Agenda item

Report of Corporate Director for Communities, Environment and Resident Services

Ken France, Head of Fleet and Depot Operations, and Andrew Smith, Assistant Fleet Manager, presented the report and stated the following:

a.  members of the Nottinghamshire / Derbyshire Transport Group Consortium have a statutory duty under section 45 of the Environmental Protection Act 1990, as they are deemed to be a ‘waste collection authority’, to collect household waste;

b.  the service is delivered internally by the members of the group and the proposal to retain the Single Source Supply Contract model currently in place for the supply of Refuse vehicles will deliver the required levels of Contract Management, After Sales Service and Maintenance Support across the group. This support will enable members of the consortium to deliver the required statutory services.

Resolved to

(1)  authorise undertaking a procurement process for the necessary framework agreement(s);

(2)  delegate authority to the Corporate Director for Communities, Environment and Resident Services to enter into:

(a)  the initial Refuse Vehicle Supply Framework Agreement;

(b)  any call-off contracts under the terms of the Framework Agreement for Nottingham City Council fleet requirements and maintenance.

Reasons for recommendations

c.  To enable the Nottingham City Council Fleet Services team and the afore mentioned Consortium members to be able to access the Refuse Collection Vehicle market to enable the members ongoing Vehicle Replacement Programme requirements to be delivered as required.

d.  The Fleet Services Team and members of the Consortium wish to retain the Single Source Supply Contract model currently in place for the supply of Refuse vehicles as this is shown to deliver the required levels of Contract Management, After Sales Service and Maintenance Support across the group. This support enables all members of the consortium can deliver the required statutory services.

e.  A common base specification is created which ensures collective learning from across the consortium is shared to deliver better outcomes.

f.  Ensure all vehicle purchases are going through a compliant procurement mechanism with a specification created with the consortium in mind.

g.  Using a Contracted supplier enables prices to be fixed for 12-month periods within the proposed contract lifespan of 4 years which helps with the budgeting process when creating future replacement plans. A three month-notice period is mandated for the evidenced based price increases to be proposed within the contract period.

h.  Under the terms of the Contract, there is no commitment to spend or to place a minimum number of orders.

i.  The vehicle types within the Tender specification will include both Diesel and Alternative fuel chassis. The Tender will include the option to purchase Food Waste Collection and Kerbside recycling bodied vehicles as well as the standard and any specialist Refuse Collection vehicles in any body configuration as required by the contracting authorities within the Consortium.

Other options considered

j.  Extend the current contract – this option is not available as it would not comply with the Public Contracts Regulations 2015.

k.  Undertake ad-hoc tenders at the point of demand – this option was rejected to avoid any duplication of work across the Consortium.

l.  All members could access external third-party procurement frameworks at the point of demand – this option was rejected to avoid any duplication of work and to be paying rebate fees to third parties.