Agenda and minutes

South West Devon Waste Partnership - Thursday 5 November 2009 11.00 am

Venue: Potter Room, Coaver Club, County Hall, Topsham Road, Exeter

Contact: Ross Johnston, Democratic Support  Email: ross.johnston@plymouth.gov.uk

Items
No. Item

13.

INTRODUCTIONS AND APOLOGIES pdf icon PDF 163 KB

To introduce attendees and receive apologies for non-attendance submitted by Members.

Minutes:

Councillor Roger Croad welcomed members to the meeting.

14.

DECLARATIONS OF INTEREST

Members will be asked to make any declarations of interest in respect of items on this agenda.

Minutes:

The following declarations of interest were made in accordance with the Code of Conduct in relation to items under discussions at this meeting –

 

Name

Subject

Reason

Interest

Councillor Hart

South West Devon Waste Partnership in general.

He had recently, since the last meeting of the SWDWP, had lunch with an old friend who was now a Director at Viridor.

Personal

 

15.

MINUTES pdf icon PDF 31 KB

To sign and confirm as a correct record the minutes of the meeting held on 16 July 2009.

Minutes:

Resolved that the minutes of the meeting of the South West Devon Waste Partnership Joint Committee held on Thursday 16 July 2009 are confirmed as a correct record.

16.

PROJECT UPDATE pdf icon PDF 12 KB

Members will receive an update on the project from the Project Director.

Minutes:

The Partnership received an update from the Project Director on the progress of the project so far and members were informed that –

 

(i)

since the last meeting of the Partnership the procurement process had moved into the Invitation to Submit Detailed Solutions (ISDS) First Stage, where three participant companies, MVV Umwelt, Sita UK and Viridor, proposing five solutions were invited to develop their solutions from the Invitation to Submit Outline Solutions (ISOS) stage and submit a more detailed solution with particular focus on site deliverability, planning and energy sales arrangements;

 

(ii)

during the ISDS First Stage the Partnership project team continued to dialogue with the participants to develop their solutions prior to the updated solutions being submitted on 2 October 2009;

 

(iii)

 

the ISDS First Stage solutions received had been reviewed against the Partnerships requirements and the results would be presented to the Partnership under exempt business prior to formal notification to participants and information being released to the public;

 

(iv)

 

as part of the ongoing public information and communication process of the project there had been a one day public exhibition held in the Guildhall, Plymouth on 15 August 2009. The exhibition was very well attended with over 200 people attending to find out more about the project and its proposals;

 

(v)

 

an MPs briefing had been held on 9 October 2009. Three MPs attended which provided the opportunity to ensure that the MPs had a good understanding of the Partnership and the current status of the project and to listen to their comments;

 

(vi)

 

the Partnership had updated its future residual waste projections to take account of latest 2008/09 data and new composition information. These updated projections had considered latest trends and waste growth projections including from the Department for Environment, Food and Rural Affairs (DEFRA). This has led to the forward waste projections and therefore SWDWP contract capacity requirements being revised downwards.

 

17.

OVERVIEW OF PROJECT COMMUNICATIONS pdf icon PDF 22 KB

Members will receive an update on recent and proposed project communications.

Minutes:

The Partnership received an overview of recent and forthcoming communications from the Project Director. Members were informed that –

 

(i)

as part of the Partnerships communication programme the following communication and information sessions had recently been held –

 

 

?

a public exhibition roadshow in Plymouth on 15th August 2009;

 

 

?

MPs briefing.

 

(ii)

future planned communications from the Partnership included –

 

 

?

following the approval of the Partnership a press release detailing the participants going through to the ISDS Main Stage of the procurement process would be issued;

 

 

?

 

liaising with key stakeholders and organisations such as Environment Agency, to keep them informed of the project status and the participants going through to the ISDS Main Stage of the procurement process;

 

 

?

an all Councilor briefing to be held at Devon County Hall on 6 November;

 

 

?

a series of public exhibitions around Devon and Cornwall between 9 – 14 November 2009.

 

18.

ANY OTHER BUSINESS

The Committee will discuss any other items of business.

Minutes:

There were no items of any other business.

19.

DATE AND LOCATION OF NEXT MEETING

The next Committee meeting is proposed for 21 January 2010 in Torbay at a venue to be confirmed.

