Information

Delegated Executive Decisions - Thursday, 30 July 2020 10.30 a.m.

Venue: Not Applicable

Contact: Una Bell 

Items
No. Item

DEX/1

New IT System for Development Management pdf icon PDF 224 KB

To consider a contract for a new IT system for Development Management.

 

Please also see Part II Appendix 1

Minutes:

(Director of Strategy, Innovation and Resources)

 

Summary

 

Consideration was given to the award of a contract for a replacement IT System which would cover the following Council functions: Planning; Building Control; Land Charges, Community Infrastructure Levy; Planning Policy; and Section 106 Agreements.

 

The existing system had been in operation for many years and did not have all the functionality required to support the changing way of working within South Lakeland District Council, such as remote working or connectivity to a Digital Platform, which was being implemented as part of the Customer Connect transformation programme. In addition the existing system was no longer being developed by the present supplier.

 

A procurement process was undertaken to replace the system with more up to date and modern software, which would allow new ways of working to be implemented. The system would need to be developed by the supplier to integrate into the Corporate Digital Platform.

 

Eden District Council were in the same position as South Lakeland District Council and as such, the requirement specifications produced and procurement process had been undertaken jointly.

 

Note – The valuation was detailed in Appendix 1 in Part ll of the Agenda which was excluded from inspection by members of the public in accordance with Section 100B(2) of the Local Government Act 1972, copies of the appendix to this report are excluded from inspection by members of the public as they contain information as described in Schedule 12A of the Act, as amended by the Local Government (Access to Information) (Variation) Order 2006, as follows:-

 

- Information relating to the financial or business affairs of any particular

person (including the authority holding that information). (Paragraph 3)

 

Decision

 

To award the contract for Development Management and associated software to the preferred bidder identified in the Part II Appendix to the report, for a contract term of five years with an optional two year extension.

 

Reasons for Decision

 

The proposal ensures that delivery of the Council functions covered by the system will continue to be improved by the use of improved technology and continual improvement to operational processes as described in the Customer Connect programme.

 

Alternative Options Considered and Rejected

 

To use an alternative procurement framework or to select a different preferred supplier. This was not recommended as the procurement exercise and analysis had identified the preferred supplier on the chosen framework.

 

To do nothing. This was not a viable option as South Lakeland District Council would be unable to deliver the necessary changes to support new ways of working and continuous improvement of processes as described as part of the Customer Connect programme.

DEX/2

Purchase of Fleet Vehicles (10 cage tipper vehicles) - Award of Contract pdf icon PDF 224 KB

To consider the award of a contract to supply 10 fleet vehicles.

 

Please also see Part II Appendix.

Minutes:

(Director of Customer and Commercial Services)

 

Summary

 

Consideration was given to the purchase of 10 no. cage tipper fleet vehicles, which was in line with South Lakeland District Council’s current capital replacement vehicle programme. The vehicles would be used for street cleansing, emptying litter bins, picking up fly tipping, delivery of bins and boxes and general use.

 

South Lakeland District Council’s vehicle replacement programme was included within the Capital Programme and replacement of vehicles after seven years was the optimum period that provided for the disposal of vehicles in advance of the vehicle life costs outweighing the capital cost of replacement. 

 

As part of the tender preparation process the team tested and assessed two electric vehicles. The vehicles were considered not to be suitable as they would require re-charging during the day and they did not have sufficient range for the daily mileage.

 

Note – The valuation was detailed in Appendix 1 in Part ll of the Agenda which was excluded from inspection by members of the public in accordance with Section 100B(2) of the Local Government Act 1972, copies of the appendix to this report are excluded from inspection by members of the public as they contain information as described in Schedule 12A of the Act, as amended by the Local Government (Access to Information) (Variation) Order 2006, as follows:-

 

- Information relating to the financial or business affairs of any particular

person (including the authority holding that information). (Paragraph 3)

 

Decision

 

(1)        To approve the award of the contract for purchase of the 10 No. fleet vehicles for Streetscene to the recommended bidder as noted in Part II Appendix 1; and

 

(2)        That the Director of Customer and Commercial Services in conjunction with the specialist procurement officer and Lead Specialist Legal Governance and Democracy  enter into the appropriate contract on behalf of the Council with the successful bidder.

 

Reasons for Decision

 

The proposal ensures that the delivery of the service will continue and it will help reduce the maintenance and service costs for the service and provide a reliable fleet of vehicles to help the service run effectively.

 

Alternative Options Considered and Rejected

 

To not purchase new vehicles and to run the existing fleet. This was not recommended as it would inevitably lead to increase in maintenance and servicing costs and would provide an ageing fleet which would be less reliable. Reliability of vehicles was key to the streetscene department with collections expected on set days.

 

To lease as opposed to buy new vehicles. This was not recommended with the increase pressure on the revenue budget that this would likely bring. It also meant that any servicing and maintenance would not be undertaken in house which could lead to issues in terms of vehicles being available for set rounds on set days.  

 

Another alternative option was to not award a contract to the recommended bidder in this procurement exercise.  This was not considered a preferred option because the recommended bidder met the necessary criteria to proceed as set  ...  view the full minutes text for item DEX/2