3. Recommendations. 4. Background 4.1

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1 Portfolio Holder Report The Portfolio Holder will make a decision on this item after seven days have elapsed (including the date of publication). Report of: Portfolio Holder Date of Publication Michael Ryan, Corporate Director of People and Places Cllr Peter Murphy Street Scene Portfolio Holder and Cllr Alan Vincent, Resources Portfolio Holder 18 August 2011 Procurement of Mechanical Sweepers for In-House Street Cleansing Service 1. Purpose of Report 1.1 To support the procurement of street cleansing vehicles under the exemptions to the contract procedure rules by using the Yorkshire Purchasing Organisation (YPO) Framework Agreement. 1.2 To agree the specification of the vehicles to be procured. 1.3 To agree the assessment criteria for evaluating bids to supply Sweeping Vehicles, and support the proposed evaluation team to undertake the process. 2. Outcomes 2.1 Delivery of the corporate plan key priorities, as indicated below: Create a cleaner greener environment Manage and use our resources to achieve key priorities 2.2 Using an existing Framework Agreement will reduce Council resource requirements, reduce costs and reduce the timescales linked to the procurement process, ensuring that procurement, production and delivery timescales meet the service delivery commitment of the 1 April Improved service delivery and value for money.

2 3. Recommendations 3.1 That the decision to procure the street cleansing vehicles under the exemptions to Contract Procedures contained within the Financial Regulations and Financial Procedure Rules be noted by the Resources Portfolio Holder. 3.2 That the configuration of the mechanical fleet to be procured is (subject to tender returns): 3no small mechanical sweepers, suitable for use on footpaths and / or pedestrianised areas 4no compact mechanical road sweepers 1no Tanker type large mechanical sweeper 1no 7.5tonne Tipper c/w Demountable/interchangeable Bodies (this will be procured via a separate route) 3.3 That the procurement of the sweepers be assessed on the basis of cost and quality, with cost accounting for 35% and quality 65% of the overall marks and that the draft award criteria be approved. 3.4 That the evaluation panel will consist of: Waste Management Officer Transport Officer Finance Officer Projects Officer Critical Friend (Fylde BC Transport Manager) 4. Background Members decided that the street cleansing service will be delivered as an in-house operation when the current contract with Fylde Borough Council ends on the 31 March 2012 (contained within the Cabinet Report of Monday 28 June 2010). The increase in mechanisation, combined with the in-house service would enable the Council to increase quality and adopt a more holistic approach to addressing concerns linked to cleanliness priorities. 5. Key Issues and Proposals 5.1 To deliver the enhanced mechanised service from the 1 April 2012; the authority must procure a new fleet of mechanised sweepers, as the current machines will not be transferring to the Council from the incumbent contractors. 5.2 The current service utilises 2 large (tanker type) and 2 compact sweepers, with the majority of the service undertaken manually. 5.3 The Waste Management Officer and Transport Officer have undertaken extensive assessments to determine the range of mechanical sweepers

3 available, and identify the most appropriate specification of vehicle to meet the authority s requirements. 5.4 The new in-house service will also undertake the cleansing operation in the Borough s parks, which is not undertaken through the current cleaning contract. Adopting this approach will allow the services (Grounds/St Cleansing) to work very closely to deliver enhanced cleanliness levels within the Borough s Parks. 5.5 The Transport Officer has arranged for the demonstration of a range of machines, and Fylde frontline operatives have utilised them as part of their daily duties; with each driver providing feedback that will form part of the evaluation process. 5.6 It is therefore suggested that the Council seeks to procure: 3no small mechanical sweepers, suitable for use on footpaths and / or pedestrianised areas 4no compact mechanical road sweepers 1no Tanker type large mechanical sweeper (either Lot 3 or 4) 1no 7.5tonne Tipper c/w Demountable/interchangeable Bodies Please refer to Appendix 1 for the specification of each vehicle other than the 7.5 tonne Tipper to be acquired via a separate route. 5.7 The utilisation of an existing framework agreement will reduce costs associated with the procurement process, reduce officer time and most importantly reduce the timescales of the process. This is essential, as they are specialist vehicles, built to order and have a lead-in time of approximately 22 weeks. 5.8 It is anticipated that there is sufficient funding contained within reserves to procure the vehicles by way of Capital Purchase, which has been recognised as the most cost effective method of procurement. 5.9 It is recognised as good practice to have an evaluation model based on a value for money split of price and quality as outlined in Appendix Delegated Functions 6.1 The matters referred to in this report are considered under the following Executive Function delegated to the Street Scene Portfolio Holder (as set out in Part 3 of the Council s Constitution): To consider arrangements for the design and provision of services for refuse collection, street cleansing, and litter control (including beach and foreshore cleaning). 6.2 The matters referred to in this report are considered under the following Executive Function delegated to the Resources Portfolio Holder (as set out in Part 3 of the Council s Constitution). To consider departures from rules to financial and contractual matters if appropriate.

