Issue - meetings

(Contracts, Service Delivery and Improvement – Cllr R Balcombe) To consider the attached report to award a contract hire and vehicle maintenance agreement to Specialist Fleet Services (SFS) (C-038-2023-24).

Please note that Appendix A is restricted – see item 12).

(1)           That Epping Forest District Council (EFDC) award an 8-year contract hire and vehicle maintenance agreement to Specialist Fleet Services (SFS) to provide EFDC with vehicles and the maintenance of provided vehicles within the agreed financial cap which could be found in restricted Appendix A.

(2)           That officers and advisers were instructed to finalise negotiations with SFS with a view to placing an order by 1st February 2024 subject to Leader, Portfolio Holder, and Section 151 Officer approval.

Councillor R Balcombe (Contracts, Service Delivery and Improvement Portfolio Holder) introduced the report. For EFDC to manage its statutory duties in relation to domestic and commercial waste collections from November 2024 after the current waste contract ended, the Council must procure a new fleet of vehicles. Contract hire was the preferred method of procurement, and the advantages (detailed in the report) included greater flexibility to change vehicles, ability to use greener, cleaner vehicles when affordable and the ability to include vehicle maintenance at the Operations Hub at North Weald Airfield. All environmentally friendly options had been considered.

Councillor J Philip (Finance and Economic Development Portfolio Holder) remarked that he was pleased the Council was heading down the leasing option. This was a sensible approach since waste vehicles typically only lasted for around 8 years. The Contracts, Partnerships and Procurement Service Director, J Warwick, added that 8 years was the right length of time for the contract from a financial point of view, as 8 years was better value for money. A thorough maintenance package was to be provided. Also, street cleaning vehicles would be swopped after 4 years.

The report set out the options considered, if any, and the reasons for the recommendation and the decision.

            Decision:

(1)           That Epping Forest District Council (EFDC) award an 8-year contract hire and vehicle maintenance agreement to Specialist Fleet Services (SFS) to provide EFDC with vehicles and the maintenance of provided vehicles within the agreed financial cap which could be found in restricted Appendix A.

(2)           That officers and advisers were instructed to finalise negotiations with SFS with a view to placing an order by 1st February 2024 subject to Leader, Portfolio Holder, and Section 151 Officer approval.