Administration of Hampshire Concessionary Fare Scheme

Administration of Hampshire Concessionary Fare Scheme

Hampshire County Council invites applications from suitably experienced organisations who wish to be considered for selection to tender for the Administration of the Concessionary Fares Scheme on behalf of Hampshire County Council, the issuing authority.

United Kingdom-Winchester: Systems consultancy services

2015/S 127-233205

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Hampshire County Council
The Castle
Contact point(s): NUTS Code UKJ33
SO23 8UJ Winchester
UNITED KINGDOM
Telephone: +44 1962832323
E-mail: procurement.support@hants.gov.uk

Internet address(es):

General address of the contracting authority: www.hants.gov.uk

Address of the buyer profile: https://in-tendhost.co.uk/hampshire

Further information can be obtained from: Hampshire County Council
The Castle
Contact point(s): NUTS Code UKJ33
SO23 8UJ Winchester
UNITED KINGDOM
Internet address: http://in-tendhost.co.uk/hampshire

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Hampshire County Council
The Castle
Contact point(s): NUTS Code UKJ33
SO23 8UJ Winchester
UNITED KINGDOM
Internet address: http://in-tendhost.co.uk/hampshire

Tenders or requests to participate must be sent to: Hampshire County Council
The Castle
Contact point(s): NUTS Code UKJ33
SO23 8UJ Winchester
UNITED KINGDOM
Internet address: http://in-tendhost.co.uk/hampshire

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Administration of Hampshire Concessionary Fare Scheme.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 2: Land transport services [2], including armoured car services, and courier services, except transport of mail
Main site or location of works, place of delivery or of performance: County of Hampshire, United Kingdom.

NUTS code UKJ33

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Hampshire County Council invites applications from suitably experienced organisations who wish to be considered for selection to tender for the Administration of the Concessionary Fares Scheme on behalf of Hampshire County Council, the issuing authority.
The Contract will commence on 2.1.2016 and will be for a period of 4 years with the option to extend for a further 2 years.

Interested parties should register their interest in the project via the In-Tend website https://in-tendhost.co.uk/hampshire, and complete and submit the tender return document together with any supporting information requested by 14:00 on 14.8.2015.

How to obtain the Tender Documents
The Tender documents can be accessed when logged into In-Tend by selecting ‘View Details’ on the relevant tender advert and clicking the ‘Express Interest’ tab. Once in the tender there are five tabs –
‘Tender’, ‘ITT — documents’ , ‘Correspondence’, ‘Clarifications’ & ‘History’. Select the 2nd tab (ITT — documents) where you will find useful information under ‘Tender Details’ continue to scroll down to the heading ‘Tender Documents Received’ where you will be able to view / download the documents.
Further Guidance
In addition, guidance on how to participate in a tender — download & upload documents / returns and if required, register your company (free of charge), can be found on the In-tend site under the ‘Help’ or ‘Information for Suppliers’ buttons.
Receiving Notification Emails
To ensure you receive email alerts and notifications from our system, please add the email domain ‘@in-tend.co.uk’ to your Safe Senders list.

II.1.6)Common procurement vocabulary (CPV)

72246000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The objectives to be fulfilled by this Contract through the routine tasks and additional work as may be required are as follows:
i) To assist and advise Hampshire County Council in the annual review of the scheme to help determining an appropriate Travel Concession Scheme and to keep this under review,
ii) Liaison with and advice to Hampshire County Council of any recommended improvements or changes to the content or operation of the scheme that may be appropriate and/or necessary
iii) To assist in negotiations, liaison and consultations between transport operators, Hampshire County Council and other interested parties
iv) Administration and production of documentation governing the scheme, including meetings, the arrangements for formal publication, reimbursement and scheme conditions, plus participation agreements for the scheme and issuing scheme details on an annual basis
v) Maintain and provide appropriate computer and management systems and data sufficient to meet the scheme’s administration functions including:
i. Calculating the payments due to operators
ii. Data capture, processing and report of Electronic Ticket Machine (ETM) data
vi) To survey pass use on services for auditing purposes and where ETM Data cannot be obtained
vii) Monitor and review of scheme including annual report and such other reports and recommendations required from time to time.
viii) To administer and provide advice. on any Appeals Processes or other legal action, including arranging for legal representation.
ix) Monitor the scheme and ensure production of appropriate performance indicators;
x) Provide Advice on impact of legislation changes and other proposals affecting the National Scheme including drafting appropriate responses for Hampshire County Council.
Estimated value excluding VAT: 350 000 GBP

II.2.2)Information about options

Options: no
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Starting 2.1.2016. Completion 31.12.2022

