URL: https://reigate-banstead.moderngov.co.uk/ieDecisionDetails.aspx?ID=1208

Decision Maker: Leader of the Council

Outcome:

Is Key Decision?: Yes

Is Callable In?: No

Purpose: To agree the award of our Dry Mixed Recycling contract.

Content: To agree the award of our Dry Mixed Recycling contract. Approve the award of contract for the transportation, processing and onward sale of Dry Mixed Recycling (DMR) to Tenderer A named in the Exempt Part 2 report for an initial period of 2 years with option to extend for a further 12 months at a time, up to a maximum term of 5 years (2+1+1+1), at total awarded contract value of up to £1.250m. The Council manages the recycling contract for the dry mixed recycling it collects from households and some schedule 2 businesses (Schools & charity shops) in the borough. The Council’s existing contract is nearing the end of its term and as a statutory service, there is a requirement to ensure continuity of service is maintained to transport, process and onward sell the material that we collect which is an expenditure to RBBC. There was a requirement to undertake a competitive procurement exercise in line with the Procurement Act 2023, to appoint a Provider for the new proposed contract term of an initial period of 2 years with an option to extend for a further 12 months at a time, up to a maximum term of 5 years (2+1+1+1). Option 1 – (Recommended) 1.        To approve the award of contract to the Party named in the Exempt Part 2 report (Tenderer A) to enable the continuation of the statutory service for the provision of recyclate materials. Option 2 - 2.        Not to approve the award of contract.  RBBC has a statutory requirement to collect recyclable household waste and send it to recycling or composting. Having no service provider for our DMR would mean: ·       Potential breach of our statutory obligations to collect and send material to recycling impacting the Council’s reputation and financial implications.  ·       If the lack of service provision occurs, then our budgeted income from SCC recycling credits and Defra EPR payments would be at risk. ·       Have to enter into a spot price market for a DMR processing agreement with a supplier (if we could secure one) with inflated prices for not being in contract. This would put at risk our budgeted expenditure. ·       RBBC could not store the material at the Earlswood depot, as we don’t have planning permission or a valid Environmental Permit from the Environment Agency for the storage of such material. ·      The worst-case scenario, we have to dispose of the mixed recycling as general waste, which would significantly harm our reputation as a council. ·      We’d not be compliant with our own policies and in accordance with the Procurement Act 2023, the Council would be obligated to publish a procurement termination notice. This informs the market that the Council has decided not to award the contract due to for example, the requirement no longer exists and procurement process disbanded. None.

Date of Decision: December 24, 2025