3. Recommendations. 4. Background 4.1

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The Portfolio Holder will make a decision on this item after seven days have elapsed

(including the date of publication).

Report of:

Portfolio Holder

Date of Publication

Michael Ryan,

Corporate Director of

People and Places

Cllr Peter Murphy

Street Scene Portfolio

Holder and

Cllr Alan Vincent,

Resources

Portfolio Holder

18 August 2011

Procurement of Mechanical Sweepers for In-House Street Cleansing Service

1. Purpose of Report

1.1 To support the procurement of street cleansing vehicles under the

exemptions to the contract procedure rules by using the Yorkshire

Purchasing Organisation (YPO) Framework Agreement.

1.2 To agree the specification of the vehicles to be procured.

1.3 To agree the assessment criteria for evaluating bids to supply Sweeping

Vehicles, and support the proposed evaluation team to undertake the

process.

2. Outcomes

2.1 Delivery of the corporate plan key priorities, as indicated below:



Create a cleaner greener environment



Manage and use our resources to achieve key priorities

2.2 Using an existing Framework Agreement will reduce Council resource

requirements, reduce costs and reduce the timescales linked to the

procurement process, ensuring that procurement, production and delivery

timescales meet the service delivery commitment of the 1 April 2012.

2.3 Improved service delivery and value for money.

(2)

3. Recommendations

3.1 That the decision to procure the street cleansing vehicles under the

exemptions to Contract Procedures contained within the Financial

Regulations and Financial Procedure Rules be noted by the Resources

Portfolio Holder.

3.2 That the configuration of the mechanical fleet to be procured is (subject to

tender returns):



3no small mechanical sweepers, suitable for use on footpaths and

/ or pedestrianised areas



4no compact mechanical road sweepers



1no Tanker type large mechanical sweeper



1no 7.5tonne Tipper c/w Demountable/interchangeable Bodies

(this will be procured via a separate route)

3.3 That the procurement of the sweepers be assessed on the basis of cost

and quality, with cost accounting for 35% and quality 65% of the overall

marks and that the draft award criteria be approved.

3.4 That the evaluation panel will consist of:



Waste Management Officer



Transport Officer



Finance Officer



Projects Officer



Critical Friend (Fylde BC Transport Manager)

4. Background

4.1

4.2 Members decided that the street cleansing service will be delivered as an

in-house operation when the current contract with Fylde Borough Council

ends on the 31 March 2012 (contained within the Cabinet Report of

Monday 28 June 2010).

The increase in mechanisation, combined with the in-house service

would enable the Council to increase quality and adopt a more holistic

approach to addressing concerns linked to cleanliness priorities.

5. Key Issues and Proposals

5.1 To deliver the enhanced mechanised service from the 1 April 2012; the

authority must procure a new fleet of mechanised sweepers, as the

current machines will not be transferring to the Council from the

incumbent contractors.

5.2 The current service utilises 2 large (tanker type) and 2 compact

sweepers, with the majority of the service undertaken manually.

5.3 The Waste Management Officer and Transport Officer have undertaken

extensive assessments to determine the range of mechanical sweepers

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available, and identify the most appropriate specification of vehicle to

meet the authority’s requirements.

5.4 The new in-house service will also undertake the cleansing operation in

the Borough’s parks, which is not undertaken through the current

cleaning contract. Adopting this approach will allow the services

(Grounds/St Cleansing) to work very closely to deliver enhanced

cleanliness levels within the Borough’s Parks.

5.5 The Transport Officer has arranged for the demonstration of a range of

machines, and Fylde frontline operatives have utilised them as part of

their daily duties; with each driver providing feedback that will form part of

the evaluation process.

5.6 It is therefore suggested that the Council seeks to procure:



3no small mechanical sweepers, suitable for use on footpaths and

/ or pedestrianised areas



4no compact mechanical road sweepers



1no Tanker type large mechanical sweeper (either Lot 3 or 4)



1no 7.5tonne Tipper c/w Demountable/interchangeable Bodies

Please refer to Appendix 1 for the specification of each vehicle other than

the 7.5 tonne Tipper to be acquired via a separate route.

5.7 The utilisation of an existing framework agreement will reduce costs

associated with the procurement process, reduce officer time and most

importantly reduce the timescales of the process. This is essential, as

they are specialist vehicles, built to order and have a lead-in time of

approximately 22 weeks.

