Agenda Item 10 Sandwell Metropolitan Borough Council Report to Cabinet Member for Neighbourhoods and Housing 13th July 2007 Highways Direct Orders, Contracts and Select List for the Supply of Specialist Vehicles and Plant 1. Summary Statement 1.1 The Council’s Standing Orders relating to contracts were revised in July 2002 to accord with the models provided by the Chartered Institute of Public Finance and Accountancy (CIPFA) also published in July 2002. 1.2 Under the revised orders, for purchases/services of £1,101 to £40,000, if at least three quotations cannot be obtained approval must be obtained from the appropriate Chief Officer and the matter reported to the appropriate Cabinet Member at his/her next public decision making session (Cabinet Advisory Team). 1.3 For purchases/services of £40,000 and below £100,000 where four tenders are not to be invited, the approval of the appropriate Chief Officer, must be obtained, in consultation with the appropriate Cabinet Member, and the matter reported to the Cabinet Member at his/her next public decision making session (Cabinet Advisory Team). 1.4 There is also a requirement to report back to the Cabinet Member on any contracts awarded in excess of £40,000. 1.5 Details of those orders and contracts are listed in Appendix A. 1.6 Following the expiry of the existing tenders, a review of the Council’s provision for the supply of vehicles and plant was undertaken by the Purchasing Services Office and Fleet Management and Maintenance. 1.7 In conjunction with other local authorities, the Council has joined ‘The Procurement Partnership’ which is a purchasing consortium. The majority of the Council’s fleet will be procured in this way with only the supply of specialist vehicles and plant remaining. 1.8 In order to comply with the Council’s Standing Orders and European Legislation, tenders for the Supply of Specialist Vehicles and Plant were invited in accordance with EU Public Procurement Directives. Following receipt of those tenders a select list has been prepared and is included as Appendix B. Further details are attached for your information. 2. Recommendations 2.1 That the details of contracts awarded within Highways Direct, as set out in Appendix A, be received and the actions of officers in awarding the contracts be endorsed. 2.2 That the companies listed in Appendix B be included within the Council’s select list for the Supply of Vehicles and Plant for the period 1st July 2007 to 30th June 2011. In accordance with the authority delegated to the Cabinet Member for Neighbourhoods and Housing, the following course of action has been agreed, which will be set out in the formal record of the decisions taken by the Member:- (1) the recommendation(s) above is/are approved. (2) the recommendation(s) above is/are approved as now amended. (3) the recommendations above are not approved. Cabinet Member for Neighbourhoods and Housing 13th July 2007 Peter Whitehouse Stuart Kellas Head of Highways Direct Head of Finance and Business Services Contact Officer Dave Crisp Major Works Manager 0121 569 4162 Highways Direct Orders and Contracts 3. Strategic Resource Implications 3.1 The cost of orders and contracts detailed in Appendix A will be funded from the Local Transport Plan and Revenue Maintenance Programmes and compilation of the select list has no specific resource implications. 4. Legal and Statutory Implications 4.1 The reporting of the award of contracts and the recommendations of this report are in accordance with the Council’s Standing Orders relating to contracts revised in July 2002. 5. Implications for the Council’s Corporate Priorities Transforming the physical environment 5.1 The award of the contracts listed enables work of transforming the physical environment through a variety of new build and maintenance schemes to continue. 6. Background Details 6.1 The Council’s Standing Orders relating to contracts were revised in July 2002 to accord with the models provided by the Chartered Institute of Public Finance and Accountancy (CIPFA) also published in July 2002. 6.2 Under the revised orders, for purchases/services of £1,101 to £40,000, if at least 3 quotations cannot be obtained approval must be obtained from the appropriate Chief Officer and the matter reported to the appropriate Cabinet Member at his/her next public decision making session (Cabinet Advisory Team). 6.3 For purchases/services of £40,000 and below £100,000 where 4 tenders are not to be invited, the approval of the appropriate Chief Officer, must be obtained, in consultation with the appropriate Cabinet Member, and the matter reported to the Cabinet Member at his/her next public decision making session (Cabinet Advisory Team). 6.4 Details of those orders and contracts are listed in Appendix A. 6.5 In some cases it is either necessary or desirable to place orders and contracts with sole suppliers, companies who have provided exceptional service, or specialist companies which can be considered to be providing best value. In addition in some cases it is necessary to invite fewer than four tenders due to the specialist nature of the work or services required. Appendix A contains details of those contracts. 