INDIVIDUAL CABINET MEMBER DECISION MAKING

Transcription

1 Agenda item: 1 Committee: INDIVIDUAL CABINET MEMBER DECISION MAKING Date of meeting: 9 th November 2006 Subject: Lead Officer: Portfolio Holder: Policy/budget ref: Exempt information: Delegated status: Key decision: Purchase of This Year s Community Transport Vehicle/Waiver of Contract Procedure Rule to Allow for Purchase Head of Community Support Services Social Affairs: Cllr John Sheldon E4 None For resolution N/A EXECUTIVE SUMMARY: To waive the contract procedure rule 27.8 in order that a Community Transport vehicle can be purchased to best meet the needs of the Community Transport Service. RECOMMENDATION: THAT CONTRACT PROCEDURE RULE 27.8 BE WAIVED TO ALLOW FOR A COMMUNITY TRANSPORT VEHICLE TO BE PURCHASED FOR THE FLEET FROM THE MONIES ALREADY IDENTIFIED IN THE 2006/07 CAPITAL PROGRAMME. REPORT: 1. In 2006/07 capital programme allocation 49,000 was included for the replacement of a Community Transport vehicle. 2. The opportunity has presented itself again, as it did last year, to purchase a demonstrator vehicle that would meet a full tender process and satisfy our specification requirements. The Ford Motor Company is replacing its current demonstration coachbuilt accessible minibus and we are fortunate to have the opportunity to acquire this vehicle. 3. The vehicle is a Ford Transit with a 2.4 litre diesel engine with a 15 seat coachbuilt body supplied by Chassis Developments Ltd, complete with an underfloor passenger lift. With all seats removed, 6 wheelchairs can be carried. Chassis Developments are the sole supplier of accessible coachbuilt bodies to Ford Motor Company. 4. Full details of our standard vehicle specification is shown in Appendix A. Full details of our current fleet is shown in Appendix B. 5. Appendix B shows that 8 of our current minibus fleet of 14 are Ford Transits with Chassis Developments bodies

2 6. Details of the demonstration vehicle to be purchased are as follows: Registration number: EU55CEA First Registered: 01 December 2005 Current mileage: 6084 Sale price: plus VAT (recoverable) Warranty: The balance of the 3 year manufacturers warranty is transferable to the new owner. An equivalent new vehicle would cost in excess of It is not envisaged there will be any difference in the maintenance cost of this vehicle compared to a new vehicle. 8. There will be an additional capital cost of 1900 in respect of repainting the vehicle in Elmbridge livery. 9. Community Support Services is the largest purchaser of Council vehicles with currently 14 minibuses on the fleet, one Frozen Meals van and a property maintenance vehicle shared with the Care and Repair Service. 10. Clarification was sought as to whether a demonstrator vehicle would have a limited resale value. There is no reason to believe that the residual value of this vehicle will be different from any other vehicle a similar age and mileage. However, Community Support Services has never sold a vehicle for more than a few hundred pounds due to the extended age and high mileage of our vehicles at the time of disposal. 11. For interest, indicative leasing costs for a new minibus to our specification would be: Over 5 years inclusive of miles per annum Over 7 years inclusive of miles per annum 12. If the service is not able to purchase the 2006/07 vehicle it is likely to result in the need to dispose of the next vehicle to reach the end of its natural life with no suitable replacement and a partial reduction in the service we provide would result. 13. If the opportunity to purchase this vehicle is to be pursued it would not be possible to follow the Council s tendering process. Approval is therefore sought to waive the tendering requirement in this case. Rule 27.5 states that In a case of contracts of work, goods or services, that Cabinet shall, if satisfied that to do so would be in the interests of the Council, be empowered to waive compliance with such of the following provisions of those procedure rules as they may specify. 14. For the reasons outlined in the preceding paragraphs the Cabinet s approval is sought to put in an expression of interest to proceed with the purchase of this vehicle

3 15. This will result in both a capital saving of 7850 and the opportunity to meet the ongoing needs of the Community Transport service at a reduced cost. Financial implications: There will be a saving of 7850 in the funding requirement for the 2006/07 Capital Programme as a result of this proposal. It is the current Council Policy that new vehicles are purchased from the Capital budget rather than leased, as the purchase via the Capital budget has less of an impact on the revenue budget and therefore has significantly less impact on the Council Tax. Environmental implications: None for the purpose of this report. Legal implications: None for the purpose of this report. Equality Implications: The specification for this vehicle will meet all equality requirements in respect to accessibility. Risk Management Implications: None for the purpose of this report. Community Safety Implications: None for the purpose of this report. Background papers: Held within Community Support Services Enclosures/Appendices: Appendix A, Vehicle Specification Appendix B, Profile of the Community Transport Fleet Contact details: Melanie Bussicott, Head of Community Support Services, mbussicott@elmbridge.gov.uk - 3 -

4 APPENDIX A - 3/1 -

5 - 3/2 -

6 - 3/3 -

7 Fleet Details By Age Fleet no. Reg. no. Date of reg. Age Mileage 01/10/06 Number of seats Comments 185 M 107 NKP 01/08/ ,496 m 12 FORWARD PLUS 2 TIP UP 173 M 959 FGC 11/07/ ,394 m 12 FORWARD 174 N 639 MGT 20/05/ ,782 m 12 FORWARD PLUS 2 TIP UP 186 P 323 CPH 177 W 231 EHF 01/02/ /07/ ,781 m 6 FRONT 2 REAR 64,200 m 16 FORWARD WHITE LIVERY DIAL-A-RIDE PEUGEOT BOXER/CHASSIS DEV FORD TRANSIT/WHITACRES 178 W 193 EHF 07/07/ ,951 m 16 FORWARD FORD TRANSIT/WHITACRES 188 HX 02 ZDG 08/03/ ,900 m 15 FORWARD APPENDIX B

8 Fleet no. Reg. no. Date of reg. Age Mileage 01/10/06 Number of seats Comments 189 HX 03 FTT 26/03/ ,361 m 12 FORWARD PLUS 4 TIP UP HIRE-A-BUS 195 EU 53 NYO 03/12/ ,610 m 15 FORWARD 190 HX 04 KKE 191 HX 05 EHP 192 HX 05 EHR 193 HX 05 EHS 194 HX 05 KSO 26/03/ ,475 m 12 FORWARD PLUS 4 TIP UP 22/03/ ,130 m 8 FORWARD 22/03/ ,468 m 7 FORWARD 22/03/ ,235 m 12 FORWARD 01/06/ ,504 m 10 FORWARD PLUS 4 TIP UP URRENT LIVERY DIAL-A-RIDE IVECO DAILY/STANFORD DIAL-A-RIDE IVECO DAILY/STANFORD IVECO DAILY/STANFORD