2. CAR - Gully Tanker Vehicle
Renfrewshire Council · 14 September 2023
Back to Finance, Resources and Customer Services Policy Board — 14 September 2023 and its agenda
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___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 14 September 2023 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing & Infrastructure Services ___________________________________________________________________ Heading: Contract Award: Supply and Delivery of a Gully Tanker Vehicle ___________________________________________________________________ 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 a Gully Tanker Vehicle (RC-CPU-23-034) to Whale Tankers Limited as part of the Council’s Vehicle Replacement Programme for 2023/2024. 1.2 The recommendation to award the Contract follows a procurement exercise conducted as a mini-competition under Lot 5 (Bodies for Gully Emptiers) of the Scotland Excel Framework Agreement for Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21). 1.3 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 Authorise the Head of Corporate Governance to award a Contract for the Supply and Delivery of a Gully Tanker Vehicle to Whale Tankers Limited made following a mini-competition under Lot 5 (Bodies for Gully Emptiers) of the Scotland Excel Framework Agreement for the Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21). 2.2 Authorise the total contract value of £197,931 excluding VAT; and 2.3 Note that Whale Tankers Limited have confirmed delivery will be made for the vehicle 38 weeks from receipt of a purchase order. Delivery of this vehicle will be made to Fleet Services, Underwood Road, Paisley. _________________________________________________________ 3. Background 3.1 As part of the vehicle replacement programme 2023/2024 Environment, Housing & Infrastructure Services identified a requirement to purchase a Gully Tanker Vehicle. A Gully Tanker Vehicle is a specialist vehicle. The tankers have features which can be used to clear debris, waste or mud that could be causing problems or blockages for the gully. This can be achieved by using suction to extract waste from the gully into the tanker. 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 5 Bodies for Gully Emptiers was identified as the best option for this vehicle purchase. 3.2 This procurement exercise involved a mini-competition under the Scotland Excel Framework Agreement Supply and Delivery of Heavy and Municipal Vehicles (ref: 03/21) Lot 5 (Bodies for Gully Emptiers.) 3.3 There are 2 Suppliers on the Framework Agreement Lot 5 Bodies for Gully Emptiers. Both Suppliers were invited to participate in the mini-competition issued on 16 June 2023 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 12noon on 30th June 2023, 1 Supplier submitted a Tender Submission with 1 failing to provide a response. 3.5 The Supplier who submitted a response continues 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 Submission received was evaluated against a price/quality score of 70% / 30%. The quality score achieved through the Framework Agreement evaluation process was carried forward as the quality score attributable to this procurement exercise. The scores achieved by the tenderer are detailed in the table below: Price (70%) Quality (30%) Total (100%) 1 Whale Tankers Limited 70.00 24.00 94.00 3.7 Following evaluation in line with the criteria set out in the procurement documents, the bid received by Whale Tankers Limited was within the Council’s set budget and was therefore deemed to be value for money. 3.8 Community Benefits were sought for this Contract and Whale Tankers Limited has committed to the following: Community Benefit Description No of People / Activity Work Experience Placement for an individual aged 14 to 16 years of age 1 Industry Awareness Events • Schools • Invest in Renfrewshire – Employability • Further Education 1 ___________________________________________________________________ Implications of the Report 1. Financial - The costs under this Contract will be funded from the Environment, Housing & Infrastructure Capital budget allocation for the Vehicle Replacement Programme for financial year 2023/2024. 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 4. Legal - The procurement of this Contract was conducted in accordance with the requirements for a mini competition under Lot 5 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.
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5. Property/Assets – When delivered, the vehicle will replace an older Gully Tanker Vehicle and become an integral part of the Council’s fleet. 6. Information Technology - No Information Technology implications have arisen or are anticipated. 7. Equality & Human Rights (a) 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. 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 – Whale Tankers Limited’s health and safety standards have been assessed and evaluated by Scotland Excel to confirm they meet the minimum requirements regarding insurable risk. 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 – Whale Tankers 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. 13. Climate Risk – The level of impact associated with provision of the supply of this product 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.
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_____________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Sam Smith, Procurement Advisor, sam.smith@renfrewshire.gov.uk