Decision details

The Executive Member (Customer, Streetscene and Environment), Councillor Adrian Lowe, presented the confidential report of the Director of Customer and Digital. 

The report requested approval for the contract award procedure and evaluation criteria for the procurement of tipper vans and plant machinery for Streetscene, trade waste services for council buildings and depot waste services. 

Members noted that electric options for tipper vans had been investigated, including trials, but no suitable options had been indetifies that met the needs of the service.  Compatibility with biodiesel/ HVO would be included in the specification as a greener alternative to regular diesel. 

Resolved (unanimously)

1.         To approve the entry of a further competition exercise through either a compliant framework, or an open tender through procurement portal, The Chest, to procure a total of 16 new vans & 3 Plant machinery. Tenders will be evaluated to establish the most economically advantageous tender based on 80% cost, 20% quality.

2.         To approve the excluion of social value as part of the evaluation criteria from the tender exercise for new tipper vans.

3.         To approve an open tender through procurement portal, The Chest, for trade waste collections services for council buildings and markets. Tenders will be evaluated based on 70% cost, 15% quality and 15% social value.

4.         To approve an open tender through procurement portal, The Chest, for the provision of skips, removal and disposal of waste from the council’s Streetscene depot. Tenders will be evaluated based on 70% cost, 15% quality and 15% social value.

5.         That the award of these contracts be delegated to the Executive Member for Resources for approval.

Reasons for recommendations

1.         Under the Council’s contract procedure rules approval by the Executive Cabinet of contract award procedures and evaluation criteria for tenders greater than £100,000 in value is required.

2.         Further competition exercises will help the council to achieve best value pricing.

3.         The Council’s Social Value Policy requires a standard weighting for social value shall be a minimum 15% of the overall evaluation score for services Contracts above £100,000.

4.         For the vehicles and plant machinery there are options for either outright purchase or contract lease with maintenance under consideration which will ensure the most cost effective approach. Leasing the vehicles inclusive of repair and maintenance costs will offer cost certainty.

Other options considered and rejected

1.         To direct award a contract, which would not offer the potential savings of further competition.

2.         To not agree the contract award procedure would fail to comply with the Council’s Procurement rules.