5.8 It is anticipated that there is sufficient funding contained within reserves

to procure the vehicles by way of Capital Purchase, which has been

recognised as the most cost effective method of procurement.

5.9 It is recognised as good practice to have an evaluation model based on a

value for money split of price and quality as outlined in Appendix 2.

6. Delegated Functions

6.1 The matters referred to in this report are considered under the following

Executive Function delegated to the Street Scene Portfolio Holder (as set

out in Part 3 of the Council’s Constitution):

“To consider arrangements for the design and provision of services for

refuse collection, street cleansing, and litter control

(including beach and foreshore cleaning).”

6.2 The matters referred to in this report are considered under the following

Executive Function delegated to the Resources Portfolio Holder (as set

out in Part 3 of the Council’s Constitution).

“To consider departures from rules to financial and contractual matters if

appropriate.”

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IMPLICATIONS

Finance

The decision to use the Yorkshire Purchasing Organisation

framework is in accordance with the exceptions to

Contract Procedures contained within the Financial

Regulations and Financial Procedure Rules which include

“If a framework is available that necessitates the Council

not having to go out to tender and the goods, works or

services will still provide the Council with best value for

money”

The 2011/12 Capital Budget contains a provision of

£660,000 within for the purchase of the new in-house

Street Cleansing fleet funded by the Vehicle Replacement

Reserve. It is anticipated that this provision will be

adequate to cover the cost of procuring the fleet.

Legal

As detailed in the report

Community Safety

None arising directly from the report

Equality and Diversity

The collection systems and policies applied will ensure the

Council is compliant.

Sustainability

The service change would have a positive contribution on

the physical environment.

Health and Safety

None arising directly from the report

Risk Management

None arising directly from the report

Asset Management

None arising directly from the report

Climate Change

The service change would have a positive contribution on

the environment, in terms of using modern vehicles with

new cleaner and more efficient technology.

Report Author

Telephone No.

Email

Date

Alan Fitzpatrick

887301

[email protected]

List of Background Papers:

Name of Document

Date

Where available for inspection

LIST OF APPENDICES

Appendix 1 Specifications of Mechanical Sweepers

Appendix 2 Evaluation Criteria

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Appendix 1

APPENDIX I & II

OVERVIEW OF REQUIREMENTS

The Council are seeking quotes from Suppliers using the Yorkshire Purchasing Organisation framework agreements.

DELIVERY

Delivery must be no later than Monday 12th March 2012.

QUOTATION FOR VARIOUS ITEMS OF FLEET

SUPPLIER NAME: ____________________________________________________

Suppliers are requested to provide quotations for outright purchase. Prices to be in pounds sterling excluding VAT

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Lot 1

Up to 3 no: 1.8 – 2.8 TONNE MECHANICAL MINI COMPACT SWEEPER.

Insert Make and Model in the box below Price £

Chassis

Lot 2

Up to 4 no; 3.5 to 4.9 TONNE MECHANICAL SWEEPER

Chassis

Lot 3

Up to 1 no: 15 TONNE MECHANICAL SWEEPER.

Chassis

Lot 4

Up to 1 no: 18 TONNE MECHANICAL SWEEPER.

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Lot 1

SUPPLY UP TO 3 1.8 to 2.8 TONNE COMPACT SWEEPERS 1 Introduction

The vehicle to be a maximum 2800Kg GVW

2. Chassis Cab

 Minimum transit speed 15mph

 Minimum hopper capacity 1 Cubic Metre

 Minimum hopper weight capacity / payload 400kgs  Single Seat

 The engine must meet emissions legislation (or have derogated authorisation) as at 1st April 2012

 Vehicle must have a dust filtration system  2 x remote operated side brushes

 2 x opening doors  2 x opening windows

 Vehicle must have suspension on all 4 wheels

 The vehicle must be able to accept Masternaut Vehicle Tracking System  Where a colour selection is required it will be 2 pack white gloss

 Reverse audible warning device with night silent over ride  Adjustable steering wheel

Please state the vehicle tare weight with a full tank of fuel allowing 100kgs for the driver____________

