Decision details

The Award of a waste management software contract for the former Selby area

Decision Maker: Head of Commissioning Contracts and Procurement Waste Selby

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No


To award a contract for the supply of waste management software for the former Selby area waste service transferring from the private sector back to The North Yorkshire council.

Reasons for the decision:

The Executive approved a decision to not re-procure the Selby Environmental Services Contract and transfer the service back to The North Yorkshire Council on 20/09/2022. The current contract with Urbaser ltd expires on 31/03/2024 and a formal project is underway to ensure a smooth transfer of the services. Urbaser currently utilise a waste management software solution to manage the collection services that:-
• provides real time round information to the contact centre
• manage collection rounds
• vehicle routing
• garden waste subscription information
• property specific information
• collection efficiency
• resource utilisation
• commercial waste

The software is used as a key management tool for the collection services, performance management and contact centre call handling. To ensure a smooth transfer of services a review was conducted to identify if the software contract could be novated from Urbaser to North Yorkshire and legally this could not be achieved leaving the only option to retain the software was to enter into a new contract. The software was procured via the Governments G cloud software framework as a direct award and the contract term is aligned to a wider transformation project to specify and procure a single waste management system to replace several legacy district / borough systems.

As part of the service transfer a service budget model is under construction to analyse the current contract price over individual service cost headers such as employees, vehicles, ICT etc etc. The software is included in this cost model to ensure costs are budgeted in future years.

Alternative options considered:

The service transfer project team representatives from ICT and procurement reviewed alternative options of transferring the current contract with Urbaser to North Yorkshire but due to this contract including individual contract deployments across the Urbaser client base this could not be achieved. Procurement identified the option to re-procure via G Cloud as a direct award and after negotiation with Urbaser it was agreed that the data and business rules could be transferred to North Yorkshire which presented the simplest short term option for a service transfer. Not having an IT software solution was originally discounted and with the subsequent implementation of a garden waste subscription service requiring interfaces with North Yorkshire web forms, not having a system from April 2024 was further discounted as an option.

Publication date: 13/11/2023

Date of decision: 09/10/2023