Report - Supply and Delivery of 1x 18T Narrow Track Refuse Collection Vehicle
Renfrewshire Council · 13 February 2025
Back to Finance, Resources and Customer Services Policy Board — 13 February 2025 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 13 February 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing & Infrastructure Services ___________________________________________________________________ Heading: Contract Authorisation Report for the Supply and Delivery of 1x 18T Narrow Track Refuse Collection Vehicle (RC-CPU-24-215) ___________________________________________________________________ 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 1x 18T Narrow Track Refuse Collection Vehicle (RCV) (reference RC-CPU-24-215) to Dennis Eagle 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 as a mini-competition under Lot 10 (Bodies for Refuse Collection Vehicles) of the Scotland Excel Framework Agreement for Supply and Delivery of Heavy & Municipal Vehicles (ref: 03/21). 1.3 A Contract Strategy was prepared by the Corporate Procurement Unit and Environment, Housing and Infrastructure which covered the purchase of vehicles for the vehicle replacement programmes from 2023 to 2027 and was approved by the Director of Environment, Housing & Infrastructure, and the Interim Corporate Procurement Manager in December 2024. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board:
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2.1 Authorises the Head of Corporate Governance to award a contract for the Supply and Delivery of 1x18T Narrow Track RCV to Dennis Eagle Limited which is awarded under Lot 10 (Bodies for Refuse Collection Vehicles) of the Scotland Excel Framework Agreement for Supply and Delivery of Heavy & Municipal Vehicles (ref: 03/21). 2.2 Authorise the approved contract value of £220,698 excluding VAT. 2.3 Note that Dennis Eagle Limited has confirmed that delivery will be made for the vehicle 28-30 weeks from receipt of the Purchase Order. 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 1x 18T Narrow Track RCV. In accordance with Standing Order 29.5 of the Standing Order relating to Contracts, 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. 3.2 This procurement exercise was tendered as a mini-competition under this Scotland Excel Framework Agreement. 3.3 There are 8 Suppliers on the Framework Agreement Lot 10 Bodies for Refuse Collection Vehicles. All 8 Suppliers were invited to participate in the mini-competition issued on 10 December 2024 with the tender documentation available for downloading from the Public Contract Scotland - Tender platform on this date. 3.4 By the closing date set for return of electronic tenders of 12 noon on 6 January 2025, 1 Supplier had submitted a Tender Submission and 7 Suppliers did not respond. 3.5 The 1 Supplier who submitted a response confirmed they continued to meet the requirements of the Single Procurement Document (SPD) completed when applying for a place on the Scotland Excel Framework Agreement for Supply and Delivery of Heavy & Municipal Vehicles. 3.6 The Tender Submissions received were evaluated against a price/quality score of 70% / 30%.
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The quality score the Supplier achieved through the Framework Agreement evaluation process was carried forward as the quality score attributable for this procurement exercise. The scores achieved by the Supplier are detailed in the table below: Price (70%) Quality (30%) Total (100%) 1 Dennis Eagle Limited 70% 26% 96% 3.7 The Tender Submission received by Dennis Eagle Limited met the criteria set out in the procurement documents and was within the Council’s set budget and was therefore deemed to be value for money. 3.8 Community Benefits were requested as part of the procurement process and Dennis Eagle Limited confirmed that the following would be delivered as part of this Contract: Community Benefit Description No of People / Activity Industry Awareness Event 1 Financial Support for a Community Project 1 ___________________________________________________________________ Implications of the Report 1. Financial - The cost of £220,698 excluding VAT under this Contract will be funded from the Environment, Housing & Infrastructure Capital budget allocation for the Vehicle Replacement Programme for financial year 2024/25. 2. HR & Organisational Development – None directly arising from this report. 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. The contract is for the 18T Narrow Track RCV to replace fleet vehicle to gain access to difficult routes due to vehicle parking and working with the supplier to ensure our neighbourhoods are safe, vibrant, and attractive places to live.
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4. Legal - The procurement of this Contract was conducted in accordance with the mini-competition requirements of the Scotland Excel Framework Agreement for Supply and Delivery of Heavy & Municipal Vehicles (ref: 03/21) and the Council’s Standing Orders Relating to Contracts. 5. Property/Assets - When delivered the vehicle will replace an older Refuse Collection Vehicle and become an integral part of the Council’s fleet. 6. Information Technology - None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report 8. Health & Safety – Dennis Eagle Limited’s health and safety standards have been assessed and evaluated by Scotland Excel to confirm they meet the requirements. 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 – Dennis Eagle Limited’s insurances have been assessed and evaluated by Scotland Excel confirm they meet the requirements regarding insurable risk. 11. Privacy Impact - None directly arising from this report. 12. Climate Risk – The level of impact associated with provision of the supply of this vehicle has been assessed by Scotland Excel using the Scottish Government Sustainability Test and is low risk. • Vehicle 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. 13. Children’s Rights – This report does not cover a new policy, function or strategy nor a substantive change to an existing policy, function or strategy which will have an impact on children’s rights. 14. Cosla Policy Position – None directly arising from this report. _______________________________________________________
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List of Background Papers - None. ___________________________________________________________________ Author: Abimbola Olutola, Procurement Adviser, Abimbola.olutola@renfrewshire.gov.uk