Meeting documents

To consider the report

DECISION

The Board RESOLVED, having considered the report and received a presentation, to note the progress made in procuring a new collection contract, the reason for the change in date of the March Board meeting, and the proposed contingency plan should there be any further delay to the procurement programme.

ALTERNATIVE OPTIONS CONSIDERED

As set out in the officer report.

REASON FOR DECISION

As set out in the officer report.

The Chair invited Bruce Carpenter, Head of Operations of the Somerset Waste Partnership to introduce the report. The Board also had the benefit of a presentation to supplement the report that provided an overview and update on the main developments that had occurred since the last meeting.

The Board noted the progress made in developing the procurement strategy for a new collection contract – informed by soft market engagement and input from our commercial and technical, legal and procurement advisors.

Mr Carpenter highlighted the background to the proposals and the previous reports and briefings to the Board. The presentation included the procurement timetable and is was envisaged that the decision would be made at the end of March. The specification required that ‘Recycle More’ must be rolled out in 5 phases within 2 years of commencement, including a bedding in period of 3 months and allowing for a period of learning and reflection in March and April 2021.

In response to a question it was stated that additional legal support had assisted the works contract element and all other elements of the contract had been finalised. Dialogue with bidders had closed and final tender documents had been issued and the evaluation of the contract had a robust financial model which considered all elements (capital and revenue, current service and Recycle More).

The Board noted that preparatory work had also been undertaken to consider the type of vehicles for successful service commencement and this would require increased engagement with suppliers. Members also heard that a key area also required work required at the various Depots and an update was provided on all the partner sites and private sites in Somerset.

The Chair moved the recommendations.

The Board RESOLVED to note the progress made in procuring a new collection contract, the reason for the change in date of the March Board meeting, and the proposed contingency plan should there be any further delay to the procurement programme.

ALTERNATIVE OPTIONS CONSIDERED: As set out in the officer report.

REASON FOR DECISION: As set out in the officer report and as discussed at the meeting.