Agenda and minutes

Venue: Howard Room, Parkside, Chart Way

No. Item


To approve the notes of the previous meeting pdf icon PDF 88 KB

To approve as correct the notes of the meeting held on 23 March 2017.


Subject to the group noting that Councillor Coldwell’s attendance at the meeting had been omitted from the printed notes, the notes of the meeting held on 23 March 2017, were agreed.


Appointment of a contractor to supply a replacement refuse collection fleet

Forward plan item for Cabinet decision 27 April 2017.


The Chairman of the group introduced the Corporate Project Manager whom presented the draft report to Cabinet to the group. Members noted that Cabinet had approved the introduction of Alternate Weekly Refuse Collections (AWC) for household waste in November 2016 and had agreed to procure a replacement rear-loading refuse fleet to deliver the revised service.


The Corporate Project Manager explained that the ESPO mini-competition template had been adapted and weighted to reflect the needs of the council accordingly:


Price 50% weighted as follows:

·         Vehicle price 45%

·         Basket of spare parts 5% (specimen basket of spare parts)


Non Price 50% weighted as follows:

·         Delivery lead times and contingency arrangements 15%

·         Warranty work and impress stock system 10%

·         Technical support for whole vehicle 10%

·         Service support 2%

·         Training support 3%

·         Environmental impact – fuel efficiency 5%

·         Environmental impact – emissions 5%


Cabinet would be recommended to appoint the preferred supplier on 27 April 2017, following which there would be a voluntary 10 day standstill period to allow unsuccessful tenderers time to request feedback and scrutinise the award process. Once completed, the appointment could be ratified and legal formalities concluded.


Members thanked officers for the draft report and discussed:


·         The location of the preferred supplier

·         Risk associated with any tender process

·         the number, cost and delivery phasing of vehicles

·         emissions

·         whether the final financial saving of the change to AWC remained within tolerance


On behalf of the Chairman of the group, Officers explained that the preferred supplier was based in the UK, operating satellite sites around the country. The council’s procurement code and the ESPO Framework mitigated risk and the number of vehicles would be finalised upon the conclusion of the route optimisation project. The delivery of the vehicles to the council was likely to start in September 2017, and all the vehicles would be delivered by the end of December 2017, prior to AWC roll out from February 2018.  Officers were satisfied that low emissions standards would be met by the preferred supplier; and affirmed that any financial saving was as stated at the Cabinet meeting in November 2016.


The group supported the recommendations set out in the report.