Supply of Vehicles Hire for Cars and Light Commercial Vehicles Under 3.5 Tonnes

Supply of Vehicles Hire for Cars and Light Commercial Vehicles Under 3.5 Tonnes

Welsh Government Framework.

United Kingdom-Caerphilly: Transport equipment and auxiliary products to transportation

2015/S 013-018730

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

National Procurement Service (Welsh Government)
T’yr Afon, Bedwas Road
Contact point(s): Fleet Category
For the attention of: Jackie Kay
CF83 8WT Caerphilly
UNITED KINGDOM
Telephone: +44 3007900170
E-mail: npsfleet@wales.gsi.gov.uk

Internet address(es):

General address of the contracting authority: http://npswales.gov.uk

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA27760

Electronic access to information: www.etenderwales.bravosolution.co.uk

Electronic submission of tenders and requests to participate: www.etenderwales.bravosolution.co.uk

Further information can be obtained from: National Procurement Service (Welsh Government)
T’yr Afon, Bedwas Road
For the attention of: Jackie Kay
CF83 8WT Caerphilly
UNITED KINGDOM
Telephone: +44 3007900170
E-mail: npsfleet@wales.gsi.gov.uk
Internet address: http://npswales.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: National Procurement Service (Welsh Government)
T’yr Afon, Bedwas Road
For the attention of: Jackie Kay
CF83 8WT Caerphilly
UNITED KINGDOM
Telephone: +44 3007900170
E-mail: npsfleet@wales.gsi.gov.uk
Internet address: http://npswales.gov.uk

Tenders or requests to participate must be sent to: National Procurement Service (Welsh Government)
T’yr Afon, Bedwas Road
For the attention of: Jackie Kay
CF83 8WT Caerphilly
UNITED KINGDOM
Telephone: +44 3007900170
E-mail: npsfleet@wales.gsi.gov.uk
Internet address: http://npswales.gov.uk

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

General public services
Public order and safety
Environment
Economic and financial affairs
Health
Housing and community amenities
Social protection
Recreation, culture and religion
Education

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

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

http://npswales.gov.uk/about-us/customer-member-organisations?lang=en

Welsh Public Sector Organisations named in the ITT

Section II: Object of the contract

II.1)Description

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

Framework for the supply of Vehicles Hire for Cars and Light Commercial Vehicles under 3.5 tonnes.

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

Supplies
Rental
Main site or location of works, place of delivery or of performance: Wales.

NUTS code UKL

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: 50

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 15 000 000 and 27 250 000 GBP

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

The Supplier shall supply vehicles to Customers on both short-term and long term hire, as and when required by Customers. The requirements of each hire shall be specified at the time of ordering.
The Agreement will be for a period of 2 years (with an option to extend the agreement for a further period of up to 2 years in multiples not exceeding 12 months).

Note: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales athttp://www.sell2wales.gov.uk/search/search_switch.aspx?ID=13349

II.1.6)Common procurement vocabulary (CPV)

34000000, 34100000, 34110000, 34111100, 34111200, 34113000, 34113100, 34113200, 34113300, 34115000, 34115200, 34131000, 34134000,34134100, 34134200, 34136000, 34136100, 34136200

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:

The estimated expenditure on hire vehicles is 6 250 000 GBP per annum across the identified participating Customers (the estimated expenditure in years 3 and 4 is expected to be 7 000 000 GBP per annum due to the inclusion of Cardiff Council from 1.9.2016). These figures have been obtained from historical data and provide no guarantee of future expenditure. Detailed breakdown by Authority cannot be provided.

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: 1Lot title: 26 Geographical Zones

1)Short description

Comprises of 26 geographical zones and will be limited to a maximum of 4 suppliers per zone.
Zone 1 Blaenau Gwent;
Zone 2 Bridgend;
Zone 3 Caerphilly;
Zone 4 Cardiff;
Zone 5 Carmarthenshire;
Zone 6 Ceredigion;
Zone 7 Conwy;
Zone 8 Denbighshire — North;
Zone 9 Denbighshire — South;
Zone 10 Flintshire;
Zone 11 Gwynedd — Arfon;
Zone 12 Gwynedd — Dwyfor;
Zone 13 Gwynedd — Merionydd;
Zone 14 Isle of Anglesey;
Zone 15 Merthyr Tydfil;
Zone 16 Monmouthshire;
Zone 17 Neath Port Talbot;
Zone 18 Newport;
Zone 19 Pembrokeshire;
Zone 20 Powys — North;
Zone 21 Powys — South;
Zone 22 Rhondda Cynon Taff;
Zone 23 Swansea;
Zone 24 Torfaen;
Zone 25 Vale of Glamorgan;
Zone 26 Wrexham.
The Framework will be awarded on 100 % price following successful qualification and Suppliers will be ranked in price order.
All successful Suppliers admitted to the framework under lot 1 will be ranked in order of daily price (including collection and delivery, excluding insurance) submitted.

