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  • Notice Summary
    United Kingdom-Portsmouth: Lot 1 - Vehicle Repair & Maintenance Service, Lot 2 - Taxi Inspection & Testing Service
    564434-2018
    Portsmouth City Council
    21 December 2018
    08 February 2019
    Contract Notice - Open Procedure
  • Notice Abstract

    Portsmouth City Council (“the Authority”) is inviting tenders from suitably qualified and experienced suppliers for delivery of the following services. Suppliers may bid for one or both of the Lots which will be evaluated independently and let via separate contracts:Lot 1 - Vehicle Servicing, Repair & Maintenance Service (approx. 115 000 GBP pa)Lot 2 - Hackney Carriage and Private Hire Vehicle Inspection & Testing Service (approx. 100 000 GBP pa)The Authority is aiming to award both contracts by 18.3.2019 to enable service commencement on 1.7.2019. Both contracts will run for an initial term of 5 years extendable by a further 5 years in increments to be agreed. Deadline for submission of tenders is 8.2.2019 14:00.Tender documentation is accessible via the Authority's e-sourcing solution InTend using the link below.https://in-tendhost.co.uk/portsmouthcc/aspx/home

  • Notice Details

    Contract notice

    Directive 2014/24/EU - Public Sector Directive

    Directive 2014/24/EU

    Section I: Contracting Change entity

    I.1) Name and addresses

    Portsmouth City Council

    Procurement Service, Floor 4 Core 3/4, Civic Office, Guildhall Square

    Portsmouth

    PO1 2AL

    UK

    Contact person: Procurement Service

    Telephone: +44 2392688235

    E-mail: procurement@portsmouthcc.gov.uk

    NUTS: UKJ31

    Internet address(es)

    Main address: https://www.portsmouth.gov.uk/ext/business/business.aspx

    Address of the buyer profile: https://www.portsmouth.gov.uk/ext/business/business.aspx

    I.3) Communication

    The procurement documents are available for unrestricted and full direct access, free of charge at:

    https://in-tendhost.co.uk/portsmouthcc/aspx/home


    Additional information can be obtained from the abovementioned address


    Tenders or requests to participate must be sent to the abovementioned address


    Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:

    https://in-tendhost.co.uk/portsmouthcc/aspx/home


    I.4) Type of the contracting authority

    Regional or local authority

    I.5) Main activity

    General public services

    Section II: Object

    II.1) Scope of the procurement

    II.1.1) Title

    Lot 1 - Vehicle Repair & Maintenance Service, Lot 2 - Taxi Inspection & Testing Service

    II.1.2) Main CPV code

    50110000

     

    II.1.3) Type of contract

    Services

    II.1.4) Short description

    Portsmouth City Council (“the Authority”) is inviting tenders from suitably qualified and experienced suppliers for delivery of the following services. Suppliers may bid for one or both of the Lots which will be evaluated independently and let via separate contracts:

    Lot 1 - Vehicle Servicing, Repair & Maintenance Service (approx. 115 000 GBP pa)

    Lot 2 - Hackney Carriage and Private Hire Vehicle Inspection & Testing Service (approx. 100 000 GBP pa)

    The Authority is aiming to award both contracts by 18.3.2019 to enable service commencement on 1.7.2019. Both contracts will run for an initial term of 5 years extendable by a further 5 years in increments to be agreed. Deadline for submission of tenders is 8.2.2019 14:00.

    Tender documentation is accessible via the Authority's e-sourcing solution InTend using the link below.

    https://in-tendhost.co.uk/portsmouthcc/aspx/home

    II.1.5) Estimated total value

    Value excluding VAT: 2 150 000.00 GBP

    II.1.6) Information about lots

    This contract is divided into lots: Yes

    Tenders may be submitted for all lots

    II.2) Description

    Lot No: 1

    II.2.1) Title

    Vehicle Servicing, Repair & Maintenance Service

    II.2.2) Additional CPV code(s)

    50110000

    71631200

    50112110

    50112111

    50112120

    50116100

    50116200

    50116300

    50116400

    50116500

    50116510

    50116600

    50117000

    50118400

    II.2.3) Place of performance

    NUTS code:

    UKJ31

    UKJ35


    Main site or place of performance:

    See Section II.2.4) below on access options.

