Supplementary Document Pack (Bookmarked) IRED 14 08 24
West Dunbartonshire Council · 14 August 2024
Back to Infrastructure, Regeneration & Economic Development Committee — 14 August 2024 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Supplementary Agenda Infrastructure, Regeneration and Economic Development Committee Date: Wednesday, 14 August 2024 Time: 10:00 a.m. Format: Hybrid Meeting Contact: Email: Nicola Moorcroft, Committee Officer. Nicola.moorcroft@west-dunbarton.gov.uk Dear Member ADDITIONAL ITEMS I refer to the agenda for the above meeting that was issued on 1 August 2024 and now enclose copies of two reports, (Items 10 and 11) which Councillor McBride, Chair, has agreed will be considered as additional items of business. Yours faithfully PETER HESSETT Chief Executive Page 57
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ADDITIONAL ITEMS: 10 CONTRACT AUTHORISATION REPORT THE RECEPTION, 59 - 63 PROCESSING AND TREATMENT OF WUDS CONTAINING POPS Submit report by Chief Officer - Roads and Neighbourhood seeking approval to conclude the award of the contract for the Reception, Processing and Treatment of Waste Upholstered Domestic Seating (WUDS) containing Persistent Organic Pollutants (POPs). 11 CONTRACT AUTHORISATION REPORT SUPPLY 65 - 68 AND DELIVERY OF 2 WHEELED BINS Submit report by Chief Officer - Roads and Neighbourhood seeking approval to conclude the award of the contract for Supply and Delivery of two wheeled bins. Distribution:- Councillor David McBride (Chair) Councillor Jonathan McColl Councillor Michelle McGinty Councillor John Millar Councillor Lawrence O’Neill (Vice Chair) Councillor Lauren Oxley Councillor Chris Pollock Councillor Martin Rooney Councillor Gordon Scanlan Councillor Hazel Sorrell Councillor Clare Steel Councillor Sophie Traynor All other Councillors for information Chief Executive Chief Officer – Housing and Employability Chief Officer – Regulation and Regeneration Chief Officer – Resources Date issued: 7 August 2024 Page 58
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WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer – Roads & Neighbourhood Service IRED Committee: 14 August 2024 ___________________________________________________________________ Subject: Contract Authorisation Report – 2324-38 The Reception, Processing and Treatment of WUDS containing POPS. 1. Purpose 1.1 The purpose of this report is to seek the approval of the Infrastructure, Regeneration & Economic Development Committee to conclude the award of the contract for The Reception, Processing and Treatment of Waste Upholstered Domestic Seating (WUDS) containing Persistent Organic Pollutants (POPs). 2. Recommendations 2.1 It is recommended that the Infrastructure, Regeneration & Economic Development Committee: a) Authorise the Chief Officer - Regulatory and Regeneration to conclude on behalf of West Dunbartonshire Council (the Council), the award of the Contract for The Reception, Processing and Treatment of Waste Upholstered Domestic Seating (WUDS) containing Persistent Organic Pollutants (POPs) to Enva Scotland Limited. b) Note that the contract shall be for a period of three years with the option of a one year extension and at a value of £437,184 inclusive of VAT over three years and £582,912 inclusive of VAT should the contract be extended. The estimated commencement date of the contract is 01 September 2024. 3. Background 3.1 The Council has a statutory obligation in accordance with the Environmental Protection Act 1990 and The Waste (Scotland) Regulations 2012, to provide municipal and household waste service provision, the Council provides bulky household uplifts and large waste and recycling at civic amenity sites which from 20 September 2023 has to separate out WUDS containing POPs from other waste streams to meet legislation being enforced, this waste can no longer go to land fill and must be treated in a compliant manner like incineration. Waste Services therefore require a competent service provider to accept this waste at their reception facility for processing, treatment, and disposal which is collected by Waste Services at civic amenity sites and uplifts then bulked and transported for processing. 3.2 The enforcement of the legalisation has seen this waste stream diverted from landfill and incinerated at energy from waste plants producing electricity. ITEM 10 Page 59
