3 - CAR - Supply and Delivery of 2 High Entry Buses
Renfrewshire Council · 14 September 2023
Back to Finance, Resources and Customer Services Policy Board — 14 September 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: Thursday 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 2 High Entry Buses ___________________________________________________________________ 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 2 High Entry Buses (RC-CPU-23-031) to EVM Direct 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 further competition under Lot 8: Buses and Coaches (over 17 seats) of the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244). 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 Director of Environment and Infrastructure and the Strategic Commercial and Procurement Manager in February 2023.
Page 2
___________________________________________________________________ 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 2 High Entry Buses to EVM Direct Limited made following a further competition under Lot 8: Buses and Coaches (over 17 seats) of the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244); 2.2 Authorise the total contract value of £203,000 excluding VAT; and 2.3 Note that EVM Direct Limited have confirmed delivery will be made for both vehicles 24 weeks from receipt of a purchase order. Delivery will be made to Fleet Services, Underwood Road, Paisley. _________________________________________________________ 3. Background 3.1 As part of the vehicle replacement programme Environment, Housing & Infrastructure Services identified a requirement to purchase 2 High Entry Buses that will be used for Additional Support Needs, School Transport and Health and Social Care Partnership Day centre transport. In accordance with Standing Order 29.5 of the Standing Orders relating to Contracts, the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244) Lot 8: Buses and Coaches (over 17 seats) was identified as the best option for this purchase. 3.2 This procurement exercise involved a further competition under the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244) Lot 8: Buses and Coaches (over 17 seats). 3.3 There are 13 suppliers on the Framework Agreement Lot 8: Buses and Coaches (over 17 seats). All Suppliers registered on Public Contract Scotland - Tender were invited to participate in the further competition issued on 23rd 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 7th July 2023, 1 Supplier submitted a Tender Submission with 9 failing to provide a response.
Page 3
3.5 The Tender Submission received was evaluated against a price, quality score of 90% / 10%. The scores achieved by the tenderer are detailed in the table below: Commercial (90%) Technical (10%) Total (100 %) 1 EVM Direct Limited 90.00 7.00 97.00 3.6 Following evaluation in line with the criteria set out in the procurement documents, the bid received by EVM Direct Limited was within the Council’s set budget and was therefore deemed to be value for money. 3.7 Community Benefits were sought for this Contract and EVM Direct Limited has committed to the following: Community Benefit Description No of People / Activity Non-financial support for a Social Enterprise within Renfrewshire 2 Financial Support for a Community Project/Group. 2 Non-financial support for a Community Project/Group 2 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 – the buses will be for Additional Support Needs, School Transport and Health and Social Care Partnership Day centre runs. 4. Legal - The procurement of this Contract was conducted in accordance with the requirements for a further competition under Lot 8 of the Crown Commercial Services Framework Agreement for Purchase of Standard and Specialist Vehicles (RM6244) and the Council’s Standing Orders Relating to Contracts.
Page 4
5. Property/Assets – When delivered the vehicles will replace two older buses 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 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 – EVM Direct Limited health and safety standards have been assessed and evaluated by Council’s Corporate Health and Safety team 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 – EVM Direct Limited insurances have been assessed and evaluated to 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 crown commercial services 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.
Page 5
The Council will continue to explore alternative fuelled models including electric, hydrogen and hydrotreated vegetable oil (HVO) fuelled vehicles. _____________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Sam Smith, Procurement Advisor, sam.smith@renfrewshire.gov.uk