Purpose

To approve the procurement of a
new treatment and disposal contract for the Garden Waste collected
at kerbside as part of the subscription service and all Household
Waste Recycling Centres.
 
Rotherham Council offers Garden
Waste collections to residents who subscribe to the service. In
2023/24 the Council had over 43,500 subscribers who all had weekly
kerbside collections throughout the year. In addition, all four
Household Waste Recycling Centres accept garden waste and are
available for use by any Rotherham residents. The Council requires
treatment of this contract waste in line with the Waste
Hierarchy.
 
Rotherham Council Grounds
Maintenance teams also collect this type of waste from parks, and
as such will dispose of their waste through this
contract.
 
The current disposal contract
expires on 30th April 2025.
 
The value of this procurement
is greater than £400,000, the threshold for consideration of
requiring cabinet approval and will affect all wards in the
borough. However, as this is a current service and the budget is
already in place, it meets the exemption condition
below:
 
iii. expenditure for the
day-to-day provision of services that was in the contemplation of
the Council when the revenue budget was approved and is in the
opinion of the Strategic Director of Finance and Customer Services
inevitable.
 

Decision

 

ROTHERHAM METROPOLITAN BOROUGH COUNCIL

 

RECORD OF OFFICER EXECUTIVE DECISION

 

Date of Decision:

28/02/2025
 

Title:

Procurement of Treatment and
disposal of Organic Waste contract

Decision Maker:
(Including Job
Title)

Sam Barstow
Assistant Director Community
Safety and Street Scene
 

Details of Specific Cabinet
Delegation
or Delegation contained in the
relevant Sub-Scheme of Delegation.
 

As per the Regeneration and
Environment Directorate Sub Scheme of delegation Assistant
Directors are authorised to act in relation to matters within their
remit:
 
1.        In respect of
all financial matters: 
 
·       
Authorisation to spend within approved budgets
subject to the policies, Financial and Procurement Procedure Rules
of the Council.
 
3.        In respect of
procurement, contract         administration
and best value: 
 
·         
In accordance with Financial and Procurement
Procedure Rules, matters relating to the specification for works,
goods and services, the seeking of estimates, quotations and
tenders, the evaluation of the same and acceptance of tenders
relating to contracts for works, goods and services in accordance
with approved budgets or supplementary
estimates.  
 

Decision:

As detailed in the Procurement
Business Case on the 13 November 2024, the Council sought to
identify and appoint a Contractor who would be required to treat
and dispose of organic waste that is collected at kerbside and the
Household Waste Recycling Centres (HWRC) in Rotherham.
 
Rotherham Council offers Garden
Waste collections to residents who subscribe to the service. In
2023/24 the Council had over 43,500 subscribers who all had weekly
kerbside collections throughout the year. In addition, all four
Household Waste Recycling Centres accept garden waste and are
available for use by any Rotherham residents. The Council requires
treatment of this contract waste in line with the Waste
Hierarchy.
 
Rotherham Council Grounds
Maintenance teams also collect this type of waste from parks, and
as such will dispose of their waste through this
contract
 
After thorough tender exercise,
evaluation and examination of the tender evaluation report, my
decision is to award the contract to KCM Waste
Management.
 

Reasons for the
Decision:

KCM Waste Management provided
the winning bid after consistently scoring well across quality,
pricing and Social Value evaluations.
 
The winning bid also delivers a
significant saving against the original estimate of £847,360
over the 8-year term.
 

Details of alternative
options considered and rejected:

Six suppliers submitted bids
for this contract and each bidder was subject to a full evaluation
and subsequent evaluation panel. Two bidders were eliminated at
varying stages throughout the selection process, though their bids
still fully evaluated.
 
KCM Waste Management were the
eventual winners from this through process. Details can be found in
the attached Tender evaluation report 24-075 Treatment &
Disposal of Organic Waste.
 

Conflicts of interest
declared by any Cabinet Member consulted by the decision maker
which relates to the decision:

N/A

Dispensations
Granted:
(If any)

N/A

Reports or parts of
reports considered

Tender Evaluation Report
– 24-075 Treatment & Disposal of Organic Waste

 
I
certify that this is a true record of the executive decision to
identify and appoint a Contractor who would be
required to treat and dispose of organic waste that is collected at
kerbside and the Household Waste Recycling Centres (HWRC) in
Rotherham.
 
 
 
Signed by the Decision Maker  
Dated:
28th February, 2025
 
Name:
Sam Barstow                            
Job
Title: Assistant Director, Community
Safety & Street Scene