Item 13 - Purchase of Five 18 Tonne Multi Use Vehicles
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 Five 18 Tonne Multi Use Vehicles 1. Purpose 1.1 The purpose of this report is to advise Members of the award of the contract for Supply and Delivery of Five 18 Tonne Multi Use Vehicles. The contract award was approved on 13 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 Five 18 Tonne Multi Use Vehicles was awarded to Ciceley Commercials Limited: and a) Note that the contract shall be for a period of three years including warranty and at a value of £1,102,072.80 inclusive of VAT. The estimated commencement date of the contract is 10 January 2025 with a 24 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 replace five 18 tonne multi use vehicles. These vehicles will be supplied with multiple bodies for quick change of use and will be made up of five gritters, two hotboxes and three tippers, this will support all year use of the vehicles for winter gritting, hot tar work in the spring and summer, as well general use with tippers. 3.2 The vehicles will replace hire vehicles currently costing £194,000 per year, with net savings for the council of £171,000 per year being forecast after borrowing costs of £23,000per year. This saving is being presented to Council for 2025/26 management adjustments ref RN09 on 18 December 2024. ITEM 13
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3.3 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 £1,300,000 for financial year 2025/26. 3.4 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 Contract Strategy identified a direct award utilising the Scotland Excel framework agreement Supply & Delivery of Heavy and Municipal Vehicles ref 03-21 as the route to market. A direct award of five 18 tonne multi use vehicles will allow for continuity, standardisation of the heavy vehicle fleet for servicing and diagnostic solutions, maintenance, parts, training and dealer support reducing downtime and subsequent vehicle hire costs, along with user familiarity for safety on use. 4.2 It is recommended that the contract is awarded to Ciceley Commercials Limited, of Cicely Lane, Blackburn, BB1 1HQ. The contract shall be for a period three years including warranty and at a value of £1,102072.80 inclusive of VAT which includes five vehicles with multi quick change bodies, delivery to Clydebank, first registration, road fund tax, vehicle mechanics and operatives training, full size spare wheel and the Scotland Excel rebate fee of 0.5%. 4.3 Ciceley Commercials Limited 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 Ciceley Commercials Limited 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. The net revenue savings are forecasted for removal of vehicle hires estimated at £171,000 per year.
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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 Ciceley Commercials Limited 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 for the Supply & Delivery of Five 18 Tonne Multi Use Vehicles 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