CASE STUDIES

Background

Ipswich Borough Council, the local authority for Ipswich, Suffolk, England, operates within a two-tier system, providing essential services such as refuse collection, housing, and planning. Suffolk County Council, as the upper-tier authority, oversees services such as transport, education, and social services. The council manages a fleet of 235 vehicles, primarily commercial, ranging from small panel vans to larger specialised vehicles, including refuse collection trucks.

Challenge

Transport Manager Lee Fairbanks, who has been in the role for nearly two years, is driving the council’s efforts to transition its fleet to electric vehicles (EVs) in line with the government’s carbon neutrality target for 2030. Currently, 26% of the council’s fleet has been converted to EVs, with an anticipated increase to 33% due to further acquisitions.

Despite progress, Lee identified cost disparities between EVs and traditional internal combustion engine (ICE) vehicles as a significant challenge, particularly amid increasing financial pressures faced by local authorities.

Opportunity

A strategic opportunity arose when a batch of 20 Renault Master L2H2 battery-electric panel vans became available following a cancelled order. These vans met the council’s operational requirements, and Lee secured them at a competitive price, ensuring a short delivery time to support the housing maintenance and repair division.

Procurement Solution

To ensure the newly acquired vans were equipped with specialist conversion systems tailored to various trades, including plumbing, electrical work, carpentry, and decorating, Lee engaged The Procurement Partnership Limited (TPPL) for support. With the vans scheduled for delivery in December, the procurement process needed to be executed swiftly to minimise downtime.

TPPL’s expertise in procurement enabled the council to leverage the Vehicle Purchase Framework Agreement (Lot 6: Vehicle Racking and Van Conversions), ensuring a compliant and efficient tender process. The procurement aimed to identify a supplier capable of delivering within the required timeframe while maintaining quality and compliance with PCR2015 regulations.

Outcome

The tender process attracted six bids from reputable racking and conversion companies across the UK, providing the council with a comprehensive market evaluation. TPPL’s support in drafting tender documents, advising on evaluation criteria, and managing the procurement process ensured a smooth and timely execution.

Lee Fairbanks expressed his satisfaction with the process, stating, “I was extremely happy with the number of bids we received, and the whole process was fantastic. With reduced procurement resources within the council, we couldn’t have achieved our objectives without TPPL’s help.”

The procurement process prioritised lightweight equipment to minimise payload loss and battery range reduction, crucial for optimising the electric vans’ operational efficiency. Furthermore, external livery requirements were incorporated within the tender, allowing bidders to include signwriting costs, ultimately selecting a supplier with in-house graphics capabilities.

Conclusion

Following a pre-order meeting to finalise build specifications, the vans are scheduled for conversion and will soon be deployed for service within the housing maintenance team. The successful collaboration between Ipswich Borough Council and TPPL exemplifies effective procurement strategies, enabling the council to advance its fleet electrification goals efficiently and cost-effectively.