9 - Final Report - Supply and Delivery of 3 x 26 Tonne Low Entry Split Lift Refuse Collection Vehicles
Renfrewshire Council · 3 April 2025
Back to Finance, Resources and Customer Services Policy Board — 3 April 2025 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 3 April 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 3 x 26 Tonne Low Entry Split Lift Refuse Collection Vehicles (RC-CPU-24- 289) ___________________________________________________________________ 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 Call-Off Contract for the Supply and Delivery of 3 x 26 Tonne Low Entry Split Lift Refuse Collection Vehicles (RC-CPU-24-289) to Farid Hillend Engineering Limited. 1.2 The recommendation to award the Call-Off 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, reference: 03/21. 1.3 A Contract Strategy was prepared by the Corporate Procurement Unit and Environment, Housing and Infrastructure Services 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 February 2023. An Executive Contract Strategy was prepared by the Corporate Procurement Unit and Environment, Housing and Infrastructure, which covered the purchase of these Refuse Collection Vehicles and was approved by the Director of
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Environment, Housing & Infrastructure, and the Interim Corporate Procurement Manager in February 2025. ___________________________________________________________________ 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 Call-Off Contract for the Supply and Delivery of 3 x 26Tonne Low Entry Split Lift Refuse Collection Vehicles (RC-CPU-24-289) to Farid Hillend Engineering 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, reference: 03/21. 2.2 Authorises the approved contract value of £700,911.00, excluding VAT. 2.3 Note that Farid Hillend Engineering Limited has confirmed that following receipt of the Council’s Letter of Acceptance and Purchase Order, delivery will be made for the vehicles in a phased approach on 29 October 2025, 5 November 2025 and 12 November 2025. 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 2025/26, Environment, Housing & Infrastructure Services identified a requirement to purchase 3 x 26Tonne Low Entry Split Lift Refuse Collection Vehicles. In accordance with Standing Order 29.5 of the Council’s Standing Order relating to Contracts, the Scotland Excel Framework Agreement for Supply and Delivery of Heavy and Municipal Vehicles, reference: 03/21 (“the Framework”), Lot 10 Bodies for Refuse Collection Vehicles (“Lot 10”) was identified as the best option for these vehicle purchases. 3.2 This procurement exercise was tendered as a mini-competition under the Framework. 3.3 There are 8 Suppliers on Lot 10 of the Framework. All 8 Suppliers were invited to participate in the mini-competition issued on 6 February 2025 with the tender documentation available for downloading from the Public Contract Scotland - Tender platform on this date.
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3.4 By the closing date set for return of electronic tenders of 12 noon on 20 February 2025, 2 Suppliers had submitted a Tender Submission, and 6 Suppliers did not respond. 3.5 The 2 Suppliers 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 Framework. 3.6 The 2 Tender Submissions received were evaluated against the set award criteria of 70.00% price and 30.00% quality. The quality score the Supplier achieved through the Framework evaluation process was carried forward as the quality score attributable for this procurement exercise. The scores achieved by each Supplier are detailed in the table below: Price (70%) Quality (30%) Total (100%) 1 Farid Hillend Engineering Limited 69.00% 27.50% 96.50% 2 Dennis Eagle Limited 70.00% 26.00% 96.00% 3.7 The Tender Submission received by Farid Hillend Engineering Limited was the most economically advantageous tender submission. 3.8 Community Benefits were requested as part of the procurement process and Farid Hillend Engineering Limited confirmed that the following would be delivered as part of this Contract: Community Benefit Description No of People / Activity Industry Awareness Event 5 Industry Skill Transfer to Schools 2 Financial Support for a Social Enterprise or other approved community initiative 1 Non-financial support for a Social Enterprise or other approved community initiative 2 ___________________________________________________________________ Implications of the Report 1. Financial - The cost of £700,911 excluding VAT under this Contract will be funded from the Environment, Housing & Infrastructure Capital budget allocation for the Vehicle Replacement Programme for financial year 2025/26.
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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 3 x 26Tonne Low Entry Split Lift Refuse Collection Vehicles to ensure our neighbourhoods are safe, vibrant, and attractive places to live. 4. Legal - The procurement of this Call-Off Contract was conducted in accordance with the mini-competition requirements of the Scotland Excel Framework Agreement for Supply and Delivery of Heavy & Municipal Vehicles, reference: 03/21 and the Council’s Standing Orders Relating to Contracts. 5. Property/Assets - When delivered the vehicles will replace older Refuse Collection Vehicles 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 – Farid Hillend Engineering Limited’s health and safety standards have been assessed and by Corporate Health and Safety and met the Council’s 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 assessed and evaluated to confirm that they meet the minimum requirement regarding insurance 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.
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• 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. These vehicles are suitable for HVO fuel. 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. _______________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Kerri-Anne Ben Ammar, Senior Procurement Specialist (kerri- anne.benammar@renfrewshire.gov.uk)