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3.3 The overall budget for the Reception, Processing and Treatment of WUDS containing POPs has been approved and included in the wider waste services disposal budget as an on-going requirement at full Council March 2024 as part of the annual budget setting process. 3.4 This procurement exercise has been conducted in accordance with the Council’s Standing Orders and Financial Regulations and the Public Procurement Regulations. A Contract Strategy document was also approved on 21 February 2024. 4. Main Issues 4.1 The Scotland Excel Dynamic Purchasing System (DPS) for the Treatment and Disposal of Recyclable and Residual Waste (27-17) Lot 11 Treatment and Disposal of Bulky Waste was identified as the optimum route to market, as 33 service providers have already gone through the European Single Procurement Document (ESPD) selection process and being listed on the DPS this will provide competition in shorter timescales for the Council whereas proceeding with a bespoke contract, open tender would take longer and duplication of effort and resources for tenderers and Council. 4.2 An invitation to tender (ITT) was published on the Public Contracts Scotland Tender on 23 April 2024. Eleven potential bidders noted an interest, with two bidders submitting a response by the deadline on 21 May 2024. 4.3 The two tender submissions were evaluated by representatives from Waste Services and Corporate Procurement Unit against the pre-determined award criteria forming part of the published tender documents. 4.4 Two tender submissions were evaluated against a set of award criteria which was based on Total Cost of Ownership (TCO) / Quality ratio of 85% / 15%. The scores relative to the award criteria of each tenderer are as follows: Page 60
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Enva Scotland Limited J & M Murdoch & Son Ltd 1 Technical Envelope Weighting Weighted Score Weighted Score 15% 12.75 10.29375 1.1 Service Delivery & Methodology 50% 47.5 37.5 1.1.2 Method Statement 80% 80 60 1.1.3 Emergency, Capacity & Escalation 20% 15 15 1.2 Social Benefits in Procurement 22.5% 11.25 11.25 1.2.4 Community Benefits Matrix - Deliverable West Dunbartonshire Council 50 points 100% 50 50 1.3 Contract Monitoring and Management 10% 10 7.5 1.3.1 Manage & communicate 100% 100 75 1.4 Staffing Project Team Structure 5% 5 2.75 1.4.1 Contract Service Delivery Team – Structure & Skills 90% 90 45 1.4.2 Contract service delivery team – Sub Contractors 10% 10 10 1.5 Business Continuity Planning & Phase Out Plan & Exit Strategy 5% 3.75 2.75 1.5.2 Business Continuity Arrangements 60% 45 45 1.5.3 Service Continuity 40% 30 10 1.6 Sustainability (Sustainable Procurement) 5% 5 5 1.6.2 Sustainability Measures In Place 100% 100 100 1.7 Commitment to Fair Working Practices 2.5% 2.5 1.875 1.7.2 Commitment to Fair Working Practices 100% 100 75 1.8 Form of Tender 0% 0 0 1.8.2 WD18 - Declaration Page 0% 0 0 1.9 Police Scotland Sharing Protocol 0% 0 0 1.9.2 WD15 - Completed Police Scotland Check V3 0% 0 0 2 Commercial Envelope Weight Weighted Score Weighted Score 2.1 WUDS containing POPs - Total Cost of Ownership 85% 85 69.7816 2.1.9 Total Cost of Ownership (3years including Council haulage cost to tip) £405,940.26 £494,471.34 Total award criteria Score 100% 97.75 80.07535 Page 61
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4.5 It is recommended that the contract is awarded to Enva Scotland Limited, of Linwood Paisley, who has provided the most economically advantageous tender. The contract shall be for a period of three years with the option of a one year extension and at a value of £437,184 inclusive of VAT over three years and £364,320 exclusive of VAT over three years, the value of the contract shall be £582,912 inclusive of VAT and £485,760 exclusive of VAT should the contract be extended. 