The Council is committed to delivering best value for its residents in every area of service and decided to review and develop its policies in a number of areas in regard to the procurement of its goods and services, most notably the Public Services (Social Value) Act 2012 and the Public Contracts Regulations 2015.

The review identified 3 key areas where we should be developing our policies:

·  MBC Biodiversity and Climate Change Action Plan – including Sustainable Procurement Policy.

·  Public Services (Social Value) Act 2012 – Social Value

·  Modern Slavery Statement

Therefore, the aim is to introduce new polices and revise contract approval levels to develop the procurement process.  These changes support the Council’s strategic priorities and current legislation.  In 2019, the Council declared a climate emergency and set out a commitment to become carbon neutral by 2030. For many councils, the majority of greenhouse gas emissions and cost reduction opportunities lie outside internal operations.  Using its own updated procurement frameworks, the Council can encourage and engage suppliers to develop proactive approaches to sustainability and reduce emissions and costs.

We also want to increase our social value impacts to take into account the “economic, social and environmental well-being of Maidstone Borough Council” in its procurement activity’.

Considering this, the Council would like to implement 2 new policies, and one statement as follows:

1.  Sustainable Procurement Policy

2.  Social Value Policy

3.  Modern Slavery Statement

These will ensure the internal procurement process reflects legislation, remains fit for purpose and supports sustainability and social value within Maidstone.

That the following be approved:

(a)  Procurement Sustainability Policy, attached at amended   Appendix 1 to the report;

(b)  Social Value Procurement Policy, attached at amended   Appendix 2 to the report; and

(c)  Modern Slavery Statement, attached at amended   Appendix 3 to the report.

This decision sets the proposed fees and charges for 2023/24 for all services.  Fees and charges determined by the Council are reviewed annually, and this forms part of the budget setting process. Changes to fees and charges agreed will come into effect on 1 April 2023 unless otherwise stated.

That

1.  The Fees and Charges as set out in the appendices 1, 3, 4 and 5 of the report be approved for use in the next round of budget making; and

2.  That plans for exploring further opportunities for fees and charges relating to Legal Services, Moorings, Parking, and the Town Hall, be reported to the January 2023 Executive meeting.

The decision proceeds with the refurbishment works for Granada House with the preferred contractor for the total scheme cost as outlined within Exempt Appendix 1 – Financial Summary.

That

1.  The proposed refurbishment works to Granada House up to the Total Scheme Cost as outlined in Table 1 withing the Exempt Appendix 1 – Financial Summary to the report be carried out;

2.  Contract be entered into, in consultation with the Leader of the Council and the Lead Member for Housing and Health, with the preferred contractor to carry out the refurbishment works to Granada House;

3.  a)  Officers explore fully with Pelling’s (the appointed Employers Agent) and the appointed contractor the merits of providing solar PV to the property as a way of off-setting electrical use;

b) This option and additional expenditure (as outlined in Table 2 within Exempt Appendix 1 – Financial Summary) is only pursued after consultation, post contract award with the Lead Member for Housing and Health;

4.  The Director of Finance, Resources and Business Improvement is granted delegated authority to enter into any related appointments, legal actions, deeds, contracts and agreements which may be required to facilitate the refurbishment works required; and

5.  The Head of Mid Kent Legal Services is authorised to appoint the Solicitors required to negotiate and complete the necessary contract documentation, deeds and agreements associated with the refurbishment works on the terms as agreed by the Director of Finance, Resources and Business Improvement.

The decision provides a summary of the procurement process of the Mid Kent Waste Contract which is due to commence in March 2024 and approves the Contract Award. 

A Competitive Dialogue Process has been undertaken over the past 12 months, with one compliant bid received at Final Tender stage.  The decision outlines the submission received from Bidder A, including the quality and price scoring.

That

1.  The Mid Kent Waste Contract is awarded to Bidder A;

2.  The Director of Finance, Resources and Business Improvement is given the delegated authority to issue a Letter of Intent to Bidder A to enable contract mobilisation to commence; and

3.  £5.8 million capital funding is allocated for the purchase of Maidstone’s waste collection fleet.