URL: https://democracy.lbhf.gov.uk/ieDecisionDetails.aspx?ID=5010

Decision Maker: Executive Director of Place

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: Interim arrangement for purchase of fuel pending taking part in bulk e-auction for provision form March 2026

Content: 1.     Appendix 1 is not for publication on the basis that it contains information relating to the financial or business affairs of any particular person (including the authority holding that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).   2.     To approve a contract award to the Preferred Supplier for the Contract Award Value included in Appendix 1 (the “Contract Award Value”), using the Framework, for the provision of liquid fuels for a seven-month period from 1st September 2025 to 31st March 2026.     The decision will allow the Council to continue delivering vital services to its residents at the lowest cost commodity price.   Option 1: Decommission the service or requirement – Not Recommended   1.     Fuel is a critical element in ensuring the Council can deliver several of its core services to the Borough and its residents therefore this option is not recommended.   Option 2: Use an existing contract, established by the Council, to provide the supplies, services, and/or works – Not recommended   2.     Whilst there is a provision for fuel supply within the existing waste and street cleansing contract, analysis of this option identified that it was unlikely to achieve financial or operational benefits although it can be used as an emergency interim measure.   Option 3: Undertake a fully regulated competitive and compliant procurement process, advertised to the market – Not Recommended   3.     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 putting in pace a supply arrangement 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.   Option 4: Procure using a compliant framework, Dynamic Purchasing System (DPS), or Dynamic Market – Recommended   4.     The recommended route to the market is to directly award the services via the Framework which will enable the Council to access pre-approved suppliers who have been assessed for quality, capability, and value for money.  

Date of Decision: August 14, 2025