CAR for Processing & Recycling of Gully Waste
Renfrewshire Council · 20 November 2025
Back to Finance, Resources and Customer Services Policy Board — 20 November 2025 and its agenda
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OFFICIAL ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 20 November 2025 ___________________________________________________________________ Report by: Report by the Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for Processing & Recycling of Gully Waste (RC-CPU-25-086) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Services Contract for Processing & Recycling of Gully Waste (reference RC-CPU-25-086) to WM Hamilton & Sons Limited. 1.2 The recommendation to award this Contract follows a mini-competition made under the Scotland Excel Dynamic Purchasing System (DPS) for the Treatment and Disposal of Recyclable and Residual Waste, schedule 27/17, Lot 17 – Treatment and Disposal of Street Sweepings and Gully Waste. 1.3 An Overarching Waste Commodity Contract Strategy was approved by the Director of Environment, Housing and Infrastructure and the Corporate Procurement Manager in October 2024. An Executive Summary Strategy specific to Processing & Recycling of Gully Waste was also approved by the Head of Infrastructure and Service Development and the Interim Corporate Procurement Manager in July 2025. ___________________________________________________________________
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OFFICIAL 2. Recommendations 2.1 It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1.1 Authorises the Head of Corporate Governance to award a Contract for Processing & Recycling of Gully Waste (RC-CPU-25-086) to WM Hamilton & Sons Limited made following a mini-competition under Lot 17 of the Scotland Excel Dynamic Purchasing System for the Treatment and Disposal of Recyclable and Residual Waste, schedule 27/17. 2.1.2 Authorises the Approved Contract value of up to £700,000 excluding VAT. 2.1.3 Authorises the Period of Contract of four years anticipated to commence on 15 December 2025 until 14 December 2029. In the event that the Contract does not commence on that date, the Period of Contract shall run from the actual date of commencement date as stated in the Council’s Letter of Acceptance. _________________________________________________________ 3. Background 3.1. The Council has a statutory obligation under section 89 of the Environmental Protection Act 1990 to ensure that the gullies for which it is responsible are cleaned and jetted on a 2-yearly cycle, as well as dealing with and responding to ad-hoc gully complaints. The Supplier will be required to treat and dispose of gully waste collected by Council gully vehicles, with the purpose of extracting recyclables and reducing the amount of waste destined for disposal. 3.2. The Contract will cover waste arising from gully cleaning operations as defined by The Controlled Waste Regulations 1992 and The Waste (Scotland) Regulations 2012. Gully waste is classed as material that is likely to have been collected by mechanical and suction gully cleaning. The material will include both silt and detritus build up. This material requires treatment to remove inert waste, or waste capable of simple treatment to allow diversion of this part of the waste from landfill. 3.3. This procurement exercise has been tendered as a mini-competition under the Scotland Dynamic Purchasing System (DPS) for the Treatment and Disposal of Recyclable and Residual Waste, schedule 27/17 (“the DPS”) under Lot 17 Treatment and Disposal of Street Sweepings and Gully Waste (“Lot 17”). 3.4. At the time of the mini-competition, Lot 17 of the DPS had 23 Suppliers registered. All 23 Suppliers were invited to participate in the mini-competition issued through the Public Contract Scotland Tender platform on 21 July 2025. In accordance with the requirements of the DPS, the Council could
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OFFICIAL select to use the Contract Terms and Conditions prepared by Scotland Excel or alternatively could use Council terms and conditions as part of the mini- competition. The Council chose to use both the Council’s General Conditions of Contract for Services – Waste, and related Operational Terms and Conditions for this mini-competition. 3.5. By the closing date set for return of electronic tenders at 12 noon on 11 August 2025, 2 Suppliers had submitted a Tender Submission with the remaining 21 Suppliers not responding. 3.6. The DPS was effective from 19 February 2019 and is in its second extension period to expire 10 February 2026. The DPS was created prior to Brexit, as such under the DPS rules all Suppliers must complete the European Single Procurement Document (ESPD) when applying for a place on the DPS. The Suppliers confirmed within their respective Tender Submissions that none of the exclusion criteria as detailed within Regulation 58 of The Public Contracts (Scotland) Regulations 2015 apply to them. 3.7. Of the two Tender Submissions received, one tender submission was deemed non-compliant due to their waste management license not being able to accept waste liquids or slurry waste. As a result, this Tenderer bid was rejected. 3.8. The remaining Tender Submission was evaluated against a combined weighting of 30.00% Quality and 70.00% Price. The scores relative to the Award Criteria are as follows: Quality (30.00%) Price (70.00%) Total (100.00%) 1 WM Hamilton & Sons Limited 28.25% 70.00% 98.25% 3.9. The Tender Submission received by WM Hamilton & Sons Limited met the criteria set out in the procurement documents and was within the Council’s set budget and was therefore deemed to be value for money. 3.10. Community Benefits were requested as part of the procurement process and WM Hamilton & Sons Limited have committed to the following Community Benefits. Community Benefit Description No of People / Activity Work Experience Placement for an individual 16+ years of age (who is not currently in employment, education or training) and preferably from an identified priority group. 4 Business advice/support to an SME /Social Enterprise/ Voluntary organisation 1 Event to promote supply chain opportunities 1 Financial Support for a Community Project/Group. 1
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OFFICIAL Implications of the Report 1. Financial - The costs for this Contract of up to £700,000 excluding VAT, over the period of four years, will be met from the Council’s waste disposal revenue budget within Environment, Housing and Infrastructure. 2. HR & Organisational Development - None directly arising from this report. 3. Community/Council Planning – Place - Working with partners to ensure our neighbourhoods are safe, vibrant, and attractive places to live. Economy - Supporting our citizens, particularly those furthest from the jobs market, into fair work - well paid, fulfilling employment through Community Benefits. Green - Working across partners and communities to deliver the priority areas highlighted in our Plan for Net Zero, working towards a net zero Renfrewshire by 2030. Living our Values - Ensuring our journey to net zero is a just transition with climate justice and fairness at the heart, finding opportunities to challenge inequalities in new green ways as we tackle the climate crisis. 4. Legal – The procurement of this Contract was carried out in accordance with the Scotland Excel Dynamic Purchasing System for the Treatment and Disposal of Recyclable and Residual Waste, schedule 27/17 and Renfrewshire Council’s Standing Orders Relating to Contracts. Council terms and conditions were selected for this Contract as permitted under the DPS. 5. Information Technology - None directly arising from this report. 6. Property/Assets - None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety – WM Hamilton & Sons Limited’s Health and Safety submission was evaluated by the Council’s Corporate Health and Safety team and met the requirements regarding health and safety. 9. Procurement – The procurement procedures outlined within this report shall ensure that the Council meets is statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk – WM Hamilton & Sons Limited’s insurances have been assessed and evaluated to confirm they met the requirements regarding insurable risk.
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OFFICIAL 11. Privacy Impact - None directly arising from this report. 12. Climate Risk - The level of impact associated with provision of this service has been assessed using the Scottish Government Sustainability Test and this contract will strive towards the Scottish Government’s aims and objectives for a Zero Waste Scotland. 13. Children’s Rights – This report does not cover a new policy, function or strategy nor a substantive change to an existing policy, function or strategy which will have an impact on children’s rights. 14. Cosla Policy Position - None directly arising from this report. _________________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Sam Smith, Procurement Adviser (sam.smith@renfrewshire.gov.uk)