Agenda item

This reports presents the Sustainable Procurement Policy - Following the last procurement audit, an audit recommendation was made that a procurement strategy should be drafted to ensure officers are procuring in a manner which supports the corporate strategy. Additional procurement elements are intended to be built into the councils updated economic strategy policy.

Patrick Tuite, Procurement Officer, addressed the Committee.  He advised that the Committee members had before them the Sustainable Procurement Policy, he noted that Waverley did not have a policy in place for the procurement function and it was proposed that this policy is put in place to support the council’s corporate strategy.  The Chair raised a query regarding the monitoring and measuring of potential suppliers’ performance against environmental commitments and who would be responsible for completing the task.  Patrick Tuite informed the Committee that the policy would be proportionate to the contract which it was applied to.  He noted that some commitments might be resource intensive, but it would be for bigger contracts that are adequately resourced to be able to do so.  He also added that in many cases the monitoring was already being carried out.

The Chair welcomed the report and inquired to the frequency of the monitoring and reporting.  Patrick Tuite advised the Committee that he had not stipulated any frequency as it would be the officers who are responsible for the contract that would be best place to decide on frequency.  The Chair asked if other local authorities had implemented similar policies.  Patrick Tuite informed the Committee that the policy was developed in conjunction with a number of district borough councils, all intending to adopt similar policies.  He added that Waverley may be the first in Surrey, but it is expected that others would follow.  The Chair also queried the term ‘Circular Economy’ and industry certification.

Patick Tuite advised the Committee that it was a whole life costing of a product as well as what would happen to the product once it was disposed of.  He added that it was a longer look at products, factoring in disposal, and environmental implications once the lifetime had expired. Patrick Tuite advised the Committee that he had not stipulated any certifications as it would be the officer who are responsible for the contract that would be best place to decide. 

Councillor Edmonds asked if there would be and uplift of cost if the council adopted best practice instead of good practice.  Patrick Tuite advised that the council should always strive for best practice, however the policy states where possible commitments should be affordable and appropriate.  Councillor Heagin welcomed the report and noted the extra work it would mean for officers.  She queried if officers intended to gather data as the policy was implemented to assess and understand the impact for when the policy is reviewed at a later date.  Patrick Tuite advised the Committee that this was something he would take away and consider.

Councillor Howard welcomed the report and noted the council’s commitment to the Climate Change Emergency, she felt that the policy supported the council’s commitment.  The Chair wondered if social value was encouraged to potential contractors in order to improve their chances of success.  Patrick Tuite confirmed that it was one method, he noted that most firms were already applying social value regardless of their clients’ requirements.

The Committee noted and welcomed the report; the Chair advised that he looked forward to seeing how the policy worked in practice.