4 - RC-CPU-23-339 - Board Paper - Supply and Delivery of 3x RCV's FINAL
Renfrewshire Council · 13 June 2024
Back to Finance, Resources and Customer Services Policy Board — 13 June 2024 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 13 June 2024 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing & Infrastructure Services ___________________________________________________________________ Heading: Contract Award: Supply and Delivery of 3x Refuse Collection Vehicles (RC-CPU-23-339) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a contract for the Supply and Delivery of 3x Refuse Collection Vehicles (RC-CPU-23-339) to Farid Hillend Engineering Limited as part of the Council’s Vehicle Replacement Programme for 2024/25. 1.2 The recommendation to award the Contract follows a procurement exercise conducted in accordance with the Council’s Standing Orders Relating to Contracts and the Scotland Excel Framework Agreement for Supply and Delivery of Heavy and Municipal Vehicles (Reference 0321) (“Framework”). 1.3 A mini competition was conducted under Lot 10 (Bodies for Refuse Collection Vehicles) (“Lot 10”). 1.4 A Contract Strategy was prepared by the Corporate Procurement Unit which covered the purchase of vehicles for the vehicle replacement programmes from 2023 to 2027 and was approved by the Director of Environment, and Infrastructure, and the Strategic Commercial and Procurement Manager in February 2023. ___________________________________________________________________
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2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorises the Head of Corporate Governance to award a Contract for the Supply and Delivery of 3x Refuse Collection Vehicles to Farid Hillend Engineering Limited made following a mini competition under Lot 10 (Bodies for Refuse Collection Vehicles) of the Scotland Excel Framework Agreement for the Supply and Delivery of Heavy and Municipal Vehicles (Reference 0321). 2.2 Authorises the approved contract value of £669,702 excluding VAT; and 2.3 Notes that Farid Hillend Engineering Limited have confirmed that delivery of the vehicles will be made 38 weeks from receipt of the Letter of Acceptance. Delivery of these vehicles will be made to Fleet Services, Underwood Road, Paisley. _________________________________________________________ 3. Background 3.1 As part of the Vehicle Replacement Programme for 2024/25, Environment, Housing & Infrastructure Services identified a requirement to purchase 3 new Euro 6 diesel Refuse Collection Vehicles. 3.2 The Scotland Excel Framework Agreement for Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21), Lot 10 Bodies for Refuse Collection Vehicles was identified as the best option for these vehicle purchases. This procurement exercise involved a mini competition under the Lot 10 (Bodies for Refuse Collection Vehicles) of the Framework. 3.3 In accordance with the Framework, all eight Suppliers on Lot 10 were invited to participate in the mini competition, which was issued on 26 April 2024, with the tender documentation available for downloading from the Public Contract Scotland - Tender platform on this date. 3.4 By closing date set for return of electronic tenders of 12 noon on 3 May 2024, two Suppliers submitted a Tender Submission with six failing to provide a response. 3.5 The two Suppliers who submitted a response continued to meet the requirements of the Single Procurement Document (SPD) they completed when applying for a place on the Scotland Excel Framework Agreement for Supply and Delivery of Heavy and Municipal Vehicles.
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3.6 The Tender Submissions received were evaluated against the Award Criteria of 70% Price and 30% Quality. The quality score each Supplier achieved through the Framework Agreement evaluation process was carried forward as the quality score attributable to this procurement exercise. The scores achieved by the tenderers are detailed in the table below: Price (70%) Quality (30%) Total (100%) 1 Farid Hillend Engineering Limited 70.00 27.50 97.50 2 Faun Zoller (UK) Limited 69.00 27.00 96.00 3.7 Community Benefits were sought for this Contract and Farid Hillend Engineering Limited has committed to the following: Community Benefit Description No of People / Activity Industry Skill Transfer to Schools 2 Financial Support for a Community Project 1 Non-Financial Support for a Community Project 2 Industry Awareness Events • Schools • Invest in Renfrewshire – Employability • Further Education 5 ___________________________________________________________________ Implications of the Report 1. Financial - The costs of £669,702 excluding VAT will be met from the Environment, Housing & Infrastructure Capital budget allocation for the Vehicle Replacement Programme for financial year 2024/25. Payment will be made following delivery of each vehicle. 2. HR & Organisational Development - No TUPE implications have arisen or are anticipated. 3. Community/Council Planning Place - Delivering those strong universal services we all receive, and all rely on - like safe roads, clean and well-lit streets, efficient waste and recycling - making Renfrewshire a great place to live.
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4. Legal - The procurement of this Contract was conducted in accordance with the requirements for a mini competition under Lot 10 of the Scotland Excel Framework Agreement for Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21) and the Council’s Standing Orders Relating to Contracts. 5. Property/Assets – When delivered the vehicles will replace an older Refuse Collection Vehicles and become an integral part of the Council’s fleet. Once replaced, the older vehicles will be sold at auction. 6. Information Technology - No Information Technology implications have arisen or are anticipated. 7. Equality & Human Rights ‐ The recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report because for example it is for noting only. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – Farid Hillend Engineering Limited’s health and safety standards have been assessed and evaluated by Scotland Excel to confirm they meet the minimum requirements regarding health and safety. 9. Procurement – The procurement procedures outlined within this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency, and modern Government. 10. Risk – Farid Hillend Engineering Limited’s insurances have been assessed and evaluated by Scotland Excel confirm they meet the minimum requirements regarding insurable risk. 11. Privacy Impact - No Privacy Impact Assessment requirements were identified within this procurement. 12. Cosla Policy Position - No Cosla Policy Position implications have arisen or are anticipated.
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13. Climate Risk – The level of impact associated with provision of the supply of these vehicles has been assessed by Scotland Excel using the Scottish Government Sustainability Test and is low risk. Vehicles Emissions - The continued replacement of current Renfrewshire Council vehicles with new vehicles of Euro 6 emission standards, helps Renfrewshire Council continue to reduce the carbon footprint of the fleet by removing older and less environmentally friendly vehicles. The Council will continue to explore alternative fuelled models including electric, hydrogen and hydrotreated vegetable oil (HVO) fuelled vehicles. _____________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Sam Smith, Procurement Advisor, sam.smith@renfrewshire.gov.uk