Derbyshire Fleet Options Framework Agreement

Derbyshire Fleet Options Framework Agreement

Framework Agreement for the provision of all fleet related services including all types of pumping appliances, aerials and specials which includes conversions; chassis, funding, operational equipment, fleet and associated equipment maintenance, vehicle spare parts and fleet management software systems.

United Kingdom-Derby: Fire engines

2013/S 134-231935

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

Derbyshire Fire and Rescue Service
Headquarters, The Old Hall, Burton Road, Littleover
For the attention of: Helen Tideswell
DE23 6EH Derby
UNITED KINGDOM
Telephone: +44 1283730159
E-mail: fleetoptionsframework@derbys-fire.gov.uk
Fax: +44 1283730159

Internet address(es):

General address of the contracting authority: www.derbysfire.gov.uk

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

Body governed by public law
I.3)Main activity

General public services
Public order and safety
I.4)Contract award on behalf of other contracting authorities

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

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Derbyshire Fleet Options Framework Agreement.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
A combination of these
Main site or location of works, place of delivery or of performance: United Kingdom.
NUTS code UK

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 50 000 000 and 100 000 000 GBP

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

Framework Agreement for the provision of all fleet related services including all types of pumping appliances, aerials and specials which includes conversions; chassis, funding, operational equipment, fleet and associated equipment maintenance, vehicle spare parts and fleet management software systems.
The framework agreement will be for use by all UK Fire & Rescue Services (a list of fire authorities can be found at: http:// www.fireservice.co.uk/information/UKFRS.php), and their agents.

II.1.6)Common procurement vocabulary (CPV)

34144213, 34144200, 34144210, 34144211, 34144212, 34142100, 34951000, 34113300, 34113200, 34113000, 34136000, 34136200, 34136100, 34130000, 34138000, 50117100, 34140000, 34133000, 34114000, 34144000, 34221100, 34221000, 34221200, 34211300, 34223000, 34200000, 34223350, 34000000, 34100000, 34139000, 34139100, 34139200, 34139300, 66114000, 34310000, 34330000, 34320000, 34913000, 50110000, 35112000, 42122110, 44482100, 43328100, 31120000, 44481100, 42521000, 34520000, 34521000, 34522200, 34522350, 34522400, 34522450, 34522500, 48000000, 48100000, 48612000

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

The contract is covered by the Government Procurement Agreement (GPA): no
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:

Provision of fleet related supplies and services (fleet options) comprising of 7 Lots, including appliances, conversions, chassis, funding, operational equipment as carried upon fire vehicles, vehicle spare parts, fleet and associated equipment repair and maintenance and fleet management systems.
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

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

Information about lots

Lot No: 1 Lot title: Fire Vehicles

1)Short description

All types of fire vehicles, including installation, retro-fit, conversion, communications fit and associated equipment.
2)Common procurement vocabulary (CPV)

34144213, 34144210, 34144200, 34144211, 34144212, 34951000, 34142100, 34113200, 34113300, 34113000, 34136000, 34136200, 34136100, 34130000, 34138000, 50117100, 34140000, 34133000, 34114000, 34144000, 34221100, 34221000, 34221200, 34211300, 34200000, 34223000, 34223350, 34000000, 34100000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Chassis

1)Short description

Chassis and chassis cabs as required.
2)Common procurement vocabulary (CPV)

34139000, 34139100, 34139200, 34139300

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Funding

1)Short description

Operating lease, financial lease, rental and hire.
2)Common procurement vocabulary (CPV)

66114000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Emergency Rescue Equipment

1)Short description

Emergency rescue equipment required to kit out fire appliances. This Lot also includes boats for water rescue.
2)Common procurement vocabulary (CPV)

35112000, 42122110, 44482100, 43328100, 31120000, 44481100, 42521000, 34520000, 34521000, 34522200, 34522350, 34522400, 34522450, 34522500

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Fleet & Associated Equipment Maintenance

1)Short description

Maintenance provision for fleet and associated equipment maintenance, covering heavy and light vehicles, including cars and vans.
2)Common procurement vocabulary (CPV)

50110000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 6 Lot title: Vehicle Spare Parts

1)Short description

Provision of vehicle spare parts for heavy and light fleet.
2)Common procurement vocabulary (CPV)

34310000, 34330000, 34320000, 34913000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 7 Lot title: Vehicle Fleet Management System

1)Short description

Provision of a vehicle fleet management system.
2)Common procurement vocabulary (CPV)

48000000, 48100000, 48612000

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:

