Meeting documents

SBDC Cabinet
Wednesday, 27th June, 2018 6.00 pm

Decision Maker: Cabinet

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: No

Decisions:

The Cabinet received a report on the options for procuring the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa.

 

The report had been considered by the Chiltern, South Bucks & Wycombe Joint Waste Collection Committee on 23 April 2018. The Joint Waste team currently managed two contracts and agreement was sought for a long-term strategy for a 3 way contract. A contract option review had been carried out by independent consultants and the results presented to Portfolio Holders in March 2018. It was noted that the current contract with Biffa would expire in October 2021 and could not be extended. Chiltern and Wycombe’s contract would end earlier in March 2020, although there was a possibility of extension. The benefits of a 3 way Inter District Authority Agreement (IDAA) included cost efficiencies, risk sharing (particularly regarding the sale of recyclables) and economies of scale that would make the contract more attractive to bidders.

 

The IDAA is the formal governance mechanism that covers 3 phases; the pre contract phase, the active procurement phase and post contract operational commencement. This would set out the way costs would be apportioned and mutual indemnity.

 

RESOLVED that:

 

1.

 

(i)

 

 

Chiltern and Wycombe should negotiate a contract extension with Serco until the end of October 2021 to align the termination date with the South Bucks/Biffa contract, provided that such extension is compliant with the Public Contract Regulations 2015, and the three Councils should commence the procurement of a single joint three-way contract to commence in November 2021. However, if the said negotiations are unsuccessful, to commence the procurement of a single joint three-way contract with a staggered commencement of March 2020 in Chiltern and Wycombe and November 2021 in South Bucks.

(ii)

authority be delegated to the Head of Environment, in consultation with the Head of Legal and Democratic Services, Head of Finance and the relevant Portfolio Holder, to take the steps necessary to progress the option selected under Recommendation (i) above.

(iii)

authority be delegated to the Head of Environment in consultation with the Portfolio Holder to finalise the specification of the services to be delivered.

(iv)

authority be delegated to the Head of Environment in consultation with the Head of Legal and Democratic Services and the relevant Portfolio Holder to determine the procurement method under the Public Contract Regulations 2015.

RECOMMENDED to Council

(v)

that an initial budget of up to £300,000 be approved to fund the resources referred to in 2 (i) below, to be funded by the three Authorities in proportion to the number of households in each district (SBDC - 20.46%; CDC - 28.12%; WDC - 51.42%), with the release of funds to be delegated to the Head of Environment and Head of Finance in consultation with the relevant Portfolio Holder.

 

 

2.

the decision of the Chiltern, South Bucks & Wycombe Joint Waste Collection Committee be noted and that:

 

(i)

authority be delegated to the Head of Environment to procure sufficient professional and technical resources to enter into initial discussions and to prepare for and support the procurement project/s.

     

 

Publication date: 27/06/2018

Date of decision: 27/06/2018

Decided at meeting: 27/06/2018 - Cabinet

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