Agenda item

Report of the Director of Public Protection, Streetscene and Community.

1.         Approval granted to the procurement approach for the Vans via a further competition through the Chest under Crown Commercial Services (CCS) Public Sector Vehicle Purchase Framework agreement RM1070. Lot 2 on this framework covers purchase of these Vans and was undertaken by CCS using the Open Procedure in compliance with the public Procurement Regulations.

2.         Approval granted that the procurement approach for the RCV and Skip Wagon via two further competition exercises under separate lots of the EU compliant ESPO (Eastern Shires Purchasing Organisation) Specialist Vehicle Framework Ref 215R-324 via further competition through the Chest.

3.         Approval granted to the procurement approach for the Mowers via a further competition through the Chest under ESPO Grounds Maintenance Machinery framework agreement No.274- 14.

4.         Approval granted to the evaluation criteria for the Vans, RCV, Skip Wagon and Mowers as follows

Vans, RCV and Skip Wagon:

Cost = 65% covering purchase price.

Quality = 35% including warranty, technical support, delivery and environmental impact.

Training will be an unscored specified requirement.

Mowers:

Cost = 70% covering purchase price.

Quality = 30% including warranty, technical support, delivery and environmental impact.

Training and a requirement that the Mowers will be delivered during the week commencing 22nd February 2016, will be an unscored specified requirement.

The evaluation criteria for all the vehicles may be subject to a minor amendment following clarification from the Framework Managers.

The report of the Director of Public Protection, Streetscene and Community was presented by the Deputy Executive Leader and Executive Member (Resources).  The purpose of the report was to seek approval for the procurement approach, including the award procedure, evaluation methodology and criteria. 

A number of the Vans were currently on short-term lease and by procuring these together with the vehicles owned, the Council was likely to achieve savings.  This would also standardise the Council’s vehicle fleet simplifying administration and maintenance arrangements.

The four ‘Beavertail’ / Tipper vehicles above 3.5 tonne were subject to additional inspection and maintenance costs as they fell under the Council’s Vehicle Operator Licence.  In order to make savings, the Streetscene team had been trialling the use of 3.5 tonne tipper vans with / without a trailer to valuate if they could operate the service without impacting on delivery. 

The benefits to this change in working methods were a reduction in initial purchase price, as 3.5 tipper vehicles were cheaper, and also offer ongoing savings in terms of fuel, maintenance and no requirement for regular inspections (as required for vehicles above 3.5 tonne).  Therefore, these four vehicles would be replaced by 3.5 Tone Tipper Vans.

The report set out the reasons for the Ride On Mowers, RCV and Skip Wagon.  It was anticipated that the procurement for the purchase of the above vehicles would commence in late 2015 with orders being placed during early 2016.

Decision:

1.         Approval granted to the procurement approach for the Vans via a further competition through the Chest under Crown Commercial Services (CCS) Public Sector Vehicle Purchase Framework agreement RM1070. Lot 2 on this framework covers purchase of these Vans and was undertaken by CCS using the Open Procedure in compliance with the public Procurement Regulations.

2.         Approval granted that the procurement approach for the RCV and Skip Wagon via two further competition exercises under separate lots of the EU compliant ESPO (Eastern Shires Purchasing Organisation) Specialist Vehicle Framework Ref 215R-324 via further competition through the Chest.

3.         Approval granted to the procurement approach for the Mowers via a further competition through the Chest under ESPO Grounds Maintenance Machinery framework agreement No.274- 14.

4.         Approval granted to the evaluation criteria for the Vans, RCV, Skip Wagon and Mowers as follows

Vans, RCV and Skip Wagon:

Cost = 65% covering purchase price.

Quality = 35% including warranty, technical support, delivery and environmental impact.

Training will be an unscored specified requirement.

Mowers:

Cost = 70% covering purchase price.

Quality = 30% including warranty, technical support, delivery and environmental impact.

Training and a requirement that the Mowers will be delivered during the week commencing 22nd February 2016, will be an unscored specified requirement.

The evaluation criteria for all the vehicles may be subject to a minor amendment following clarification from the Framework Managers.

Reasons for recommendation(s)

Under the Council’s contract procedure rules approval by the Executive Cabinet of contract award procedure and evaluation criteria for tenders greater than £75,000 in value is required.

Alternative option(s) considered and rejected

To not agree contract award procedure and evaluation criteria and fail to comply with the Council procurement rules.