National Fleet Management and Telematics Systems

National Fleet Management and Telematics Systems and Services

National strategic function for transport/fleet management, which will support local fleet operations, operate to best in-class standards.

United Kingdom-Edinburgh: IT services: consulting, software development, Internet and support

2015/S 157-288954

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Common Services Agency, more commonly known as NHS National Services Scotland (NSS)
Gyle Square, 1 South Gyle Crescent
Contact point(s): IT Strategic Sourcing
For the attention of: George Futcher
EH12 9EB Edinburgh
UNITED KINGDOM
Telephone: +44 1312757041
E-mail: george.futcher@nhs.net

Internet address(es):

General address of the contracting authority: http://

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA12442

Electronic access to information: www.publiccontractsscotland.gov.uk

Electronic submission of tenders and requests to participate: www.publiccontractsscotland.gov.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

Body governed by public law

I.3)Main activity

Health

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

The contracting authority is purchasing on behalf of other contracting authorities: yes

The Scottish Government Core Directorates

Golden Jubilee Hospital (National Waiting Times Centre Board)

NHS 24

NHS Ayrshire and Arran

NHS Borders

NHS Dumfries and Galloway

NHS Education for Scotland

NHS Fife

NHS Forth Valley

NHS Grampian

NHS Greater Glasgow and Clyde

NHS Health Scotland

NHS Highland

NHS Lanarkshire

NHS Lothian

NHS Orkney

Healthcare Improvement Scotland

NHS Shetland

NHS Tayside

NHS Western Isles

Scottish Ambulance Service

The Common Services Agency for the Scottish Health Service

The State Hospital for Scotland

All entities constituted pursuant to the National Health Service (Scotland) Act 1978 (i.e. all NHS Scotland Health Boards, Special Health Boards and the Authority or other NHS organisation established pursuant to the NHS (Scotland) Act 1978) and any Integrated Joint Boards established pursuant to the new Public Bodies (Joint Working) Scotland Act 2014

Section II: Object of the contract

II.1)Description

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

National Fleet Management and Telematics Systems and Services.

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

Services
Service category No 7: Computer and related services
Main site or location of works, place of delivery or of performance: Scotland.

NUTS code UKM

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)

The Common Services Agency, more commonly known as NHS National Services Scotland (NSS) on its own behalf and on behalf of all entitles constituted pursuant to the National Health Service (Scotland) Act 1978 (Health Boards) has been commissioned by the Scottish Government to form a national strategic function for transport/fleet management, which will support local fleet operations, operate to best in-class standards, reducing variation and deliver efficiency savings for future investment in front line patient services.
The function will initially serve all Health Boards but in the future NSS Fleet Management operation may provide support to newly formed partnerships pursuant of the Public Bodies (Joint Working) Scotland Act, which the contract may also serve.
NSS is seeking to award contracts to a Supplier(s) for the supply of managed Telematics services and provision of a National Fleet Management System and associated services. This procurement is split into 2 Lots described in further detail below:
1. Telematics Services,
2. National Fleet Management System.
The service will potentially cover up to 12 000 + vehicles and pieces of associated equipment and the Contracts will be for 5 years.

Note: To register your interest in this notice and obtain any additional information, please visit the Public Contracts Scotland website at:http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=408897

The Buyer has indicated that it will accept electronic responses to this notice via the postbox facility. A user guide is available at:http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)Common procurement vocabulary (CPV)

72000000, 48000000, 50111100, 42961300, 72260000, 72253000, 72261000, 72416000, 72110000

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: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 2 500 000 and 5 000 000 GBP

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

Information about lots

Lot No: 2Lot title: National Fleet Management System

1)Short description

This is a single fleet management system for NSS and all Health Boards. NSS is seeking to make an award of contract to a Supplier for the supply of an electronic solution to manage and control all commercial, pool and leased car vehicles from inception to disposal.
The successful Supplier will be expected to provide the software solution and associated services to deliver the solution. These will include but are not limited to development, implementation, training, consultancy and support. The system to be supplied should be substantially complete (off the shelf) and may be web based. The Supplier will be required to provide a minimum of 5 years support. The system will require to integrate/interface with existing and future NHSS systems including new Telematics System which will be procured in Lot 1.
The system will cover 12 000 + vehicles and pieces of associated equipment.
The purpose of a Fleet Management System is to:
1. Allow the NHS Scotland (NHSS) fleet to be managed and controlled from the inception of a vehicle to its disposal. It covers all areas including ownership, leasing, hiring, maintaining, operating and disposing of cars, vans, commercials, plant and associated equipment and driver management to improve operating efficiencies, ensure legislative compliance and reduce risk,
2. Provide a database for recording all vehicle data consolidates all fleet data (from driver details and vehicle repairs to parts, scheduling and fuel cards),
3. Record, calculate, monitor financials — whole life costs including acquisition and depreciation,

4. Generate automated reports on fleet performance (fuel, costs, CO2, etc.),

5. Plan and advise on all scheduled events and alerts to expiring events such as servicing, equipment inspections and testing certificates, driver checks, etc. and thereby supporting NHSS maintain road worthiness of vehicle fleet,
6. Communicate to various stakeholders and departments (reports and alerts),
7. Event management — diary system for planning events (service and MOTs) at given mileage/time scale,
8. Plan and control workshop and stores activity for in-house workshop operations and record all maintenance activity for vehicles being maintained in external workshops,
9. Provide real-time visibility over the vehicle status, distance travelled, fuel consumed, trip data, etc. The FMS will integrate with telematics software to feed trip data directly into a centralised database,
10. The system shall have the ability to upload full vehicle histories from current Fleet Management systems, where good clean information is held.
The details above give a brief overview of the system and are by no means exhaustive.
In respect of the additional requirements for car leasing, the system will automate quoting allowing an authorised employee to generate their own quotes from the car leasing companies on the contract prior to submission to the Car Leasing Department to progress and order vehicle.

