Agenda item

25/18              

Consideration was given to a report that outlined the ‘Detailed Solutions’ Stage of the Frontline Services (Waste and Cleansing) Procurement process.  The report highlighted that, if the Council approved the recommendation of the Project Board, then the procurement process would continue to the ‘Final Solutions’ Stage, with a further report being brought to the Council meeting to be held on 4 December 2018.

In inviting Member questions, it was apparent that some related to the exempt appendices and it was therefore PROPOSED and SECONDED and, on being put to the vote, was declared CARRIED that:-

‘In accordance with Section 100(A)(4) of the Local Government Act 1972, the public and press be excluded from the meeting during consideration of the following item of business as the likely disclosure of exempt information as defined in paragraphs 3 and 5 of Schedule 12A to the Act is involved.’

During the questions phase on the exempt appendices, assurances were given that more detailed information (e.g. in relation to the financial figures quoted; direct comparisons with the existing in-house service; and the added value from bidders) would be made available with the agenda papers for the Council meeting on 6 December 2018.

Once all Members were content that they had no further questions to raise on the exempt appendices, it was then PROPOSED and SECONDED and, on being put to the vote, was declared CARRIED that:

‘The public and press be re-admitted to the meeting.’

In the ensuing discussion, the following points were raised:-

(a)  An amendment to the motion was PROPOSED and SECONDED as follows:-

‘That any changes necessary to harmonise the recycling collection services with the ‘aligned waste service’ (as detailed in the Waste and Resource Strategy for Devon) be approved and introduced by 29 September 2020.’

In support of the amendment, the proposer felt that this would enable for greater flexibility to be built into the process.  Having been asked for a view, officers advised that the recommendation had been drafted to take into account what was considered to be the optimum start date to harmonise the recycling collection services.

When put to the vote, this amendment was declared LOST.

(b)   Some Members acknowledged the comments in the agenda relating to the potential risk of a procurement challenge.  These Members proceeded to express their concerns that a decision at this time to continue to the next stage of the competitive dialogue process could result in the final outcome effectively becoming a done deal with it being very difficult to do anything other than award a Contract.  This was felt to be a particular cause for concern in light of the lack of available information at this time making it difficult to make an informed decision;

(c)    Having sought assurances, officers confirmed that any proposals to charge for a garden waste collection service were specifically listed as being out of the scope of the ‘aligned waste service’ in this instance;

(d)   A Board Member advised that he personally had yet to be convinced that the private sector could generate a profit; whilst maintaining service quality and providing a financial return to the Council;

(e)   In light of the same commercial restrictions applying and the number of Member Workshops that had already been held, the majority of Members did not support a request for the Overview and Scrutiny Panel to consider the project at this time;

(f)     In support of the project, a Member felt that the performance of these frontline services was currently below the expected standard and she was of the view that the private sector could manage these more efficiently and effectively.  In reminding those present of the importance of the tourism industry to the South Hams, the Member highlighted the need for this to be factored into the contractual negotiations;

(g)   Members wished to put on record their gratitude for the amount of work that had been undertaken by lead officers to reach this project milestone.

          It was then:

RESOLVED

1.     That the progress of the project be noted and the recommendation of the Frontline Services (Waste Procurement) Project Board to continue to the next stage of the competitive dialogue process for waste collection, recycling and cleansing services be endorsed; and

2.     That any changes necessary to harmonise the recycling collection services with the ‘aligned waste service’ (as detailed in the Waste and Resource Strategy for Devon) be approved and introduced on 28 September 2020.