4 IMPLICATIONS Finance The decision to use the Yorkshire Purchasing Organisation framework is in accordance with the exceptions to Contract Procedures contained within the Financial Regulations and Financial Procedure Rules which include If a framework is available that necessitates the Council not having to go out to tender and the goods, works or services will still provide the Council with best value for money The 2011/12 Capital Budget contains a provision of 660,000 within for the purchase of the new in-house Street Cleansing fleet funded by the Vehicle Replacement Reserve. It is anticipated that this provision will be adequate to cover the cost of procuring the fleet. Legal Community Safety Equality and Diversity Sustainability Health and Safety Risk Management Asset Management Climate Change As detailed in the report None arising directly from the report The collection systems and policies applied will ensure the Council is compliant. The service change would have a positive contribution on the physical environment. None arising directly from the report None arising directly from the report None arising directly from the report The service change would have a positive contribution on the environment, in terms of using modern vehicles with new cleaner and more efficient technology. Report Author Telephone No. Date Alan Fitzpatrick afitzpatrick@wyrebc.gov.uk List of Background Papers: Name of Document Date Where available for inspection LIST OF APPENDICES Appendix 1 Specifications of Mechanical Sweepers Appendix 2 Evaluation Criteria arm/ph/st/cr/11/0008af1

5 Appendix 1 APPENDIX I & II OVERVIEW OF REQUIREMENTS The Council are seeking quotes from Suppliers using the Yorkshire Purchasing Organisation framework agreements. DELIVERY Delivery must be no later than Monday 12 th March QUOTATION FOR VARIOUS ITEMS OF FLEET SUPPLIER NAME: Suppliers are requested to provide quotations for outright purchase. Prices to be in pounds sterling excluding VAT

6 Lot 1 Up to 3 no: TONNE MECHANICAL MINI COMPACT SWEEPER. Insert Make and Model in the box below Price Chassis Lot 2 Up to 4 no; 3.5 to 4.9 TONNE MECHANICAL SWEEPER Insert Make and Model in the box below Price Chassis Lot 3 Up to 1 no: 15 TONNE MECHANICAL SWEEPER. Insert Make and Model in the box below Price Chassis Lot 4 Up to 1 no: 18 TONNE MECHANICAL SWEEPER. Insert Make and Model in the box below Price Chassis

7 Lot 1 SUPPLY UP TO to 2.8 TONNE COMPACT SWEEPERS 1 Introduction The vehicle to be a maximum 2800Kg GVW 2. Chassis Cab Minimum transit speed 15mph Minimum hopper capacity 1 Cubic Metre Minimum hopper weight capacity / payload 400kgs Single Seat The engine must meet emissions legislation (or have derogated authorisation) as at 1 st April 2012 Vehicle must have a dust filtration system 2 x remote operated side brushes 2 x opening doors 2 x opening windows Vehicle must have suspension on all 4 wheels The vehicle must be able to accept Masternaut Vehicle Tracking System Where a colour selection is required it will be 2 pack white gloss Reverse audible warning device with night silent over ride Adjustable steering wheel Please state the vehicle tare weight with a full tank of fuel allowing 100kgs for the driver THE COMPLETE VEHICLE AND ALL SUNDRY PARTS AND FITMENTS MUST MEET ALL RELEVANT C.E. REGULATIONS AT TIME OF DELIVERY Options Price All prices submitted below must be fully inclusive supply and fit 2 x front LED Strobe Lights 2 x rear LED Strobe Lights Radio/CD Player Pressure Washer Air Conditioning Water Recirculation First Aid Kit

