Purpose

To procure fuel for storage tanks at the depot to supply fuel to GBC fleet of vehicles and garden maintenance teams.

Decision

To approve the award of the Fuel Supply contract to Certas Energy UK Limited for a period of 2 years and 4 months, with a prospective commencement date of 8 June 2026, at a capped contract value not exceeding of £600,000 (six hundred thousand pounds).

Reasons for the decision

1 A compliant procurement process has been undertaken via the Government Commercial Agency National Fuels 3 Framework, ensuring that the Council has met its obligations under the Public Contract Regulations 2015 (PCR2015) and its internal Contract Procedure Rules. The use of an established framework provides assurance that suppliers have already been assessed for technical capability, financial standing, and statutory compliance.
2 Although only one compliant tender submission was received, the process was conducted in a fair, open, and transparent manner. The recommended supplier has demonstrated the ability to meet all contractual requirements and deliver the service to the required standard. Market benchmarking undertaken prior to procurement provides assurance that the proposed pricing remains aligned with prevailing market conditions.
3 The award of this contract is necessary to ensure continuity of fuel supply for the Council’s operational fleet and frontline services. Failure to secure a contract would expose the Council to significant operational risk, including potential service disruption, inability to deliver statutory services, and increased reliance on ad hoc purchasing at potentially higher cost.
4 Establishing a longer-term contractual arrangement will improve financial control and budget management by introducing structured pricing mechanisms linked to recognised indices. This reduces exposure to unmanaged price volatility and provides greater transparency over fuel costs.
5 The recommended approach represents the most proportionate and efficient route to market, balancing the need for compliance, value for money, and timely delivery.

Alternative options considered

Option 1 Do Nothing: This option is not viable. Failure to secure a contract would expose the Council to supply interruption, uncontrolled pricing, and non-compliance with procurement regulations, with significant operational and financial consequences.