DATED 20
(1) |
north yorkshire County council |
(2) |
City of york council |
|
collaboration agreement |
|
Relating to: Shared Waste Arrangements
CONTENTS
1. Definitions and Interpretation
11. Consequences of Termination
16. Assignment and Sub Contracting
25. Governing Law and Jurisdiction
SCHEDULE 1 SERVICES
SCHEDULE 2 PRINCIPLES OF COLLABORATION
ANNEX 1 JOINT WASTE MANAGEMENT AGREEMENT (JWMA)
SCHEDULE 3 COSTS AND SHARING
SCHEDULE 4 TUPE AND STAFF MANAGEMENT
THIS Agreement is dated 20
PARTIES
(1) NORTH YORKSHIRE COUNTY COUNCIL of County Hall, Racecourse Lane, Northallerton, North Yorkshire, DL7 8AD (“NYCC”);
(2) CITY OF YORK COUNCIL of West Offices, Station Rise, York, YO1 6GA ("CYC").
BACKGROUND
(A) Each Party is a Contracting Authority for the purposes of the Public Contracts Regulations 2015 (the "Regulations").
(B) This Agreement describes how the Parties will collaborate in accordance (as applicable) with the Local Authorities (Goods and Services) Act 1970, s1 of the Localism Act 2011, s93 of the Local Government Act 2003 and s101 and s111 of the Local Government Act 1972;
(C) The Parties aim to benefit from the economies of scale that will be generated through this collaboration which will contribute to the promotion and improvement of the respective areas;
(D) This Agreement, amongst other things, sets out and is predicated on the Principles of Collaboration as contemplated by regulation 12(7) of the Regulations which the Parties have agreed should apply to the arrangements in this Agreement;
(E) The rationale for entering into this Agreement is for the Parties to be able to work collaboratively in the public and common interest and in accordance with the Principles of Collaboration in order to utilise the operational expertise and experience of employees of both Parties in the delivery of joint waste related services;
(F) The arrangements contemplated by this Agreement are predicated on the fact that the public procurement rules as set out in the Regulations and the Directive are not designed to interfere with the freedom of public authorities to perform the public service tasks conferred on them by using their own resources which includes the possibility of cooperation with other public authorities.
(G) NYCC and CYC have entered into an agreement (JWMA) covering the procurement and delivery of a long term waste management service to both authorities. NYCC has subsequently entered into a contract with Amey Cespa (Amey) dated 26th August 2011 which was amended and restated on 30th October 2014 for the provision of the service and at the same time CYC entered into a ‘back to back’ contract with NYCC to enable CYC to access the services provided by Amey.
(H) NYCC and CYC have also entered into contracts with Yorwaste Limited (a company owned jointly by NYCC and CYC) to provide certain waste management services to both parties.
(I) The JWMA provides for sharing of costs between NYCC and CYC relating to the procurement of the long term service provided by Amey but does not extend to arrangements for formal management of that contract. The parties now wish to formally collaborate in the management of contracted waste disposal services including AWRP but also for other waste disposal authority functions provided through Yorwaste and other third party contractors.
