Tender for Company Car Scheme and Employee Car Benefit Offering

Tender for Company Car Scheme and Employee Car Benefit Offering

The purpose of this process is to gain a formal understanding of the capabilities and pricing of a number of suppliers operating in the company car hire marketplace.

United Kingdom-Durham: Passenger cars

2019/S 078-188498

Contract notice – utilities

Services

Legal Basis:

Directive 2014/25/EU

Section I: Contracting entity

I.1)Name and addresses

Northumbrian Water Ltd
02366703
Northumbrian Water Ltd, Boldon House, Wheatlands Way, Pity Me
Durham
DH1 5FA
United Kingdom
Contact person: Laura McMain
Telephone: +44 1913016102
E-mail: ojeuresponse@nwl.co.uk
NUTS code: UKC

Internet address(es):Main address: www.nwl.co.uk

I.2)Information about joint procurement

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at: https://s1.ariba.com
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.6)Main activity

Water

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Provison of Company Car Scheme and Employee Car Benefit Offering

Reference number: NW2055

II.1.2)Main CPV code

34110000

II.1.3)Type of contract

Services

II.1.4)Short description:

The purpose of this process is to gain a formal understanding of the capabilities and pricing of a number of suppliers operating in the company car hire marketplace with the ultimate aim of ensuring that NWL has the right supplier(s) in place to deliver the right quality and specification at the right cost for the required services. NWL is seeking to engage the services of an external provider(s) to provide company cars to their employees and an employee car benefit offering.

II.1.5)Estimated total value

Value excluding VAT: 15 206 388.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
II.2)Description

II.2.1)Title:

Company Car Offering

Lot No: 1

II.2.2)Additional CPV code(s)

34110000

II.2.3)Place of performance

NUTS code: UK
NUTS code: UKC
NUTS code: UKH3
NUTS code: UKH14

II.2.4)Description of the procurement:

Lot 1: Company Car Offering:

Current position: NWL currently has a contract hire company car scheme open to approximately 342 business users (breakdown — 89 essential user/50 market role/74 perk/129 car allowance). The scheme is available to business users who either have a car allowance as part of their benefits package (typically more senior employees) and to employees who cover in excess of 6 000 business miles per year and 5 journeys per week. At the 1.4.2019 the contract hire fleet of company cars was at 228 with the remaining opting to take the cash allowance.

Future position: we are looking for a supplier(s) to provide us with a scheme(s) that we be appropriate and beneficial for our pool of company car employees and essential business mileage employees that will be most cost efficient to NWL

Spend is in the region of 1 200 000 GBP per annum.

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

Value excluding VAT: 7 000 000.00 GBP

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

Start: 01/04/2020
End: 31/03/2026
This contract is subject to renewal: yes
Description of renewals:

The initial contract will be for a 4 year period from the 1.4.2020 to the 31.3.2024. There will be a further 2 year option to extend the contract after the initial contract period from the 1.4.2024 to the 31.3.2026.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:

It is envisaged that the top 6 suppliers for this lot will be invited to take part in the request for a proposal following the pre-qualification response stage.

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
II.2)Description

II.2.1)Title:

Employee Car Benefit Offering

Lot No: 2

II.2.2)Additional CPV code(s)

34100000

II.2.3)Place of performance

NUTS code: UK
NUTS code: UKC
NUTS code: UKH3
NUTS code: UKH14

II.2.4)Description of the procurement:

Lot 2: Employee Car Benefit Offering:

Current position: NWL currently provide a benefit to all employees over the age of 18 years (approx. 3 100) to take a contract hire car via salary sacrifice. As at the 1.4.2019 there are currently 266 employees who have a car through the salary sacrifice scheme.

Future position: we are looking for a supplier(s) to provide us with a scheme (not necessarily salary sacrifice)(s) that will give them options and provide flexibility for our employees and it will be cost neutral to NWL

Spend is in the region of 1 300 000 GBP per annum.

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

Value excluding VAT: 8 000 000.00 GBP

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

Start: 01/04/2020
End: 31/03/2026
This contract is subject to renewal: yes
Description of renewals:

The initial contract will be for a 4 year period from the 1.4.2020 to the 31.3.2024. There will be a further 2 year option to extend the contract after the initial contract period from the 1.4.2024 to the 31.3.2026.

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:

It is envisaged that the top 6 suppliers for this lot will be invited to take part in the request for a proposal following the pre-qualification response stage.

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

List and brief description of conditions:

The applicant must be able to offer all of the following in order to progress any further in this process.

Applicants must have experience at operating and administrating a company car scheme and employee benefits offering with a similar fleet size.

The employee benefit offering must include at least breakdown, accident management, servicing, maintenance, tyres and glass. arrangements.

The supplier must adopt NWL preferred discount arrangements with manufacturers unless they can offer improved arrangements.

The supplier must provide detailed management reporting of vehicles within the fleet and measure their performance against agreed performance criteria.

The supplier must offer a comprehensive online quoting and order management system.

The supplier must be able to undertake driver licence checks.

The supplier must support our duty of care requirements and our aspiration after 2024 of a road to zero strategy.

The supplier must provide on going fleet support, training and guidance.

Please confirm you are able to meet all the requirements above.

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.1.4)Objective rules and criteria for participation
III.1.5)Information about reserved contracts

III.1.6)Deposits and guarantees required:

If the Dun and Bradstreet credit rating returns a rating of “above average risk” or “high risk”, the contracting entity will request further financial information for review and a parent company guarantee may be required.

III.1.7)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Please see the terms and conditions in the procurement documents.

III.1.8)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
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

Negotiated procedure with prior call for competition

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 several operators
Envisaged maximum number of participants to the framework agreement: 2
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: 16/05/2019
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: 01/04/2020
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Applicants are asked to note that this procurement process will be conduced electronically with all documents and communication being managed through the Northumbrian Water e-Sourcing Spend Management portal called “Ariba”.

Expressions of interest must be sent to the e-mail address ojeuresponse@nwl.co.uk before the deadline date of the 16.5.2019. Once expression of interest has been received that contains the details below, applicants will be given access to the Ariba portal within 48 hours from request. This portal will contain all the tender documents associated with this procurement that are available at the time. An email link will also be provided to the email address you provide to access the portal. The deadline for return of the completed PQQ is the 24.5.2019 at 12:00 noon.

When sending expression of interest, applicants must provide the following information:

1) Full company name,

2) Main contact details of the person who will be given access to the Ariba portal — Name, job title, email address and telephone number.

There are a number of mandatory requirements set out in this notice (Section III) Conditions for participation) for inclusion in this tender process, please ensure you can meet these requirements before you express your interest.

VI.4)Procedures for review

VI.4.1)Review body

TBC
TBC
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:

16/04/2019