SADC Waste Management and Cleansing Contract Process & Progress - PowerPoint PPT Presentation

SADC Waste Management and Cleansing Contract – Process & Progress Joe Tavernier Waste , Street Scene & Markets Manager

Overview of Process  Official Journal of the European Union advert, December 2014  2 stage restricted process (Pre-Qualification and Invitation to Tender)  April 2014 - Cabinet approval for the 7 shortlisted organisations  5 tenders returned  4 stage evaluation of tenders  Selection of preferred tenderer(s)

Links to Council Objectives Supports the Council’s commitment to keep the District clean, green, healthy and safe by:  Providing a good quality waste and recycling service  Accelerating delivery of a 60%+ recycling rate  Providing effective street cleaning & graffiti removal services  Increasing public understanding of environmental sustainability & recycling initiatives through education and promotion

Pre-Contract Research  Investigated how ‘best’ Councils achieve high recycling rates  Asked potential contractors for their views on how to get the best from the new contract  Worked with a specialist consultant on service options for increased recycling performance  Spoke to residents on the doorstep and undertook a web based survey on improving current service and increasing recycling rates  Incorporated lessons from past (and contract will continue good initiatives negotiated under current contract).

Project Management Process successfully managed by cross party Member / Officer group which has agreed:  The services to be included in contract: waste collection/recycling, ‘street’ cleansing, cleansing of public conveniences and customer services  The length of the contract: 8 years with the possibility of a further 8 year extension  The list of Contractors to be invited to Tender, along with the outcome of the tender evaluation The group fully endorsed the recommendations

Key Benefits Built Into Contract  Guaranteed performance to 60%+ recycling, with support to education and communication initiatives  Financial savings  Improved customer experience for residents by making it easier to recycle  Guaranteed improvements to street cleansing standards (including increased resourcing, defined cleansing regimes, improved leaf fall clearing & cleansing of heavily parked streets)  Waste collection & recycling services for local businesses

Key Benefits Built Into Contract (cont...)  Dedicated customer support based locally at the Council’s depot, web- based ‘self serve’ systems and payment facilities for waste services such as bulky collections  Cost savings on capital assets (vehicles and bins) through using Council capital funding at preferential rates  Emergency support e.g., during severe weather  Local jobs maintained – TUPE transfer of staff, payment of Living Wage, apprenticeships, etc

Contract Lots • Lot 1 – Recycling and residual waste collections, street cleansing, and (optional) material processing and sale. • Lot 2 – Cleansing of Public Conveniences.

Lot 1 Options Option A As current service but with a new kerbside caddy for (as per Tender) the separate weekly collection of food waste. Option B New smaller (140l) residual bins to replace existing (as per Tender) 240l bin (where requested by residents). New 240l bin for the collection of comingled dry recyclable materials (to replace existing boxes). New kerbside caddy for the separate weekly collection of food waste. Option C New 180l residual bin. Reuse existing 240l bin for (variant bid submitted collection of mixed cans, plastics and glass. Retain by tenderer) existing box for collection of paper/card. New kerbside Recommended caddy for the separate weekly collection of food waste.

Evaluation 50% Price – 50% Quality – based on 8 year tender total Stage 1 Produce scores / rankings for Lot 1 for all 4 bids (2 service options - with and without material processing and sale). . Stage 2 Assessment of the Preferred Collection Option based on overall performance, affordability and ‘TEEP’ issues. Stage 3 Determine Preferred Approach to Materials Stage 4 Produce score/rankings for Lot 2 (Cleansing of Public Conveniences).

Assessment Of Preferred Service Option Option C (Recommended Option A Option B Option) High - 60.5% by 17/18. - Highest - 62% by 17/18 - Recycling performance. Lowest - 56.7% (19/20). 62.6% (23/24). 64.3% (23/24). Impact on service & residents Moderate Significant Significant Likely – average saving Very unlikely – average cost Very likely - average saving Likelihood of delivering service within current budget. £180k/annum £230k/annum. £300k/annum . High – approximately High – approximately Lowest - approximately Opportunity for further savings in landfill costs. £50k/annum £250k/annum £250k /annum Relative capital funding Highest - vehicles Lowest - vehicles Moderate - vehicles requirement for vehicles & Lowest - new bins Highest - new bins Moderate - new bins bins. Does the contract provide the best option for materials sale Yes No Yes and processing? Implications under new Medium requirement to collect glass, Low High paper, metals and plastics ‘separately’. Provides new kerbside Provides new kerbside Provides new kerbside collections for batteries, collections for batteries, small collections for batteries, small Additional Collections small electrical items and electrical items and textiles. electrical items and textiles. textiles.

Ensuring A Successful Start To The Contract  Seamless mobilisation of services  Contractor to purchase vehicles on behalf of Council, and Council to supply new bins to contractor, as part of roll-out  Current contractor’s staff to transfer at start of contract (13th June 2016)  Transfer of Sandridge Gate and other depots  Transfer of customer services functions based at local depot  IT and other back office systems integration work

Start Date And Communications  Phased approach to new collection services - commencing July 2016  Council to work with new Contractor to ensure that residents, councillors and other stakeholders are informed and engaged  Programme of planned communications initiatives include: information leaflets; advertising; promotional and media work; collection calendars; bin stickers; road shows; website updates; FAQ’s; member/officer briefings; etc.

Next Steps Cabinet decision on award of contract 28 January 2016 1/2 February – 5/8 February 2016 Cabinet Call-in period Standstill period (10 days) 8/9 February -18/19 February 2016 Contract award 29 February 2016 Successful contractor mobilisation 1 March -12 June 2016 Communications plan implementation 1 March -12 June 2016 Contract commencement 13 June 2016

And then what happened..?

So Far, So Good • Seamless mobilisation (& de-mobilisation) • General acceptance of new service by residents and members etc. • “60%” Recycling Rates (August & September) • Financial Savings • Consolidation of materials sale and processing into new service package

Current Strategic Focus (WIP) • Partnership working • Data and performance management systems • Communications (ongoing) including monitoring and targeting LPAs. • Commercial ventures including recycling services for SME’s. • Street Cleansing