Vehicle and Plant Hire - CAR FINAL V2
Renfrewshire Council · 17 November 2022
Back to Finance, Resources and Customer Services Policy Board — 17 November 2022 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 17 November 2022 ___________________________________________________________________ Report by: Report by the Chief Executive and the Director of Environment and Infrastructure ___________________________________________________________________ Heading: Vehicle and Plant Hire with Operatives (RC-CPU-22-128) ___________________________________________________________________ 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 tendering procedure for this Works Contract followed the Public Contracts (Scotland) Regulations 2015 under the Open Procedure and Renfrewshire Council’s Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the Head of Operations and Infrastructure and the Strategic Commercial and Procurement Manager in September 2022. ___________________________________________________________________ 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- 22-128) to John McGeady Limited;
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2.2 Note that the intended starting date is 10 January 2023 with the service period being for a period of 2 years with the Council having the option, at its sole discretion, to extend the Contract on two (2) occasions for a period of up to twelve (12) months on each occasion. The actual starting date will be confirmed in the Council’s Letter of Acceptance. 2.3 Note that the cumulative spend made under this Contract will be up to a maximum value of £2,000,000 excluding VAT _________________________________________________________ 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 to assist in the delivery of maintenance and improvements of public roads excluding trunk roads. 3.3 The Contract will be formed under the NEC3 Term Service Short Contract April 2013 with bespoke Z Clauses. 3.4 The Contract was tendered using the Public Contracts (Scotland) Regulations 2015, as amended. The contract notice was dispatched via the Public Contracts Scotland portal on 2 September 2022 and advertised on the Find a Tender Service (FTS) on the same date. The tender documents were available for download through the Public Contracts Scotland – Tender portal. 3.5 During the tendering period, eleven (11) companies expressed an interest in the Contract. By the closing date set for return of electronic tenders, 12 noon on Thursday, 6 October 2022, four (4) companies provided a response, three (3) declined to respond and four (4) failed to respond. The Tender Submissions received were evaluated by a panel comprising representatives from Environment and Infrastructure, Health and Safety, Risk and the Corporate Procurement Unit. 3.6 One Tenderer withdrew their Tender Submission after the tender deadline date, stating that further to internal evaluation, they wished to withdraw from the process. The remaining Tenderers were evaluated against a pre-determined set of criteria in the form of the Single Procurement Document, SPD (Scotland). One Tenderer failed the minimum criteria, and their Tender Submission was rejected. The
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remaining two Tenderers satisfied the Council’s requirements in respect of their responses to the SPD (Scotland). 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). 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 t/a Mac Asphalt 41.67% 38.50% 80.17% 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. The Council’s expectation is that five Community Benefit Points or more will be delivered for every £50,000 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 cost of task orders issued under this Contract will be met by the Capital – General Services budget. 2. HR & Organisational Development Not applicable 3. Community/Council Planning – Reshaping our place, our economy and our future – the contract proposed will support the delivery of this outcome.
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4. Legal The Contract was let using the Public Contracts (Scotland) Regulations 2015 and the Council’s Standing Orders Relating to Contracts. 5. Property/Assets This contract will ensure that the Council’s roads are maintained to a high standard. 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 John McGeady Limited 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 No Privacy Impact implications have been identified or are anticipated. 12. Cosla Policy Position No Cosla Policy implications have arisen or are anticipated. . 13. Climate Risk
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The level of impact associated with works connected with the Framework Contract has been assessed using the Scottish Government Sustainability Test and is considered to be 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. _________________________________________________________ List of Background Papers None ___________________________________________________________________ Author: Brian Bradley, Assistant Category Manager, brian.bradley@renfrewshire.gov.uk