8 Fire Extinguisher Phone Mounting and Charging Point Rear Camera Vehicle spare front wheel and tyre Vehicle spare rear wheel and tyre (if different from front wheel)

9 Lot 2 SUPPLY TONNE MECHANICAL SWEEPER 1. Introduction The vehicle to be a maximum 4,900kg GVW hydrostatic dual sweeper 2. Chassis/Cab Minimum transit speed of 50km/h Speed range from 0-12km/h Minimum hopper size of 1.8m3 Maximum vehicle dimensions (approximate), length of 4,550mm, width of 1,700mm and height of 2,250 Tare weight of no more than 2,800 Left-hand drive The engine must meet emissions legislation (or have derogated authorisation) as at 1 st April 2012 Minimum re-circulating water tank size of 150lts Both doors to be traditional slam shut with opening windows All lights to be LED or strobe including 2 no rear strobes fitted into the body (location be agreed) and 2 no strobes fitted to the front of the vehicle (location to be agreed) Reverse audible warning device with night silent override Cab Heater Radio/CD Intermittent windscreen wiper and wash Minimum 700 mm diameter front mounted poly/steel brush with hydraulic actuation Forward & side brush impact protection Wheeled suction nozzle with lift/tilt mechanism and hydraulically operated flap for the collection of bulky objects and compacted leaves Where a colour selection is required it will be 2 pack white gloss 3M Conspicuity marking tape meet current and impending DfT vehicle marking standards Must be able to accept Masternaut Vehicle Tracking System Please state the vehicle tare weight with a full tank of fuel allowing 100kg for the driver THE COMPLETE VEHICLE AND ALL SUNDRY PARTS AND FITMENTS MUST MEET ALL RELEVANT C.E. REGULATIONS AT TIME OF DELIVERY Options Price All the prices submitted below must be fully inclusive supply and fit Rear parking distance sensors Rear camera installation (1) (provide details of the system quoted) Sprung / air suspended driver s seat, passenger seat

10 Suitable fire extinguisher First Aid kit Phone mounting and charging point Air Conditioning Heated windscreen and mirrors High pressure washer unit with hand lance A flexible minimum 3.25m length x 125mm diameter wander hose capable of achieving at least 180 degrees around the vehicle Arrow Signboard diameter 300mm, mounted on rear panel Broom and shovel storage Independent brush height control option Toolkit (incl. Grease gun, spanner & screwdriver set) Cruise control Vehicle spare front wheel and tyre Vehicle spare rear wheel and tyre (if different from front wheel) Four wheel steer

11 Lot 3 SUPPLY 1 15 TONNE MECHANICAL SWEEPER 1. Introduction The vehicle to be 15,000kg GVW single sweep road sweeper, mounted to a suitable chassis 2. Chassis/Cab Maximum sweep speed of 20km/h Minimum hopper size of 6m3 Maximum vehicle dimensions, length of 5,650mm and height of 2,970 Tare weight of no more than 9,000kg Left-hand drive The engine must meet emissions legislation (or have derogated authorisation) as at 1 st April 2012 Minimum water tank size of 1,200lts Sprung / air suspended driver s seat, passenger seat Both doors to be traditional slam shut with opening windows 4 no rear strobes fitted into the body (location be agreed) and 2 no strobes fitted to the front of the vehicle (location to be agreed) Reverse audible warning device with night silent override Cab Heater Radio/CD Intermittent windscreen wiper and wash Minimum 500 mm diameter poly/steel brush Forward & side brush impact protection Wheeled suction nozzle minimum 730mm wide with lift/tilt mechanism to allow collection of bulky objects and compacted leaves Minimum wide sweep of 2,000mm The vehicle to be fitted with a water spray system of approximately 3.5 bar operating pressure All paint white 2 pack gloss 3M Conspicuity marking tape on all sides to meet the impending DfT vehicle marking standards Toolkit (incl. Grease gun, spanner & screwdriver set) Must be able to accept Masternaut Vehicle Tracking System Please state the vehicle tare weight with a full tank of fuel allowing 100kg for the driver THE COMPLETE VEHICLE AND ALL SUNDRY PARTS AND FITMENTS MUST MEET ALL RELEVANT C.E. REGULATIONS AT TIME OF DELIVERY

