Contract Authorisation Report - Supply and Delivery of 4 x 7.5Tonne Multilift XR5 Hook lifts
Renfrewshire Council · 15 June 2022
Back to Finance, Resources and Customer Services Policy Board — 15 June 2022 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: 15 June 2022 ___________________________________________________________________ Report by: The Chief Executive and the Director of Environment & Infrastructure Services ___________________________________________________________________ Heading: Supply and Delivery of 4 x 7.5Tonne Multilift XR5 Hook lifts (RC- CPU-22-016) ___________________________________________________________________ 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 4 x 7.5Tonne Multilift XR5 Hook lifts (RC- CPU-22-016) to Lothian Vehicle Bodybuilders Limited; this Contract is part of the Council’s Vehicle Replacement Programme for 2022/2023. 1.2 The recommendation to award the Contract follows a procurement exercise conducted as a mini-competition under Lot 3 Bodies for Tippers of the Scotland Excel Framework Agreement for the Supply & Delivery of Heavy and Municipal Vehicles (schedule 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 2018/19 to 2022/2023 and was approved by Director of Environment and Communities, the predecessor service to Environment and Infrastructure, and the Corporate Procurement Manager in June 2018. ___________________________________________________________________
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 4 x 7.5Tonne Multilift XR5 Hook lifts to Lothian Vehicle Bodybuilders Limited made following a mini- competition under Lot 3 Bodies for Tippers of the Scotland Excel Framework Agreement for the Supply & Delivery of Heavy and Municipal Vehicles (schedule 03/21). 2.2 Authorise the total contract value of £271,004.00 excluding VAT 2.3 Note that Lothian Vehicle Bodybuilders Limited have committed to delivering the 4 x 7.5Tonne Multilift XR5 Hook to Fleet Services, Underwood Road, Paisley week commencing 20th March 2023. _________________________________________________________ 3. Background 3.1 As part of the vehicle replacement programme Environment & Infrastructure Services identified a requirement to purchase four (4) 7.5Tonne Multilift XR5 Hook lifts. In accordance with Standing Order 29.5 of the Standing Order relating to Contracts, the Scotland Excel Framework Agreement for the Supply & Delivery of Heavy and Municipal Vehicles (schedule 03/21) Lot 3 Bodies for Tippers was identified as the best option for the vehicle purchases. 3.2 This procurement exercise has been tendered as a mini-competition under the Scotland Excel Framework Agreement for the Supply & Delivery of Heavy and Municipal Vehicles (schedule 03/21) Lot 3 Bodies for Tippers (the “Framework”). 3.3 Lot 3 of the Framework has six suppliers. All six Suppliers were invited to participate in the mini-competition issued on 12th May 2022 with the tender documentation available for downloading from the Public Contract Scotland Tender platform on this date. By closing date set for return of electronic tenders of 12noon on 23rd May 2022, one Supplier submitted a Tender Submission ( hereinafter referred to as tenderer) and five did not provide a response. 3.4 The one tenderer who submitted a Tender Submission continues to meet the requirements of the Single Procurement Document (SPD) they completed when applying for a place on the Scotland Excel
Page 3
Framework Agreement for the Supply & Delivery of Heavy and Municipal Vehicles (schedule 03/21). 3.5 The one Tender Submission received was evaluated against a score of 70% price / 30% quality. The quality score achieved through the Framework evaluation process was carried forward as the quality score attributable to this procurement exercise. The scores achieved by the tenderer is detailed in the table below: Quality (30%) Price (70%) Total (100%) 1 Lothian Vehicle Bodybuilders Limited 25.50% 70.00% 95.50% 3.6 The Council is satisfied that the Tender Submission by Lothian Vehicle Bodybuilders Limited is the most economically advantageous tender 3.7 Community Benefits were sought for this Contract and Lothian Vehicle Bodybuilders Limited has committed to the following: Community Benefit Description No of People / Activity Work Experience Placement for an individual16+ years of age 1 ___________________________________________________________________ Implications of the Report 1. Financial The costs under this Contract will be funded from the Environment & Infrastructure Capital budget allocation for the Vehicle Replacement Programme for financial year 2022/2023. 2. HR & Organisational Development No TUPE implications have arisen or are anticipated. 3. Community/Council Planning – Our Renfrewshire is fair - tenderer provided information within this procurement process in regard to their approach to ensuring fair working practices throughout their organisation and supply chain i.e. payment of the living wage, training and development opportunities.
Page 4
Creating a sustainable Renfrewshire for all to enjoy – Lothian Vehicle Bodybuilders Limited has committed to deliver Community Benefits as detailed within section 3.7 of this report. 4. Legal The procurement of this Contract was conducted in accordance with the requirements for a mini-competition under Lot 3 of the Scotland Excel Framework Agreement for the Supply & Delivery of Heavy and Municipal Vehicles (schedule 03/21) and the Council’s Standing Orders relating to Contracts. 5. Property/Assets The four 4 x 7.5Tonne Multilift XR5 Hook lifts will be added to the Council’s assets list. 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 Lothian Vehicle Bodybuilders 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
Page 5
Lothian Vehicle Bodybuilders 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 have arisen or are anticipated. 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 considered to be low risk. Vehicles Emissions - Renfrewshire Council continue to reduce the carbon footprint of the Council’s 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. _________________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Kerri-Anne Ben Ammar, Senior Procurement Specialist, Corporate Procurement Unit, 0141 618 4701 and kerri- anne.benammar@renfrewshire.gov.uk