Decision Maker: Cabinet
Decision status: Recommendations Approved
Is Key decision?: Yes
Is subject to call in?: No
The Council’s existing contract with
Biffa for the collection of household waste and recycling is due to
expire at the end of January 2021.
The contract includes an option to extend this, by mutual agreement with Biffa, for a further period of up to three years.
Should the Council or its contractor not wish to take up this option then a re-procurement process would ideally need to be initiated in July 2019, in order to allow sufficient time for the contract procurement process, as well as the procurement of the necessary vehicle fleet within the mobilisation period.
Exempt Paragraph 3
Information relating to the financial or business affairs of any particular person
(including the authority holding that information)
The Leader of the Council presented report HPS/18 of the Head of Major Projects and Commercial Services which summarised the current Waste and Recycling Contract arrangements and recommended extending the existing contract for a 3 year period from 1 February 2021 to 31 January 2024. It was noted that the rationale for taking the decision now was to provide time to manage a procurement process in advance of 31 January 2021, should the Cabinet not be minded to confirm the contract extension. Another factor in support of extending the current contract was to allow for sufficient time for the national Resources and Waste Strategy recommendations to be released, in order for those proposals to be built in to the next contract.
Councillors Irvine, Mullins and P. Smith all spoke as part of the discussion on the report and the extension.
That the Cabinet approves
1) the extension of the existing Waste and Recycling Contract with Biffa Municipal Ltd (Biffa) for the period 1 February 2021 to 31 January 2024 in line with arrangements outlined in this report. This proposed extension will include:
(i) Continued utilisation of the existing fleet over the extension period.
(ii) an increased contract fee of £75,000 pa (indexed) to be built into the Council’s Budget Strategy for a three year period from 1 February 2021.
(iii) the Council accepting maintenance risk above the current costs associated with vehicle maintenance and hire over the contract extension period. It is estimated that this cost will be £30,000pa with this being funded from the ring fenced waste and recycling reserve.
(iv) provision of an additional maintenance bay at the Vehicle Workshop. Adaptation costs to be funded from the Council’s Planned Maintenance Budget.
(v) the allocation of £90,000 from the 2020/21 vehicle replacement fund for replacement vehicles to ensure the fleet is responsive to current requirements.
(vi) agrees in principle to consider round rebalancing, with the Council reserving the right to accept (or reject) the final proposal.
(vii) to retain the existing arrangements in relation to the collection of ‘side waste’ reconfirming the Council’s commitment to continue its work to discourage this waste, thereby increasing recycling, reducing rubbish and improving manual handling.
(viii) to retain the existing arrangements in relation to resident engagement, accepting that not all resident engagement will be undertaken at the time of collection.
2) delegates to the Head of Major Projects & Commercial Services in consultation with The Cabinet Member for Environmental Services and Sustainability the negotiation and agreement of the terms of the Contract extension.
Reasons for the Recommendations
This report summarises the current Waste and Recycling Contract arrangements and recommends extending the existing contract for a 3 year period from 1 February 2021 to 31 January 2024.
It is necessary to bring forward this decision now to provide time to manage a procurement process in advance of 31 January 2021, were Cabinet to be minded not to confirm the contract extension.
Report author: Graham Rowe
Publication date: 05/12/2019
Date of decision: 27/11/2019
Decided at meeting: 27/11/2019 - Cabinet