084/2013: 2014/15 Transport Capital Rolling Programme – 25 February 2014

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 routinely sought through the annual Budget Approval process, and included in the Medium Term Financial Plan (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 the 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.

This paper seeks approval to pre-order vehicles in respect of the 2014/15 Vehicle Capital Rolling Programme (shown at appendix 1), up to a value of £450,000, in advance of approval of the comprehensive Capital Rolling Programme’s, of which Transport will form a part.

Police and Crime Commissioner decision:

Police and Crime Commissioner decision: Approval given for the pre-ordering of vehicles in respect of the 2014/15 Vehicle Capital Rolling Programme up to a value of £450,000, in advance of approval of the comprehensive Capital Rolling Programmes, of which Transport will form a part.

Signature Date 25 February 2014
Title Police & Crime Commissioner for North Yorkshire

Part 1 – Unrestricted facts and advice to the PCC

1. Introduction and background
   1. 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 Medium Term Financial Plan (MTFP).
   2. 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, therefore, approval is ordinarily sought to commence ordering prior to the budget approval process. This is in order to ensure the smooth running and management of work and resource within the vehicle workshops.
   3. 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.
2. Matters for consideration
   1. 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 2014/15 Transport Capital Rolling Programme up to the value of £450,000 in the period between December 2013 and March 2014, in advance of the budget setting process.
   2. The value of the Transport Capital Rolling Programme for 2014/15 that will be progressed to the PCC for approval as part of annual budget setting is £2,143,200.
3. Other options considered, if any
   1. There are no other considerations in respect of this request for approval to commence pre-ordering vehicles.
4. Contribution to Police and Crime Plan outcomes
   1. Continuity of policing service delivery in North Yorkshire and the City of York by ensuring that officers have ‘fit for purpose’ vehicle assets.
5. Consultations carried out
   1. Vehicles are specified in consultation with the end user.
6. Financial Implications/Value for money
   1. 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. Where contracts are mandated, these are used.
   2. Chief Constables Chief Finance Officer Comments: The potential 2014/15 Transport Rolling Programme will be considered at the same Executive Board as this paper. This request to permit early placement of orders would commit some 25% of the proposed total programme.
7. Legal Implications
   1. Having read this report and having considered such information as has been provided at the time of being asked to express this view, the Head of Legal Services and Force Solicitor is satisfied that this report does not ask the PCC for North Yorkshire to make a decision which would (or would be likely to) give rise to a contravention of the law.
8. Equality Implications
   1. Equality and diversity issues in respect of the fleet are considered at the point of vehicle specification.

Public Access to Information

The Police and Crime Commissioner wishes to be as open and transparent as possible about the decisions he/she takes or are taken in his/her name. All decisions taken by the Commissioner will be subject to the Freedom of Information Act 2000 (FOIA).

As a general principle, the Commissioner expects to be able to publish all decisions taken and all matters taken into account and all advice received when reaching the decision. Part 1 of this Notice will detail all information which the Commissioner will disclose into the public domain. The decision and information in Part 1 will be made available on the NYPCC web site within 2 working days of approval.

Only where material is properly classified as restricted under the GPMS or if that material falls within the description at 2(2) of The Elected Local Policing Bodies (Specified Information) Order 2011 will the Commissioner not disclose decisions and/or information provided to enable that decision to be made. In these instances, Part 2 of the Form will be used to detail those matters considered to be restricted. Information in Part 2 will not be published.

Is there a Part 2 to this Notice – Yes
The Transport Vehicle replacement programme, which is operationally and commercially sensitive is attached as Part B.