Information

Delegated Executive Decisions - Thursday, 21 July 2022 10.30 a.m.

Venue: Not Applicable

Contact: Adam Moffatt 

Items
No. Item

DEX/5

Lease of fleet vehicles (5 x 3.5t articulated compact precinct street sweeping vehicles 1 x 6.0t articulated compact street sweeping vehicle for the Council-award of contract) pdf icon PDF 249 KB

To consider the award of a lease for 5 years of 5x3.5t articulated compact precinct street sweeping vehicles and 1x 6.0t articulated compact precinct street sweeping vehicle.

Additional documents:

Minutes:

Summary

 

The report set out the proposal for the award of a lease for five x 3.5 tonne articulated compact precinct street sweeping vehicles and one x 6 tonne articulated compact precinct street sweeping vehicle.

 

The proposed lease was in line with the current capital replacement vehicle programme and was expected to assist in reducing maintenance and servicing costs for the service and provide a reliable fleet of vehicles, which would contribute towards the service running effectively.

 

The specification had been agreed with the input of the Transport Manager Team Leaders and Drivers to ensure the correct requirements were specified and tendered. The report highlighted that one tender submission had been received and that details of the submission were set out in the Part II appendix to the report.

 

Decision

 

RESOLVED – That:-

 

(1)        the five year term lease of the six road sweepers be approved by the Director of Customer and Commercial Services and the Portfolio Holder for Customer and Locality Services, to the recommended bidder being the most economically advantageous tender as noted in the Part II Appendix to the report; and

 

(2)        the Director of Customer and Commercial Services and Portfolio Holder for Customer and Locality Services agree, in consultation with the Procurement Specialist and the Legal, Governance and Democracy Lead Specialist (Monitoring Officer) to enter into the appropriate contract on behalf of the Council with the successful bidder.

 

Reason for Decision

 

The decision links to the Council Plan Priority of addressing the climate emergency by ensuring the fleet is in good condition to enable appropriate street sweeping within the set out programme ensuring clean streets.

 

Alternative Options Considered and Rejected

 

To not lease new sweepers and to run the existing fleet. This option is not recommended because it will inevitably lead to increase in maintenance and servicing costs and will provide an ageing fleet which will be less reliable. Reliability of vehicles is key to the Street scene department with programmes expected on set days.

 

An alternative option is to purchase the vehicles as opposed to enter into lease arrangements; this is not recommended, as this would mean that the full costs of servicing and repairs (excluding warranty items) would be borne by the authority; and as these are specialised vehicles those works would require extensive outsourcing. The annual costs of servicing repairs for each vehicle become progressively higher during the lifetime of the vehicles.

 

Another alternative option is to not award a contract to the recommended bidder in this procurement exercise. This is not considered a preferred option because the recommended bidder met the necessary criteria to proceed as set out in the analysis in the Part II appendix.