(J) The objectives of further collaboration and shared management of contracted services are to:
a. Minimise bureaucracy
b. Reduce duplication of effort
c. Improve decision making
d. Improve resilience
e. Share resources and assets
f. Improve capability to recognise and take advantage of opportunities
g. Strengthen team skills
h. Achieve optimum balance of waste movements to disposal facilities to ensure maximum shared financial benefit/ least cost to both parties
ADR |
has the meaning given to it in clause 12.5; |
Audit Act |
means the Local Audit and Accountability Act 2014; |
Authorised Representatives |
means the persons referred to in clause 3.1; |
Agreement |
means this agreement together with the Schedules attached to it; |
Change |
means an alteration to the Services and/or a variation to the terms of this Agreement; |
Commencement Date |
means [1 April 2021]; |
Contracting Authority |
has the meaning given to it in Part 1 of the Regulations; |
Costs |
means the costs to be paid by each Party to the other in respect of the arrangements set out in this Agreement (in accordance with s93 Local Government Act 2003) as set out in Schedule 3 to this Agreement; |
Data Controller |
shall have the meaning given to the term “controller” as set out in Article 4 of GDPR; |
Data Loss Event |
any event that results, or may result, in unauthorised access to Personal Data held by a Party under this Agreement, and/or actual or potential loss and/or destruction of Personal Data in breach of this Agreement, including any Personal Data Breach; |
Data Processor |
shall have the meaning given to the term “processor” as set out in Article 4 of GDPR; |
Data Protection Impact Assessment |
an assessment by a Controller of the impact of the envisaged processing on the protection of Personal Data;
|
Data Protection Legislation |
means: -(a) the GDPR, the UK GDPR, the LED and any applicable national implementing Laws as amended from time to time:(b) the DPA 2018 to the extent that it relates to processing of personal data and privacy;(c) all applicable Law about the processing of personal data and privacy;(d) any codes of practice, guidelines and recommendations issued by the Information Commissioner or any replacement body, all of which are current at the time of and Processing of Personal Data; |
Data Subject |
shall have the meaning given to such term in the GDPR; |
Data Subject Access Request |
a request made by, or on behalf of, a Data Subject in accordance with rights granted pursuant to the Data Protection Legislation to access their Personal Data; |
DPA |
means the Data Protection Act 2018, or any successor or replacement legislation; |
DPA Principles |
means the six (6) principles set out in Article 5 of the GDPR; |
Directive |
means Directive 2014/24/EU of the European Parliament and of the Council of 26 February 2014 on public procurement and repealing Directive 2004/18/EC; |
Dispute |
has the meaning given to it in clause 12.1; |
EIR |
means the Environmental Information Regulations 2014; |
Equipment |
any equipment, including tools or facilities, provided by either Party and/or either of their third party subcontractors used directly or indirectly in the provision of the Services; |
European Union Treaty Principles |
means the principles deriving from the Treaty on the Functioning of the European Union in respect of public procurement of: (a) transparency; (b) proportionality; (c) equal treatment and non-discrimination; and(d) mutual recognition; |
Event Of Default |
means any act or omission on the part of any Party or its Staff in respect of: (a) any breach of its obligations under this Agreement; and(b) any representation, statement or tortious act or omission, including negligence, arising under or in connection with this Agreement; |
FOIA |
means the Freedom of Information Act 2000; |
GDPR |
means the EU General Data Protection Regulation 2016/679 and “UK GDPR“ means the GDPR as implemented into the law of England and Wales, Scotland and Northern Ireland or any successor or replacement legislation; |
Head of Shared Waste Management Service |
means the head of the Shared Waste Management Service for NYCC and CYC employed by NYCC; |
Intellectual Property |
means any and all patents, trademarks, service marks, copyright, database rights, moral rights, rights in a design, know-how, confidential information and all or any other intellectual or industrial property rights whether or not registered or capable of registration and whether subsisting in the United Kingdom or any other part of the world together with all or any goodwill relating or attached to such rights; |
Joint Controllers |
where two or more Controllers jointly determine the purposes and means of processing Personal Data; |
Law |
means: (a) any Act of Parliament; (b) any subordinate legislation within the meaning of Section 21(1) of the Interpretation Act 1978; (c) any exercise of the Royal Prerogative; and (d) any enforceable community right within the meaning of Section 2 of the European Communities Act 1972; in each case in force in the United Kingdom; |