The Contracting Authority reserves the right to require deposits, guarantees, bonds, insurance or any other form of appropriate security. Further information will be included in the pre-qualification questionnaire and the invitation to tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As stated in the form of the framework agreement, call-off contract and invitation to tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form is required, but if a framework is awarded to a consortium which is not a legal entity, the framework agreement will require a lead contractor to be named which shall accept responsibility for all the obligations of the members and the framework agreement will impose joint and several liability on the consortium members.
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, framework agreement, mini-competition papers and call-off contracts.
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: Participants will be required to complete a Pre-Qualification Questionnaire which will be provided upon request by submitting an e-mail to the contact point at I.1. Participants will be confined to manufacturers, authorised distributors of emergency services products and authorised licencees of funding to ensure objectives of streamlined processes are met.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Financial and economic standing requirements as stated in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: There are minimum requirements of insurance and these are:
— Product Liability GBP 5 million in the aggregate per insurance period.
— Employer’s Liability GBP 5 million on an each and every claim or series of connected claims basis; and
— Public Liability GBP 10 million on an each and every claim or series of claims basis.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Technical requirements as stated in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
As detailed in the Pre-Qualification Questionnaire and tender documents.
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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates: This will be defined by Lot as set out in the Pre-Qualification Questionnaire.
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:

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

Prior information notice

Notice number in the OJEU: 2013/S 101-172748 of 28.5.2013

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: 15.8.2013
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

12.9.2013 – 15:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

1.10.2013
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
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

Derbyshire Fire & Rescue Service (DFRS) intends to establish a framework agreement for their own use which will be available to other UK Fire and Rescue Services and their agents. The framework arrangements will be sub divided into 7 Lots which will be tendered as 2 separate tranches under this framework and will commence in 2013/14 for a 4 year period.
DFRS’s objective is to meet the recognised need for a clear and streamlined solution to fleet and equipment procurement and other related services and wish to establish a framework which offers an opportunity for greater resilience and interoperability for the UK FRS.
The framework will offer a ‘one-stop-shop’ approach to fleet and associated services. The use of the framework will not be mandatory. The use of this framework is supported by several fire and rescue services in the spirit of increasing collaboration, standardisation and effective use of resources.
This framework is issued in the context of the recent comprehensive spending review whereby the Government aim to save GBP 11.5 billon from departments in 2015/16. Public sector spending will fall from 48 % of GDP to circa 39.5 %. The cumulative impact of cuts over the next 4 years means a reduction of GBP 211 m or 20 % in real terms funding to the English Fire Sector. DFRS participated in consultation in the review of Efficiencies and Operations “Facing the Future”. One of the several outcomes of this report was a further recognition for potential savings some of which are through lessons learnt and best practice procurement including engaging with suppliers. This framework intends to evidence learning, sharing of best practice and standardisation through our collaborative partners. The framework will allow DFRS to further enhance those lessons learned and make it available to other fire and rescue services. Additionally the framework will be made available to those primary suppliers who are successful in becoming agents for provision of fleet services to other fire and rescue services. Upon award of this framework, details will be made available to all fire and rescue services wishing to participate within the framework via a bespoke portal which will hold all supplier contract details including product availability, testing certificates and industry accreditations. The facility for mini-competitions with focussed evaluation criteria will also be made available. There will be no fees or commission fees for access to the framework.
As part of this framework evaluation, suppliers within Lot 1 may be subject to a bespoke site audit and vehicles will be technically evaluated in the United Kingdom.
Derbyshire Fire & Rescue Service will be signatory to the framework agreements. The arrangement will allow those specified in the Contract Notice to purchase appliances and the other fleet options from a range of offers from a “Call Off” arrangement after a Mini-Competition process conforming to Regulation 19 of the Public Contracts Regulations 2006 (as amended) where appropriate. Each Contracting Authority placing an order under this Framework Agreement will do so on the terms of a “Call-off Contract” which shall form the basis of the contractual relationship between it and its preferred supplier.
Contractors wishing to be considered for this tendering opportunity must request and complete a pre-qualification questionnaire (PQQ). The deadline for completing the PQQ is stipulated at section IV.3.3. The PQQ is designed to furnish DFRS with the information and formalities necessary for an appraisal of the minimum standards of economic and financial standing, ability and technical ability required by the Contractor and will be used as part of the selection process by which prospective tenderers will be shortlisted.
The bidders are advised that some sections/ questions in the PQQ are pass/fail, some sections/ questions carry a minimum pass mark and if in some sections/questions a score of ‘0’ is received the bidder will be eliminated from the procurement process. The weightings and scoring methodology are shown in the pre-qualification document.
Submissions will only be accepted in the English language and similarly all financial information is to be concluded in pounds sterling (GBP).
Derbyshire Fire & Rescue Service does not bind itself to any contract as a result of the publication of this notice and will not under any circumstances have any liability for any costs any person responding to this notice incur in any part of the tender process.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Please refer to VI.4.2 below.

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum 10 calendar day standstill period (or 15 days where non-electronic or fax methods are used) at the point that an award decision is communicated to tenderers. The award decision notice will specify the criteria for the award of the contract, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender; and will specify when the standstill period is expected to end or the date before which the Contracting Authority will not conclude the contract. If an appeal regarding the award of the contract has not been been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or are at risk of 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). The Court may order the setting aside of the award decision or may order the Contracting Authority to amend any document and may award damages. If the contract has been entered into the Court may make a declaration of ineffectiveness or may order that the duration of any relevant specific contract be shortened and additionally may award damages. The time limit for seeking such a declaration is generally 30 days from notification of award (either by award decision notification or contract award notice depending on the circumstances) or otherwise 6 months.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:10.7.2013