Scope
Reference
748
Description
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.
Contract 1. Interim Vehicle Short Term Hire
Supplier
Contract value
- £157,000 including VAT
Below the relevant threshold
Date signed
6 October 2025
Contract dates
- 6 October 2025 to 28 March 2026
- 5 months, 23 days
Main procurement category
Goods
CPV classifications
- 34130000 - Motor vehicles for the transport of goods
Contract locations
- UKC2 - Northumberland and Tyne and Wear
Procedure
Procedure type
Below threshold - limited competition
Supplier
Dawson Group Limited
Delaware Drive, Tongwell,
Milton Keynes, Bucks
MK15 8JH
United Kingdom
Email: contactus@dawsongroup.co.uk
Region: UKJ12 - Milton Keynes
Small or medium-sized enterprise (SME): No
Voluntary, community or social enterprise (VCSE): No
Contract 1. Interim Vehicle Short Term Hire
Contracting authority
Gentoo Group
- Companies House: RS007302
Emperor House, 2 Emperor Way
Sunderland
SR3 3XR
United Kingdom
Contact name: Neil Dixon
Email: 067389@logon.tothedomain.com
Region: UKC23 - Sunderland
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)