The Environment and Sustainable Transport Committee of Sutton Council met on 7 March 2024 to discuss extending library opening hours and awarding a new contract for waste and street cleansing services. The committee approved the proposal to extend library hours using self-access technology and agreed to award the waste and street cleansing contract to Bidder A.

Extending Sutton Council's Libraries Offer

The committee approved a proposal to extend opening hours at all Sutton Council libraries through the implementation of self-access technology. This will allow libraries to be open from 8 am to 9 pm on Mondays to Saturdays and 9 am to 6 pm on Sundays, extending access beyond current staffed hours. During these extended periods, libraries will be unstaffed, with access granted via self-access technology.

A comprehensive consultation with residents indicated broad support for the extended hours, although concerns were raised regarding potential antisocial behaviour and the need to support residents with limited digital skills. A pilot scheme at Wellington Library trialled the self-access technology, with generally positive feedback and no major incidents reported.

The new hours mean that all libraries will be accessible for longer, with staffed hours varying by library. Larger libraries will have staff available for a greater proportion of the time, while smaller libraries will be guaranteed at least one staffed day per week. For younger users, individuals aged 16 to 17 will be able to access libraries during unstaffed hours with parental consent, a decision based on safeguarding advice.

The rollout of the extended hours is planned for April, with physical posters and clear instructions to be provided to assist users. The council also plans to offer in-person induction sessions for those who may struggle with the technology. The decision to approve the extended hours was made with the understanding that the scheme will be monitored and reviewed.

Award of Contract for Waste and Street Cleansing Services

The committee agreed to award the contract for waste and street cleansing services to Bidder A for a period of eight years, commencing on 1 April 2025, with an option to extend for a further two years. This decision follows a competitive dialogue process aimed at securing resident-focused services at the best value. The appointment of Bidder A as the preferred bidder will be formally announced after a standstill period, as required by procurement regulations.

In addition to awarding the main contract, the committee approved a package of works for the redevelopment of the council's waste and street cleansing depot, to be carried out by Willmott Dixon. The council will also enter into a lease agreement with Bidder A for the depot. Contracts for the handling, haulage, and treatment of recyclates have also been awarded through the South London Waste Partnership¹.

The new contract aims to improve street cleansing services, with a focus on reducing the impact of litter and spillages. It also includes plans for decarbonising the refuse fleet, with the introduction of alternative fuels and the electrification of a significant portion of the street cleansing fleet. The council will need to incorporate additional funding into its medium-term financial plan to cover the costs associated with the new contract and depot redevelopment.

During the discussion, concerns were raised about the weighting of price versus quality in the tender evaluation, with the current split being 30% price and 70% quality. It was noted that even with a significant shift towards price, Bidder A would likely remain the preferred bidder due to their strong performance in quality criteria. The committee also discussed the potential for future collaboration with the bus station on electric vehicle charging infrastructure.

The contract includes Key Performance Indicators (KPIs) and 39 separate performance standards, an increase from the current contract's 29 standards. Redacted versions of the contract, including details on KPIs, will be made available to councillors after the contract award. The council also confirmed that it has self-insured up to £500,000 for potential incidents, with a central insurance fund available for larger claims.

The new contract will also see the introduction of apprenticeships and the hiring of care leavers, with further details to be provided during the mobilisation period. The committee also noted that the council's waste and recycling efforts are beneficial, as recycling is cheaper than sending waste to an energy recovery facility (ERF), leaving more funds for other services.