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007/2012: Approval to commence ordering of vehicles for the 2013/14 transport capital rolling programme prior to budget setting – 28 November 2012

Approval to purchase vehicles

Executive Summary and recommendation:

The Transport Capital Rolling Programme is a 5-yearly replacement programme for the vehicle fleet and is refreshed annually.

Approval to the Capital Rolling Programme is ordinarily sought through the annual Budget Approval process, and included in the MTFP.

Due to the fact that there is a long lead in time from order to receipt of a vehicle, approval is ordinarily sought to commence ordering prior to budget approval process. By adopting this approach the Head of Transport can manage the work and resource of the vehicle workshops, avoiding peaks and troughs by ‘smoothing’ the workload throughout the year.

Police and Crime Commissioner decision:

  1. That approval be given to pre-order vehicles for the 2013/14 Transport Capital Rolling Programme up to a value of £800,000 in the period to 31 March 2013.
  2. That a re-evaluation of the total budget for the Transport Capital Rolling Programme be made as part of the 2013/14 Budget preparation.
  3. That the Commissioner be provided with more details on the vehicle requirements that are to be pre-ordered together with how these purchases align with the overall vehicle strategy.

jm-signature

Signature Date 28 November 2012

Title: Police and Crime Commissioner for North Yorkshire

Unrestricted facts and advice to the PCC

Introduction and background

North Yorkshire Police operate a Capital Rolling Programme in respect of replacement of vehicle assets. The capital rolling programme is reviewed annually by the Head of Transport, and approval to the Capital Rolling Programme is ordinarily sought through the annual Budget Approval process, and included in the MTFP.

There is ordinarily a long lead in time from ordering to receipt of a vehicle; current experience is that there is a 5 month lead period. Approval is ordinarily sought to commence ordering prior to budget approval process.

In order to ensure the smooth running and management of work and resource within the vehicle workshops, approval is ordinarily sought to commence ordering vehicles in advance of the budget setting/approval process.

This approach ensures that the vehicles are received at regular periods throughout the year. It means that the organisation does not have a periods of reduced productivity/efficiency as a result of waiting for ordered vehicles to be delivered.

Matters for consideration

In order to maintain an efficient delivery of the Transport Capital rolling programme, that consideration be given to approval to pre-order vehicles for the 2013/14 Transport Capital Rolling Programme up to the value of £800,000 in the period between November 2012 and March 2013, in advance of the budget setting process.

The value of the Transport Capital Rolling Programme for 2013/14 that will be progressed to the PCC for approval as part of annual budget setting is £1,883,000.

Other options considered, if any

There are no other considerations in respect of this request for approval to commence pre-ordering vehicles.

Contribution to Police and Crime Plan outcomes

Continuity of policing service delivery in North Yorkshire and the City of York by ensuring that officers have ‘fit for purpose’ vehicle assets.

Consultations carried out

Vehicles are specified in consultation with the end user.

Financial Implications/Value for money

Vehicles are purchased through contracts that have adhere to the correct procurement regulations. Many of the contracts used are Nationally and Regionally negotiated contracts to ensure that police forces can secure Value for Money through competitive contracts based on collective high volumes of purchasing.

Legal Implications

There are no direct legal implications in respect of the pre-ordering of vehicles.

Equality Implications

Equality and diversity issues in respect of the fleet are considered at the point of vehicle specification.

Tick to confirm statement (√)
Chief OfficerCOR Carter has reviewed the request and is satisfied that it is correct and consistent with the NYPCC’s plans and priorities.
Legal AdviceLegal advice has been sought on this proposal and is considered not to expose the PCC to risk of legal challenge or such risk is outlined in Part 1 or Part 2 of this Notice.
Financial AdviceThe CC CFO/PCC CFO have both been consulted on this proposal, for which budgetary provision already exists within the existing MTFP, or is to be made in accordance with Part 1 or Part 2 of this Notice.
Equalities AdviceAn assessment has been made of the equality impact of this proposal. Either there is considered to be minimal impact or the impact is outlined in Part1 or Part2 of this Notice.
I confirm that all the above advice has been sought and received and I am satisfied that this is an appropriate request to be submitted for a decisionSignature Julie McMurray                                                                       Date 19.11.2012                  Joanna Carter                                                                          Date 19.11.12
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