THE COMPLETE VEHICLE AND ALL SUNDRY PARTS AND FITMENTS MUST MEET ALL RELEVANT C.E. REGULATIONS AT TIME OF DELIVERY

Options Price £

All prices submitted below must be fully inclusive supply and fit

2 x front LED Strobe Lights 2 x rear LED Strobe Lights Radio/CD Player

Pressure Washer Air Conditioning Water Recirculation First Aid Kit

(8)

Fire Extinguisher

Phone Mounting and Charging Point Rear Camera

Vehicle spare front wheel and tyre

(9)

Lot 2

SUPPLY 4 3.5 – 4.9 TONNE MECHANICAL SWEEPER

1. Introduction

The vehicle to be a maximum 4,900kg GVW hydrostatic dual sweeper

2. Chassis/Cab

 Minimum transit speed of 50km/h  Speed range from 0-12km/h  Minimum hopper size of 1.8m3

 Maximum vehicle dimensions (approximate), length of 4,550mm, width of 1,700mm and height of 2,250

 Tare weight of no more than 2,800  Left-hand drive

 Minimum re-circulating water tank size of 150lts

 Both doors to be traditional slam shut with opening windows

 All lights to be LED or strobe including 2 no rear strobes fitted into the body (location be agreed) and 2 no strobes fitted to the front of the vehicle (location to be agreed)  Reverse audible warning device with night silent override

 Cab Heater  Radio/CD

 Intermittent windscreen wiper and wash

 Minimum 700 mm diameter front mounted poly/steel brush with hydraulic actuation  Forward & side brush impact protection

 Wheeled suction nozzle with lift/tilt mechanism and hydraulically operated flap for the collection of bulky objects and compacted leaves

 Where a colour selection is required it will be 2 pack white gloss

 3M Conspicuity marking tape meet current and impending DfT vehicle marking standards

 Must be able to accept Masternaut Vehicle Tracking System

Please state the vehicle tare weight with a full tank of fuel allowing 100kg for the driver _________

All the prices submitted below must be fully inclusive supply and fit

Rear parking distance sensors Rear camera installation (1)

(provide details of the system quoted)

(10)

Suitable fire extinguisher First Aid kit

Phone mounting and charging point Air Conditioning

Heated windscreen and mirrors

High pressure washer unit with hand lance

A flexible minimum 3.25m length x 125mm diameter wander hose capable of achieving at least 180 degrees around the vehicle

Arrow Signboard – diameter 300mm, mounted on rear panel Broom and shovel storage

Independent brush height control option

Toolkit (incl. Grease gun, spanner & screwdriver set) Cruise control

Vehicle spare front wheel and tyre

Vehicle spare rear wheel and tyre (if different from front wheel) Four wheel steer

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Lot 3

SUPPLY 1 15 TONNE MECHANICAL SWEEPER

1. Introduction

The vehicle to be 15,000kg GVW single sweep road sweeper, mounted to a suitable chassis

2. Chassis/Cab

 Maximum sweep speed of 20km/h  Minimum hopper size of 6m3

 Maximum vehicle dimensions, length of 5,650mm and height of 2,970  Tare weight of no more than 9,000kg

 Left-hand drive

 The engine must meet emissions legislation (or have derogated authorisation) as at 1st April

2012

 Minimum water tank size of 1,200lts

 Sprung / air suspended driver’s seat, passenger seat

 4 no rear strobes fitted into the body (location be agreed) and 2 no strobes fitted to the front of

the vehicle (location to be agreed)

 Reverse audible warning device with night silent override  Cab Heater

 Radio/CD

 Intermittent windscreen wiper and wash  Minimum 500 mm diameter poly/steel brush  Forward & side brush impact protection

 Wheeled suction nozzle minimum 730mm wide with lift/tilt mechanism to allow collection of bulky objects and compacted leaves

 Minimum wide sweep of 2,000mm

 The vehicle to be fitted with a water spray system of approximately 3.5 bar operating pressure

 All paint white 2 pack gloss

 3M Conspicuity marking tape on all sides to meet the impending DfT vehicle marking standards

 Toolkit (incl. Grease gun, spanner & screwdriver set)

 Must be able to accept Masternaut Vehicle Tracking System 

(12)

Options Price £ All the prices submitted below must be fully inclusive supply

and fit

Ripper Brush

Dual sweep system in lieu of single sweep Powerthrust system to each channel brush Rear parking distance sensors

Intelligent vehicle weighing system with in cab monitoring system that will ensure that the vehicle remains within all individual axle and gross vehicle weight limits (provide details of weighing system quoted)

