Purpose

The majority of DCC sites are served by PHS with essential washroom goods, chiefly the disposal of sanitary waste and provision of washing items and equipment. PHS also acquired Citron Hygiene in 2025, and this waiver now includes the budget required to continue these essential washroom services. Whilst a new tender for procurement exercise is well underway FM need to fund the current incumbent service for this financial year for H&S and business continuity across all service arms.              
 

Decision

That the Cabinet Member approved the expenditure of £0.257m (exclusive of VAT) to enable the award (subject to prior approval of a Procurement Waiver) of a 12-month contract to Personnel Hygiene Solutions Ltd (t/a PHS) for the provision of washroom services for 1 April 2026 to 31 March 2027.

Reasons for the decision

1)    To ensure continuity of critical washroom services, maintain safe and hygienic premises, and mitigate operational, health and safety and reputational risks to the Council. 

2)    Expenditure requires speedy approval to cover both services already rendered for this financial year and to cover costs up until 31 March 2027.

3)    Approval of the existing services with PHS is the only possible way to ensure continued service without interruption to existing and essential provisions.

Alternative options considered

1)    Option 1: Do nothing – The Council would be unable to pay for its current invoices, leading to the Council being placed on stop and halting current services. This option was rejected as the Council would be unable to maintain essential washroom services, creating health and safety risks and potential closure of sites. It would be damaging to the reputation of the Council if it were allowed to interrupt any sanitary and/or hygiene service delivery.  It would be negligent and place both colleagues and members of the public county wide in significant danger due to the risks associated with non-servicing of essential washroom items, equipment and consumables.

2)    Option 2: Award to an alternative supplier – While alternative suppliers are available, this would not stop the immediate risk of discontinuation and significant interruption to washroom services. This option was rejected because of the complexity, scale and fragmented nature of existing service arrangements, the replacement of installed equipment and the ongoing procurement exercise.