2)Common procurement vocabulary (CPV)

34000000

3)Quantity or scope

The estimated expenditure on hire vehicles is 6 250 000 GBP per annum across the identified participating Customers (the estimated expenditure in years 3 and 4 is expected to be 7 000 000 GBP per annum due to the inclusion of Cardiff Council from 1.9.2016). These figures have been obtained from historical data and provide no guarantee of future expenditure.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2Lot title: All Wales

1)Short description

The All Wales Lot will have a total of 3 suppliers all with the ability to service all of the 3 boundaries across Wales this is based on the 4 Police Force boundaries with the exception of South Wales and Gwent Police forming a single boundary making the total of 3 boundaries:
— North Wales;
— Dyfed Powys;
— South Wales.
The Framework will be awarded on 100 % price following successful qualification and Suppliers will be ranked in price order.
All successful Suppliers admitted to the framework will be ranked in order of daily price (including collection and delivery, excluding insurance) submitted.

2)Common procurement vocabulary (CPV)

34000000

3)Quantity or scope

The estimated expenditure on hire vehicles is 6 250 000 GBP per annum across the identified participating Customers (the estimated expenditure in years 3 and 4 is expected to be 7 000 000 GBP per annum due to the inclusion of Cardiff Council from 1.9.2016). These figures have been obtained from historical data and provide no guarantee of future expenditure.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3Lot title: Corporate Car Solutions

1)Short description

The Corporate Car Solutions Lot will have a total of 3 suppliers all with the ability to service all of the 3 boundaries across Wales these are based on the 4 Police Force boundaries with the exception of South Wales and Gwent Police forming a single boundary making the total of 3 boundaries:
— North Wales;
— Dyfed Powys;
— South Wales.
The Framework will be awarded on 100 % price following successful qualification.
The Authority is seeking innovative solutions to the provision of Corporate Cars. Suppliers are advised that they should submit bids to provide Corporate Car Solutions on an All Wales basis for the Welsh Public Sector. A maximum of 3 Suppliers across all boundaries. Suppliers must be able to provide Corporate Car Solutions for a selection of Cars (Small, Medium and Large Cars) across All Boundaries. Hire periods required will be 1 year, 2 years and 3 years.
Suppliers will be invited to submit indicative prices on a selection of Vehicles for ranking purposes and admittance onto the Agreement. Suppliers will not be held to these indicative prices. Suppliers will be ranked in price order and will be subject to mini competition.

2)Common procurement vocabulary (CPV)

34000000

3)Quantity or scope

The estimated expenditure on hire vehicles is 6 250 000 GBP per annum across the identified participating Customers (the estimated expenditure in years 3 and 4 is expected to be 7 000 000 GBP per annum due to the inclusion of Cardiff Council from 1.9.2016). These figures have been obtained from historical data and provide no guarantee of future expenditure.
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:

N/a.

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

N/a.

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

The Authority actively encourages in respect of this framework sub Contracting and Joint Bidding. The Authority encourages consortia bids, especially from SMEs, for the framework. The Authority recognising the potential added value and community benefits that can come from SMEs working together and the positive impact on the economy of Wales.
The attached link provides further information

http://cymru.gov.uk/topics/improvingservices/bettervfm/publications/jointbidding/?lang=en

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Authority and the Customers are required to provide management information returns at regular intervals to a variety of stakeholders, therefore Suppliers will be expected to provide comprehensive detail on a monthly basis (or at time interval identified by Customers). Information should be submitted in the format agreed with the Authority and include as a minimum the following detail;
— Organisational Name;
— Hire date;
— Supplier reference;
— Vehicle registration;
— Vehicle type;
— Number of days;
— Daily rate;
— Total price;
— Driver name;
— Driver department;
— Cost centre;
— Purchase Order Number;
— Driver phone;
— e-mail;
— Refuel charge;
— Total mileage per hire;
— C02 emission status of vehicle;
— Vehicle Tracker information (where this is available);
— Total CO2 for the journey.
The Authority and Supplier(s) shall agree Key Performance Indicators (KPI’s), during the implementation of the framework and any subsequent commitments, for the supply of vehicle hire. The Supplier(s) shall set up processes to monitor performance against the agreed KPI table in order to report to the Authority. The Supplier(s) shall at all times ensure compliance with the standards set by the KPI.
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: Details to be provided will be listed in the invitation to tender documents and etender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Details to be provided will be listed in the invitation to tender documents and etender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Details to be provided will be listed in the invitation to tender documents and etender.
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

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
IV.2)Award criteria

IV.2.1)Award criteria

Lowest price

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:

NPS-FT-0009-15

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

Prior information notice

Notice number in the OJEU: 2014/S 70-120101 of 9.4.2014

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: 2.2.2015

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

9.2.2015 – 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

Duration in months: 3 (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
VI.2)Information about European Union funds

VI.3)Additional information

All documents associated with this tender can be found on etenderwales at the following link:

www.etenderwales.bravosolution.co.uk

Project reference: project_29252.
ITT reference: ITT_45521.
(WA Ref: 13349)
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
It is expected that successful Suppliers will work with the Authority and Customers to assist with projects where reasonably possible.
Details about Community Benefits can be found in paragraph 44 of the Specification (ITT: Section 4).

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:

15.1.2015

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