Self Drive Hire Tender Hertfordshire

Self Drive Hire Tender Hertfordshire

The Provision of Self Drive Hire and Passenger Carrying Vehicles with Driver.

United Kingdom-Hertford: Motor vehicles

2016/S 131-235938

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Hertfordshire County Council
Pegs Lane
Contact point(s): Strategic Procurement Group
For the attention of: Zoe Upson
SG13 8DE Hertford
United Kingdom
Telephone: +44 01707292463

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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

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: yes

Northamptonshire County Council, Academy Schools, Colleges, Charities, Voluntary Organisations and similar ‘Not for Profit’ organisations. The use of the Framework Agreement by other Local Authorities will be with the Council’s Authorised Officer’s agreement

Section II: Object of the contract


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

HCC 07/16 — The Provision of Self Drive Hire and Passenger Carrying Vehicles with Driver.

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

NUTS code

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 several operators
maximum number of participants to the framework agreement envisaged: 99

Duration of the framework agreement

Duration in years: 4

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

Estimated value excluding VAT:
Range: between 1 500 000 and 1 800 000 GBP

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

The Council has a requirement for the supply of self-drive hire vehicles on an ‘as and when basis’ to locations throughout Hertfordshire and Northamptonshire. The Framework Agreement will be used by the Council and its Customers, which may include other councils and similar organisations.
The Framework Agreement requirement is for a variety of Vehicles as detailed within the various Lots listed below. The Council is committed to encouraging the use of environmentally friendly Vehicles, both cars and commercial, which should be reflected within the offered range of vehicles. Contractors are required to notify the Council of any changes to the range of available vehicles, both additions and deletions. As an underlying principle, all vehicles must comply with current legislation at all times.
It is anticipated that the Framework Agreement will consist of 7 Lots:
Lot 1: Cars — Manual/Automatic (Including 4×4 vehicles) and 7 Seater
Lot 2a and b: Goods Vehicles — small vans and up to 3.5 tonne with variety of
body styles including variety of box styles
with or without tail-lift and Lorries 7.5 tonnes and over with tail-
Lot 3: Minibuses — 9, 15 and 17 seat capacities.
Lot 4: Passenger carrying vehicles with wheelchair access.
Lot 5: Passenger carrying vehicles with driver e.g. minibus, small/large
Lot 6: Specialist/Municipal Vehicles
Lot 7 a, b c and d: Insured Vehicles — although the majority of hiring will be
covered by our own insurance, there will certainly
be some cases where vehicle insurance is required to be
provided by the hire company.
Tenderers are able to apply for one, some or all Lots as applicable
It is the Council’s intention to award up to a minimum of 5 but no more than 9 Tenderers to each Lot
This procurement is an Open (one stage process). Suppliers wishing to take part in this project are invited to ‘express interest’ which will give access to the full procurement documents in the e-tendering system.
The deadline for Expressions of Interest is 5.8.2016
To be considered as a Bidder you must complete and submit a Bid by the deadline of 12:00 Noon on 5.8.2016.
Any questions relating to this procurement must be made via correspondence on the website, in accordance with the procurement documents and can be addressed to the main contact as shown in the details above.
Please allow sufficient time to make your return as late returns will not be permitted by the system.
As part of the Council’s commitment to partnership working it is possible that during the contract period other local authorities or other public sector bodies within Hertfordshire may wish to utilise this Framework Agreement. In particular, the Framework Agreement is open to members of Supply Hertfordshire (including any successor body). A current list of member organisations can be found on the Supply Hertfordshire website using the following link:

No fixed list of organisations is set out within the procurement exercise and no guarantee can be given as to the exact amount of business which may result from this procurement exercise. However, the contractor will be expected to provide the goods and/or services under this Framework Agreement to any local authority or other public sector body within the county of Hertfordshire that is authorised by the Council. Any organisation that utilises this Framework Agreement shall do so under the terms and conditions of the Framework Agreement.

II.1.6)Common procurement vocabulary (CPV)

34100000, 34110000, 34115000, 34114000, 34113000, 34144000, 34111000, 34120000

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

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


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 estimated total value of the Framework Agreement is between GBP 1 500 000 and GBP 1 800 000 and is for the core period inclusive of the approximate value for extensions. For the avoidance of doubt, the estimated annual value of the Framework Agreement will be approximately between GBP 375 000 — GBP 450 000
The Framework Agreement will be awarded for a core period of three (3) years, with the option to extend this up to one (1) further year. Please note that the requirements of the Framework Agreement will be subject to available financial resources, supplier performance and flexibility to meet changing demands.
In addition, there will be no form of exclusivity or volume that is guaranteed under the resultant Framework Agreement and the Council will be entitled to enter into other Contracts and arrangements with other suppliers for the provision of any, or all, of the requirements which are the same as, or similar to those specified under the established Framework Agreement.
Estimated value excluding VAT:
Range: between 1 500 000 and 1 800 000 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 1.10.2016. Completion 31.8.2019

Information about lots

Lot title: Lots 1 — 11

1)Short description

Please ref to the tender documentation for information relating to the Lots.

2)Common procurement vocabulary (CPV)


3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
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:

Please refer to the tender documentation.

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

Please refer to the tender documentation.

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

Please refer to the tender documentation.

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: Please refer to the tender documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the tender documentation.
Minimum level(s) of standards possibly required: Please refer to the tender documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the tender documentation.
Minimum level(s) of standards possibly required:
Please refer to the tender documentation.
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

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:


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

Prior information notice

Notice number in the OJEU: 2016/S 017-025873 of 26.1.2016

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

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


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

Duration in months: 12 (from the date stated for receipt of 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

Please Note: Hertfordshire County Council has worked closely with its Districts and Partners to create a joint procurement portal called Supply Hertfordshire. This portal provides an e-Tendering system which is run by In-Tend.

To access this procurement opportunity please visit and follow the on-screen guidance.

Open Procedure
This is a one stage procurement process. Therefore, if you wish to be considered as a tenderer you must complete and submit a tender by the Closing date and time. Tenders cannot be uploaded after the closing date/time.
Any clarifications regarding this opportunity must be raised through Correspondence area in the e-Tendering system.

If you are experiencing problems In-Tend offer a help section which includes a dedicated UK Support Desk which can be contacted via email or telephone +44 (0)114 407 0065 for any website / technical questions. Monday to Friday 8:30 am — 5:30 pm.

The Council reserves the right at any time to cease the procurement process and not award a contract or to award only part of the opportunity described in this notice. If the Council takes up this right then they will not be responsible for, or pay the expenses or losses, which may be incurred by any tenderer as a result.
The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council’s obligations under the law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavor to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request.
The Council reserves the right to carry out additional financial checks on all companies tendering for this Contract at any time during the procurement process, to ensure that they continue to meet the Council’s requirements and remain financially viable to perform the Contract.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

See VI.4.2

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day (when using electronic means) standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to challenge the decision to award a contract before a contract is executed/signed (as appropriate). The Public Contracts Regulations 2015 (‘Regulations’) provide for aggrieved parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly and within the time limits as defined in the above regulations. Where a contract has not been entered into the court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the contract has been entered into the court has the options to award damages and/or to shorten or order the contract ineffective.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:



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