Decision

To approve the award and authorise Procurement and Legal Services to execute the contracts for a contract for confidential shredding services to M&J Bowers.

Reasons for the decision

The confidential shredding service consists of the regular collection and shredding of confidential materials from secure bins located across approximately 40 operational sites. The service is essential in ensuring that the council is compliant and discharging its responsibilities in respect of data protection.

The council’s current contract for confidential shredding services expires on 30 September 2026. It has no options to extend. Following guidance from the Corporate Procurement Service, PI&O are permitted to seek a minimum of one written quotation. A quotation was therefore obtained from the incumbent provider and evaluated against the continuation of the service requirement.

The incumbent MJ Bowers is already delivering a satisfactory level of service for the council. Obtaining a quote from MJ Bowers to continue the service enables the council to avoid the need to undertake a procurement exercise, can secure a continued level of service, and avoid the operational and commercial risks associated with a supplier change.

The value of the procurement is under the threshold of £25,000. No Sourcing Plan was undertaken, and the minimum of one written quote was obtained. A formal competitive tender process was not undertaken. A proportionate approach was considered appropriate given the low value of the contract and the need to ensure the continuity of a specialist confidential shredding service when the existing contract expires. The decision was not a direct award under a formal procurement exemption process, but a low-value procurement undertaken in accordance with the applicable Contract Rules.

See the attached document for considerations in line with Wiltshire Council’s Constitution.

Alternative options considered

Do Nothing - Reason for rejection: The council has a statutory responsibility to dispose of its confidential materials in a manner that satisfies its duties under Data Protection legislation.

Continue to spot-purchase the services from the current supplier - Reason for rejection: The council could have continued to treat with the supplier without the benefit of a formal contract, but this is would have put the council at risk of uncontrolled price increases, and would have limited ability to manage poor service levels.

Undertake formal Procurement Exercise - Reason for rejection: This option was discounted for the reasons described above.

Other service options - Reason for rejection: While other services options exist e.g. incineration, shredding is evidenced as currently being the most cost effective and sustainable solution.