To receive a verbal update on the work taking place to mobilise the Joint Waste Collection Services Contract across partner authorities.
Minutes:
The Committee was briefed on the next stages in the mobilisation process which was expected to commence in Surrey Heath on 5th February 2018. The briefing covered staffing matters, ICT, Garden Waste collections and an operational update.
Staffing
Amey had met with Biffa staff to discuss the impending changes and any concerns that they might have about the transfer to Amey contracts under the TUPE regulations. Staff Induction Workshops would take place on 27th January 2018 to enable all staff transferring to be briefed on Amey policies and procedures.
ICT
It was reported that online forms were now operational for Woking Borough Council residents.
Surrey Heath’s contact centre would be transferred to Amey and online information migrated to the Joint Waste Solutions (JWS) website. Online forms specific to Surrey Heath were being finalised. It was expected that testing and finalisation of these forms would be complete by 26th January 2017 and would go live on 5th February 2018.
Garden Waste
Data relating to Surrey Heath residents participating in the garden waste collection scheme had been uploaded to the JWS portal. All customers would receive an email inviting them to sign up to Amey’s garden waste scheme in advance of the contract commencement on 5th February 2018.
Operations
It was reported that, following the difficulties experienced with the mobilisation of Elmbridge Borough Council and the successful use of a phased transition to mobilise Woking Borough Council, the JWS Partnership was keen to mobilise the contract in Surrey Heath on a phased basis. This was at odds with Amey’s initial desire to implement round changes and new ways of working in Surrey Heath from the first day of the contract mobilisation.
The Joint Waste Partnering Board had provided JWS officers with the steer that mobilisation on an ‘as is’ basis was unacceptable and that any additional cost incurred as a result of the phased implementation should be shared between the partner authorities and Amey.
It was reported that, following discussions with Amey, Surrey Heath would be mobilised as close to an ‘as is’ basis as possible. However, although refuse and recycling collections would continue unchanged five new collection rounds would be created to enable the collection of food waste using dedicated food waste vehicles. This approach would be in place for the first three months whilst crews adjusted to the new ways of working, before new recycling nd refuse routes were implemented.
It was estimated that the phased approach preferred by the Council’s would cost an additional £120,000 over three months. Amey had agreed to pay £45,000 of this cost with the remaining £75,000 cost split between the four partner authorities.
Arising from Member’s questions and comments the following points were noted:
· Following the Elmbridge mobilisation Amey had developed a more robust staff engagement strategy with staff engagement now occurring earlier in the mobilisation process. This approach had proved successful when Woking was mobilised.
· It took between 9 and 12 months for a vehicle order to be delivered and capital costs were incorporated into the contract to cover vehicle hire for a three month period to bridge any potential gaps. If Tandridge District Council were to join the JWS Partnership then with the long lead in time currently in place it was expected that this vehicle hire element would not be necessary.
· The contract was ambiguous about the way that a service was to be delivered immediately following mobilisation and consequently negotiation with the contractor was required.
The Committee noted the update.