Issue - meetings

(Contracts and Commissioning - Cllr N Avey) To agree to proceed with the procurement of Waste Fleet Vehicles (C-046-2022-23).

(1)        The Cabinet agreed to proceed with the procurement of Waste Fleet Vehicles subject to the approval of a provision of £9.22 million within the Capital Programme for 2023/24 and associated revenue costs; and

(2)        The Cabinet agreed to procure the vehicles through The Procurement Partnership Framework.

The Contracts and Commissioning Portfolio Holder introduced the report. Epping Forest District Council (EFDC) did not own the waste vehicles used for the current waste contract, therefore EFDC would be required to procure a new waste fleet to allow the waste management service to maintain and appropriately manage its statutory duties around domestic and commercial waste collections for the new waste contract starting November 2024.

Not owning the fleet means the EFDC had no control over the maintenance and scheduling of maintenance of the waste vehicles. This had led to the current issue of large volume of missed collections due to vehicle breakdowns. EFDC will have more control and business continuity in the future which would reduce future risks to the contract if EFDC owned the fleet.

There was currently a long lead in time to procure waste vehicles, which could be as much as 15 months once the vehicles had been ordered. The new waste vehicles must be ready for the new waste contract in November 2024.

Asked how long the vehicles would last members were told 7 to 8 years. Officers were still exploring the options on leasing and/or purchasing and the possibility of having low emission or electric vehicles. The meeting also noted that the new software would be compatible with systems already in place.

Decision:

(1)        The Cabinet agreed to proceed with the procurement of Waste Fleet Vehicles subject to the approval of a provision of £9.22 million within the Capital Programme for 2023/24 and associated revenue costs; and

(2)        The Cabinet agreed to procure the vehicles through The Procurement Partnership Framework.

Reasons for Proposed Decision:

To ensure EFDC can maintain and appropriately manage its statutory duties around domestic and commercial waste collections.

Other Options for Action:

Lease the vehicles but would be more costly and would still need to start the process as soon as possible to order make sure the vehicles are in place in time for the new contract.

Leasing the vehicles also means that EFDC will not own the fleet as an asset.