Decision details

That the Cabinet Member:

1. Approves the procurement strategy to join the bulk e-auction that is being managed by Crown Commercial Service (CCS) under the National Fuels 3 Framework (Reference RM6305) Lot 1. The duration of the contract will be two (2) years, effective from 1 April 2026.

2. Agree that Appendices 1 and 3 are not for publication on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that information) as set out in paragraph 3 of Schedule 12A of the Local Government Act 1972 (as amended).

3. Agree delegated authority to Bram Kainth (Executive Director – Place) to approve the award of contract to enable the Council to secure the commercial offer from the e-auction.

1.     To continue the supply of liquid fuels to enable the Council to continue to provide essential services to its residents and the borough.

2.     The ability to purchase lower emission fuels will continue to support the Council’s climate and ecology objectives.

1.     Option 1: Do nothing (Business as Usual) – Not recommended

Continuing with the current approach will not address existing inefficiencies or meet future demands and it does not support the Councils climate and ecology objectives.

2.     Option 2: Undertake a full regulated procurement process, advertised to the market – Not recommended

Whilst it is recognised that a fully regulated competitive procurement process advertised to the market would deliver the greatest level of competition a significant driver in establishing this contract is the reduction of the impact of adverse sustainability matters at the soonest opportunity. Typically, a full regulated competitive procurement process can take between 12-24 months to conclude and award a contract and for this reason it is not recommended for this requirement.

3.     Option3: Procure using a compliant framework or Dynamic Purchasing System (DPS) – Recommended

The recommended route to the market is to join the bulk e-auction that is being carried out under Lot 1 of the CCS National Fuels Framework which will enable the Council to access pre-approved suppliers who have been assessed for quality, capability, and value for money. The e-auction is being led by CCS with approximately 130 customers taking part, increasing the potential for savings. This is a compliant route to the market in line with the PCR and it suitable for use by the Council whilst offering a streamlined and efficient procurement route.

4.    Option 4: Use an existing Council contract to provide the supplies, services, and/or works

Officers considered whether enabling a variation to the existing Waste & Street Cleansing contract to provide this service was viable. Analysis of this option identified that it was unlikely to achieve financial or operational benefits.