The Environment and Sustainable Transport Committee of Sutton Council met on Thursday 7 March 2024 to discuss extending library opening hours and awarding a new contract for waste and street cleansing services. The committee approved the proposal to extend library hours using self-access technology and agreed to award the waste and street cleansing contract to Bidder A.

Extending Sutton Council's Libraries Offer

The committee approved a proposal to extend opening hours at all Sutton Council libraries, utilising self-access technology. This will allow libraries to be open from 8 am to 9 pm on Mondays to Saturdays, and 9 am to 6 pm on Sundays, with libraries being unstaffed during these extended hours. A pilot scheme at Wellington Library received positive feedback, with over a thousand visits and no major incidents reported.

A public consultation on the proposal received over 1,100 responses, with 79% in favour of the extended hours. Concerns raised by residents included potential antisocial behaviour, the need for support for those less familiar with technology, and the impact of reduced staffing. To address these concerns, libraries will clearly advertise when staff will be available, and there will be a guarantee of at least one staffed day per week in smaller libraries. For younger users, 16 and 17-year-olds can access libraries during unstaffed hours with parental consent. The rollout of the extended hours is planned to begin in April.

The committee discussed the potential impact of job losses, with officers stating that 10 full-time equivalent (FTE) posts would be reduced, but that longer-term staff had opted for voluntary severance and no one was being made redundant. The capital budget for the installation of self-access technology is £363,000, with an estimated annual maintenance cost of £5,000 from the second year. Concerns were raised about potential increases in lighting and heating costs, though the pilot at Wellington Library did not show a significant increase.

The committee also discussed the accessibility of libraries for residents who may not be digitally savvy. In-person induction sessions will be offered, and information will be available through physical posters in libraries. It was confirmed that residents can still access libraries using their physical library cards, not solely relying on a smartphone app. The council also highlighted its leadership of the Libraries Consortium, a collaboration with 23 other local authorities, which allows for book sharing across these authorities, extending access to 27 million books. This consortium model means that residents from other participating boroughs, including Croydon, can access Sutton's libraries.

The committee also addressed concerns about safety during unstaffed hours. It was confirmed that a mobile security unit would visit libraries after 9 pm, and an alarm system would be in place. CCTV would also be used to monitor the premises. The council also noted that it self-insures its buildings up to £500,000, with a central insurance fund available for larger incidents.

Award of Contract for Waste and Street Cleansing Services

The committee considered the award of a new contract for waste and street cleansing services, which is due to commence in April 2025. Following a competitive dialogue process, the report recommended the appointment of Bidder A as the preferred bidder. The evaluation criteria for this contract were weighted at 30% for price and 70% for quality, a split that was noted as different from the previous procurement in 2015-16, which had a 60-40 split. The committee was assured that this weighting was appropriate for the nature of the procurement and designed to ensure best value.

The new contract is expected to bring several improvements, including enhanced street cleansing services to address issues like spillages, and the decarbonisation of the refuse fleet through the introduction of alternative fuels and the electrification of a significant portion of the street cleansing fleet. The council is also procuring a bulking transfer and affordage contract through the South London Waste Partnership to ensure the continued recycling of collected materials.

The committee discussed the redevelopment of the council's waste and street cleansing depot, with a recommendation to award the works to Wilmore-Dixon and enter into a lease with Bidder A for the depot from 2025. The report also noted that the council may receive income from manufacturers through extended producer responsibility legislation, but this is not yet certain and presents a risk.

A significant portion of the discussion on this item took place in a closed session to discuss commercially sensitive information regarding bidder prices and scores. However, in the public session, questions were raised about the transition of knowledge from previous waste contracts, the rationale behind the price and quality weighting, and the timescale for introducing food waste collections at five flats and shop locations. It was confirmed that the introduction of food waste collections would occur within the first year of the contract, with detailed planning during the mobilisation period.

The committee also discussed the potential for using electric vehicles (EVs) for the refuse fleet. While the cost of electric refuse vehicles is currently prohibitive, the council is exploring alternative decarbonisation options and the electrification of ancillary vehicles. The possibility of sharing charging facilities with external partners, such as the bus station, was also raised.

Concerns were raised about the reporting of issues on housing partnership land, such as the St. Helier and Hansel Estates, where the council's reporting app does not function. It was clarified that these areas are maintained by the housing providers, and therefore have different reporting mechanisms. The new contract will focus on improving standards for spillages and ensuring they are cleared promptly.

Key performance indicators (KPIs) for the contract were discussed, with 39 separate performance standards outlined, an increase from the 29 in the existing contract. Redacted versions of the contract, including KPIs, will be made available to councillors once the contract is awarded. The committee was also informed about plans to hire care leavers and deliver apprenticeships as part of the new contract.

Finally, the committee was reassured that the chosen bidder was overwhelmingly the best across all criteria, with their technical capability being a significant factor in their selection. The council's commitment to recycling was also highlighted, with the understanding that it is generally cheaper for the council than sending waste to an energy recovery facility (ERF).