Warp It - Waste Action Reuse Portal

TRANSFORMATION GROUP

PROJECT BUSINESS CASE- Phase 2

1. Background:

About Warp It:

Warp It is an easy to use online portal which provides a platform for organisations to redistribute (give, loan or share) resources legally and conveniently within the organisation and beyond, within other organisations.

The tool demonstrates significant savings on purchasing and waste disposal costs, as well as avoiding landfill and carbon emissions.

There are two scenarios which mean as an organisation our resources are often wasted. Due to limited communications and space and time pressures, we often have to dispose of surplus resources because a new owner cannot be found quickly and easily. Furthermore it is human nature to hoard items that might be needed later – this leads to inefficient space and the stored unused resources are not in use and become obsolete.

Organisations using Warp It range from Local Authorities, Central Government, NHS, Universities, Colleges and Schools, SME’s and groups with charitable purposes.

Northumberland County Council’s Introduction to Warp It:

Following a presentation to the Sustainable Procurement Working Group by Daniel O’Connor of Warp It (Waste Action Reuse Portal), a further presentation was arranged on 17th August to generate discussion and gain approval of this portal for Northumberland County Council. Heads of Service and Senior Officers across service areas were invited to attend, but with only 5 officers in attendance, it was agreed that action should be taken to implement this system as it is an excellent opportunity for the authority to act in a sustainable manner.

A quick analysis of data prior to the meeting on 17th August showed that as an authority we had spent £55,025.10 on furniture with our contracted supplier from April 2011 to June 2011. The idea of this portal will not only ensure we act in a sustainable manner, but to encourage growth and development with organisations in Northumberland as part of the process; and to ensure that as an authority we are making efficient use of resources with procedures in place for unwanted items.

The cost of this portal is £2,000 plus VAT per annum and includes all NCC owned and managed estates including schools, with 24/7 customer support.

Phase 2- Implementation Plan;

To date the Councils implementation of Warp It has been a resounding success with over £63,000 cost avoidance and 42,000 tonnes of carbon saved. However not all items have been claimed which has led to the main storage area (Old Fire Station at County Hall, Morpeth) becoming overly full

The aim of phase 2 is to allow NCC staff members to claim items on a personal basis predominantly for use in the home. A £5 contribution to go towards covering the portals annual subscription costs will be required. This will be paid in cash by the claimant and receipted.

Objectives:

The aim is to ensure that the maximum possible amounts of resources are being re-used, the reasons for this are listed below;

Avoidance of waste disposal (impact on costs and landfill)

Avoidance costs of purchasing new resources which could be free

Reduction in carbon emissions generally associated with purchasing

Ensures management of recycling and refurbishment of resources across authority

Social benefits for local Third Sector organisations joining the portal at no cost

Encourages business growth and development – using local organisations as part of refurbishment process

Encourages business growth and development – using local organisations when setting framework for delivery arrangements

Ensuring best value for money and efficiency savings

All options, risks and issues are to be identified as part of the project.

WARPit works by having its users grouped into 3 priority levels. To maximise value to the Council it is important to try and reuse items within the organisation. Internal subscribers are known as Priority 1 subscribers. The more internal subscribers, the more chance that the items will be reused within the organisation and save money on purchasing new equipment. Priority 2 and priority 3 are occupied by collaborating organisations. Priority 2 is made up of reciprocal resource sharing networks e.g. Durham County Council. Organisations can link up (‘friend’ each other) locally, nationally and internationally to share resources. Priority 3 organisations are usually made up of community groups, charities or SMEs, these organisations do not reciprocally share but may want to transfer items.

On NCC’s Warp It portal resources become available to priority 2 and priority 3 organisations a pre-determined number of days before the resource ‘expires’.

As shown in the diagram below, Phase 2 will allow staff members to claim resources when they become available to priority 2 and 3 users.

Benefits:

Cost benefits

Carbon reduction

Enhance relations with VCS

Reduced strain on storage facilities

Less wasted resource

Recoup of Warp It subscription costs

KPI data generated by the Warp It portal can be used to assess the impact of implementing phase 2.

2. Options Appraisal:

Option 1: Do nothing

Option1 - Do nothing:

This option must be discounted because it contradicts the Councils sustainable objectives and does nothing to improve current reuse rates.

Option 2 – Implementing Phase 2

Recommend this option because for low resource use significant benefits could be achieved.

3. Outcomes/Benefits expected, how they will be measured and when:

4. Scope: (noting any exclusions)

The scope to manage this phase of the portal will be within Procurement.

5. Cost:

Summary of Financial implications:

Avoidance of waste disposal/waste transportation costs

6. Timescales:

Implementation can be completed by 12th December 2012 subject to communications on NCC Intranet and ‘Staff Room’ e-newsletter and approval from audit, trading standards and legal personnel. Enquiries regarding these communications have been made and timely completion for a ‘going live’ date of 12/12/12 seems feasible.