Decision Maker: Executive

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: November 11, 2025

Purpose: To seek permission to progress with procurement of contract over £500k per annum.

Content: RESOLVED   KEY DECISION   That the Executive:   a)       Approved the procurement of contracted services, being a key decision, over £500,000.   b)       Approved the procurement of Internal Combustion Engine powered vehicles to satisfy the fleet requirement, including the assessment of lease or purchase as outlined in option 2(a).   c)        Delegated authority to procure and sign the necessary documents as part of the procurement process, to the Assistant Director for Assets and Environment in consultation with the Executive Member for Assets, Waste and Environmental Services and Executive Director of Finance and Performance (s151 Officer).   d)       Approved the submission of a further report to the Executive detailing the findings of first stage of the procurement process to provide the necessary information to guide the future configuration of the corporate Fleet.     Reason for Recommendations:   •           The procurement of vehicles to replace the expiring leased fleet is essential to provide uninterrupted services across the Authority. There is no further option to extend the current lease arrangement beyond September 2027. The current owned fleet, identified for renewal, is not expected to be sufficiently suitable for continuous service provision far beyond September 2027. It is anticipated that the continued maintenance costs and interim rentals for the associated vehicles will increase pressure on revenue budgets.   •           The infrastructure requirement for EV (detailed within Appendix A) increases financial pressures alongside increased initial purchase and lease costs for comparable vehicles. ICE continues to provide best value for money whilst the utilisation of Hydrogenated Vegetable Oil (HVO) provides a suitable medium-term reduction in Carbon emissions resulting from operational delivery. Indicative cost comparisons obtained from Arling Close and a panel of lessors, show significant increased pressures associated with EV options to fulfil any fleet requirement.    Alternative Options Considered – The following options have been considered   •           Extend the current lease beyond September 2027 – this is not possible, and no legal or compliant option remains to extend the contract further. •           Only replace the 247 leased vehicles and defer replacement of the current owned fleet – the risk of catastrophic vehicle failure increases with age and continued use of the vehicles beyond the standard commercial life span of the vehicles. Risk to service provision, budgets and reputational damage increase with deferment of replacements. •           Do nothing – this would risk delivery of statutory and non-statutory services across the county. •           Procure EV fleet replacements – the indicative costings provided by the treasury department present additional pressures associated with the procurement of EV vehicle requirements.