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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 09/07/2002
Selection of Tenderers for the Environmental Cleaning Contract

The purpose of this report is to agree the select list of contractors to be invited to tender for the next period of the Environmental Cleaning Contract. There are no financial implications. There are sustainability, equal opportunities and community safety implications.




[Wards Affected: All]
Note pursuant to Section 100B(5) of the Local Government Act 1972

The Annexe to this report contains exempt information by virtue of which the public is likely to be excluded during the item to which the report relates, as specified in those paragraphs of Part I of Schedule 12A to the Local Government Act 1972, indicated:-

Information relating to the financial or business affairs of any particular person (other than the authority) (paragraph 7)

Any terms proposed or to be proposed by or to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services (paragraph 9)
Summary and Purpose

The purpose of this report is to agree the select list of contractors to be invited to tender for the next period of the Environmental Cleaning Contract. There are no financial implications. There are sustainability, equal opportunities and community safety implications.

1. The environmental cleaning service includes the collection and removal of litter from all paved and un-paved areas of public highway in the Borough and other public land in the control of the Council, including the sweeping, vacuum cleaning and washing of paved surfaces, the emptying and cleaning of litter bins and dog waste bins, the cleaning of signs, seats and other street furniture, the removal of fly tips and other associated works.

2. The existing contract with Arkeco Environmental Services Limited expires on 31st March 2003. The European Community (EC) Public Procurement Directives and the Council's Procedure Rules (Contracts) require that the contract be re-tendered with effect from that date. At its meeting on 9th April 2002, the Executive considered a report on "a Tendering Strategy for Environmental Services" and agreed that the Environmental Cleaning Contract be advertised and tendered in accordance with the Rules and Directives for a contract term of 31st April 2003 to 31st October 2005.

Expressions of Interest in Tendering

3. The contract notice was accordingly published in the supplement to the Official Journal of the European Communities on 27th April 2002 and in local newspapers and national journals, seeking expressions of interest in tendering for the contract. 14 contractors responded to the advertisement. Nine contractors subsequently completely the Council's pre-qualification questionnaire and submitted the necessary supporting information. A tenth submitted information in support of the application but failed to return the questionnaire.

Selection of Tenderers

4. The principal criteria for selection of contractors qualified to deliver the service are, experience, technical capability and financial standing. The contractor is also required to demonstrate that it has effective policies and procedures in place for quality assurance, handling of complaints, health and safety, equal opportunities, environmental and sustainability performance. References are required to be provided from existing clients to whom the contractor is providing a service for contracts of a similar nature and scale to that which Waverley is proposing to tender. The applications have been reviewed by a cross-departmental officer group including representatives from the environment, finance, audit and legal disciplines. The summary of its evaluation is produced below.

Financial Appraisal

5. The Council's Internal Audit Section has carried out a financial appraisal of the applicants in consultation with its Credit Consultant. Details of the applications received and results of the appraisal are appended at (Exempt) Annexe 1 for information.

Financial Implications

6. There are no financial implications in the selection of prospective tenderers whose financial standing has been proven.

Environmental, Sustainability, Equal Opportunities and Community Safety Implications

7. This contract has a major role in maintaining a clean street environment in the Borough which can also contribute to a perception of a safe community. Full environmental, sustainability and equal opportunities implications will be covered in detail in the report on the final selection of a contractor.


8. It is concluded that the contractors named in (Exempt) Annexe 1 have the experience, technical capability, and financial standing to effectively deliver the services provided under the Council's Environmental Cleaning Contract.


It is recommended that the contractors named in the (Exempt) Annexe to this report be selected to be invited to tender for the Waverley Environmental Cleaning Contract for the period 1st April 2003 until 31st October 2005.

Background Papers (DoE&L)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.



Name: Mr P Maudsley Telephone: 01483 523398
e-mail: pmaudsley@waverley.gov.uk
Mr R Ellks Telephone: 01483 523411
e-mail: rellks@waverley.gov.uk

comms/executive/2002-03/077 28959