Agenda item

All Councillors are invited to attend for this item to receive an update from the Waste and Recycling Manager.

All Councillors had been invited to the meeting for this item so that they had the opportunity to receive an update from the Waste and Recycling Manager on the Waste Collection Contract, receive an overview of the process and receive an update on the position in advance of the Special Cabinet meeting which was scheduled to take place on Friday 6^th December 2019.

The Waste and Recycling Manager explained that the new contract procurement had been a considerable piece of work.  The report provided detail of the joint procurement process, which had a long lead in to ensure that the new arrangements would be in place at the correct time.  He explained that new vehicles would have to be purchased and there could be up to a forty week wait for delivery of new vehicles.

He reminded those present that Cabinet had taken the decision to enter into the joint procurement process in order to take advantage of the financial and environmental benefits of joint arrangements.

The Waste and Recycling Manager explained that the final pricing for tenders had been received and these were currently being evaluated and would be presented to a special Cabinet meeting on 6th December 2019.

The Panel’s attention was drawn to the procurement process which was included in the report, legal implications, risks and requirements that bidders had to meet.  The Panel was also informed that the period of contract was based on the life of the collection vehicle, which was approximately eight years.  The cost of the vehicles could only be held for thirty days by the supplier.

The Chair thanked the Waste and Recycling Manager for his report and invited questions and comments from those present, as summarised below.

Councillor Kemp asked for clarification on how often bins would be emptied in unparished areas.  The Waste and Recycling Manager explained that this function was carried out by the Public Open Space team and did not form part of the contract, so would therefore remain unchanged.

Councillor Kemp raised concern that the new vehicles would be diesel and the Waste and Recycling Manager explained that consideration had to be given to the large geographical area that the vehicles would have to cover, meaning that the use of electric or hybrid vehicles was not an option because of the potential lack of range.

Councillor Kemp also made reference to the re-use of Bulky Waste.  The Waste and Recycling Manager explained that proposals for the re-use of Bulky Waste had been considered as part of the contract and proposals were being evaluated.

Councillor Joyce asked if the frequency of collections would change.  The Waste and Recycling Manager explained that they would not.

Councillor Joyce also asked about monitoring of the contract and if there was a break clause.  The Waste and Recycling Manager explained that there was the option to extend the initial eight year contract if arrangements were working.  Default notices would be reported to the Council as required and the Environment and Community Panel could request updates at any time.  He drew attention to the Performance Management Framework which meant that the Council could terminate the contract based on poor performance.

Councillor Squire asked what would happen to the vehicles after their eight year life cycle.  The Waste and Recycling Manager explained that there were companies who would buy second hand vehicles.  Councillor Squire also asked for information on the arrangements for food waste collections.  The Waste and Recycling Manager explained that food waste would continue to be collected and different options had been put forward by different bidders and these were currently being evaluated.

In response to questions from Councillor Squire regarding Garden Waste collections the Waste and Recycling Manager explained that if households had multiple bins, they should all still be emptied at the same time.  He explained that there could sometimes be issues with frost and contents sticking to the inside of the bin.

In response to a question from Councillor Parish, the Waste and Recycling Manager explained that technology was available in that bin sensors could register when bins were full and required emptying.  Councillor Parish also referred to access to bins on beaches and the difficulty that large vehicles could have accessing them.  The Waste and Recycling Manager explained that services would be provided in accordance with the policy in that bins should be placed adjacent to highways.  He also explained that different options had been put forward by bidders and would be evaluated.

Councillor Parish also asked about the incineration of waste and the Leader of the Council, Councillor Long explained that Norfolk County Council was the waste disposal authority and the Borough Council did not have control over the disposal of waste. 

Councillor Moriarty asked for clarification on the contract commencement dates and if vehicles had already been purchased.  The Waste and Recycling Manager clarified that North Norfolk District Council’s arrangements would commence on 1^st April 2020, the Borough Council’s arrangements would commence on 1^st April 2021.  He also reminded those present of the long lead in time to purchase a vehicle and explained that North Norfolk would make separate arrangements with the contractor regarding the use of vehicles whilst they were waiting for the new vehicles.  The Waste and Recycling Manager confirmed that no vehicles had been purchased at this time.

In response to a question from Councillor Bubb regarding discounts for households that had a second garden waste bin, the Waste and Recycling Manager explained that this would not be introduced.

Councillor Joyce referred to incineration.  He suggested that the Council’s involved in the joint contract procurement could work together to influence the way that waste was disposed of, especially if it resulted in environmental and financial benefits.  The Waste and Recycling Manager explained that Norfolk County Council was currently looking at re-procurement of their waste disposal contract.

Councillor Kemp referred to incineration and alternative solutions.  She asked about Material Works.  The Leader of the Council, Councillor Brian Long offered to discuss Material Works with Councillor Kemp outside of the meeting.  He also reminded those present that the contract that the Panel was considering was for waste collection and the Borough Council did not have responsibility for waste disposal, this was a County function and that Councillor Kemp should raise issues regarding the disposal of waste with Norfolk County Council. 

Councillor Bullen asked if there were any trends in the production of waste and if the amount of waste was reducing.  The Waste and Recycling Manager explained that there was a government initiative that the Council was looking at to educate, reduce contamination and other support.  He explained that the amount of waste collected had slightly reduced and the garden waste collection had been down this summer.

RESOLVED: The Panel noted the repot and agreed that the Waste and Recycling Manager keep the Panel updated during the mobilisation period and before contract start as appropriate.