Issue - meetings

To consider a report by Councillor Brian Jones, Lead Member for Waste, Transport and the Environment (copy enclosed) seeking Cabinet approval to the proposed tendering exercise to identify a main contractor to deliver Phase 2 new DCC Waste Transfer Station (WTS) at Colomendy Industrial Estate, Denbigh.

RESOLVED that Cabinet –

(a)       approve the proposed tendering exercise as detailed within the report, and

(b)       confirm it has read, understood and taken account of the Wellbeing Impact Assessment (Appendix 1 to the report) as part of its consideration.

Councillor Brian Jones presented the report seeking Cabinet approval to the proposed tendering exercise to identify a main contractor to deliver Phase 2 new DCC Waste Transfer Station (WTS) at Colomendy Industrial Estate, Denbigh.

The proposed WTS was required to support the planned service change for household waste collections and details of the procurement exercise had been detailed within the report together with an estimated contract value of £5.2m which was within the current budget allocation.  Details of previous permissions regarding various aspects of the overall waste service collection change and tendering approach had also been provided by way of background and the collaborative approach taken and benefits to local businesses on site from the wider project was also highlighted.  The approval sought in the report was another step in the process to facilitate the planned service change.  The contract award itself would be subject of a further report back to Cabinet following the tendering exercise which would also confirm contract management arrangements, tendered costs and contract details.  Cabinet was advised that the timescales in the report were indicative at this stage and given the amount of work involved there may be some slippage.

Questions were raised regarding mitigation of key risks identified and the potential for a future site visit, and the need for a robust communications plan for residents at the appropriate time in the process was also highlighted.  The Lead Member and officers responded to questions and comments as follows –

·         there was confidence that tender responses would be received given the level of interest that had already been expressed in the tendering process

·         financial risks by their nature were categorised as ‘high’ but due diligence and financial checks were carried out as part of the process for managing that risk

·         there was ongoing market pressure on prices and materials outside of the Council’s control which could potentially impact on the tendered price with cost estimates having been reviewed in that regard.  The impact of those market pressures could not be known with any certainty until receipt of the tender submissions but there was confidence that any price increases could be covered within the budget allocated for the project

·         assurance could be taken from the governance arrangements in place and work of the Project Board to oversee and monitor progress and developments

·         officers noted the suggestion to arrange a site visit for members and advised that Spring/Summer would be timely after completion of phase 1 of the project

·         though not part of the current report, the importance of communicating with residents at the appropriate time regarding the implementation of the new waste model was acknowledged, and assurances were provided that a detailed communications plan was being developed in that regard.  It was noted that Communities Scrutiny Committee would be receiving a general update on the new Waste Model which would provide opportunity to further discuss the issue.

RESOLVED that Cabinet –

(a)       approve the proposed tendering exercise as detailed within the report, and

(b)       confirm it has read, understood and taken account of the Wellbeing Impact Assessment (Appendix 1 to the report) as part of its consideration.