Noted.

The Executive considered the Part 2 (exempt from publication) information set out in the report.

1.  That it be noted that the total capital budget for the depot infrastructure works remains at £6.107m within the capital programme; with revenue funding from maintenance budgets now identified to fund the critical repair works at Central Depot Waste Site and Beaverwood Parks Depot referenced in Executive Report ES20109;

2.  That it be noted that the progress of the design development for the two Council Waste Sites, as detailed in the report below;

3.  That Full Council be recommended to approve an additional £3m capital funds from the capital programme to be allocated to the depot infrastructure works, giving a total all-inclusive budget of £9.107m;

4.  Proceeding to procurement for a suitable construction contractor via a restricted or competitive procedure with negotiation procurement process for the main works contract, along with the proposed variation of the Veolia contract as per Paragraph 2.5 below be approved. The combined estimated total construction value of these works is £7.145m, with an additional £715k client contingencydelegated to the Project Manager, Capital Projects to be used as needed making the total estimated value up to £7.860m; and,

5.  The Veolia Waste collection contract be varied to enable them to design and build two new weighbridges on the operational road within Waldo Road Waste Transfer Station section. The construction costs of which will be contained within the above figures.

Report ES20222

On 16th July 2018, the Executive (ES18032) approved a total capital budget of £6.5m for infrastructure works across a range of depot locations.

Following the appointment of design consultants and the refinement of scope at Design Stage 2 (under the Royal Institute of British Architects Plan of Work - industry standard organisation of the design and construction process), on 24^th November 2021, the Executive (ES20109) approved progression to Design Stage 3 and 4 and the procurement of a suitable construction contractor through a construction procurement framework. The construction contract at that time had an estimated value of £4.35 million.

Ordinarily further approval would not be required at the end of the detailed Stage 3 Design. However, the indicative costs for the works are significantly higher than anticipated and it is considered that altering the procurement process may provide better value for the Council. Therefore, the report sought approval for additional capital funds and a change in procurement route to ensure that the vital infrastructure works at the two Council Waste Sites required to deliver key frontline services are implemented.

In response to a question from a visiting Member, the Director of Environment and Public Protection confirmed that the works at the Churchfields site were progressing well and would be completed by Christmas.  In relation to the lifespan of the works being completed, the Director of Environment and Public Protection suggested that in general a minimum lifespan of 10 years could be expected.

The report had been scrutinised by the Environment and Community Services PDS Committee at its meeting on 22 November and the Committee had supported the recommendations.

RESOLVED: That

1.  That it be noted that the total capital budget for the depot infrastructure works remains at £6.107m within the capital programme; with revenue funding from maintenance budgets now identified to fund the critical repair works at Central Depot Waste Site and Beaverwood Parks Depot referenced in Executive Report ES20109;

2.  That it be noted that the progress of the design development for the two Council Waste Sites, as detailed in the report;

3.  That Full Council be recommended to approve an additional £3m capital funds from the capital programme to be allocated to the depot infrastructure works, giving a total all-inclusive budget of £9.107m;

4.  Proceeding to procurement for a suitable construction contractor via a restricted or competitive procedure with negotiation procurement process for the main works contract, along with the proposed variation of the Veolia contract as per Paragraph 2.5 be approved. The combined estimated total construction value of these works is £7.145m, with an additional £715k client contingencydelegated to the Project Manager, Capital Projects to be used as needed making the total estimated value up to £7.860m; and,

5.  The Veolia Waste collection contract be varied to enable them to design and build two new weighbridges on the operational road within Waldo Road Waste Transfer Station section. The construction costs  ...  view the full minutes text for item 105

ES20222

A Member noted that the report referenced three strategic waste sites. She enquired as to the location of the third site and it was clarified that this site was based in Swanley and that it was a Biogen composting site. Biogen was a private company. It was further noted that the weighbridges would be moving to the Bath Road side of the Depot and a discussion took place as to what impact in terms of noise and traffic this might have on local residents. The Head of Environmental Strategy, Technical Support and Commissioning responded and said that there would be no changes in terms of noise impact and traffic movement times. A Member commented that it had been reported that vehicles were entering and leaving the site before 7:00 am. There was a discussion concerning who owned those vehicles and it was stated that an agreement existed that there should be no vehicles entering or leaving the site before 7:00 am apart from emergencies.

A discussion took place concerning the use of an alternative number plate system to control traffic flow and the possibility of reintroducing a booking system. The Head of Environmental Strategy, Technical Support and Commissioning said that a number of options would be looked at. There would be twelve months to consider various options and mitigations and an updated report on these matters would be presented to the Committee in November 2023. It was anticipated that the major works on the site would commence early in 2024.

RESOLVED that the ECS PDS Committee support the recommendations of the report that would be presented to Full Council and the Executive.