6.6 In response to public advertisement for the Supply of Specialist Vehicles and Plant tender documents were issued of which 34 valid tenders were received and opened on 20th April 2007. 6.7 A full analysis of tenders has been undertaken ensuring that the suppliers had completed the document in accordance with instructions, relevant levels of insurance are met and acceptance of Council’s terms and conditions of contract. 6.8 Tenders were invited for the period 1st July 2007 to 30th June 2011 with the option to extend up to a further 3 years. Such extension would be the subject of a future report. Source Documents Quotations and tenders received (exempt information). Tender Documents. Analysis of Returned Tenders. Appendix A Section One Tenders received when less than 4 invited Company Name Contract For Value of Reason for Less than 3 Tenders Contract K & K Engineering Repair of Parapet Fencing 1,750.00 Only two tenders returned. Nu-Weld Engineering Repair of Safety Fence 1,910.00 Only two tenders returned B J Smith Repair of brick wall £2,860.00 Only two tenders returned Mott MacDonald Ltd A41 Expressway Reappraisal £9,975.00 Previous work by company on original Annex E submission. George Corderoy & Cradley Heath Bypass £30,502.00 The company provided quantity Co Ltd Commercial Services surveying advice for Owen Street Relief Road, Blackheath Bypass and Cradley heath Bypass. Contract Value allows completion of Cradley Heath Bypass after original contract sum is exceeded (after car set on fire beneath bridge). Mott MacDonald Ltd Emergency inspection, £21,816.60 Emergency work carried out by structural investigation and company who carried out original bridge assessment of Tipton Green assessment. Bridge APPENDIX B - SELECT LIST FOR THE SUPPLY OF VEHICLES AND PLANT VEHICLE CATEGORY 1 REFUSE AND RECYCLING VEHICLES 7.5 TONNE UPWARDS SELECTED SUPPLIER/MANUFACTURERS NAME Company Contact Name and Number Dennis Eagle Limited, Heathcote Way, Heathcote Ind Estate, Warwick CV34 6T Jayne Graham 01926 316000 Farid Municipal Vehicles Ltd, Unit K, Rudford Ind Estate, Ford, Arundel West Sussex BN18 0BD Emma Siney 01903 732604 Faun Municipal Vehicles Ltd, Bryn Cefni Ind Estate, Llangefni, Anlgesey. LL77 7XA Vicky Winslade 01248 722777 Gerard Mann, Neachells Lane, Willenhall, West Midlands. WV13 3RP Bryn Hudson 01902 630317 Heil Europe, Taxi Way, Hillend Ind Park, Dalgety Bay, Fife. KY11 9ES Joe Wilson 01383 826625 HN Logistics Systems (UK) Ltd, Beacon House, Reg’s Way, Bardon Hill, Coalville, Leics. LE67 1GH Mark Olpin 01530 277970 Imperial Commercials, Park Road, Halesowen, West Midlands. B63 2RL Jason Horobin 01384 424500 Keltruck, Kenrick Way, West Bromwich, West Midlands. B71 4JW Martyn Hill 0121 525 7000 Linktip Ltd, Rainbow Business Park, Stringes Lane, Willenhall, West Midlands. WV13 1HH Roger Fleetwood 01902 365880 Renault Trucks Midlands, Power Way, Black Country New Road, Tipton, West Midlands. DY4 0PW Rick Edwards 01582 471122 Terberg Matec UK Ltd, Leacroft Road, Birchwood, Warrington, Cheshire. WA3 6PJ Peter Buffel 01925 283915 Zoellor Waste Systems Ltd, 5 Colemeadow Road, Redditch Worcestershire. B98 9PB Simon Hyde 01527 594700 SELECT LIST FOR THE SUPPLY OF VEHICLES AND PLANT VEHICLE CATEGORY 2 SWEEPERS (FROM PEDESTRIAN UP TO 18 TONNE ROAD SWEEPERS) SELECTED SUPPLIER/MANUFACTURERS NAME Applied Sweepers, Bankside, Falkirk, FK2 7XE Joan Blair 01324 611666 Euromec Ltd, Valey Way, Market Harborough, Leics. LE16 7PS Graham Hill 01858434011 Gerard Mann, Neachells Lane, Willenhall, West Midlands. WV13 3RP Bryn Hudson 01902 630317 Imperial Commercials, Park Road, Halesowen, West Midlands. B63 2RL Jason Horobin 01384 424500 Johnston Sweepers Ltd, Curtis Road, Dorking, Surrey RH4 1XF Francesca Phillips 01306 884722 Keltruck, Kenrick Way, West Bromwich, West Midlands. B71 4JW Martyn Hill 0121 525 7000 Renault Trucks Midlands, Power Way, Black Country New Road, Tipton, West Midlands. DY4 0PW Rick Edwards 01582 471122 Scarab Sweepers Ltd, Pattenden Lane, Marden, Tonbridge, Kent. TN12 9QD Sharon Bowden 01622 831006 Schmidt UK Ltd, Southgate Way, Orton Southgate Peterborough. PE2 6GP Anja Grimm 01733 363300 Terberg Matec UK Ltd, Leacroft Road, Birchwood, Warrington, Cheshire. WA3 6PJ Peter Buffel 01925 283915 SELECT LIST FOR THE SUPPLY OF VEHICLES AND PLANT VEHICLE CATEGORY 3 TIPPERS, BOX BODIES AND HOOK LIFTS OVER 7.5 TONNES SELECTED SUPPLIER/MANUFACTURERS NAME Bevan Motor Bodies (Welford Thomas), Blakeley Hall Road, Oldbury West Midlands B69 4ET Ian Johnson 0121 533 2000 Gerard Mann, Neachells Lane, Willenhall, West Midlands. WV13 3RP Bryn Hudson 01902 630317 Hiab Ltd, Cargotec Ind Park, Ellesmere, Shropshire. SY12 9JW Mark Stapley 01691 623100 Imperial Commercials, Park Road, Halesowen, West Midlands.