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Has your organisation or any director or partner or any other person who has powers of representation, decision or control been convicted of any of the following offences?
(a) conspiracy within the meaning of section 1 or 1A of the Criminal Law Act 1977 or article 9 or 9A of the Criminal Attempts and Conspiracy (Northern Ireland) Order 1983 where that conspiracy relates to participation in a criminal organisation as defined in Article 2 of Council Framework Decision 2008/841/JHA on the fight against organised crime;
(b) corruption within the meaning of section 1(2) of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906;
(c) the common law offence of bribery;
(d) bribery within the meaning of sections 1, 2 or 6 of the Bribery Act 2010, or section 113 of the Representation of the People Act 1983;
(e) where the offence relates to fraud affecting the European Communities’ financial interests as defined by Article 1 of the Convention on the protection of the financial interests of the European Communities:—
(i) the common law offence of cheating the Revenue;
(ii) the common law offence of conspiracy to defraud;
(iii) fraud or theft within the meaning of the Theft Act 1968, the Theft Act Northern Ireland) 1969, the Theft Act 1978 or the Theft (Northern Ireland) Order 1978;
(iv) fraudulent trading within the meaning of section 458 of the Companies Act 1985, article 451 of the Companies (Northern Ireland) Order 1986 or section 993 of the Companies Act 2006;
(v) fraudulent evasion within the meaning of section 170 of the Customs and Excise Management Act 1979 or section 72 of the Value Added Tax Act 1994;
(vi) an offence in connection with taxation in the European Union within the meaning of section 71 of the Criminal Justice Act 1993;
(vii) destroying, defacing or concealing of documents or procuring the execution of a valuable security within the meaning of section 20 of the Theft Act 1968 or section 19 of the Theft Act (Northern Ireland) 1969;
(viii) fraud within the meaning of section 2, 3 or 4 of the Fraud Act 2006; or
(ix) the possession of articles for use in frauds within the meaning of section 6 of the Fraud Act 2006, or the making, adapting, supplying or offering to supply articles for use in frauds within the meaning of section 7 of that Act;
(f) any offence listed—
(i) in section 41 of the Counter Terrorism Act 2008; or
(ii) in Schedule 2 to that Act where the court has determined that there is a terrorist connection;
(g) any offence under sections 44 to 46 of the Serious Crime Act 2007 which relates to an offence covered by subparagraph (f);
(h) money laundering within the meaning of sections 340(11) and 415 of the Proceeds of Crime Act 2002;
(i) an offence in connection with the proceeds of criminal conduct within the meaning of section 93A, 93B or 93C of the Criminal Justice Act 1988 or article 45, 46 or 47 of the Proceeds of Crime (Northern Ireland) Order 1996;
(j) an offence under section 4 of the Asylum and Immigration (Treatment of Claimants, etc.) Act 2004;
(k) an offence under section 59A of the Sexual Offences Act 2003;
(l) an offence under section 71 of the Coroners and Justice Act 2009;
(m) an offence in connection with the proceeds of drug trafficking within the meaning of section 49, 50 or 51 of the Drug Trafficking Act 1994; or
(n) any other offence within the meaning of Article 57(1) of the Public Contracts Directive—
(i) as defined by the law of any jurisdiction outside England and Wales and Northern Ireland; or
(ii) created, after the day on which these Regulations were made, in the law of England and Wales or Northern Ireland.
A yes answer to the above will result in a fail.
Is any of the following true of your organisation?
(a) being an individual — is bankrupt or has had a debt relief order or a receiving order or administration order or bankruptcy restrictions order or a debt relief restrictions order made against him or has made any composition or arrangement with or for the benefit of his creditors or has not made any conveyance or assignment for the benefit of his creditors or appears unable to pay or to have no reasonable prospect of being able to pay, a debt within the meaning of section 268 of the Insolvency Act 1986, or article 242 of the Insolvency (Northern Ireland) Order 1989, or in Scotland has granted (a) trust deed for creditors or become otherwise apparently insolvent, or is the subject of a petition presented for sequestration of his estate, or is the subject of any similar procedure under the law of any other state;
(b) being a partnership constituted under Scots law — has granted a trust deed or become otherwise apparently insolvent, or is the subject of a petition presented for sequestration of its estate; or
(c) being a company or any other entity within the meaning of section 255 of the Enterprise Act 2002 — has passed a resolution or is the subject of an order by the court for the company’s winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, or had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is the subject of similar procedures under the law of any other state?
Has your organisation or any director, partner, senior manager or associate of your organisation:
(a) been convicted of a criminal offence relating to the conduct of your business or profession;
(b) committed an act of grave misconduct in the course of your business or profession;
(c) failed to fulfil obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which you are established;
(d) failed to fulfil obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which you are established; or
(e) been guilty of serious misrepresentation in providing any information required of you under Regulations 24, 25, 26 or 27 of the Public Contracts Regulations 2006 or has not provided such information in response to a request by the contracting authority.
A yes answer to the above will result in a fail where the applicant has provided no evidence that it has initiated or completed appropriate action in a timely fashion or that the risk of re-occurrence has been or will be mitigated.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Suppliers are required to provide at least 1 of the following:
