Democracy in Crawley

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Decision details

Procurement of wheeled bins

Decision Maker: Head of Major Projects and Commercial Services

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No

Purpose:

Prior to the expiry of the Council's existing contract, a new procurement exercise for the supply of wheeled bins, has recently been undertaken using the Eastern Shires Purchasing Organisations (ESPO) framework agreement for Refuse and Recycling Products.

Decision:

Procurement Outcome:

•Three tenders were received with the evaluation divided 60% price and 40% quality.

•The price evaluation awarded maximum marks (60) to the lowest price tender and a reduced score to the higher priced tenders according to their degree of variance from the lowest tender price.

•The quality evaluation sought evidence of the following key elements:

- Product quality, safety standards, durability and limiting of water ingress

- Product manufacturing, delivery process and delivery timescales from order

- Delivery and off-loading process including process for resolution of issues in the event of defective bins being supplied.

- Confirmation of 5 year warranty (pass / fail assessment)

- Confirmation of ability to meet initial order requirement (pass / fail assessment)

•The tenders were assessed independently by officers within the Waste and Recycling Team and then moderated to produce a single weighted evaluation score. The single weighted evaluation score was then reviewed by the Partnership Services Manager with input from the Procurement Team to ensure a further quality control check.

•This process has identified Bidder A as the successful bidder.

• The value of the contract being between £250k and £500k over the three year contract period, the Head of Major Projects and Commercial Services, in consultation with the Deputy CEO and Portfolio Holder has confirmed the award of contract to Bidder A.

Alternative options considered:

Procurement Process and Specification:

•The ESPO Refuse and Recycling Products framework agreement was used to carry out a mini competition with evaluation of the tender based on 60% price and 40% quality.

•The tender provided an estimated annual requirement of 4,000 240 litre bins and 400 spare parts but does not commit the Council to the purchase of any specific quantity of either. The requirement for these comes from new builds, new garden waste customers and replacement broken and missing bins.


•The Contract term will be slightly less than 3 years, expiring on 31st January 2024. This is in order to tie in with the expiry of the Council’s waste collection services contract, as any changes to this service provision may result in different requirements for the supply of wheeled bins.




Publication date: 11/05/2021

Date of decision: 30/04/2021