Interim Short Term Vehicle Hire

Business Case: Short-Term Vehicle Supply via Dawson Group

Purpose:

To address ongoing operational disruptions caused by unreliable leased vehicles from Venson, this business case proposes the short-term use of Dawson Group to supply replacement vehicles until long-term fleet solutions are implemented via VWFS.

Background:

• Several vehicles currently leased from Venson are frequently off the road due to mechanical issues and repairs.
• The downtime is increasing in frequency and duration, negatively impacting service delivery and operational efficiency.
• The Fleet Manager has benchmarked pricing from alternative suppliers to assess value for money and service reliability.

Proposal:

• Return the problematic vehicles currently leased from Venson.
• Source replacement vehicles from Dawson Group on a short-term basis.
• Dawson Group has provided competitive quotes that are more favourable than current lease rates.
• This arrangement will bridge the gap until the long-term fleet is mobilised through VWFS, as part of the wider fleet contract.

Benefits:

• Improved Operational Continuity: Reliable vehicles will reduce downtime and ensure service delivery is maintained.
• Cost Efficiency: Dawson Group’s pricing is more competitive than current lease costs.
• Flexibility: Short-term hire allows for rapid deployment and easy transition once VWFS vehicles become available.
• Risk Mitigation: Reduces dependency on underperforming assets and avoids further operational disruption.

Risks & Mitigations:

Risk Mitigation

Short-term availability of suitable vehicles Early engagement with Dawson Group to confirm stock and lead times

Transition logistics from Venson to Dawson Group Coordinated handover plan with Fleet Manager oversight

Cost implications if long-term fleet is delayed Regular review of VWFS delivery timelines and contingency planning

Recommendation:

Approve the short-term use of Dawson Group to supply replacement vehicles, enabling the return of unreliable Venson-leased assets and maintaining operational effectiveness until the VWFS fleet is mobilised.

Lots

This procurement was divided into 1 lots, each awarded separately.