Hillingdon Council Cabinet Member and Officer Decisions
Contract Award for the Purchase of a utility vehicle for Ruislip Lido - Purchase of Vehicles Capital Programme 2021/22 - RELEASE NO: 5
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Democratic Services Location: Phase II Ext: 0693 DDI: 01895 250693 CMD No: 380 To: COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE COUNCILLOR JOHN RILEY CABINET MEMBER FOR PUBLIC SAFETY AND TRANSPORT c.c. All Members of the Corporate, Finance and Property Select Committee c.c. Paul Whaymand – Corporate Director of Finance c.c. Stephen Gunter – Finance c.c. Jamie Bell - Planning, Environment, Education & Community Services c.c. Conservative and Labour Group Offices (inspection copy) Date: 04 February 2022 Non-Key Decision request Form D CAPITAL RELEASE REPORT (FEBRUARY 2022) DEPARTMENT: Procurement SERVICE AREA / PROGRAMME: Contract Award for the Purchase of a utility vehicle for Ruislip Lido RELEASE NO: 5 Dear Cabinet Member Attached is a report requesting that a decision be made by you as an individual Cabinet Member. Democratic Services confirm that this is not a key decision, as such the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 notice period does not apply. You should take a decision on or after Monday 1 4 February 2022 in order to meet Constitutional requirements about publication of decisions that are to be made. You may wish to discuss the report with the Corporate Director before it is made. Please indicate your decision on the duplicate memo supplied, and return it to me when y ou have made your decision. I will then arrange for the formal notice of decision to be published. Steve Clarke Democratic Services Officer Title of Report: Contract Award for the Purchase of a utility vehicle for Ruislip Lido - Release No: 5 Decision made: Reasons for your decision: (e.g. as stated in report) Alternatives considered and rejected: (e.g. as stated in report) Signed ………………………………………………………Date…………………….. Cabinet Member for Finance / Cabinet Member for Public Safety & Transport Capital Release Report – 04 February 2022 Page 1 Part 1 - Public CAPITAL RELEASE REPORT (FEBRUARY 2022) DEPARTMENT: Procurement SERVICE AREA / PROGRAMME: Contract Award for the Purchase of a utility vehicle for Ruislip Lido RELEASE NO: 5 Cabinet Members Councillor John Riley Councillor Martin Goddard Cabinet Portfolios Cabinet Member for Public Safety & Transport Cabinet Member for Finance Officer Contact Stephen Gunter – Finance Jamie Bell – Planning, Environment, Education & Community Services Papers with report Appendix A – Capital release request for approval HEADLINES Summary This report seeks Cabinet Member approval to procure a replacement utility vehicle for the Ruislip Lido. Putting our Residents First This report supports the following Council objectives of Our People, Our Natural Environment, Our Heritage and Civic Pride, and Strong Financial Management. Financial Cost This report seeks the release of £17,876 from the 2021/22 - 2025/26 Purchase of Vehicles Capital Budget to replace a utility vehicle at the Ruislip Lido. Relevant Select Committee Corporate, Finance and Property Select Committee Ward(s) affected N/A RECOMMENDATIONS That the Cabinet Member for Public Safety and Transport and the Cabinet Member for Finance agree to the following capital release request of £17,876 from the 2021/22 - 2025/26 Vehicle Capital Budget for the acquisition of a utility vehicle at Ruislip Lido. Capital Release Report – 04 February 2022 Page 2 Part 1 - Public Reasons for recommendation Purchasing a new vehicle will be more cost effective than repairing the present vehicle that is more than 15 years old and has experienced major component failure. Estimates for repair are in excess of £12K. Purchasing the vehicle is essential to meet the operational requirements at the Ruislip Lido. Alternative options considered The Council could decide to repair the present vehicle but this would be a more expensive option over the vehicle life. Select Committee comments None at this stage. SUPPORTING INFORMATION Purpose This report outlines a proposal to purchase a utility vehicle to replace the existing ageing vehicle that is being used at the Ruislip Lido. Background The vehicle is used to carry grounds maintenance equipment (chainsaws, fuel, grass strimmers, first aid kits and signs etc.) around the Lido to support the safe and effective operation of the site. The rugged nature of the site means the Council needs to procure a vehicle that is fit for purpose, and this was considered in the three quotes requested by Procurement. At present the existing utility vehicle is non- operational due to major component failure. The quotation to repair this vehicle amount s to approximately £12K although this does not offer any certainty of a significantly extended productive use. Due to the excessive age of the vehicle, other components may fail and require further expensive repairs. A comparison against cost of hiring/leasing was not undertaken as this utility vehicle is not generally stocked by our contracted hire companies as the value is so low. At present, no grounds maintenance work is being done on the 66 acres and 1.6 miles of footpath due to the existing vehicle being non-operational. Procurement In accordance with Standing Orders. t hree quotations were received and t he proposal is to purchase a John Deere Gator utilit y vehicle from Farol Ltd as this vehicle best meets the requirements of the Ruislip Lido operation. Capital Release Report – 04 February 2022 Page 3 Part 1 - Public Financial Implications 2021/22 Purchase of Vehicles Budget £ 3,821k, Previously Released Budget £3,745k, Capital Release Requested £18k – Appendix A Approval is sought to procure a new utility vehicle to be used at the Ruislip Lido to replace the existing vehicle which is no longer operational. The Service is looking to procure a replacement vehicle as the cost quoted to repair the existing vehicle (£12k) is prohibitive due to the age of the vehicle and the potential for on-going mechanical issues. There are also limited routes for either hiring or leasing a replacement due to the specialised vehicle specification. The acquisition cost of the vehicle is expected to be £18k to be funded through the 2021/22 Fleet Purchase of Vehicles capital budget. The capital budget for the year is £3, 821k with £76k remaining for release following the capital releases totalling £3, 745k approved to date from the current year budget (see table below for previous approvals). Purchase of Vehicles Budget Previously Released £’000 Food Waste Vehicles 487 Refuse Collection Vehicles 2,326 Highways Tippers 239 Corporate Fleet Vehicles 693 Total 3,745 The expected annual running costs for the vehicle are expected to be £500 to be funded from Green Spaces revenue budgets. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities The vehicle will ensure the continued delivery of services to the visitors of Ruislip Lido. Consultation carried out or required None Required. Capital Release Report – 04 February 2022 Page 4 Part 1 - Public CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance concurs with the financial implications above, noting that the £18k acquisition can be managed within the 2021/22 Purchase of Vehicles budget. Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 89 of the Environmental Protection Act 1990. Thus there are no legal impediments to the capital release being authorised, although any contract that is entered into must comply with the Council's Procurement and Contract Standing Orders. Infrastructure / Asset Management There are no asset management implications. Capital Release Protocol The release of all capital funds, and certain revenue funds, held by the Council is to be made by a formal democratic decision. No expenditure can be placed or committed by officers until this formal approval is given by Democratic Services. Release of funds must be for identified projects only and strictly not for the general release of funds for projects to be identified at a later date. No block releases of capital or funding will be allowed, except if authorised by the Leader of the Council in advance to Corporate Finance. The release of funds will only be made if previous Council, Cabinet or Cabinet Member agreement has been given to the project and only if there is an approved budget. BACKGROUND PAPERS NIL. Capital Release Report – 04 February 2022 Page 5 Part 1 - Public APPENDIX A – Capital Release Request for Approval Procurement of Utility Vehicle for Ruislip Lido to be funded from the Fleet Purchase of Vehicles Capital budget 2021/22 Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Ruislip Lido Procurement of Utility Vehicle for Ruislip Lido Purchase of replacement utility vehicle for Ruislip Lido as existing vehicle is beyond repair and options for hire or lease are limited due to specialist specifications of the required vehicle. 18 Total seeking release 18 Previously released 3,745 Budget 3,821 Remaining budget 58
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Executive Decision Notice – 25 February 2022 Page 1 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk OFFICIAL EXECUTIVE DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES Notice is hereby given that the following decision(s) have been made today by Cabinet Members at the London Borough of Hillingdon: Title of decision CAPITAL RELEASE REPORT (FEBRUARY 2022) DEPARTMENT: Procurement SERVICE AREA / PROGRAMME: Contract Award for the Purchase of a utility vehicle for Ruislip Lido RELEASE NO: 5 Reference No. 380 Date of decision Friday 25 February 2022 Call-in expiry date 5pm on Friday 04 March 2022 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) N/A Decision made Cabinet Members making the decision Councillor Martin Goddard – Cabinet Member for Finance Councillor John Riley - Cabinet Member for Public Safety and Transport Approved That the Cabinet Member for Public Safety and Transport and the Cabinet Member for Finance agre ed to the capital release request of £17,876 from the 2021/22 - 2025/26 Vehicle Capital Budget for the acquisition of a utility vehicle at Ruislip Lido. Reason for decision Purchasing the vehicle is essential to meet the operational requirements at the Ruislip Lido. Purchasing a new vehicle will be more cost effective than repairing the present vehicle that is more than 15 years old and has experienced major component failure. Alternative options considered and rejected The Council could decide to repair the present vehicle but this would be a more expensive option over the vehicle life. Executive Decision Notice – 25 February 2022 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk Classification Part 1 - Public Link to associated report Report Relevant Officer contact & Directorate Stephen Gunter, Finance Jamie Bell – Place Directorate Any interest declared by the Cabinet Member(s) / dispensation granted N/A Implementation of decision & scrutiny call-in [Internal Use only] When can this decision be implemented by officers? Officers can implement Cabinet Member decision in this notice only from the expiry of the scrutiny call-in period which is: 5pm on Friday 04 March 2022 However, this is subject to the decision not being called in by Councillors on the relevant Select Committee. Upon receipt of a valid call-in request, Democratic Services will immediately advise the relevant officer(s) and the decision must then be put on hold. Councillor scrutiny call- in of this decision Councillors on the relevant Select Committee shown in this notice may request to call-in this decision. The request must be before the expiry of the scrutiny call-in period above. Councillors should use the Scrutiny Call-in App (link below) on their devices to initiate any call-in request. Further advice can be sought from Democratic Services if required: Scrutiny Call-In - Power Apps (secure) Further information These decisions, where applicable, have been taken under The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012. This is the formal notice by the Council of the above executive decision, including links to the reports where applicable. If you would like more information on this decision, please contact Democratic Services on 01895 250636 or email: democratic@hillingdon.gov.uk. Circulation of this decision notice is to a variety of people including Members of the Council, Corporate Directors, Officers, Group Secretariats and the Public. Copies are also placed on the Council’s website. Democratic Services London Borough of Hillingdon Civic Centre High Street Uxbridge UB8 1UW