12 Options Price All the prices submitted below must be fully inclusive supply and fit Ripper Brush Dual sweep system in lieu of single sweep Powerthrust system to each channel brush Rear parking distance sensors Intelligent vehicle weighing system with in cab monitoring system that will ensure that the vehicle remains within all individual axle and gross vehicle weight limits (provide details of weighing system quoted) Dual camera installation to monitor reversing and operation of offside channel brush (provide details of the system quoted) High pressure washing system including front mounted spray bar, nozzle spray bar and hand lance Suitable fire extinguisher First Aid kit Phone mounting and charging point Air Conditioning Heated windscreen and mirrors Teal hand wash (or equivalent) Mesh Shakers 150mm top mounted wander hose with water injection, with extensions A flexible minimum 3.25m x 150mm diameter wander hose, located

13 rear or side Arrow Signboard - diameter 600mm, mounted on rear panel Broom and shovel storage Tool and hydrant storage box Hydrant Coupling BSP 2.5inch / Loose 650mm dia channel brush and suitable motor Channel brush positioning system Vehicle spare wheel and tyre

14 Lot 4 SUPPLY 1 18 TONNE MECHANICAL SWEEPER 1. Introduction The vehicle to be 18,000kg GVW single sweep road sweeper, mounted to a suitable chassis 2. Chassis/Cab Maximum sweep speed of 20km/h Minimum hopper size of 6m3 Maximum vehicle dimensions, length of 5,650mm and height of 2,970 Tare weight of no more than 11,000kg Left-hand drive The engine must meet emissions legislation (or have derogated authorisation) as at 1 st April 2012 Minimum water tank size of 1,200lts Sprung / air suspended driver s seat, passenger seat Both doors to be traditional slam shut with opening windows 4 no rear strobes fitted into the body (location be agreed) and 2 no strobes fitted to the front of the vehicle (location to be agreed) Reverse audible warning device with night silent override. Cab Heater Radio/CD Heated windscreen and mirrors. Intermittent windscreen wiper and wash Minimum 500 mm diameter poly/steel brush. Forward & side brush impact protection Wheeled suction nozzle minimum 730mm wide with lift/tilt mechanism to allow collection of bulky objects and compacted leaves Minimum wide sweep of 2,000mm The vehicle to be fitted with a water spray system of approximately 3.5 bar operating pressure All paint white 2-pack gloss 3M Conspicuity marking tape on all sides to meet the impending DfT vehicle marking standards Toolkit (incl. Grease gun, spanner & screwdriver set) Must be able to accept Masternaut vehicle Tracking System Please state the vehicle tare weight with a full tank of fuel allowing 100kg for the driver THE COMPLETE VEHICLE AND ALL SUNDRY PARTS AND FITMENTS MUST MEET ALL RELEVANT C.E. REGULATIONS AT TIME OF DELIVERY Options Price All the prices submitted below must be fully inclusive supply and fit Ripper Brush

