Purpose

Strategy for the procurement of a supplier to
provide diesel, biodiesel and other liquid fuels

Decision

That the Cabinet Member:
 

Approves the procurement strategy to
join the bulk e-auction that is being managed by Crown Commercial
Service (CCS) under the National Fuels 3 Framework (Reference
RM6305) Lot 1. The duration of the contract will be two (2) years,
effective from 1 April 2026.

 

Agree that Appendices 1 and 3 are
not for publication on the basis that it contains information
relating to the financial or business affairs of any particular person (including the authority holding
that information) as set out in paragraph 3 of Schedule 12A of the
Local Government Act 1972 (as amended).

 

Agree delegated authority to Bram
Kainth (Executive Director – Place) to approve the award of
contract to enable the Council to secure the commercial offer from
the e-auction.

 

Reasons for the decision

1.    
To continue the supply of liquid fuels to enable the Council to
continue to provide essential services to its residents and the
borough.
 
2.    
The ability to purchase lower emission fuels will continue to
support the Council’s climate and ecology objectives.
 
 

Alternative options considered

1.    
Option 1: Do nothing (Business as Usual) – Not
recommended
 
Continuing with the
current approach will not address existing inefficiencies or meet
future demands and it does not support the Councils climate and
ecology objectives.
 
2.    
Option 2: Undertake a full regulated procurement process,
advertised to the market – Not recommended
 
Whilst it is
recognised that a fully regulated competitive procurement process
advertised to the market would deliver the greatest level of
competition a significant driver in establishing this contract is
the reduction of the impact of adverse sustainability matters at
the soonest opportunity. Typically, a full regulated competitive
procurement process can take between 12-24 months to conclude and
award a contract and for this reason it is not recommended for this
requirement.
 
3.    
Option3: Procure using a compliant framework or Dynamic
Purchasing System (DPS) – Recommended
 
The recommended
route to the market is to join the bulk e-auction that is being
carried out under Lot 1 of the CCS National Fuels Framework which
will enable the Council to access pre-approved suppliers who have
been assessed for quality, capability, and value for money. The
e-auction is being led by CCS with approximately 130 customers
taking part, increasing the potential for savings. This is a
compliant route to the market in line with the PCR and it suitable
for use by the Council whilst offering a streamlined and efficient
procurement route.
 
4.   
Option 4: Use an existing Council contract to provide the
supplies, services, and/or works
 
Officers considered
whether enabling a variation to the existing Waste & Street
Cleansing contract to provide this service was viable. Analysis of
this option identified that it was unlikely to achieve financial or
operational benefits.