Decision details

Date of Decision:

28/08/25

Title:

Award of Closed Landfill Maintenance Contract

Decision Maker:

(Including Job Title)

Sam Barstow Assistant Director Community Safety and Street Scene

Details of Specific Delegation

or

Delegation contained in the relevant Sub-Scheme of Delegation.

Contained within delegations described in the Council’s Constitution, Sub-Scheme of Delegation – Strategic Director regeneration and Environment.

At Section 4C of Appendix 9: Responsibility for Functions, of the Constitution (Appendix 9 - Responsibility for Functions.pdf (rotherham.gov.uk), of the Constitution it states:

1 This officer delegation scheme sets out the executive functions delegated to officers by the Leader under his/her Executive Arrangements (The executive functions delegated by the Leader should be construed in a broad and inclusive fashion to include the doing of anything which is calculated to facilitate or is conducive or incidental to the discharge of those functions. They should not however be understood to include any Council function).

8. Delegations set out in this scheme will be read in conjunction with all provisions of the Council’s Constitution, and decisions taken by officers in accordance with this scheme will be taken in accordance with all relevant rules and protocols.

Appendix 9 continues, at Section 4C6, stating:

The Strategic Director of Regeneration and Environment is authorised to discharge executive functions for:-

1. Community Safety and Street Scene

(a) Community Safety, Resilience and Emergency Planning

(b) Highways and Network Management

(c) Regulation and Enforcement

(d) Waste and Street Scene

The Constitution continues at item 16 Sub Scheme of Delegation Strategic Director of Regeneration of Environment (Sub Scheme of Delegation - Strategic Director of Regeneration and Environment.pdf (rotherham.gov.uk) at p 1, to state:

The Strategic Director has chosen to sub-delegate some or all of those functions to officers of suitable experience and seniority in his/her own directorate or in another directorate.

At pp 3 – 8 the delegations to the Assistant Director Community Safety and Street Scene are defined further and include:

Any function not otherwise reserved to the full Council, the Cabinet, a committee of the Cabinet, a member of the Cabinet, a joint committee discharging executive functions or another local authority, relevant to the Assistant Director’s portfolio

Specific delegations are laid out in the Council’s Constitution at item 16 Sub-Scheme of Delegation Strategic Director of regeneration and Environment (Sub Scheme of Delegation - Strategic Director of Regeneration and Environment.pdf (rotherham.gov.uk)) pp51 – 61 in respect of the Food Safety Act 1990 and related statutory instruments, amongst others, in that the delegation of powers in relation to the issuance of statutory documents is:

Via written Authorisation to approve on behalf of Assistant Director of Community Safety and Street Scene and the Assistant Director – Planning, Regeneration and Transport, to the Head of Community Safety and Regulatory Services and Service Manager, Community Safety and Regulatory Services Head of Transport Infrastructure, Head of Highways.

Decision:

Following a full tender process in accordance with the financial and procurement rules, a Contract for the maintenance and repair of infrastructure on the Councils 6 closed landfill sites will be awarded to the successful bidder ‘Waste Management Maintenance Ltd’ for an initial period of two years, with an option to extend for a further two years.

Reasons for the Decision:

The existing contract with the incumbent supplier is nearing its expiry date.  A new contract needs to be in place to ensure continuity of service for the repair and maintenance of landfill infrastructure.  Waste Management Maintenance Limited were the only provider to submit a compliant bid.

Details of alternative options considered and rejected:

No alternative options are available.  Due to the receipt of a single bid, the essential nature of the service and the need to ensure continuity of the service a contract needs to be awarded to Waste Management Maintenance Ltd.

Conflicts of interest declared by any Cabinet Member consulted by the decision maker which relates to the decision:

No conflicts of interest have been declared.

Dispensations Granted:

(If any)

No dispensations were granted or required.

Conflicts of interest declared by the Decision Maker if they sit as a Cabinet appointed representative to an outside body which relates to the decision:

None

Dispensations Granted:

(If any)

None

Reports or parts of reports relevant to the decision being taken:

Tender Evaluation Report – Yor Tender Reference 68316, Initiative -24--071

Due to the receipt of a single bid, the essential nature of the service and the need to ensure continuity of the service a contract needs to be awarded to the bidder ‘Waste Management Maintenance Ltd’.

This contract is for the inspection, service, maintenance, and repair of electrical and mechanical equipment associated with landfill infrastructure, located on the Councils 6 closed landfill sites.

As part of the tender evaluation process, the proposed supplier has met all the published quality and social value criteria.  Due diligence has successfully been undertaken.

The supplier is the incumbent supplier and therefore any risks associated with the transition of services will be minimal.