15 Dual sweep system in lieu of single sweep Powerthrust system to each channel brush Rear parking distance sensors High power auxiliary engine Intelligent vehicle weighing system with in cab monitoring system that will ensure that the vehicle remains within all individual axle and gross vehicle weight limits (provide details of weighing system quoted) Dual camera installation to monitor reversing and operation of offside channel brush (provide details of the system quoted) High pressure washing system including front mounted spray bar, nozzle spray bar and hand lance Suitable fire extinguisher First Aid kit Phone mounting and charging point Air Conditioning Teal hand wash (or equivalent) Heated windscreen and mirrors. 150mm top mounted wander hose with water injection, with extensions A flexible minimum 3.25m x 150mm diameter wander hose, located rear or side Arrow Signboard - diameter 600mm, mounted on rear panel Broom and shovel storage Hydrant Coupling BSP 2.5inch / Loose Mesh Shakers

16 650mm dia channel brush and suitable motor Tool and hydrant storage box Channel brush positioning system Vehicle spare wheel and tyre

17 SPARE PARTS, REPAIRS AND AFTER SALES SERVICE Wyre Council will provide the vehicle maintenance, the successful Supplier will provide a quantity of common service items and spare parts to be held by the Authority on an imprest stock basis i.e. parts provided without charge until used, and invoiced after completion of regular, and mutually agreed, stock checks. This arrangement must be agreed and implemented prior to delivery of vehicles. The signing of this document by the Supplier will indicate an agreement to this requirement. The Supplier must submit with this tender a comprehensive list of service items and any other parts associated with the normal operating of the vehicles in each Lot, prices for these parts should also be shown. Lot 1 value Lot 2 value Lot 3 value Lot 4 value The comprehensive list of service items and any other associated parts individually costed per Lot to be included separately. TRAINING Wyre Council are committed to ensuring that all employees are professionally competent and appropriately trained to drive, operate and repair all vehicles and equipment whilst at work. To ensure continued professional development a comprehensive training package will be undertaken by all employees involved in the utilisation of each vehicle type. The Supplier must submit with this quotation a comprehensive training package. Lot 1 State the cost & duration of certified vehicle & equipment installation instruction for the driver Cost Duration State the cost & duration of certified technical training for workshop staff Cost Duration State the number of staff that can be accommodated in each technical training session

18 Lot 2 State the cost & duration of certified vehicle & equipment installation instruction for the driver Cost Duration State the cost & duration of certified technical training for workshop staff Cost Duration State the number of staff that can be accommodated in each technical training session Lot 3 State the cost & duration of certified vehicle & equipment installation for the driver Cost Duration State the cost & duration of certified technical training for workshop staff Cost Duration State the number of staff that can be accommodated in each technical training session Lot 4 State the cost & duration of certified vehicle & equipment installation for the driver Cost Duration State the cost & duration of certified technical training for workshop staff Cost Duration State the number of staff that can be accommodated in each technical training session VEHICLE WARRANTY DETAILS

19 Lot 1 Warranty provision included in the quotation (include full details) Extension of vehicle warranty - Warrant extension for additional 1 year - Warrant extension for additional 2 year - Warrant extension for additional 3 year - Warrant extension for additional 4 year Lot 2 Warranty provision included in the quotation (include full details) Extension of vehicle warranty - Warrant extension for additional 1 year - Warrant extension for additional 2 year - Warrant extension for additional 3 year - Warrant extension for additional 4 year Lot 3 Warranty provision included in the quotation (include full details) Extension of vehicle warranty - Warrant extension for additional 1 year - Warrant extension for additional 2 year - Warrant extension for additional 3 year - Warrant extension for additional 4 year VEHICLE WARRANTY DETAILS (cont) Lot 4 Warranty provision included in the quotation (include full details) Extension of vehicle warranty

