Accident Management Service

London: fleet management, repair and maintenance services

Accident management service for Hackney Council

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Hackney
Town Hall, Mare Street, Hackney
For the attention of: Procurement Admin
E8 1EA London
Telephone: +44 2083563448

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: London Borough of Hackney
3rd floor, Keltan House, 89-115 Mare Street
Contact point(s): Corporate Fleet
For the attention of: Norman Harding
E8 4RU London
Telephone: +44 2083563613
Internet address:

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: London Borough of Hackney
3rd floor, Keltan House, 89-115 Mare Street
Contact point(s): Corporate Fleet
For the attention of: Norman Harding
E8 4RU London
Telephone: +44 2083563613
Internet address:

Tenders or requests to participate must be sent to: London Borough of Hackney
3rd floor, Keltan House, 89-115 Mare Street
Contact point(s): Corporate Fleet
For the attention of: Norman Harding
E8 4RU London
Telephone: +44 2083563613
Internet address:


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

Accident management service.


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

Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: London Borough of Hackney.
NUTS code UKI12


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 a single operator
Duration of the framework agreementDuration in years: 04
Estimated total value of purchases for the entire duration of the framework agreementEstimated value excluding VAT: 600 000 GBP


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

The London Borough of Hackney is seeking to set up a 4 year framework agreement with one suitably qualified provider of accident management services. The Council would like tenderers to propose innovative solutions for provision of a comprehensive and transparent accident management service from first notification of loss to claims management through to insurance liaison and repairs management. The Council will require online access to vehicle accident / repairs history in real time and will expect tenderers to demonstrate that they can provide a seamless accident management service.


II.1.6)Common procurement vocabulary (CPV)



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: no


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 accident management service will include the following services:
— A first point of contact for notification of loss,
— Vehicle recovery,
— Estimates for repair costs,
— Insurance claims / third party claims management and intervention,
— Repairs management of un-insured loss recovery,
— Access to correspondences, repairs data / history,
— Prompt turnaround times,
— Vehicle collection and delivery for all vehicles in the Councils fleet,
— Industry best practice management and reporting,
— An accident management service to track, log and process claims for all vehicles to ensure a complete data base of accident records for the Councils fleet.
Estimated value excluding VAT: 600 000 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

Duration in months: 48 (from the award of the contract)


Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As detailed in the tender documents.


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

As detailed in the tender documents.


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

As detailed in the tender documents.


III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the tender documents.


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: Tenderers must provide the names of 2 reference sites to whom the tenderer has been providing / or has provided comparable services and are willing to discuss their experiences. Other criteria as identified in the tender documents. Any criteria requested must be included in the selection criteria.


III.2.2)Economic and financial ability
III.2.3)Technical capacity
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



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:



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: 5.1.2012
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: 04 (from the date stated for receipt of tender)


IV.3.8)Conditions for opening tenders

Date: 10.1.2012
Place:Hackney Procurement Service, Keltan House, London E8 4RU, UNITED KINGDOM.Persons authorised to be present at the opening of tenders: no


Section VI: Complementary information

VI.1)Information about recurrence

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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

see section VI.4.2


VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: This authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from notification of the award decision to request additional debriefing and that information has to be provided a minimum of 3 working days before expiry of the standstill period. Such additional information should be requested from the address in section 1.1 If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 provide for aggrieved parties who have been harmed or are 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 (generally within 3 months). Where a contract has not been entered into the court may order the settling aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may only award damages.


VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:14.11.2011