Issue - meetings

Report of Corporate Director for Resident Services

Andrew Smith, Assistant Fleet Manager, presented the report, which detailed the provision of vehicle and machinery tyres and associated services used by Nottingham City Council and the other members of the Nottinghamshire Transport Group Consortium, the current contract for which is due to expire on 8 February 2022.

Mr Smith stated that to comply with the Council’s Contract Procedure Rules, a compliant tender process would be undertaken to ensure that a new contract was in place prior to expiry of the current one, therefore allowing all member authorities within the Consortium access to the same contracted supplier.

Further, a contract was required with a tyre supplier who would be able to provide a competitively priced solution at the level of quality Nottingham City Council expects and a specialist tyre supply and service provider/supplier would help ensure value for money was achieved by any council activity that involves the use of vehicles.

In response to a question regarding the disposal of waste tyres, Mr Smith stated that part of the tender requirements was that waste tyres were recycled, such as being used for play-area surfaces.

Resolved to approve

(1)  expenditure from the Fleet Services budget for the supply of tyres and associated services by a contracted specialist provider;

(2)  a maximum 4-year contract, on a 2+1+1-year basis, up to the approximate value as per the exempt appendix;

(3)  procurement of the goods and services via a tender process and delegate authority to the Director of Neighbourhood Services to award the contract(s) and extension(s) to the successful bidder.

Reasons for recommendations

1.  A tyre supply and services contract ensures that the Councils vehicles and plant tyres are maintained in a safe, legal and compliant condition within the road traffic act and enable us to comply with our Operator Licence compliance undertakings.

2.  A dedicated specialist provider can maintain and fit replacement tyres and provide specialist repair services that will keep the fleet safe, legal, compliant and on the road. The specialist provider has access to tyre manufacturers and can deliver the correct specification of tyre, which is imperative as the fleet ranges from cars to tractors to commercial vehicles over 3.5 tons, within contracted time scales and at competitive prices.

3.  The services will cover all areas of tyre management, ranging from the supply and fitment of tyres, puncture repairs, wheel balancing, turning tyres on rims to maximize life, disposing of old tyres (including fly-tipped tyres collected by the Council), completing regular fleet inspections and supplying various reports to the relevant Local authority managers/officers. The service will be provided 24/7 to ensure attendance at any time as required such as, for example, to deal with a punctured or damaged tyres, outside of normal operating hours.

4.  The contracting company will be sourced by undertaking a tender process on behalf of the Council and the local authorities who are members of the Nottinghamshire Transport Group Consortium.

Other options considered

Consideration was made to bring the service in house but this is not  ...  view the full minutes text for item 34