A copy of your audited accounts for your last 2 financial years:
— If you qualify for the small business exemption, a copy of your statutory accounts for your last 2 financial years.
— A statement of turnover, profit & loss account, balance sheet and a Director’s/Managing Partners report (if available) for the most recent 2 years of trading.
— A statement of turnover, profit & loss account, balance sheet and a Director’s/Managing Partners report (if available) for the most recent year of trading.
— Management Accounts including a profit & loss account and balance sheet for all periods of trading available.
— A statement of your cash flow forecast, projected profit & loss account and balance sheet for the current year and a bank letter outlining the current cash and credit position.
— Alternative means of demonstrating financial status if trading for less than 1 year (e.g. a copy of your business plan, cash flow forecast, details of your start up capital/loans or management accounts).
If your organisation qualifies as an SME and produces and submits abbreviated statutory accounts, copies of your detailed Profit & Loss Account for the last 2 years are required or, if you have been trading for less than 2 years, the period for which they are available.
To support this assessment the Council will obtain a business risk report from N2Check. The report provides the Council with an overall Risk Score which will be used to assess the applicant‘s overall business risk of which financial standing forms part. If this information is not available from N2Check, a risk score will be calculated as per the model detailed in the ITT.
The risk score obtained (by either method) for your organisation will be assessed against the criteria as detailed below:
— Score of between 0 and 25 — Fail
— Score of between 26 and 49 — Pass — subject to provision of a suitable parent company guarantee or commitment to provide a performance bond if/when deemed appropriate. If you are unable to provide either one of these, this will result in a “Fail” Please note: a financial appraisal (using the same financial appraisal and evaluation process) will be carried out on the Parent Company to assess their suitability to act as Guarantor
— Score of 50 and over — Pass.
If tenderers are unable to confirm their commitment to obtaining either a Performance Bond or Parent Company Guarantee prior to contract award, (if deemed necessary by Hampshire County Council) and the risk score for your organisation indicates that either a Parent Company Guarantee or Performance Bond is required, this will result in a Fail score being awarded.
Insurances
Tenderers are advised that the following minimum Insurance levels are required:
Employer’s Liability 10 000 000 GBP.
Public Liability 10 000 000 GBP.
Professional Indemnity 5 000 000 GBP.
Where you do not currently hold the required levels of insurance, it is important you check with your insurance company that your organisation is able to obtain the levels of insurance required.
Written evidence from your insurance company that it will provide insurance(s) to the required levels will need to be provided as part of your ITT submission.
The Council will not award a contract to an organisation that does not hold and/or cannot provide evidence that it is able to obtain the insurance at levels stated in the ITT.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Included in ITT.
Minimum level(s) of standards possibly required:
Included in ITT.
Experience and References
Applicants are required to provide details of 2 referees from either or both the public or private sector, that are relevant to the Council’s requirement.
Contracts for the supply of goods or services should have been performed during the past 3 years. It is the applicant‘s responsibility to issue the Council’s standard reference template (as included in the ITT) to the organisation you have listed and ensure the completed reference is returned directly to the Council by the ITT submission deadline.
Equalities
Suppliers are required to comply with equalities and anti-discrimination legislation, and to treat all people fairly and equally so that no one group is treated less favourably than others.
Sustainability
The Council requires its suppliers to support its approach in proactively managing its Corporate Social Responsibility including the reduction of its carbon footprint, impact on the environment and use of natural resources.
Suppliers are required to declare whether their organisation has been issued with termination, default notices on any contracts held within the last 3 years.
Health & Safety
Suppliers are required to have a Health & Safety policy that:
a) recognises that good health and safety management supports the delivery of your organisation’s services.
b) forms part of an overall Risk Management process and culture, advocating good health and safety management to reduce injury and loss, and helping promote a healthy workforce.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

ET06766

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 14.8.2015
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

14.8.2015 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 120 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

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

VI.3)Additional information

This Contract will not be divided into Lots as the contractor will be working with the County Council to manage reimbursement rates with bus companies operating across the whole of Hampshire and a geographical split is not achievable.
Electronic ordering will be used, electronic invoicing will be accepted with prior agreement and electronic payment via BACS is preferred.
The highest scoring bid and all bidders that fall within 10 % of the highest score from the quality assessment will be invited to attend a presentation.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

30.6.2015

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