Contact Hire Car Scheme for Northumbrian Water

Contact Hire Car Scheme for Northumbrian Water

Framework agreement with a single operator.

United Kingdom-Durham: Passenger cars

2015/S 189-343030

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Northumbrian Water Limited
Boldon House, Wheatlands Way, Pity Me
Contact point(s): Procurement
For the attention of: Laura McMain
DH1 5FA Durham
UNITED KINGDOM
Telephone: +44 1913016102
E-mail: laura.mcmain@nwl.co.uk

Internet address(es):

General address of the contracting authority: www.nwl.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Other: water utility

I.3)Main activity

Other: water and waste water activity

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:

NW1557 Contact Hire Car Scheme.

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

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: North East England, Essex and Suffolk.

NUTS code UK

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

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with a single operator

Duration of the framework agreement

Duration in years: 6
Justification for a framework agreement, the duration of which exceeds four years: This will be a 4 year contract with the option for a further 2 year extension.

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 18 000 000 and 19 000 000 EUR

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

The purpose of this process is to gain a formal understanding of the capabilities and pricing of a number of suppliers operating in the company car hire marketplace with the ultimate aim of ensuring that NWL has the right supplier(s) in place to deliver the right quality and specification at the right cost for the required services. NWL is seeking to engage the services of an external provider to provide contract hire company cars to their employees and contract hire cars to employees via salary sacrifice. NWL currently has an employee contract hire car scheme with approximately 250 business users. The scheme is available to business users who either have a car allowance as part of their benefits package (typically more senior employees) and to employees who cover in excess of 6 000 business miles per year and 5 journeys per week. At the 1.8.2015 the contract hire fleet of company cars was at 236. In addition, NWL currently run’s a salary sacrifice scheme comprising of approximately 350 cars. NWL currently has 3 128 staff. Applicants must be able to provide both contract hire company cars and salary sacrifice arrangements.

II.1.6)Common procurement vocabulary (CPV)

34110000, 34115000, 34111000

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:

Contract Hire Company Car Scheme — Annual spend 1 400 000 GBP, At Aug 2015 contract hire fleet of company cars of 236.
Salary Sacrifice Scheme — Annual spend 1 700 000 GBP, currently run’s salary sacrifice of approximately 350 cars.
Estimated value excluding VAT:
Range: between 18 000 000 and 19 000 000 EUR

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

This will be advised if invited to tender.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

This will be advised if invited to tender.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Applicants must be able to provide a joint or several liability agreement under contract UK Law.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Experience at operating and administrating a salary sacrifice car scheme and a contract hire company car scheme.
Ability to provide salary sacrifice cars provided via non-regulated hire agreements
Experience of working with a flexible benefits platform provider would be advantageous.
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: Set out in the pre qualification questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Set out in the pre qualification questionnaire.
Minimum level(s) of standards possibly required: Set out in the pre qualification questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants must have experience at operating and administrating a contract hire company car scheme and salary sacrifice scheme.
Minimum level(s) of standards possibly required:
Applicants must have experience at operating a administrating a contract hire company car and salary sacrifice scheme with a similar fleet size where a significant proportion of the vehicles are provided via a salary sacrifice arrangement and includes breakdown and accident management arrangements. The supplier should also provide individual insurance arrangements for cars procured via salary sacrifice based on the driver circumstances and provide risk mitigation insurances (excluding existing company cars). The supplier must adopt NWL preferred discount arrangements with manufacturers unless they can offer improved arrangements. The supplier must provide detailed management reporting of vehicles within the fleet and measure their performance against agreed performance criteria. The supplier must offer a comprehensive online quoting and order management system. The supplier must be able to undertake driver licence checks and provide contracts that are able to be monitored and amended mileage without penalty. The supplier must support our duty of care requirements and our green agenda. The supplier must provide ongoing fleet support, training and guidance.
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

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures) no

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 4: and maximum number 6

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:

NW1557

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

no

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

Payable documents: no

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

14.10.2015 – 12:00
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
IV.3.8)Conditions for opening of tenders

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

Applicants wishing to participate must request access to the pre qualification documents by emailing: laura.mcmain@nwl.co.uk before the deadline stated in IV.3.4) and include the following:

1) Full company name;
2) Main contact details (name, job title, email address, telephone number).

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:

27.9.2015

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