Purpose

To seek approval for the procurement of fuel via fuel cards. 

Decision

RESOLVED

KEY DECISION

That the Executive:

i)        Approved the procurement of a fuel card supplier via a compliant process.

ii)      Delegated authority to the Director of Highways, Waste and Environment in consultation with the Executive Member for Highways and Travel to procure and sign the necessary documents.

Reasons for Recommendations: The recommendations will ensure the Council maintains a secure, efficient and cost-effective method of purchasing fuel for vehicles and equipment that do not have routine access to the Council's bunkered fuel facilities. Access to fuel cards is essential to support the delivery of key frontline services and maintain operational resilience across North Northamptonshire.

Undertaking a competitive procurement exercise will enable the Council to obtain best value for money, benefit from commercial fuel pricing arrangements and secure access to comprehensive management information and expenditure controls.

Failure to procure a replacement fuel card provider could adversely impact service delivery, increase administrative costs and reduce the Council's ability to effectively monitor and control fuel expenditure.

It has previously been a recommendation of the Council’s Internal Auditor to introduce a corporate fuel policy to provide a sound basis on which corporate fuel cards are to be used and accounted for.

Alternative Options Considered:

Whilst the Council does operate a bulk fuel supply to operate part of the fleet, this is not appropriate for all vehicles given the proximity to those supplies and the vehicles operating base. Therefore, access to forecourt supplies is vital.

Payment using the Council’s General Purchase Card (GPC) is not considered to be suitable as this will not provide savings offered from commercial fuel card suppliers.

Payment made by employees at the time of purchase from private accounts is not considered suitable as repayment is made through monthly wages on the 25th of each month.