Salary Sacrifice Scheme for University of Birmingham

Salary Sacrifice Scheme for University of Birmingham

The University has a requirement to provide lease hire contract vehicles to its staff both via a salary sacrifice scheme.

United Kingdom-Birmingham: Motor vehicles

2019/S 050-115319

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Birmingham
Edgbaston
Birmingham
B15 2TT
United Kingdom
Contact person: Paul Markham
E-mail: p.markham@bham.ac.uk
NUTS code: UKG31
Internet address(es):Main address: https://www.birmingham.ac.uk/index.aspx

Address of the buyer profile: https://in-tendhost.co.uk/universityofbirmingham/aspx/Home

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/universityofbirmingham/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/universityofbirmingham/aspx/Home

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Salary Sacrifice Provision and Personal Lease of Staff Vehicles for the University of Birmingham

Reference number: FRAM324/19

II.1.2)Main CPV code

34100000

II.1.3)Type of contract

Services

II.1.4)Short description:

The University has a requirement to provide lease hire contract vehicles to its staff both via:

— a salary sacrifice scheme (i.e. funds deducted directly from employees’ salary on a monthly basis for a lease hire vehicle arrangement for Ultra Low Emission Vehicles {ULEVs} — vehicles emitting 75g/km CO2 or less),

— a personal lease scheme for employees that wish to lease vehicles above 75 g/km CO2. Employees should be able to access better value by using this contract than by individually approaching selected suppliers (including competitors) themselves.

The project aims to enhance the University’s environmental ethos to encourage its staff to utilise low emission vehicles with a CO2 rating of 75 g/km or less on a highly attractive monthly rate that demonstrates excellent value for money for the employee. Options to support and encourage staff in selecting vehicles with lower g/km CO2 even where above 75g/km CO2 should also be widely available.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKG31

II.2.4)Description of the procurement:

The University has a requirement to provide lease hire contract vehicles to its staff both via:

— a salary sacrifice scheme (i.e. funds deducted directly from employees’ salary on a monthly basis for a lease hire vehicle arrangement for Ultra Low Emission Vehicles {ULEVs} — vehicles emitting 75g/km CO2 or less)

— a personal lease scheme for employees that wish to lease vehicles above 75g/km CO2. Employees should be able to access better value by using this contract than by individually approaching selected suppliers (including competitors) themselves.

The project aims to enhance the University’s environmental ethos to encourage its staff to utilise low emission vehicles with a CO2 rating of 75g/km or less on a highly attractive monthly rate that demonstrates excellent value for money for the employee. Options to support and encourage staff in selecting vehicles with lower g/km CO2 even where above 75g/km CO2 should also be widely available.

The project should demonstrate employee access to a wide range of popular and innovative vehicles to provide a comprehensive offer to suit a wide range of needs and promote effectively low emission vehicles.

The project should put in place effective arrangements to cover insurance, vehicle damage or write off, end of lease minor damage price caps, mileage limitations over the lease and other key considerations.

The project should provide effective customer service and marketing to support contract management, promotion activities including demonstration days on campus, green initiatives, etc.

The project should provide an attractive offer for all employees either working currently for the University or considering working for the University that constitutes a significant additional benefit.

Where practical to also provide a wider range of vehicle options for staff that may have specific requirements, where the offer will support alternative options to assist in lower overall emissions for the choice of the employee.

The University would be looking therefore, for a vehicle leasing organisation to provide a comprehensive offer to University staff that is both financially attractive and comprehensive in range and offers (possibly with special offers and deals for staff when available).

The University’s preferred model from a risk perspective has been for the supplier to contract directly with the employee. Where the supplier proposes to contract with the employer, it will need to be clearly stated how the potential financial risks for the employer relating to employees leaving or going on extended leave (i.e. resignation, redundancy, maternity) will be mitigated as part of the contract. The University would not expect to have to make ongoing or settlement payments on leases entered into by its employees.

The other main requirements as part of the project that will be part of the award criteria are as follows:

— secure online portal, with personalised log-on,

— provides employees with clear potential personal finance and taxation implications,

— clear and easy ordering approval process – including service level agreement in terms of the lead time from vehicle being ordered to being delivered to the employee,

— positive sustainability credentials – including ability to provide a competitive range of energy efficient cars,

— continuous compliance with all rules, HMRC regulations and legislation.

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

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

Duration in months: 72
This contract is subject to renewal: yes
Description of renewals:

Duration period; initial 36 months: maximum 72 months expected to be from 1.9.2020 until 31.8.2023.

(with an option to extend for 3 further 1 year periods until 31.8.2026)

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

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.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of 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
Framework agreement with a single operator
In the case of framework agreements, provide justification for any duration exceeding 4 years:

The contract may extend beyond 4 years subject to satisfactory performance. As individuals will be taking out leases over a number of years, a longer contract period will ensure value for money.

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

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

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

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

Date: 16/04/2019
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 30/09/2019

IV.2.7)Conditions for opening of tenders

Date: 16/04/2019
Local time: 12:00
Place:

University of Birmingham

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

University of Birmingham
Birmingham
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

08/03/2019