The Executive Director of Economic Growth and Neighbourhood Services submitted a report seeking scheme and spend approval for the Vehicle Replacement Programme (VRP) as part of Capital Programme 2021-23.  A Climate Impact Assessment was attached to the report at Appendix 1.

The report noted that the Council owned its fleet and that some vehicles were reaching or were past the end of their reasonable serviceable life and therefore in need of replacement.  In order to meet the Council’s ambitions to move towards net carbon zero by 2030, a planned approach to vehicle replacements needed to be taken which took into consideration the Government’s ‘Road to Zero’ policy and supporting information, its capital allocation, local service needs, availability of the right fleet replacements and how vehicular fleet reductions could be made.  The Council had worked with the Energy Savings Trust to consider the impact of its fleet and viable alternatives, and the findings were set out in the Climate Impact Assessment attached to the report at Appendix 1.

The report stated that the VRP aimed to set out a forward plan of replacements with current market cost estimates.  This approach would have financial planning benefits and would help with re-tendering of the maintenance contracts and show the journey towards greening the fleet.  Multi-year contracting of vehicle acquisitions would also help to reduce administration and lead times of the procurement and generate fleet standardisation. Grouping of similar vehicles on contracts could result in savings in the procurement of vehicles, vehicle parts, repairer contracts and training of operators.

The report explained that it was proposed to access a national framework agreement to procure the vehicles, with outright purchasing considered to be the best option financially.  The replacement programme would be separated into individual lots based upon the required vehicle specifications, and each lot individually procured via mini-competition through the most appropriate framework. Vehicles would not be replaced on a like-for-like basis and the programme would assess whether the service needs could be met in a different way, such as a reduction in vehicle size or electric bikes, cargo bikes or through an active transport plan.  Some vehicle types that were due for replacement were not yet available as electric options; officers had investigated the options available and where possible delayed some vehicle replacements to enable the market to catch up.  Electric powered vehicles were a key element for the Council meeting its carbon commitments but did need to be balanced with a vehicle’s ability to undertake the required workload such as the use of auxiliary equipment powered by the vehicle.

Resolved –

(1)      That scheme and spend approval be given for the vehicle replacement programme, as set out in the report, to be funded from the agreed Fleet capital budget set out in the Capital Programme;

(2)      That the Executive Director for Economic Growth and Neighbourhood Services, in consultation with the Lead Councillor for Strategic Environment, Planning and Transport, and the Assistant Director of Legal & Democratic Services, be authorised to enter into vehicle contracts as required by the vehicle replacement programme, as well as, subject to funding being available within the Fleet capital budget, any additional vehicle purchase(s) required during the term of the replacement programme.