    II.2.4) Description of the procurement

    A comprehensive vehicle repair & maintenance service is essential for ensuring that the Authority's fleet of vehicles are consistently available to support the delivery of key front line and support services. The successful supplier will be required to provide the following elements under the contract. The list of services / requirements below should not be viewed as exhaustive and may be supplemented as needed:

    — Annual & ad-hoc servicing

    — Class IV, V and V11 MOT Testing (plus additional tests where required)

    — Vehicle bodywork repairs

    — Vehicle recovery

    — De-fleeting

    — Glass replacement

    — Tyre repair, supply & fitting

    — Provision of a courtesy vehicle on a like for like basis

    — Ability to expedite VIP repairs

    — Dedicated service manager

    — Communication facilities to provide regular & efficient updates to customers

    — Lease company approved contractor

    — Independent engineer

    — Full range of services for electric vehicles

    — Facilities for large / custom vehicles

    — Consumable drop-in facility

    The Authority's fleet consists of approximately 130 vehicles, consisting mainly of light commercial vehicles and minibuses. The current fleet is made up of 45 owned and 82 leased vehicles and is composed of a variety of manufacturers and models. Spend via the current contract is approx. 75 000 GBP per annum in respect of general vehicle repair & maintenance and 40 000 GBP for insurance related repairs. Spend can fluctuate significantly dependent upon accidents, fleet purchase and disposals, etc. As such any spend figures quoted within this notice are purely indicative. The Authority cannot commit to any minimum or maximum work volumes and reserves the right to spend significantly more or less via the contract.

    Subject to the agreement of the Authority, all public sector organisations (local authorities, schools, universities, etc.) located within the jurisdiction of Portsmouth and of neighbouring authority areas (Havant, Fareham, Gosport) may contract for services directly with the successful supplier. Private and 3rd sector organisations who act as strategic delivery partners to public sector organisations within Portsmouth and neighbouring area region may also contract with the successful supplier subject to the agreement of the Authority and satisfaction of state aid requirements. The Authority will hold no liability or offer any indemnities to the supplier or accessing private & 3rd sector organisation in respect of state aid issues.

    The Authority can provide no forecast of take up by other organisations who are likely to have their own contract arrangements in place. However, in the event of full uptake, which is unlikely, spend per annum through contracts established via this procurement process could be in the region of 2 000 000 GBP per annum. To enable direct contracting between the supplier and further organisations the Authority will establish a framework agreement which will run for a duration of 4 years. Organisations can let contracts at any time during the term of the framework term. Organisations will determine the length of contract which best suits their business requirements, however contracts may not exceed a total of 10 years duration inclusive of any extension options. To provide contingency and flexibility the Authority will establish the framework agreement with the top 4 ranked suppliers from this procurement process. Contracts may be let primarily via direct award although mini-competitions can be conducted subject to the agreement of the Authority.

    The Authority will undertake the procurement process in accordance with the following programme:

    — Deadline for requests for clarification - 30.1.2019

    — Tender return deadline - 8.2.2019 14:00

    — Site visits (if required) - w/c 25.2.2019

    — Contract award - 18.3.2019

    — Service commencement - 1.7.2019

    II.2.5) Award criteria

    Price is not the only award criterion and all criteria are stated only in the procurement documents

    II.2.6) Estimated value

    Value excluding VAT: 1 150 000.00 GBP

    II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

    Duration in months: 60

    This contract is subject to renewal: Yes

    Description of renewals:

    The contract will run for an initial term of 5 years extendable by a further 5 years in increments to be agreed.

    II.2.9) Information about the limits on the number of candidates to be invited

    II.2.10) Information about variants

    Variants will be accepted: No

    II.2.11) Information about options

    Options: Yes

    Description of options:

    Subject to the agreement of the Authority, all public sector organisations (local authorities, schools, universities, etc.) located within the jurisdiction of Portsmouth and of neighbouring authority areas (Havant, Fareham, Gosport) may contract for services directly with the successful supplier. Private and 3rd sector organisations who act as strategic delivery partners to public sector organisations within Portsmouth and neighbouring area region may also contract with the successful supplier subject to the agreement of the Authority and satisfaction of state aid requirements. The Authority will hold no liability or offer any indemnities to the supplier or accessing private & 3rd sector organisation in respect of state aid issues.

