Provide Vehicle Maintenance Services to Isle of Wight Council

Provide Vehicle Maintenance Services to Isle of Wight Council

The Council wishes to appoint a Supplier or Suppliers to undertake all aspects of both planned and unplanned maintenance and repairs of the Council vehicle fleet.

United Kingdom-Newport: Repair, maintenance and associated services of vehicles and related equipment

2016/S 097-174347

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Isle of Wight Council
County Hall, High Street
For the attention of: Mrs Vanessa Squibb
PO30 1UD Newport
UNITED KINGDOM
Telephone: +44 1983821000
E-mail: vanessa.squibb@iow.gov.uk

Internet address(es):

General address of the contracting authority: http://www.iwight.com

Address of the buyer profile: www.iwight.com/procurement

Electronic access to information: https://procontract.due-north.com/Opportunities/Index

Electronic submission of tenders and requests to participate: https://procontract.due-north.com/Opportunities/Index

Further information can be obtained from: Isle of Wight Council
County Hall, High Street
For the attention of: Mrs Vanessa Squibb
PO30 1UD Newport
UNITED KINGDOM
Telephone: +44 1983821000
E-mail: vanessa.squibb@iow.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Isle of Wight Council
County Hall, High Street
For the attention of: Mrs Vanessa Squibb
PO30 1UD Newport
UNITED KINGDOM
Telephone: +44 1983821000
E-mail: vanessa.squibb@iow.gov.uk

Tenders or requests to participate must be sent to: Isle of Wight Council
County Hall, High Street
For the attention of: Mrs Vanessa Squibb
PO30 1UD Newport
UNITED KINGDOM
Telephone: +44 1983821000
E-mail: vanessa.squibb@iow.gov.uk

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:

Vehicle Maintenance Services.

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

NUTS code UKJ34

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 Isle of Wight Council (‘the Council’) invites Tenders from suitably qualified providers for the provision of vehicle maintenance services on the Isle of Wight. The contract is to run from 1.8.2016 for a period of 3 years with the option to extend for a further period of up to 2 years one year at a time, at the sole discretion of the Council.
The Council’s vehicle fleet is currently maintained under contract as the Council does not have its own repair facility. The Council wishes to appoint a Supplier or Suppliers to undertake all aspects of both planned and unplanned maintenance and repairs of the Council vehicle fleet.
This opportunity is divided into three lots:
Lot 1 — Inspection and servicing of authority fleet units — light commercials and cars
The Council currently has approximately 129 fleet units comprising of cars, vans, four wheel drives and minibuses and light commercial vehicles. This lot covers the repair and maintenance of these vehicles both in and out of normal hours and other aspects of vehicle maintenance such as annual MOT tests and vehicle breakdown recovery.
Lot 2 — Inspection and servicing of authority fleet units — large goods vehicles
The Council has two LGV library vehicles. This lot covers the repair and maintenance of these vehicles as well as routine LGV inspections and regular services.
Lot 3 — Supply of body and accident damage repairs to authority vehicles
This lot is for the supply of body repairs and accident damage repairs for the vehicles listed in Lots 1 and 2. The types of services include:
Bodyshop and related mechanical repairs for both accident damage and non-accident damage to fleet vehicles
Windscreen, mirror and glass replacements
Seatbelt and seatbelt fixing replacement and repair
Fibreglass repairs and welding
Vinyl application and removal
Powder coating
Paintless Dent repair (PDR)
The numbers of vehicles for any lot may be subject to change as vehicles are added to, or removed from the fleet and therefore there is no volume of work guaranteed for any of the above lots.
You will be given advanced notice of all routine and planned maintenance by the Authorised Officer and you will liaise with him over all aspects of the vehicle maintenance.
Tenderers can bid for one or more of the above lots. One Supplier will be appointed per lot.
The closing date for receipt of Tenders is 14:00 Hrs on 23.6.2016.

