CAR for Vehicle and Plant Hire with Operatives
Renfrewshire Council · 20 November 2025
Back to Finance, Resources and Customer Services Policy Board — 20 November 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
OFFICIAL ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 20 November 2025 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for Vehicle and Plant Hire with Operatives (RC-CPU-24-322) ___________________________________________________________________ 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 Vehicle and Plant Hire with Operatives to John McGeady Limited. 1.2 The recommendation to award the Contract for Vehicle and Plant Hire with Operatives follows a procurement exercise conducted in accordance with the Public Contracts (Scotland) Regulations 2015, as amended and the Council’s Standing Orders Relating to Contracts for a Works Contract using the Open Procedure. 1.3 A Contract Strategy was approved by the Strategic Category Manager, the Head of Climate, Public Protection and Roads and the Interim Corporate Procurement Manager in August 2025. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorise the Head of Corporate Governance to award the Contract for Vehicle and Plant Hire with Operatives (RC-CPU-24-322) to John McGeady Limited.
Page 2
OFFICIAL 2.2 Authorises the cumulative spend under this Contract up to a maximum approved value of £8,000,000 excluding VAT. 2.3 Note that the intended starting date is 10 January 2026 with the service period being for a period of 36 months with the Council having the option, at its sole discretion, to extend the Contract on 2 occasions for a period of up to 12 months on each occasion. _________________________________________________________ 3. Background 3.1 Renfrewshire Council has a statutory obligation to maintain and improve public roads, excluding trunk roads, within the Council boundary. 3.2 The Contract is for the hire and operation of vehicles and plant with operatives to assist in the delivery of maintenance and improvements of public roads excluding trunk roads. 3.3 The Contract will be formed using NEC3 Term Service Short Contract April 2013 edition incorporating the additional and amended ‘Z’ Clauses. 3.4 A Contract Notice was dispatched via the Public Contracts Scotland portal on 22 August 2025 and advertised on the Find a Tender Service on the same date. The tender documents were available for download through the Public Contracts Scotland – Tender portal. This procurement exercise was conducted as an above GPA Works Contract using the Open Procedure. 3.5 During the tender period, 25 companies expressed an interest in the Contract. By the closing date set for return of electronic tenders, 12 noon on Tuesday, 23 September 2025, 3 companies provided a response, 5 declined to respond and 17 did not respond. The Tender Submissions received were evaluated by a panel comprising representatives from Environment, Housing and Infrastructure, Health and Safety, Risk and the Corporate Procurement Unit. 3.6 Tenderers were evaluated against a pre-determined set of criteria in the form of the Single Procurement Document (SPD). All Tenderers satisfied the Council’s requirements in respect of their responses to the SPD. 3.7 The technical and commercial responses contained in each Tender Submission were then scored against the award criteria of 40% technical (Quality) and 60% commercial (Price).
Page 3
OFFICIAL 3.8 The scores relative to the award criteria of the Tenderers are noted below: Price (60%) Quality (40%) Total (100%) 1 John McGeady Limited 60.00% 40.00% 100.00% 2 Hillhouse Quarry Group Limited 32.62% 40.00% 72.62% 3 Hamilton Tarmac (Sole Trader) 31.81% 22.00% 53.81% 3.9 The evaluation of Tender Submissions received identified that the submission by John McGeady Limited was the most economically advantageous tender. 3.10 John McGeady Limited has committed to providing Community Benefits. The level of Community Benefits provided will be based on the cumulative value of task orders issued to John McGeady Limited. This means that 5 Community Benefit Points will be delivered for every £100,000 (excluding VAT) spent through the Contract. The Community Benefits to be delivered will be in line with the Council’s Community Benefits Outcome Menu. ___________________________________________________________________ Implications of the Report 1. Financial – The maximum approved value is £8,000,000, excluding VAT for this Contract for the initial 3 year period, as well as the 2 optional extensions of up to 12 months for each extension. The cost of all Task Orders issued under this Contract will be met by the Roads Capital – General Services budget. 2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – Place – working together to enhance wellbeing across communities. The Contract proposed will support the delivery of this outcome. 4. Legal – The Procurement of this Contract was conducted in accordance with the Public Contracts (Scotland) Regulations 2015, as amended for an above GPA Threshold Works Contract using the Open Procedure and Renfrewshire Council’s Standing Orders Relating to Contracts.
Page 4
OFFICIAL 5. Property/Assets – this Contract will ensure that the Council’s roads are maintained to a high standard. 6. Information Technology – None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety – John McGeady Limited’s health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s 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 – John McGeady Limited insurances have been assessed and evaluated to confirm that they have met the minimum requirements regarding insurable risk. 11. Privacy Impact – None directly arising from this report. 12. Climate Risk – The level of impact associated with works connected with the Contract has been assessed using the Scottish Government Sustainability Test and is high risk. John McGeady Limited will be required to organise their activities in such a way that the impact they have on the environment is minimised. 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position – None directly arising from this report. ___________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Brian Bradley, Assistant Category Manager, 0141 487 1522, brian.bradley@renfrewshire.gov.uk