Purpose

To award a maintenance and repair contract in
respect of Closed Landfill sites following a tendering process.

Decision

 

ROTHERHAM METROPOLITAN BOROUGH COUNCIL

 

RECORD OF OFFICER EXECUTIVE DECISION
 

Date of Decision:

28/08/25

Title:

Award of Closed Landfill Maintenance
Contract
 

Decision Maker:
(Including Job Title)

Sam Barstow Assistant Director Community
Safety and Street Scene
 
 

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

Contained within delegations described in the
Council’s Constitution, Sub-Scheme of Delegation –
Strategic Director regeneration and Environment.
 
At Section 4C of Appendix 9: Responsibility
for Functions, of the Constitution (Appendix 9 - Responsibility for
Functions.pdf (rotherham.gov.uk), of the Constitution it
states:
 
1 This officer delegation scheme sets out the
executive functions delegated to officers by the Leader under
his/her Executive Arrangements (The executive functions delegated
by the Leader should be construed in a broad and inclusive fashion
to include the doing of anything which is calculated to facilitate
or is conducive or incidental to the discharge of those functions.
They should not however be understood to include any Council
function).
 
8. Delegations set out in this scheme will be
read in conjunction with all provisions of the Council’s
Constitution, and decisions taken by officers in accordance with
this scheme will be taken in accordance with all relevant rules and
protocols.
 
Appendix 9 continues, at Section 4C6,
stating:
 
The Strategic Director of Regeneration and
Environment is authorised to discharge executive functions
for:-
 
1. Community Safety and Street Scene
(a) Community Safety, Resilience and Emergency
Planning
(b) Highways and Network Management
(c) Regulation and Enforcement
(d) Waste and Street Scene
 
The Constitution continues at item 16 Sub
Scheme of Delegation Strategic Director of Regeneration of
Environment (Sub Scheme of Delegation - Strategic Director of
Regeneration and Environment.pdf (rotherham.gov.uk) at p 1, to
state:
 
The Strategic Director has chosen to
sub-delegate some or all of those functions to officers of suitable
experience and seniority in his/her own directorate or in another
directorate.
 
At pp 3 – 8 the delegations to the
Assistant Director Community Safety and Street Scene are defined
further and include:
 
Any function not otherwise reserved to the
full Council, the Cabinet, a committee of the Cabinet, a member of
the Cabinet, a joint committee discharging executive functions or
another local authority, relevant to the Assistant Director’s
portfolio
 
Specific delegations are laid out in the
Council’s Constitution at item 16 Sub-Scheme of Delegation
Strategic Director of regeneration and Environment (Sub Scheme of
Delegation - Strategic Director of Regeneration and Environment.pdf
(rotherham.gov.uk)) pp51 – 61 in respect of the Food Safety
Act 1990 and related statutory instruments, amongst others, in that
the delegation of powers in relation to the issuance of statutory
documents is:
 
Via written Authorisation to approve on behalf
of Assistant Director of Community Safety and Street Scene and the
Assistant Director – Planning, Regeneration and Transport, to
the Head of Community Safety and Regulatory Services and Service
Manager, Community Safety and Regulatory Services Head of Transport
Infrastructure, Head of Highways.
 

Decision:

Following a full tender process in accordance
with the financial and procurement rules, a Contract for the
maintenance and repair of infrastructure on the Councils 6 closed
landfill sites will be awarded to the successful bidder
‘Waste Management Maintenance Ltd’ for an initial
period of two years, with an option to extend for a further two
years.
 

Reasons for the Decision:

The existing contract with the incumbent
supplier is nearing its expiry date.  A
new contract needs to be in place to ensure continuity of service
for the repair and maintenance of landfill
infrastructure.  Waste Management
Maintenance Limited were the only provider to submit a compliant
bid.
 

Details of alternative options considered and
rejected:

No alternative options are
available.  Due to the receipt of a
single bid, the essential nature of the service and the need to
ensure continuity of the service a contract needs to be awarded to
Waste Management Maintenance Ltd.

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

No conflicts of interest have been
declared.

Dispensations Granted:
(If any)

No dispensations were granted or required.

Conflicts of interest declared by the Decision
Maker if they sit as a Cabinet appointed representative to an
outside body which relates to the decision:

None

Dispensations Granted:
(If any)

None

Reports or parts of reports relevant to the
decision being taken:
 

Tender Evaluation Report – Yor Tender
Reference 68316, Initiative -24--071
 
Due to the receipt of a single bid, the
essential nature of the service and the need to ensure continuity
of the service a contract needs to be awarded to the bidder
‘Waste Management Maintenance Ltd’.
 
This contract is for the inspection, service,
maintenance, and repair of electrical and mechanical equipment
associated with landfill infrastructure, located on the Councils 6
closed landfill sites.
 
As part of the tender evaluation process, the
proposed supplier has met all the published quality and social
value criteria.  Due diligence has
successfully been undertaken.
 
The supplier is the incumbent supplier and
therefore any risks associated with the transition of services will
be minimal.
 

 
I certify that this
is a true record of the executive decision to:
award a maintenance
and repair contract to Waste Management Ltd, in respect of Closed
Landfill sites following a compliant tendering process.
 
 
I confirm that in
making this decision, due regard was given to the seven principles
of public life.
 
Signed by the
Decision Maker:

 
Dated:         
28th August, 2025
 
Name:         
Sam Barstow                   
Job
Title:     Assistant
Director, Community Safety & Street Scene