Issue - meetings

To consider a recommendation from the Corporate Policy and Resources Committee.

Council considered a report on Procurement of Waste and Street Cleansing Vehicles following a recommendation from the Policy and Resources Committee.

It was proposed by Councillor J Boughtflower and seconded by Councillor A Mitchell and resolved that:

1.    Option 1, (to continue with an all diesel fleet) as outlined in Appendix 2 of the officer’s report, be agreed; and

2.    The funding for the Committee’s preferred option be allocated to enable the purchase of the vehicles.

To report on the outcome of the tender exercise that was discussed at the Corporate Policy and Resources Committee on 11 July 2022.

Appendix 1 and Appendix 2 contain exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972 paragraph 3 Information relating to the financial or business affairs of any particular person (including the authority holding that information). The public interest in maintaining the exemption outweighs the public interest in disclosing as it could put the Council at a competitive disadvantage in the procurement of these goods and services.

This item followed up on the report that was considered by the Committee at its meeting on 11 July 2022, where authorisation was received to begin a tendering exercise for the procurement of waste and street cleansing vehicles.  The quotes that had been received were highlighted (which were significantly higher for electric vehicles (EVs)), along with the anticipated lead in times for acquiring vehicles under the different options available.

There was discussion about the practicalities of operating EVs.  The Council had participated in a largely successful trial of an electric waste vehicle.  There had been a technical problem initially, but following this being resolved, the vehicle had performed well and feedback from the staff that had operated it was favourable.  It was not possible to review what other councils had done, as there were very few operating a large fleet of waste collection vehicles and none currently operating a wholly electric fleet.

The challenges associated with operating electric waste vehicles, in particular their maintenance and long term reliability as an unproven technology, and National Grid limitations when more than a small number of vehicles were to be operated, were noted.  The power capacity at the Council’s depot was also a consideration, with an estimate of two years for this to be addressed by the borough’s appointed power supplier.

The Committee was mindful of the Council’s commitment to the environment, having declared a ‘climate emergency’.  This however needed to be considered in light of the challenging financial context, in particular the increasing interest rates and high electricity prices.

Councillors discussed the emissions of diesel vehicles.  New diesel vehicles would be of the same emissions standard (Euro 6) as the outgoing ones, but newer vehicles were generally cleaner than ones that had covered a significant number of miles over several years.

It was requested that details of the ‘carbon tonnage’ relating to the operation and manufacture of both diesel and electric vehicles be made available in advance of Council on 20 October 2022.  Details of the differing maintenance costs between diesel and EVs was also requested.

It was resolved that the following recommendations be put to Council on 20 October 2022:

1.    That option 1 (an all diesel fleet), as detailed in appendix 2 of the officer’s report, be agreed.

2.    That the funding for the Committee’s preferred option be allocated to enable the purchase of the vehicles.

This report seeks authority to commence a procurement exercise for new waste and street cleansing vehicles following an assessment of the Council’s existing fleet.

There was a discussion about whether Spelthorne Borough Council should be an early adopter of new lower emission technologies in view of its commitment to reduce its carbon footprint.  The risks of doing so, in particular the uncertainty around the lifespan of such vehicles, were highlighted.  The cost of doing so also needed careful consideration as it attracted a significant cost premium over more traditionally fuelled vehicles.  The report was therefore seeking authority to obtain quotes for a variety of options, with a view to enabling councillors to make an informed decision around the purchasing and leasing of new vehicles in due course.

The length of the proposed leases was discussed.  It attempted to balance the falling reliability of ageing vehicles (and the associated impact on service delivery) with the additional value for money obtained through longer leases.  Additional considerations included the need to upgrade power and maintenance systems at the council’s depot, should a large number of electric vehicles be purchased.

The Committee:

1.    Authorised the Group Head of Neighbourhood Services to go out to tender for the replacement of the seventeen leased vehicles listed at paragraph 3.4 of the officer’s report.

2.    Authorised the Group Head of Neighbourhood Services to go out to tender for the replacement of four purchased vehicles listed at paragraph 3.4 of the officer’s report.

3.    Agree that the lease of the workshop at the White House Depot is incorporated into the maintenance agreement for the vehicles to reduce lease costs.