2)Common procurement vocabulary (CPV)

72000000, 48000000, 72253000, 72260000, 72261000, 72416000

3)Quantity or scope

As described.
Estimated value excluding VAT:
Range: between 300 000 and 500 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Lot No: 1Lot title: Telematics Services

1)Short description

NHS Scotland (NHSS) Health Boards have a requirement for a single national telematics service. Telematics is an electronic data capturing solution which will be installed in vehicles across the NHSS Fleet.
The Contract will be for a managed service including provision of hardware, software and hosting of the service. The supplier(s) will be responsible for the installation, monitoring, repair and maintenance of both the hardware and software. Should the kit require replacing, this is also the Supplier’s responsibility. The Supplier(s) will also be responsible for compiling and circulating a wide range of reports relating to management information and using data gathered from the Telematics Control Units to provide exception reports. The Supplier will also be responsible for the design and provision of a wide range of management information dashboards for a wide range of staff to monitor and utilise.
The in-vehicle telematics system will record driver and vehicle specific data that can be used to help identify and evaluate service improvements such as reducing road risk, identifying driver training requirements, improving vehicle efficiency and performance and improving vehicle utilisation. The system will enable managers to monitor, control and manage the fleet and drivers/crews in real time.
The system is initially intended for installation in 3 800 commercial and pool vehicles. There is potential for this to increase to up to 12 000 vehicles, if it is installed into vehicles that are operated under the various NHSS Lease Car Schemes.
The base equipment that will be installed in all vehicles will be the Telematics Control Unit (TCU), which will be interfaced with the vehicles Can bus system. A range of additional hardware will be required via a catalogue for purchase by NSS on behalf of the various NHSS Health Boards, all of which will communicate with the TCU and which will be used to support the wide ranging operational requirements. NSS reserves the right to purchase additional compatible hardware and software from other contracts or frameworks to gain best value for the service.
The system will be required to integrate/interface with existing and future NHSS systems including a new Fleet Management System which will be procured in Lot 2.
NHS National Services Scotland (NSS) will establish a 5 year contract with a primary Supplier, although parts of this Contract may be subcontracted by that Supplier.

2)Common procurement vocabulary (CPV)

72000000, 42961300, 48000000, 50111100, 72110000, 72253000, 72260000, 72261000, 72416000

3)Quantity or scope

As described.
Estimated value excluding VAT:
Range: between 2 200 000 and 4 500 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots

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:

Delivery Payment.
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

The performance of the contract is subject to particular conditions: no
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: Potential Bidders are required to complete a pre qualification questionnaire which will be scored to produce a short list of Bidders.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Potential Bidders are required to complete a pre qualification questionnaire which will be scored to produce a short list of Bidders.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Potential Bidders are required to complete a pre qualification questionnaire which will be scored to produce a short list of Bidders.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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

Restricted

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

Envisaged minimum number 5
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:

NP5035/15
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

11.9.2015 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

25.9.2015

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
VI.2)Information about European Union funds

VI.3)Additional information

(SC Ref: 408897).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will notify economic operators who submitted a tender of its decision to make an award of the Contract (s). In respect of unsuccessful economic operators, such notification will contain amongst other information, a summary of the reasons why the economic operator was unsuccessful. The notification will incorporate a ‘standstill period’ of a minimum of 10 clear calendar days (or a minimum of 15 calendar days if the communication method used is not electronic) between the date on which the Authority dispatches the notice and the date on which the Authority proposes to conclude the Contract (s). The bringing of court proceedings against the Authority during the standstill period will automatically continue the prohibition on entering into the Contract (s) until the court proceedings are determined, discontinued or disposed of or the Court by interim order brings to an end, the prohibition. The remedies that may be awarded by the Courts before the Contract (s) has been entered into include the setting aside of the decision to award the Contract (s) to the winning tenderer. The bringing of court proceedings against the Authority after the Contract (s) has been entered into will not affect the Contract (s) unless grounds for the imposition of special penalties under the Public Contracts (Scotland) Regulations 2012 can be established. Otherwise the remedies that may be awarded by the Courts where the Contract (s) has been entered into are limited to the award of damages. Economic operators are entitled to write to the Authority after receipt of the notification should they require further clarification. The Authority will respond within 15 days of such a written request, but it should be noted that receipt by the Authority of such request during the standstill period may not prevent the Authority from awarding the Contract (s) following the expiry of the standstill period. Where an economic operator is dissatisfied with the Authority’s response to its request for clarification or considers that the Contract (s) has been concluded in breach of the Public Contracts (Scotland) Regulations 2012, such economic operator is advised promptly to seek independent legal advice.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

11.8.2015

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