Purpose

To approve the award of the
contract to the winning supplier.

Decision

ROTHERHAM METROPOLITAN BOROUGH COUNCIL

 

RECORD OF OFFICER EXECUTIVE DECISION

 

Date of Decision:

4th July, 2023

Title:

22-191 Management of Rotherham’s
Household Waste Recycling Centres – Awarding of the Contract
decisions

Decision Maker:
(Including Job
Title)

Paul Woodcock, Strategic Director Regeneration
& Environment
 

Specific Delegation:
(If any)

 
The ‘Future Provision for Household Waste Recycling
Centres’ report was presented to Cabinet on the
23rd of January 2023.
 
The report, which was approved, provided authority to the
Strategic Director of Regeneration and Environment, in consultation
with the Cabinet Member for Transport and Environment (subject to
confirmation by the Strategic Director for Finance and Customer
Services) to agree the final delivery arrangements and subject to
Council approval through the budget process.
 
Cabinet Member for Transport
& Environment is supportive of the recommendation
(17th June, 2023)
 
Strategic Director, Finance
& Customer Services is supportive of the recommendation
(3rd July 2023)
 
The relevant budget approvals were granted in the setting of the
2023/24 budget.
 
A further Procurement Business Case -
22-191 Household Waste Recycling Centres
approved by Sam Barstow (Assistant Director; Community Safety &
Street Scene) and senior colleagues from HR, IT, Finance and
Communications on the 14 March 2023 mobilised the procurement
activity.
 
 

Brief Description of
Decision:

As detailed in the Procurement Business Case approved by Sam
Barstow (Assistant Director; Community Safety & Street Scene)
on the 14 March 2023, the Council has sought to identify a
Contractor to operate and manage the Household Waste Recycling
Centre site network.  The proposed
contractual term included an initial 5-year period with an optional
2-year extension.  The first 3 years of
the Contract will be a fully outsourced HWRC provision for site
management together with haulage and disposal of waste delivered by
the Contractor.  Years 4 and 5 of the
Contract, the appointed Contractor would provide only haulage and
disposal of waste, with the Council insourcing the HWRC site
management.  The extension period for
the final 2 years would also only cover the haulage and disposal if
taken.
A key requirement of the resultant contract is
that the selected Contractor is required to work with the Council
providing support, assistance, and training to enable the Council
to bring the front facing service inhouse by the end of the
3rd operational year.
 
After a robust tender exercise, evaluation and
examination of the tender evaluation report, my decision is to
award the contract to HW Martin Waste LTD.
 

Reasons for the Decision:

H W Martin Waste Ltd provided the strongest bid across all 3
criteria and demonstrated a thorough understanding of the
requirements. The proposal submitted demonstrated a desire to
operate in collaboration with the Council and to meet our
aspirations of insourcing the Front Facing Service by the end of
year 3.
 

Details of alternative options
considered and rejected:

3 suppliers submitted bids for this contract
and each bidder was subject to a robust evaluation process.

Conflicts of interest declared by any
Executive 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 - 22-191 Management
of Rotherham’s Household Waste Recycling Centres

 
I certify that this
is a true record of the executive decision to appoint a Contractor to operate and manage the Household Waste
Recycling Centre site network
 
Signed by the Decision
Maker  
Dated: 4th July,
2023        
 
Name: Paul
Woodcock                          
Job Title: Strategic Director,
Regeneration & Environment