20 - Warrant extension for additional 1 year - Warrant extension for additional 2 year - Warrant extension for additional 3 year - Warrant extension for additional 4 year VEHICLE DELIVERY It is important to the Council that committed delivery dates are provided with the quotation and these delivery dates stated must be adhered to. If vehicles are not delivered on time the Supplier must provide an equivalent hire vehicle, or the cost thereof, until delivery is made, at no charge to Wyre Council. Lot 1 Please detail the number of weeks from date of receipt of the Council s official purchase order to the delivery of the vehicle. weeks. Lot 2 Please detail the number of weeks from date of receipt of the Council s official purchase order to the delivery of the vehicle. weeks. Lot 3 Please detail the number of weeks from date of receipt of the Council s official purchase order to the delivery of the vehicle. weeks. Lot 4 Please detail the number of weeks from date of receipt of the Council s official purchase order to the delivery of the vehicle. weeks. DELIVERY LOCATION The vehicles to be delivered to the Council s Copse Road Depot, Fleetwood, pre delivery checked with copy of completed checklist and ready for immediate use. The vehicle will be signed for unexamined until a detailed inspection is made to ensure that the above specification has been adhered to and that the quality of the workmanship is acceptable. Note All vehicle delivery charges should be included; all vehicles should be delivered with 12months road tax and ready for immediate use. IT IS STRESSED THAT ALL EQUIPMENT SUPPLIED MUST COMPLY FULLY WITH ALL CURRENT SAFETY LEGISLATION AT THE TIME OF DELIVERY.

21 VALUE FOR MONEY INCENTIVE Please indicate any value for money incentive (if any) that your company would offer Wyre Council should they be successful in obtaining the fleet provision outlined above ENVIRONMENTAL COMMITMENT Wyre Council are actively researching opportunities to reduce both fuel costs and the Borough s carbon footprint, this tender must provide information on any technology fitted to each Lot which embraces this environmental commitment. Additionally, Suppliers are requested to provide information on technologies that are not currently included but that can be fitted to each Lot including any additional costs. The Supplier must submit with the quotation, comprehensive details regarding technologies as outlined above. Wyre Council are particularly interested in technologies that have been independently verified by recognised industry bodies such as MIRA. TECHNICAL QUESTIONS If confirmation on any issue with respect to the tender is required please contact: Mr Gary Scott Transport Officer Wyre Council Gary.Scott@wyre.gov.uk Telephone: (01253) If any detail is such that formal advice is necessary which impacts upon the tender procedure this advice will be circulated in writing to all Suppliers.

22 Appendix 2 Evaluation Criteria Evaluation Criteria The Council is committed to providing high quality, value for money services and will evaluate each tenderer according to three successive stages. Stage 1 This will comprise an assessment of compliance and checks for validity and completeness against the tender requirements. Stage 2 Cost. This will comprise a detailed assessment of the financial offer. In assessing the price, the lowest compliant bid scores 100 and the others score 100 minus the percentage figure above the lowest price, as per the example below: Example Three prices are received and scored as follows:- Company Price Score Calculation Supplier A Lowest = 100 Supplier B Supplier C ((250/1500) x 100) 100 ((400/1500) x 100) Stage 3 Quality. The quality assessment will involve the examination and scoring of each of the tenderers submissions. The headline weightings are: Criteria Elements Percentage PRICE Purchase 35% QUALITY Equipment 10% Demonstration Driver/Operator 10% Feedback Mechanic/Workshop 10% Feedback Training Requirements 10% VALUE FOR MONEY 4% INCENTIVE SERVICE/ Warranty Period 10% TECHNICAL SUPPORT Parts Imprest Stock 6% Vehicle Emissions 2% Fuel Economy 2% EQUALITY & DIVERSITY Tender Submission 1%

23 Quality evaluation will be made under the criteria listed below, and the information required from the Suppliers will be scored on the following basis: Score Description 0 The Evaluation Panel felt that none of the requirement was met or demonstrated or no response was provided. 1 The Evaluation panel felt that a few areas (20% or less) of the requirement has been met or demonstrated. 2 The Evaluation panel felt that some areas (between 21% and 59%) of the requirement has been met or demonstrated. 3 The Evaluation panel felt that most of the requirement (60% and above) has been met or demonstrated 4 The Evaluation panel felt that the requirement has been fully met or demonstrated. 5 The Evaluation Panel felt that the Supplier had exceeded this requirement. The quality score will be considered against the tender bid price in order to determine which tender offers best value for money. It is proposed that the Council applies the following weighting to each area:- Financial Assessment (tender price) 35% Quality Assessment 65% arm/ph/st/cr/11/0008af1