Permitted Recipients
|
the Parties to this Agreement, the employees of each Party, any third parties engaged to perform obligations in connection with this Agreement; |
Personal Data |
shall have the meaning given to such term in the GDPR; |
Personal Data Breach |
means anything which constitutes a “personal data breach” for the purposes of Article 4 of the GDPR; |
Parties |
means the parties to this Agreement and the term "Party" shall be construed accordingly; |
Principles of Collaboration |
means the principles set out in Schedule 2 to this Agreement; |
Processing
|
has the meaning given to such term in the GDPR and the term “Processed” and its and their derivatives shall be construed accordingly; |
Protective Measures |
appropriate technical and organisational measures which may include: pseudonymising and encrypting Personal Data, ensuring confidentiality, integrity, availability and resilience of systems and services, ensuring that availability of and access to Personal Data can be restored in a timely manner after an incident, and regularly assessing and evaluating the effectiveness of the such measures adopted by it; |
Regulations |
means the Public Contracts Regulations 2015; |
Relevant Transfer |
means a relevant transfer of an undertaking for the purposes of TUPE; |
Requesting Party |
has the meaning given to it in clause 6.11.2; |
Reserved Matters |
means those matters listed in Schedule 1 and which the SWMS must refer to the authorities; |
Services |
means the range of services which shall be provided (all or in part) by the SWMS under this Agreement and which are more specifically set out Schedule 1 to this Agreement; |
Shared Waste Management Service or SWMS |
means the shared service between NYCC and CYC for the provision of the Services as set out in Schedule 1; |
SWMT |
means the Shared Waste Management Team; |
Staff |
means partners, directors, employees, agents and subcontractors of either Party in connection with the Agreement; |
Term |
means the period from the Commencement Date to expiry of this Agreement in accordance with clause 10; |
TUPE
|
means the Transfer of Undertakings (Protection of Employment) Regulations 2006 and/or any other regulations enacted for the purpose of implementing the EC Acquired Rights Directive (Council Directive 2001/23/EC) into English law; |
Working Day(s) |
means any day between Monday to Friday, 0900 to 1700, excluding public holidays; and |
including where a Party was advised in advance of the possibility of such loss or damage arising.
Nothing in this Agreement is intended to, or shall be deemed to, establish any Party as the agent of the other or authorise any Party to make or enter into any commitments for or on behalf of any other Party.
EXECUTED as a DEED |
|
by the affixing of the COMMON SEAL of |
|
NORTH YORKSHIRE COUNTY COUNCIL
|
|
in the presence of: |
................................. |
|
Authorised Signatory |
EXECUTED as a DEED |
|
by the affixing of the COMMON SEAL of |
|
CITY OF YORK COUNCIL
|
|
in the presence of: |
................................. |
|
Authorised Signatory |
Schedule 1 - Services
[TO BE INSERTED ONCE AGREED]
Schedule 2 - Principles of Collaboration
The Parties shall adopt the following principles:
1. Collaborate and co-operate: Establish and adhere to the governance structure set out in this Agreement to ensure that activities are delivered and actions taken as required;
2. Be accountable: Take on, manage and account to each other for performance of the respective roles and responsibilities set out in this Agreement;
3. Be open: Communicate openly and in a timely fashion about major concerns, issues, service disruption or opportunities relating to the Services and this Agreement;
4. Learn, develop and seek to achieve full potential: Share information, experience, materials and skills to learn from each other and develop effective working practices, work collaboratively to identify solutions, eliminate duplication of effort, mitigate risk and reduce cost;
5. Adopt a positive outlook: behave in a positive, proactive manner;
6. Adhere to statutory requirements and best practice: Comply with applicable laws and standards including the Directive, the Regulations, the Data Protection Legislation and legislation in relation to freedom of information;
7. Act in a timely manner;
8. Manage stakeholders effectively;
9. Deploy appropriate resources: Ensure sufficient and appropriately qualified resources are available and authorised to fulfil the responsibilities set out in this Agreement; and
10. Act in good faith to support compliance with these Principles of Collaboration.
ANNEX 1 – JOINT WASTE MANAGEMENT AGREEMENT
Schedule 3 – Costs and Sharing
[TO BE INSERTED ONCE AGREED]
Annex 1
Additional Commercial Waste Benefit Share Mechanism
Annex 2
Example Distribution of Additional Commercial Waste Benefit