Decision

To approve the procurement of eight small electric vans (Ford Couriers) from Looks Motor Group PLC

Reasons for the decision

The Fleet Replacement Programme has been awarded £6.4m of capital funding to procure vehicles in financial years 2023-24 - 2025-26. Cabinet awarded the budget in February 2023, and a further paper detailing the route to market was approved by Cabinet in September 2023. This paper also delegated the authority for award of contract to the Director of Highways and Transport.

Phased procurements are being undertaken to source the vehicles, with the latest procurement being for 8 small electric vans.

The vehicles will be used in a variety of services across the Fleet and the charging infrastructure is already in place for these vehicles.

The vans are being purchases from stock to ensure their swift arrival, hence there are 2 slightly different specifications and prices.

The pricing for the vehicles is as set out in the attached record of officer decision, and falls within the allocated budgets.

For the avoidance of doubt, the procurement route recommended and endorsed in the sourcing plan (approved May 2023) and recommended in the September Cabinet paper is the use of a direct award under the procurement partnership limited (TPPL)'s appropriate frameworks for the full range of required vehicles. Direct award is a compliant route to market with these frameworks. The framework being used here is TPPL's vehicle purchase framework for cars and light & medium commercial vehicles, reference TPPLHCCOP03.

This tranche of vehicles represents part of the approved vehicle replacement plan for 2024/2025. The remainder of this phase has been on hold subject to a due diligence review of the short term depot improvements project, and the procurement of additional electric vehicle charging infrastructure, but will be recommencing later this year.

The vehicles meet the required specifications and aspirations of the emerging Fleet Strategy 2023-2030. The electric vehicles will help the council met its pledge to be carbon neutral by 2030.

The vehicles have been sourced via a compliant route to market. The vehicles are
within overall allocated budgets and have been trialled by relevant services.

I confirm that in making this decision I have considered the following in line with Wiltshire Council’s Constitution

Key decision requirements: Not applicable

Views of relevant cabinet member(s), committee chairman, area board(s): Yes, Cabinet approved the purchases on 13 September 2023

Consultation with cabinet member(s), the Leader and Scrutiny (for Executive decisions taken under Emergency Powers): Yes, Cabinet approved the purchases on 13th September 2023

Consultation in accordance with the council’s consultation guidance and the views emanating from that process: Not applicable

Implication of any council policy, initiative, strategy or procedure: Fleet Strategy 2023-2030

Staffing, financial and legal implications: Yes

The assessment of any associated risks in accordance with the Council’s risk management strategy: Not applicable

Involvement of appropriate statutory officers and/or corporate directors and directors: Not applicable

Regional or national guidance from other bodies where relevant: Not applicable

The council’s constitution, including the Procurement and Contract Rules (Part 10) and the Financial Regulations and Procedure Rules (Part 9), all relevant guidance, legislation, codes of practice, and protocols: part 10

Alternative options considered

Run a mini competition via a framework or go out to tender - reason for rejection: Any further delays in the procurement process would lead to delays in vehicles being delivered, leading to increased vehicle downtime and impact on services