Dual camera installation to monitor reversing and operation of offside channel brush (provide details of the system quoted)

High pressure washing system including front mounted spray bar, nozzle spray bar and hand lance

Heated windscreen and mirrors Teal hand wash (or equivalent) Mesh Shakers

150mm top mounted wander hose with water injection, with extensions

(13)

rear or side

Arrow Signboard - diameter 600mm, mounted on rear panel Broom and shovel storage

Tool and hydrant storage box

Hydrant Coupling BSP 2.5inch / Loose 650mm dia channel brush and suitable motor Channel brush positioning system

(14)

Lot 4

SUPPLY 1 18 TONNE MECHANICAL SWEEPER 1. Introduction

The vehicle to be 18,000kg GVW single sweep road sweeper, mounted to a suitable chassis

2. Chassis/Cab

 Maximum sweep speed of 20km/h  Minimum hopper size of 6m3

 Maximum vehicle dimensions, length of 5,650mm and height of 2,970  Tare weight of no more than 11,000kg

 Left-hand drive

 Minimum water tank size of 1,200lts

 Sprung / air suspended driver’s seat, passenger seat

 4 no rear strobes fitted into the body (location be agreed) and 2 no strobes fitted to the front of the vehicle (location to be agreed)

 Reverse audible warning device with night silent override.  Cab Heater

 Radio/CD

 Heated windscreen and mirrors.

 Intermittent windscreen wiper and wash  Minimum 500 mm diameter poly/steel brush.  Forward & side brush impact protection

 Wheeled suction nozzle minimum 730mm wide with lift/tilt mechanism to allow collection of bulky objects and compacted leaves

 Minimum wide sweep of 2,000mm

 The vehicle to be fitted with a water spray system of approximately 3.5 bar operating pressure

 All paint white 2-pack gloss

 3M Conspicuity marking tape on all sides to meet the impending DfT vehicle marking standards

 Toolkit (incl. Grease gun, spanner & screwdriver set)

 Must be able to accept Masternaut vehicle Tracking System

All the prices submitted below must be fully inclusive supply and fit

(15)

Dual sweep system in lieu of single sweep Powerthrust system to each channel brush Rear parking distance sensors

High power auxiliary engine

Intelligent vehicle weighing system with in cab monitoring system that will ensure that the vehicle remains within all individual axle and gross vehicle weight limits (provide details of weighing system quoted)

Dual camera installation to monitor reversing and operation of offside channel brush (provide details of the system quoted)

High pressure washing system including front mounted spray bar, nozzle spray bar and hand lance

Teal hand wash (or equivalent) Heated windscreen and mirrors.

150mm top mounted wander hose with water injection, with extensions

A flexible minimum 3.25m x 150mm diameter wander hose, located rear or side

Arrow Signboard - diameter 600mm, mounted on rear panel Broom and shovel storage

Hydrant Coupling BSP 2.5inch / Loose Mesh Shakers

(16)

650mm dia channel brush and suitable motor Tool and hydrant storage box

Channel brush positioning system Vehicle spare wheel and tyre

(17)

SPARE PARTS, REPAIRS AND AFTER SALES SERVICE

Wyre Council will provide the vehicle maintenance, the successful Supplier will provide a quantity of common service items and spare parts to be held by the Authority on an imprest stock basis i.e. parts provided without charge until used, and invoiced after completion of regular, and mutually agreed, stock checks.

This arrangement must be agreed and implemented prior to delivery of vehicles.

The signing of this document by the Supplier will indicate an agreement to this requirement. The Supplier must submit with this tender a comprehensive list of service items and any other parts associated with the normal operating of the vehicles in each Lot, prices for these parts should also be shown.

Lot 1 value £_________ Lot 2 value £_________ Lot 3 value £_________ Lot 4 value £_________

The comprehensive list of service items and any other associated parts individually costed per Lot to be included separately.

TRAINING

Wyre Council are committed to ensuring that all employees are professionally competent and appropriately trained to drive, operate and repair all vehicles and equipment whilst at work. To ensure continued professional development a comprehensive training package will be undertaken by all employees involved in the utilisation of each vehicle type.

The Supplier must submit with this quotation a comprehensive training package.

Lot 1

State the cost & duration of certified vehicle & equipment installation instruction for the driver