Minutes:

Resolved that the next meeting will be held at 11am on Thursday 21 January 2010 in Torbay at a venue to be confirmed.

20.

EXEMPT BUSINESS

To consider passing a resolution under Section 100A(4) of the Local Government Act 1972 to exclude the press and public from the meeting for the following item(s) of business on the grounds that it (they) involve the likely disclosure of exempt information as defined in paragraph(s) of Part 3 of Schedule 12A of the Act, as amended by the Freedom of Information Act 2000.

Minutes:

Resolved that, under Section 100(A)(4) of the Local Government Act, 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Part 1 of Schedule 12A of the Act, as amended by the Freedom of Information Act 2000.

21.

SUMMARY OF THE INVITATION TO SUBMIT DETAILED SOLUTIONS (ISDS) FIRST STAGE SUBMISSIONS AND BIDDERS TO BE SHORTLISTED

Members will be informed of the bidders going through to the ISDS main stage and receive a summary of the solutions submitted by each of the bidders.

Minutes:

The Project Director and the Project Manager presented a summary of the detailed solutions proposed by each of the short listed bidders’ and members were informed that –

 

(i)

the ISDS First Stage was similar to the ISOS Stage, though the ISDS Stage First Stage had a more specific focus on site deliverability, planning and energy sales;

 

(ii)

since the ISOS Stage SITA UK had withdrawn its proposal for a solution at Ernesettle in order to concentrate on their HM Naval Base South Yard proposal;

 

(iii)

 

the ISDS First Stage had received four solutions submitted by three participants, these were:

 

 

?

MVV Umvelt who had submitted solutions for sites at Ernesettle and HM Naval Base Devonport (North Yard);

 

 

?

SITA UK who had submitted a solution for a site at HM Naval Base Devonport (South Yard);

 

 

?

Viridor who had submitted a solution for its own site at New England Quarry, near Ivybridge.

 

(iv)

 

the sites proposed as solutions by the participants could still change as the procurement process continued;

 

(v)

 

the next stage in the procurement process is for the bidders’ to develop their proposals further before submitting their detailed solutions in March 2010 in response to the ISDS Main Stage;

 

(vi)

 

the ISDS Main Stage solutions will be assessed between March and May Summer 2010 and then  shortlisted to two bidders.

 

Resolved that the three participants submitting four solutions be invited to develop their proposals and submit further solutions in response to the ISDS Main Stage as part of the ongoing procurement process.

22.

APPROVAL OF SPECIFIC EVALUATION CRITERIA AND METHODOLOGY FOR JUDGING BIDDERS RESPONSES TO THE INVITATION TO SUBMIT DETAILED SOLUTIONS (ISDS) MAIN STAGE

Members will receive a summary presentation from the Project Manager explaining the ISDS evaluation process and will be asked to consider an associated decision report submitted to the Joint Committee for the approval of specific evaluation criteria and methodology.

Minutes:

The Project Director and the Project Manager presented a report on ‘approval of specific evaluation criteria and methodology for judging bidders’ responses to the Invitation to Submit Detailed Solutions’ Main Stage’. The partnership was informed that –

 

(i)

the report was in accordance with the SWDWP Joint Working Agreement Schedule D, in that it required members to agree all evaluation criteria relating to the Project that will be used to assess and evaluate solutions;

 

(ii)

the scoring weightings for the ISDS Main Stage had been set within previously approved bandings.

 

Resolved that –

 

(1)

the evaluation procedure, criteria and scoring methodology as set out in the report is approved;

 

(2)

thefinalisation of the Bid Evaluation Procedure document (annexed to the report) is delegated to the South West Devon Waste Partnership Project Executive.

 

23.

REVIEW OF LATEST PROJECT PROCUREMENT PROGRAMME

Members to receive the latest updated project procurement programme.

Minutes:

The Project Director presented an updated Project Milestone and Monitoring Programme on the procurement process and explained that –

 

(i)

the programme was continually being reviewed and updated and the latest programme milestones reflected the inclusion of new stages into the programme such as the ISDS First Stage, Defra PFI approval requirements and also timescales adjusted in light of learning gained from other PFI procurements;

 

(ii)

the Outline Business Case Reference Project will also be updated to reflect information such as the latest Partnership waste tonnages projections.

 

Resolved that the Partnership endorse the revised project milestone and monitoring programme.