DECLARATIONS OF INTEREST FOR THIS ITEM:
NONE
The Cabinet Member for Housing & Planning and Deputy Leader,
RESOLVED:
1.1. To approve the award of a contract to Northgate Vehicle Hire Ltd via the Pretium Framework for the provision of operational vehicles, as set out in Section 1.1. above, under Contract Standing Order (CSO) 7.02 (Frameworks) in accordance with CSO 2.01(c).
1.2. That the contract be awarded for a period of up to 2 years from contract commencement, based on an initial 1-year period and option to continue for a further second year.
Reasons for decisions:
To address budgetary concerns and initiatives to drive down cost and improve value for money, the Council is seeking to rationalise contracts and where possible harmonise supply chains across functions throughout the Council. Due to being the largest user of vehicles, Housing were asked to lead on a Council-wide review and to drive efficiencies in this area. This means that a new strategy is required that will involve data analysis and consultation with multiple stakeholders and competing priorities, including Parks, Estate Management, Waste Management and Facilities Management Services. This will take additional time and was unable to be completed prior to HRS’s previous fleet contract expiring.
This interim fleet contract is essential for the delivery of services across Responsive Repairs, Voids, Facilities Management, and Planned Works. The previous contract has expired, and a current ad-hoc arrangement is in place. A new contract award is required to ensure a sustained service provision until a longer-term contract can be procured and put in place in line with a new fleet strategy to be developed, and to ensure the Council can fulfil its statutory duties as a landlord.
The award utilises the Pretium Total Fleet Solutions Framework, a fully compliant route under the Public Contracts Regulations 2015. Northgate Vehicle Hire Ltd is the number one ranked supplier on this framework. Utilising this framework allows for a direct award and thereby, rapid mobilisation and minimises procurement costs while securing market-tested rates
Alternative options considered
Do Nothing: This option was rejected. The current contract arrangement expired on 31 December 2025. "Doing nothing" would result in the termination of supply and the immediate repossession of approximately 200 vehicles and the Council would be unable to deliver a repairs service across multiple teams.
Use Internal Resources: This option was rejected. The Council does not currently possess the internal capital or infrastructure (e.g., a Council-owned fleet and maintenance workshops) to self-deliver a fleet of this size immediately.
Full Tender Process (Open Market): This option is being put in place for a longer-term solution but is not possible to meet the immediate demand. The use of the Pretium Framework offers a compliant and faster route to market for this interim arrangement.