II.1.6)Common procurement vocabulary (CPV)

50100000, 50112100, 50112110, 50112111, 50112120

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: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The Isle of Wight Council (‘the Council’) invites Tenders from suitably qualified providers for the provision of vehicle maintenance services on the Isle of Wight. The contract is to run from 1.8.2016 for a period of three years with the option to extend for a further period of up to 2 years one year at a time, at the sole discretion of the Council.
The Council’s vehicle fleet is currently maintained under contract as the Council does not have its own repair facility. The Council wishes to appoint a Supplier or Suppliers to undertake all aspects of both planned and unplanned maintenance and repairs of the Council vehicle fleet.
This opportunity is divided into three lots:
Lot 1 — Inspection and servicing of authority fleet units — light commercials and cars
The Council currently has approximately 129 fleet units comprising of cars, vans, four wheel drives and minibuses and light commercial vehicles. This lot covers the repair and maintenance of these vehicles both in and out of normal hours and other aspects of vehicle maintenance such as annual MOT tests and vehicle breakdown recovery.
Lot 2 — Inspection and servicing of authority fleet units — large goods vehicles
The Council has two LGV library vehicles. This lot covers the repair and maintenance of these vehicles as well as routine LGV inspections and regular services.
Lot 3 — Supply of body and accident damage repairs to authority vehicles
This lot is for the supply of body repairs and accident damage repairs for the vehicles listed in Lots 1 and 2. The types of services include:
Bodyshop and related mechanical repairs for both accident damage and non-accident damage to fleet vehicles
Windscreen, mirror and glass replacements
Seatbelt and seatbelt fixing replacement and repair
Fibreglass repairs and welding
Vinyl application and removal
Powder coating
Paintless Dent repair (PDR)
The numbers of vehicles for any lot may be subject to change as vehicles are added to, or removed from the fleet and therefore there is no volume of work guaranteed for any of the above lots.
You will be given advanced notice of all routine and planned maintenance by the Authorised Officer and you will liaise with him over all aspects of the vehicle maintenance.
Tenderers can bid for one or more of the above lots. One Supplier will be appointed per lot.
The closing date for receipt of Tenders is 14:00 hrs on 23.6.2016.
Estimated value excluding VAT: 432 500 GBP

II.2.2)Information about options

Options: yes
Description of these options: Option to extend for a further period of up to 2 years one year at a time, at the sole discretion of the Council.
Provisional timetable for recourse to these options:
in days: 0 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Starting 1.8.2016. Completion 31.7.2021

Information about lots

Lot No: 1 Lot title: Lot 1 Inspection and servicing of authority fleet units light commercials and cars

1)Short description

The Council currently has approximately 129 fleet units comprising of cars, vans, four wheel drives and minibuses and light commercial vehicles. This lot covers the repair and maintenance of these vehicles both in and out of normal hours and other aspects of vehicle maintenance such as annual MOT tests and vehicle breakdown recovery.

2)Common procurement vocabulary (CPV)

50110000

3)Quantity or scope

The Council currently has approximately 129 fleet units comprising of cars, vans, four wheel drives and minibuses and light commercial vehicles. This lot covers the repair and maintenance of these vehicles both in and out of normal hours and other aspects of vehicle maintenance such as annual MOT tests and vehicle breakdown recovery.
Estimated value excluding VAT: 350 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

The numbers of vehicles for any lot may be subject to change as vehicles are added to, or removed from the fleet and therefore there is no volume of work guaranteed for any of the above lots.
You will be given advanced notice of all routine and planned maintenance by the Authorised Officer and you will liaise with him over all aspects of the vehicle maintenance.
Tenderers can bid for one or more of the above lots. One Supplier will be appointed per lot.

Lot No: 2 Lot title: Lot 2 Inspection and servicing of authority fleet units large goods vehicles

1)Short description

The Council has two LGV library vehicles. This lot covers the repair and maintenance of these vehicles as well as routine LGV inspections and regular services.

2)Common procurement vocabulary (CPV)

50110000

3)Quantity or scope

The Council has two LGV library vehicles. This lot covers the repair and maintenance of these vehicles as well as routine LGV inspections and regular services.
Estimated value excluding VAT: 7 500 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

The numbers of vehicles for any lot may be subject to change as vehicles are added to, or removed from the fleet and therefore there is no volume of work guaranteed for any of the above lots.
You will be given advanced notice of all routine and planned maintenance by the Authorised Officer and you will liaise with him over all aspects of the vehicle maintenance.
Tenderers can bid for one or more of the above lots. One Supplier will be appointed per lot.

Lot No: 3 Lot title: Lot 3 Supply of body and accident damage repairs to authority vehicles

1)Short description

This lot is for the supply of body repairs and accident damage repairs for the vehicles listed in Lots 1 and 2. The types of services include: — Bodyshop and related mechanical repairs for both accident damage and non-accident damage to fleet vehicles — Windscreen, mirror and glass replacements — Seatbelt and seatbelt fixing replacement and repair — Fibreglass repairs and welding — Vinyl application and removal — Powder coating — Paintless Dent repair (PDR).

