Fuel Card Tender

The Borough of Pendle is a Local Authority in East Lancashire. We serve the Pendle area which has an approximate population of 90,000. Our administrative base is located within the town of Nelson, Lancashire.

Our fuel requirements are mainly for fleet vehicles and plant which is used to provide our waste collection, street cleansing and grounds maintenance services. The vehicles used in the delivery of the services range from ride on mowers, through to car derived vans, mechanical sweepers and Category C refuse collection vehicles.

Under our current fuel card arrangements we hold 60 bearer cards with 8 being for petrol and 48 being for diesel. The four remaining cards are classed as ‘wild cards’ and can be used to draw fuels for vehicles taken on temporary hire. It is essential that cards can be provided for diesel and petrol transactions.

All fuel transactions are completed by the vehicle driver and each card with exception of the ‘wild cards’ are allocated to a specific vehicle registration and fleet reference number. Fleet numbers are created by the Council for the purpose of accounting and auditing of vehicle costs. The Council require the fuel cards to include vehicle registration and fleet numbers.

Our estimated annual usage is 236,756 litres of fuel withdrawn over 5000 transactions.

Most of our vehicles are used in regular weekly and daily tasks enabling the spread of transactions to be spread consistently throughout the year.

The Council fleet is a mix of petrol and diesel engine units.

The Council is additionally seeking the ability to use forecourt facilities to jet wash approximately 26 vehicles which range in size from cars through to 3.5t tippers. The Council ideally would use one card for both transactions allowing costs to be allocated to a specific vehicle registration and fleet number.

The Council will consider the provision of separate cards for cleaning vehicles.

The Council will still consider submissions for fuel from bidders that are unable to offer a jetwashing solution.

The Council would like to receive weekly itemised invoices, preferably via email. The Council will pay invoices by Direct Debit.

The purpose of this exercise is to assist the Council in obtaining a financial saving. Bidders are advised that should their submissions be higher than the rates the Council currently received through the incumbent suppliers then the Council would take the decision to remain with their supplier rather than set up a new agreement which would negatively impact on the Council’s budgets.