    The Authority can provide no forecast of take up by other organisations who are likely to have their own contract arrangements in place. However, in the event of full uptake, which is unlikely, spend per annum through contracts established via this procurement process could be in the region of 2 000 000 GBP per annum. To enable direct contracting between the supplier and further organisations the Authority will establish a framework agreement which will run for a duration of 4 years. Organisations can let contracts at any time during the term of the framework term. Organisations will determine the length of contract which best suits their business requirements, however contracts may not exceed a total of 10 years duration inclusive of any extension options. To provide contingency and flexibility the Authority will establish the framework agreement with the top 4 ranked suppliers from this procurement process. Contracts may be let primarily via direct award although mini-competitions can be conducted subject to the agreement of the Authority.

    II.2.13) Information about European Union funds

    The procurement is related to a project and/or programme financed by European Union funds: No

    Lot No: 2

    II.2.1) Title

    Hackney Carriage and Private Hire Vehicle Inspection & Testing Service

    II.2.2) Additional CPV code(s)

    71631200

    II.2.3) Place of performance

    NUTS code:

    UKJ31


    Main site or place of performance:

    The contract may be accessed by the Authority only and is not open to any other bodies.

    II.2.4) Description of the procurement

    The Authority is the unitary licensing authority for the licensing, supervision and statutory control of hackney carriage and private hire vehicles and probably has the largest combined fleet on the south coast. All vehicles must be tested, by statutory order, at least once but up to 3 times in any 12 month period. Vehicles may also be tested by an authorised officer (by way of spot check) on any occasion. The Authority holds a certificate of exemption issued by the Secretary of State for Transport. This exemption is issued under the Motor Vehicle Tests Regulations and exempts vehicle proprietors from requiring a separate MOT whilst the vehicle remains licensed for public service. The taxi compliance test is therefore more detailed and stringent than a normal MOT. All testing must take place within the administrative area of Portsmouth. Currently, the Authority instructs between 25 and 59 hackney carriage tests and between 102 and 148 private hire tests every month, however these figures can fluctuate significantly and demand can spike. The supplier will be required to provide the testing and inspection of all licensed vehicles to include vehicle mechanical condition, cosmetic condition and meter testing.

    The Authority will undertake the procurement process in accordance with the following programme:

    — Deadline for requests for clarification - 30.1.2019

    — Tender return deadline - 8.2.2019 14:00

    — Site visits (if required) - w/c 25.2.2019

    — Contract award - 18.3.2019

    — Service commencement - 1.7.2019

    II.2.5) Award criteria

    Price is not the only award criterion and all criteria are stated only in the procurement documents

    II.2.6) Estimated value

    Value excluding VAT: 1 000 000.00 GBP

    II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

    Duration in months: 60

    This contract is subject to renewal: Yes

    Description of renewals:

    The contract will run for an initial term of 5 years extendable by a further 5 years in increments to be agreed.

    II.2.9) Information about the limits on the number of candidates to be invited

    II.2.10) Information about variants

    Variants will be accepted: No

    II.2.11) Information about options

    Options: No

    II.2.13) Information about European Union funds

    The procurement is related to a project and/or programme financed by European Union funds: No

    Section III: Legal, economic, financial and technical information

    III.1) Conditions for participation

    III.1.2) Economic and financial standing

    Selection criteria as stated in the procurement documents


    III.1.3) Technical and professional ability

    Selection criteria as stated in the procurement documents


    III.2) Conditions related to the contract

    Section IV: Procedure

    IV.1) Description

    IV.1.1) Type of procedure

    Open procedure

    IV.1.3) Information about a framework agreement or a dynamic purchasing system

    The procurement involves the establishment of a framework agreement with several operators.

    Envisaged maximum number of participants to the framework agreement: 4

    IV.1.8) Information about Government Procurement Agreement (GPA)

    The procurement is covered by the Government Procurement Agreement: Yes

    IV.2) Administrative information

    IV.2.2) Time limit for receipt of tenders or requests to participate

    Date: 08/02/2019

    Local time: 14:00

    IV.2.4) Languages in which tenders or requests to participate may be submitted

    EN

    IV.2.7) Conditions for opening of tenders

    Date: 08/02/2019

    Local time: 14:00

    Section VI: Complementary information

    VI.1) Information about recurrence

    This is a recurrent procurement: Yes

    Estimated timing for further notices to be published:

    Winter 2023

    VI.4) Procedures for review

    VI.4.1) Review body

    The High Court of Justice

    Strand

    London

    WC2A 2LL

    UK

    Telephone: +44 2079476000

    Internet address(es)

    URL: https://www.justice.gov.uk/

    VI.5) Date of dispatch of this notice

    18/12/2018