2)Common procurement vocabulary (CPV)

50112000, 50112110, 50112111, 50112120

3)Quantity or scope

This lot is for the supply of body repairs and accident damage repairs for the vehicles listed in Lots 1 and 2. The types of services include:

Bodyshop and related mechanical repairs for both accident damage and non-accident damage to fleet vehicles

Windscreen, mirror and glass replacements

Seatbelt and seatbelt fixing replacement and repair

Fibreglass repairs and welding

Vinyl application and removal

Powder coating

Paintless Dent repair (PDR).
Estimated value excluding VAT: 75 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

The numbers of vehicles for any lot may be subject to change as vehicles are added to, or removed from the fleet and therefore there is no volume of work guaranteed for any of the above lots.
You will be given advanced notice of all routine and planned maintenance by the Authorised Officer and you will liaise with him over all aspects of the vehicle maintenance.
Tenderers can bid for one or more of the above lots. One Supplier will be appointed per lot.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

A performance bond and/or a parent company guarantee may be required. Further information will be provided within the tender document.

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

Payment shall be made in accordance with the payment provisions in the contract.

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

The Council reserves the right to require bidders to take legal form, or to require one party to take primary liability or to require that each party takes joint and several liability. Further information will be provided within the tender document.

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: Bidders will be required to complete a Tenderer Questionnaire which the Council will use to evaluate and short list potential providers. The Council will assess their economic and financial standing, technical capacity and ability to ensure they meet the Council’s minimum requirements.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per the Tenderer Questionnaire, including 2 years audited accounts, compliance with the Council’s insurance requirements, confirmation that none of the exclusionary conditions in the Public Contracts Regulations 2015 applies to the potential provider and confirmation of any pending or threatened legal proceedings against the potential provider.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
1. Supplier Information- For information only 2. Grounds for mandatory exclusion- Pass/Fail 3. Grounds for discretionary exclusion — Pass/Fail 4. Economic and Financial Standing -Pass/Fail — Risk based assessment 5. Technical and Professional Ability-Weighting-40 % 6. Insurance-Pass/Fail 7. Environmental Management-Pass/Fail 8.1 -8.3 Health and Safety-Pass/Fail 8.4 — 8.9 Health and Safety -Weighting-10 % 9.1 Personnel-Weighting-10 % 9.2 Personnel-Weighting-10 % 10. Project Specific Question-Weighting-30 %.
Minimum level(s) of standards possibly required:
The minimum competency threshold is 55 %. Any potential provider who passes all of the pass/fail questions and achieves a score of 55 % or above will be taken through to Stage 2 of the evaluations (Price and Quality).
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

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

RLPS/1503/T01
IV.3.2)Previous publication(s) concerning the same contract

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: 23.6.2016 – 14:00
Payable documents: no

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

23.6.2016 – 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

The Freedom of Information Act (FOI) 2000 which came into force on 1.1.2005 applies to the Council. If any tenderer considers that any information supplied by them is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity specified. A schedule is provided within ITT where potential providers can record and submit this information to the Council. In such cases the relevant material will, in response to FOI requests, be examined in light of exemptions provided for in this act. If you do not get a response within 24 hours of initially requesting the documentation, it is the tenderers responsibility to re contact the Isle of Wight Council to obtain the documents. The contract shall be made in English and according to English Law and subject to the jurisdiction of the English Courts. Any values listed II.2.1) of this contract notice are indicative and are given for the whole contract period including the possible extension. The duration given in II.3) includes all possible extensions. It is the tenderers responsibility to ensure that they request the documents in ample time to ensure that they can be completed and returned, along with all supporting documentation called for, prior to the closing time and date. The Council reserves the right not to make any award and reserves the right to accept all or part of any tender. To download the Invitation to Tender Pack, all interested providers must register their company on the South East Business Portal (if you have not already done so). This can be done by following the link below: https://procontract.due-north.com/register The registration process is free, simple and full instructions on how to do this are available on the South East Business Portal. Once your registration is confirmed, you will receive a username and password via email. When you log on for the first time you will be prompted to change your password. Please note however that if your company has already been registered, your application will be rejected to avoid duplication and additional service users will need to be set up on the existing account. There is no cost to you for registering your company. This contract opportunity can be searched by using reference number DN22356. The Isle of Wight Council reserves the right to award all lots, any of the lots or no lots and reserves the right to award lots to one provider or each lot to separate providers depending on which is the most economically advantageous option. One Supplier will be appointed per lot. The Council does not guarantee any volumes of work to be awarded under this Agreement.

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 award of the contract will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to all tenderers. Unsuccessful tenderers will be provided, as standard, with a full debrief in writing before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

17.5.2016

 

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