4.6 Enva Scotland Limited has committed to paying all staff as a minimum the real Living Wage (£11.44) and promotes Fair Working Practices across their organisation. Further, Enva Scotland Limited has committed to delivery of the following social benefits as a direct result of delivery of this contract: Donation of goods to local food-share scheme; A minimum of £300 per £100,000 annual contract value. Donation of materials to support a local community project, A minimum of £300 per £100,000 annual contract value. Providing a number of hours of volunteers to support a local community project, a minimum of 2 persons for 1 day or 1 person for 2 days, per £100,000 annual contract value. Donation of support to a local community project. A minimum of £300 per £100,000 annual contract value for each year of the contract. Support of environmental educational projects in schools. Support of the reduction of non-recyclable materials throughout the West Dunbartonshire area. The social benefits will be discussed at the implementation meeting with Enva Scotland Limited and actions to take these forward will be agreed. 5. People Implications 5.1 There are no people implications. 6. Financial and Procurement Implications 6.1 The financial costs in respect of this contract will be met from the approved General Revenue budget of Roads and Neighbourhood - Waste Services. 6.2 This procurement exercise was conducted in accordance with the agreed Contract Strategy produced by the Corporate Procurement Unit in close consultation with Waste Services officers and the provisions of Contract Standing Orders, the Financial Regulations and relevant Public Procurement Regulation. Page 62
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7. Risk Analysis 7.1 Enva Scotland Limited has no known links to Serious and Organised Crime which would have significant political and reputational ramifications for the Council. 7.2 Should the IRED Committee decide not to proceed as recommended then this will delay the project, may have financial implications and reputational ramifications. 8. Equalities Impact Assessment (EIA) 8.1 An equalities impact assessment screening was undertaken which determined a full equalities impact assessment was not required. 9. Consultation 9.1 Roads and Neighbourhoods Waste Services, Finance Services and Legal Services have been consulted on the contents of this report. 10. Strategic Assessment The Reception, Processing and Treatment of Waste Upholstered Domestic Seating (WUDS) containing Persistent Organic Pollutants (POPs) will contribute to the delivery of the Council's strategic priorities: Our communities are resilient and thriving; Our environment promotes a greener future. Name: Gail Macfarlane Designation: Chief Officer – Roads and Neighbourhood Date: 31 July 2024 Person to Contact: Alex Grace, Senior Procurement Officer, Corporate Procurement Unit Telephone 01389 737828 Email: alex.grace@west-dunbarton.gov.uk Appendices: None. Background Papers: Contract Strategy EIA Screening Wards Affected: All Council Wards. Page 63
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WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer – Roads & Neighbourhood Service IRED Committee: 14 August 2024 ___________________________________________________________________ Subject: Contract Authorisation Report – 2324-46 Supply and Delivery of 2 wheeled bins 1. Purpose 1.1 The purpose of this report is to seek the approval of the Infrastructure, Regeneration & Economic Development Committee to conclude the award of the contract for 2324-46 Supply and Delivery of two wheeled bins. 2. Recommendations 2.1 It is recommended that the Infrastructure, Regeneration & Economic Development Committee: a) Authorise the Chief Officer - Regulatory and Regeneration to conclude on behalf of West Dunbartonshire Council (the Council), the award of the Contract for 2324-46 Supply and Delivery of two wheeled bins to IPL Plastics (UK) Ltd. t/a MGB Plastics Ltd. b) Note that the contract shall be for a period of two years with the option of two x 12 month extension and at a value of £166,392 inclusive of VAT and £138,6660 exclusive of VAT over two years and £332,784 inclusive of VAT and £277,320 exclusive of VAT should the contract be extended. The estimated commencement date of the contract is 01 September 2024. 3. Background 3.1 Waste Services have a requirement to provide, repair or replace waste receptacles (wheelie bins) to properties in the West Dunbartonshire. For example, new build properties or ad hoc replacement to current households when they are damaged or stolen. Waste Services hold stock of Blue, Brown, Grey 140 litre and 240 litre bins then distribute the receptacles when and where they are required. 3.2 The overall budget for the Supply and Delivery of 2 wheeled bins has been approved and included in the wider Waste Services budget as an on-going requirement at full Council March 2024 as part of the annual budget setting process. 3.3 This procurement exercise has been conducted in accordance with the Council’s Standing Orders and Financial Regulations and the Public Procurement Regulations. A Contract Strategy document was also approved on 29 May 2024. ITEM 11 Page 65
