Issue - meetings

That the contract be awarded to the following three suppliers:

·      Lot 1: Europcar, for the provision of passenger car hire, light commercial vehicles, general on road and 4x4.  The Contract to commence on 1 August 2016. 

·      Lot 2: 4 x 4 with off road capability: Scot Group Ltd, trading as Thrifty Car and Van Rental are recommended for award.  The Contract to commence on 1 August 2016. 

·      Lot 3: UK Minibus hire: Sixt Hire Ltd is recommended supplier for award. The contract to commence on 1 August 2016. 

Reasons for Decisions:

A comprehensive procurement process using the Crown Commercial Services pre-established Vehicle Hire Framework was conducted.  This has involved Surrey County Council conducting a mini-competitionin accordance with Surrey County Council’s own Procurement Standing Orders and also in adherence to the relevant legislative requirements.  The recommendations provide best value for money for the Council following a combined quality/price evaluation process.

The bid from the preferred suppliers offers saving and value for money over the full contract term.  Full financial details are included in Part 2. In summary, the lifetime contract value is £2.6m and this represents a saving of £48,000 in the first year.

The preferred suppliers have demonstrated they are able to deliver the high standard of service expected by Surrey County Council and will work with the Council over the full contract duration to make continuous improvements and add value.

[The decision on this item may be called in by either the Council Overview Board or the Economic Prosperity, Environment and Highways Scrutiny Board]

Surrey County Council had various needs for vehicle access so that employees can carry out essential Council business. Access to vehicle hire provision ensured that services were supported to deliver statutory duties and this included usage by adult and children’s residential care homes, and the Surrey highways service.

The Cabinet Member for Business Services and Resident Experience said that the current contract for vehicle hire was directly awarded to the incumbent provider, Automotive Leasing on 1 August 2015 and in preparation for the expiry of the current contract, a competitive tendering process had been completed using a Crown Commercial Services Vehicle Hire Framework.The outcome of the process was set out in this report, with the financial and value for money implications set out separately in a Part 2 report later in the agenda.

She said that eight expressions of interest had been received, with five companies subsequently submitting tenders and that the proposal was to award the contract in three lots.

RESOLVED:

That the contract be awarded to the following three suppliers:

·      Lot 1: Europcar, for the provision of passenger car hire, light commercial vehicles, general on road and 4x4.  The Contract to commence on 1 August 2016. 

·      Lot 2: 4 x 4 with off road capability: Scot Group Ltd, trading as Thrifty Car and Van Rental are recommended for award.  The Contract to commence on 1 August 2016. 

·      Lot 3: UK Minibus hire: Sixt Hire Ltd is recommended supplier for award. The contract to commence on 1 August 2016. 

Reasons for Decisions:

A comprehensive procurement process using the Crown Commercial Services pre-established Vehicle Hire Framework was conducted.  This has involved Surrey County Council conducting a mini-competitionin accordance with Surrey County Council’s own Procurement Standing Orders and also in adherence to the relevant legislative requirements.  The recommendations provide best value for money for the Council following a combined quality/price evaluation process.

The bid from the preferred suppliers offers saving and value for money over the full contract term.  Full financial details are included in Part 2 of this report. In summary, the lifetime contract value is £2.6m and this represents a saving of £48,000 in the first year.

The preferred suppliers have demonstrated they are able to deliver the high standard of service expected by Surrey County Council and will work with the Council over the full contract duration to make continuous improvements and add value.