Purpose

There is an urgent requirement to supply and deliver eleven security huts to the Council's HWRCs to support the implementation of the new HWRC Booking System, which is scheduled to go live in November 2026. The introduction of the booking system was approved by the Executive in July 2026, with a challenging implementation timetable requiring all associated infrastructure to be in place prior to launch.

The security huts are a key operational requirement and will be used as customer meet-and-greet stations, enabling site staff to manage arrivals and support the effective operation of the booking system. Due to the short timescales between approval and implementation, it is necessary to procure the huts through the exception process to ensure delivery and installation can be completed ahead of the November 2026 go-live date.
Waste Services considers that there is insufficient time to undertake a full competitive procurement exercise without creating a significant risk to the project timetable and the successful implementation of the booking system. The use of the exception process will ensure continuity of the programme and enable the Council to meet its planned implementation date.

The risk is also mitigated due to the low value of the exception.
The risk to the authority in terms of an exception to the CPPRs on this occasion is low.

Decision

To delegate authority to the Head of Waste to award a Contract to Portable Units Ltd with a value of £25,500 (excluding VAT) for the supply and delivery of eleven security huts to the Council’s HWRCs to enable the HWRC Booking System to commence on 1st November 2026.

Alternative options considered

The following alternative options were considered and rejected:
1. Not Awarding the Contract
Should approval not be granted to award the contract to this supplier, there is a significant risk that the required security huts will not be delivered and installed within the necessary timeframe, which could delay the implementation of the HWRC Booking System and affect service delivery.