Officer Decisions

Head of Organisational Development - Paul Edmonds

Summary of Matter or Issue Requiring Decision:

Contract for the supply of Fuel Cards for Devon County Council fleet vehicles and vehicles hired for County business through the self drive hire contract (CP717-11)

Decision Taken:

To award a contract for the initial period of four years to Fuelcard Services Ltd for the provision of fuel cards. There is then an option to extend the contract up until 13th May 2018 to coincide with the expiry of the overarching framework.

Summary of Reason(s) for Decision Taken:

This company had the most economically advantageous tender following the evaluation process and were able to show estimated overall savings of £12,400.92 per annum in comparison to what DCC currently pays for the fuel card contract.

Summary of Alternatives or Options considered and rejected:

The following options were considered
– Mini-competition from the CCS framework. This was not used as there was a clear winning Tenderer when the framework evaluation was carried out.
– Stand alone ITT competitive tender. This was rejected as DCC would not be able to get the same benefits going it alone as through the CCS framework
– Continue with the incumbent Contractor under an informal agreement. This was rejected as there is the risk that the Contractor could end the informal agreement at any time resulting in DCC not having any usable fuel cards.
– No longer have a contract in place and allow staff to pay for their own fuel and reclaim back. This was rejected due to the administrative costs involved and a lack of audit trail. It would also be non-compliant with DCC Financial Regulations.

Details of any conflict of interest and dispensation granted to the Officer taking the decision or by any Member of the Council in delegating responsibility for any specific express delegation:

No conflict of interest applicable to this contract award.

Contact for enquiries/further information: Transport Co-ordination Service: tcs@devon.gov.uk or Devon Procurement Service: procure@devon.gov.uk
Decision Date: 24 September 2014

A copy of this decision and any supporting documentation considered by the Officer taking this decision may also be made available or inspection by the public at the Council’s Offices or posted upon payment of any copying and postage charges. Any member of the public wishing to take up either of these options is asked to please ring 01392 382888 or email: members.services@devon.gov.uk