchy and aim to reduce waste to landfill;

·            Maximise the use of sustainable fuels in the operation of the services;

·            Provide the best customer and digital experience for residents;

·            Consider whether the waste disposal contract should be included as part of the same procurement process;

·            Consider the inclusion of a commercial waste offering; and

·            Recognise the popularity with residents of the current scheme, and explore the viability of maintaining it, or something similar via market engagement.

3. That an indicative annual budget envelope for the Contract be established and forms part of the invitation to tender.

4. That authority be delegated to the Executive Director (Neighbourhoods and Environment) and Executive Director (Finance & Resources), in consultation with the Cabinet Member for Environment, Culture, Tourism and Planning, to negotiate a short term extension to the Veolia Contract from October 2023 if required to enable the Council to maintain a waste collection service until the procurement process for a new Contract has concluded and that this is contained within the financial sums identified in the submitted report.

5. That the outcome of the tender process and its associated financial implications be reported to a future Cabinet meeting with a recommendation as to the award of the Contract. 

6. That up to £1.5m be allocated from the Waste Reserve to support the one-off costs of the procurement.

7. That it be noted that any additional financial costs for the extension of the current Waste Contract from October 2023 would be reflected in the budget setting for 2023/24.

8. To note that the current levels of recycling are significantly below the future targets set by the Government, and the significant environmental and economic benefits that reducing residual waste, and increasing recycling will bring to the Borough.  Action is therefore required to secure a future service provision that is capable of meeting the Council’s own targets and obligations.

9. That authority be delegated to the Executive Director (Neighbourhoods and Environment), the Executive Director (Finance and Resources) and the Executive Director (Legal and Democratic Services), in consultation with the Cabinet Member for Environment, Culture, Tourism and Planning to:

a) Procure a public relations company at a one-off cost of up to £250,000 to run a dedicated engagement, information and education programme to support the aims of Option B to be funded by the Waste Reserve; and

b) Employ a Contract Manager at a cost of £75,000 per annum to support the management and effective performance of the Contract by the Contractor to be funded by the Waste Reserve in 2022/23 and for consideration as part of the budget setting for 2023/24.

Subject to decisions taken under these delegated powers being reported to Cabinet.

10. That cross party Member oversight of the procurement process be provided through the Environment, Culture, Tourism and Planning Working Party.

Reasons for Decision:

1.  To evidence that best value has been achieved by undertaking a thorough and transparent market exercise;

2.  To explore collection models and innovative solutions for Southend not currently offered under Option A, which could better meet the needs of residents;

3.  To enable a joint procurement option to be considered for the waste collection and disposal Contract which is due to be procured within a similar timescale;

4.  To enable greater engagement with members and the residents and provide greater transparency in securing a future service which touches and concerns every household in the Borough;

5. To explore solutions that could limit the commercial risk to the Council.

Other Options:

Four different delivery solutions (Options A to D) have been considered on how best to achieve the objectives that this new service will need to deliver upon.  Two are considered viable options (A and B) and two are not (C and D).

Note: This is an Executive Function

Referred direct to Special Place Scrutiny Committee

Cabinet Member: Cllr Mulroney