Decision

A contract is awarded to Weightron Bilanciai Ltd to supply and install all the necessary hardware, software upgrades and associated items for Digital Waste Tracking Integration of the existing weighbridge in readiness for digital waste tracking to include:

Driver terminals x 4, connection & install £53,415.99; APNR x1 £1,809.90; DWT Install (28hrs configuration, training & update) £7,346.54; Annual subscription/support up to 10,000 WTN/yr
£3,726.00

Total cost of £66,298.43 plus VAT.

Reasons for the decision

The Environment Agency and Defra are introducing Digital Waste Tracking (DWT) requirements, with implementation expected by October 2026. The legislation will require waste movements at the Swindon Road depot to be digitally recorded and reported, placing additional functionality and compliance requirements on site weighbridge systems. In common with many other waste operators, our current weighbridge infrastructure does not have the necessary hardware, software, or integration capabilities required to meet these forthcoming legislative obligations.

The incumbent weighbridge provider has confirmed that they can supply and install the required software upgrades and associated equipment to enable the existing weighbridge to comply with Digital Waste Tracking requirements. As the original equipment manufacturer and system provider, they have full knowledge of the existing installation, software architecture, and operational requirements, allowing them to deliver a compliant solution with minimal disruption to site operations.
Engaging an alternative supplier would not represent value for money.

The existing weighbridge is proprietary to the current provider and any third-party supplier would incur additional costs associated with understanding, integrating with, or potentially replacing elements of the existing system. This could result in increased implementation costs, longer lead times, increased technical risk, potential compatibility issues, and disruption to business operations.

Furthermore, replacing all or part of the current weighbridge infrastructure solely to facilitate a change of supplier would be disproportionate and would not deliver any additional operational or commercial benefit. Retaining the existing provider allows the site to leverage the current investment in infrastructure while achieving compliance with statutory requirements in the most cost-effective manner.

A waiver has been approved to seek one quote for the provision of the necessary weighbridge upgrade as set out above. Weightron Bilanciai Ltd has been selected because for the reasons set out above. This decision notices provides the relevant authority to enter into the relevant contract with Weightron Bilanciai Ltd.

Alternative options considered

This is an upgrade to existing equipment and the associated software. The upgrade can only be performed by the manufacturer. Using a different supplier would mean more initial setup costs on top of necessary upgrades and a longer time delay. No other suppliers would have been able to submit a compliant tender had a competitive tendering process taken place therefore a waiver has been approved.