Item 11 - Purchase of 23 Small Petrol Hybrid Self Charging Cars
West Dunbartonshire Council · 5 February 2025
Back to Infrastructure, Regeneration & Economic Development Committee — 5 February 2025 and its agenda
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WEST DUNBARTONSHIRE COUNCIL Report by Chief Officer - Roads and Neighbourhood Infrastructure, Regeneration and Economic Development 5 February 2025 Subject: Purchase of 23 Small Petrol Hybrid Self Charging Cars 1. Purpose 1.1 The purpose of this report is to advise Members of the award of the contract for Supply and Delivery of 23 Small Petrol Hybrid Self Charging Cars. The contract award was approved on 20 December 2024 by the Chief Officer – Roads and Neighbourhood after consulting with the Convenor of the Infrastructure, Regeneration and Economic Development Committee. 2. Recommendations 2.1 It is recommended that the Members note that the contract for Supply & Delivery of 23 Small Petrol Hybrid Self Charging Cars was awarded to Toyota GB Plc and: a) Note that the contract shall be for a period of three years including warranty and at a value of £390,854 inclusive of VAT. The estimated commencement date of the contract is 20 January 2025 with an eight week lead time. b) The approval has been requested in accordance with Standing Orders 40.c due to the urgent need to secure delivery this financial year and secure the offered pricing. 3. Background 3.1 The Council has a Vehicle Replacement Programme for 2024-25 and 2025-26 and as part of this programme, Fleet and Waste Services are seeking to purchase 23 Small Petrol Hybrid Self Charging Cars. The vehicles were scheduled to be replaced in 2024 now overdue and the age of the current vehicle is making it difficult and expensive to maintain and it can affect front line services when the vehicles break down. ITEM 11
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3.2 The current capital plan 2021/22 to 2030/31 for the vehicle replacement programme was approved at Council on 9 March 2022 with an overall budget of £14,659,000 for 10 years capital spend with rolling programme which has £2,865,000 for financial year 2024/25. 3.3 This procurement exercise has been conducted in accordance with the Council’s Standing Orders and Financial Regulations and the Public Procurement Regulations. A Contract Strategy document was also approved on 14 November 2024. 4. Main Issues 4.1 The LinkGroup framework for Fleet Procurement Lot 1 Passenger Cars was identified as the optimum route to market, as 14 suppliers have already gone through the Single Procurement Document selection process and being listed on the framework this will provide competition in shorter timescales for the Council whereas proceeding with a bespoke contract, open tender would take longer and duplication of effort and resources for tenderers and Council. 4.2 An invitation to tender was published on the Public Contracts Scotland Tender on 22 November 2024. Eight potential bidders noted an interest, with two bidders submitting a response by the deadline on 10 December 2024. 4.3 The two tender submissions were evaluated by representatives from Fleet Services and the Corporate Procurement Unit against pre-determined award criteria forming part of the published tender documents. 4.4 Two tender submissions were evaluated against a set of award criteria which was based on Total Cost of Ownership / Quality ratio of 40% / 60%. The scores relative to the award criteria of each tenderer are as follows: Toyota GB Plc Vauxhall Motors Ltd 1 Technical Envelope (Quality) Weight Weighted Score Weighted Score 60% 33.825 30.4128 1.1 Vehicle & Service Specification Requirements 0% 0 0 1.1.2 Vehicle Specification Acceptable Yes Yes 1.2 Vehicle Fuel Performance and Service Data 30% 18 24 1.2.2 Vehicle Fuel Consumption Mpg 60% 30 60 1.2.3 Vehicle Servicing intervals - Maintenance Provision 40% 30 20 1.3 Warranty 30% 15 15 1.3.1 Warranty Service Provision 100% 50 50 1.4 Vehicle Delivery 15% 11.25 0 1.4.1 Delivery Lead time (programme of delivery) 100% 75 0 1.5 After Sales 15% 7.875 6.1875 1.5.2 After Sales - Account Management 25% 18.75 12.5
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1.5.3 Contract service delivery team – Dealer Support & Location 20% 10 10 1.5.4 Communication 20% 10 10 1.5.5 Complaints 20% 10 5 1.5.6 Involvement / Ownership 10% 2.5 2.5 1.5.7 Contract Service Delivery Team – Structure & Skills 5% 1.25 1.25 1.6 Sustainability (Sustainable Procurement) 5% 3.75 3.5 1.6.2 Sustainability - Vehicle Emissions 90% 67.5 67.5 1.6.3 Sustainability Measures In Place 10% 7.5 2.5 1.7 Social Benefits in Procurement 4% 0 2 1.7.4 Community Benefits 100% 0 50 1.8 Commitment to Fair Working Practices 1% 0.5 0 1.8.2 Commitment to Fair Working Practices 100% 50 0 1.8.3 Living Wage Accredited Employer 0% 0 0 1.9 Police Scotland Sharing Protocol 0% 0 0 1.9.2 WD15 - Completed Police Scotland Check V3 0% 0 0 1.10 Form of Tender 0% 0 0 1.10.2 WD18 - Declaration 0% 0 0 2 Commercial Envelope (TCO) Weight Weighted Score Weighted Score 40% 40 37.52 4.5 It is recommended that the contract is awarded to Toyota GB Plc, of Great Burgh, Burgh Heath, Epsom, Surrey, KT18 5UX, who has provided the most economically advantageous tender. The contract shall be for a period of three years including warranty and at a value of £390,854 inclusive of VAT. The value of the contract will be meet from the approved capital vehicle replacement programme. 4.6 Toyota GB Plc has committed to paying all staff as a minimum the real Living Wage (£11.44 per hour) and promotes Fair Working Practices across their organisation. The social benefits will be discussed at the implementation meeting with Toyota GB Plc and actions to take this forward will be agreed. 5. People Implications 5.1 There are no people implications. 6. Financial and Procurement Implications 6.1 Financial costs in respect of this Contract will be met from the approved vehicle replacement programme capital budget of Roads and Neighbourhood.
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6.2 This procurement exercise was conducted in accordance with the agreed Contract Strategy produced by the Corporate Procurement Unit in close consultation with Roads and Neighbourhood officers and the provisions of Contract Standing Orders, the Financial Regulations and relevant Public Procurement Regulation. 7. Risk Analysis 7.1 Toyota GB Plc has no known links to Serious and Organised Crime which would have significant political and reputational ramifications for the Council. 8. Equalities Impact Assessment (EIA) 8.1 An equalities impact assessment screening was undertaken which determined a full equalities impact assessment was not required. 9. Consultation 9.1 Roads and Neighbourhood, Finance Services and Legal Services have been consulted on the contents of this report. 10. Strategic Assessment 10.1 The Purchase of the 23 Small Petrol Hybrid Self Charging Cars will contribute to the delivery of the Council’s strategic priorities: Our communities are resilient and thriving; Our environment promotes a greener future; Our economy is strong and flourishing Chief Officer: Gail Macfarlane Service Area: Roads and Neighbourhood Date: 20 January 2025 Person to Contact: Alex Grace, Senior Procurement Officer, 16 Church St, Dumbarton, G82 1QL, alex.grace@west- dunbarton.gov.uk Appendices: None Background Papers: Contract Strategy Wards Affected: All Wards