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4. Main Issues 4.1 The Scotland Excel framework for the Supply and Delivery of Recycle and Refuse Containers 07/21 Lot 1 Two Wheeled Bins was identified as the optimum route to market, as the seven suppliers have already gone through the European Single Procurement Document (ESPD) selection process and being listed on the framework this will provide competition in shorter timescales for the Council whereas proceeding with a bespoke contract, open tender would take longer and duplication of effort and resources for tenderers and Council. A further / mini competition in the form of a reverse e-Auction was run. 4.2 An invitation to tender (ITT) e-Auction was published on the Public Contracts Scotland Tender on 05 June 2024 with the e-Auction running on the 13 June 2024 at 10:30am. Four potential bidders noted an interest, with one bidder submitting a response by the deadline on 13 June 2024 at 11:00am. 4.3 The e-Auction scores are as follows: Weighting IPL Plastics (UK) Ltd. t/a MGB Plastics Ltd Quality (25%) 25% 18.5% Quality Sub-Total %: 25% 18.5% Price - £69,330 Price (75%) 75% 75% Price Sub Total %: 75% 75% Total Score 100% 93.5% 4.4 It is recommended that the contract is awarded to IPL Plastics (UK) Ltd t/a MGB Plastics Ltd, of Rotherham, England, who has provided the most economically advantageous tender. The contract shall be for a period of two years with the option of two x 12 month extension and at a value of £166,392 inclusive of VAT and £138,6660 exclusive of VAT over two years and £332,784 inclusive of VAT and £277,320 exclusive of VAT should the contract be extended. The value of the contract is the value of the contract is below the value approved in the budget. 4.5 IPL Plastics (UK) Ltd don’t pay the Scottish Living Wage, but pay above the UK Government’s National Living Wage, as well as providing employees with benefits such as flexible working, they have a policy of no zero hour contracts. Page 66
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5. People Implications 5.1 There are no people implications. 6. Financial and Procurement Implications 6.1 The financial costs in respect of this contract will be met from the approved General Revenue budget of Roads and Neighbourhood - Waste Services. 6.2 This procurement exercise was conducted in accordance with the agreed Contract Strategy produced by the Corporate Procurement Unit in close consultation with Waste Services officers and the provisions of Contract Standing Orders, the Financial Regulations and relevant Public Procurement Regulation. 7. Risk Analysis 7.1 IPL Plastics (UK) Ltd has no known links to Serious and Organised Crime which would have significant political and reputational ramifications for the Council. 7.2 Should the IRED Committee decide not to proceed as recommended then this will delay the project, may have financial implications and reputational ramifications. 8. Equalities Impact Assessment (EIA) 8.1 An equalities impact assessment screening was undertaken which determined a full equalities impact assessment was not required. 9. Consultation 9.1 Roads and Neighbourhoods Waste Services, Finance Services and Legal Services have been consulted on the contents of this report. 10. Strategic Assessment 10.1 The Supply and Delivery of 2 wheeled bins will contribute to the delivery of the Council's strategic priorities: Our communities are resilient and thriving; Our environment promotes a greener future. Name: Gail Macfarlane Designation: Chief Officer – Roads and Neighbourhood Date: 31 July 2024 Person to Contact: Alex Grace, Senior Procurement Officer, Corporate Procurement Unit Telephone 01389 737828 Email: alex.grace@west-dunbarton.gov.uk Page 67
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Appendices: None. Background Papers: Contract Strategy EIA Screening Wards Affected: All Council Wards. Page 68