Fleet Maintenance Contract

Fleet Maintenance Contract

The Contracting Authority requires the procurement, management, maintenance and repair of its fleet of operational vehicles, appliances (i.e. fire engines), operational equipment and critical assets.

UK-London: Repair, maintenance and associated services of vehicles and related equipment

2013/S 080-134871

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Fire Brigade
Corporate Procurement, 169 Union Street
For the attention of: Emma Rice
SE1 0LL London
UNITED KINGDOM
Telephone: +44 2085551200-31179
E-mail: emma.rice@london-fire.gov.uk
Fax: +44 2079603623

Internet address(es):

General address of the contracting authority: www.london-fire.gov.uk

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

Other: Fire and Rescue Services Authority
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:

Fleet And Operational Equipment and Assets Contract.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Greater London.
NUTS code UKI

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

The Contracting Authority requires the procurement, management, maintenance and repair of its fleet of operational vehicles, appliances (i.e. fire engines), operational equipment and critical assets. (The critical assets apply solely to Lot 1 and Lot 3 and are the items of equipment which, in addition to vehicles, are needed to undertake fire and rescue services including, but not limited to, hoses, breathing apparatus, respiratory and telemetry equipment, air cylinders and gas tight suits).
The Contracting Authority may lease one or more of its premises to the contractor as part of the contract.
The Contracting Authority reserves the right at any time to cease this tendering process and not to award a contract.
The Contracting Authority at its absolute discretion may wish to extend the contract for a further period or periods up to an aggregate of 48 months.
II.1.6)Common procurement vocabulary (CPV)

50100000, 50111000, 50111100, 50111110, 34144213, 34144210, 34110000, 35112000, 42415320, 44482100, 35111100, 50413200, 44612100, 35814000, 35113410

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: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Lot 1 Fleet And Operational Equipment Items, Management, Maintenance Contract and Sourcing and Procurement Contract including Protective Equipment and Critical Assets
This Lot may be partially under a Private Finance Initiative (PFI) arrangement until the second quarter of 2021 (at the latest).
Lot 2 Fleet And Operational Equipment Items Management, Maintenance and Sourcing and Procurement Contract. This Lot may be partially under a Private Finance Initiative (PFI) arrangement until the second quarter of 2021 (at the latest).
Lot 3 Protective Equipment and Critical Assets Management, Maintenance and Sourcing and Procurement Contract.
As per II.2.2 There are no Options other than those stated in Section II [Information about Lots] of this Contract Notice.
Estimated value excluding VAT:
Range: between 87 000 000 and 900 000 000 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: 252 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Fleet And Operational Equipment Items, Management, Maintenance Contract and Sourcing and Procurement Contract including Protective Equipment and Critical Assets

1)Short description

The Contract will include the full management (including collection and delivery for fleet and operational equipment), maintenance, sourcing and procurement and repair (and funding arrangements as appropriate) of vehicles, operational equipment, protective equipment and Critical Assets. For the avoidance of doubt this excludes fire fighting personal protective equipment (PPE).
The requirement will be tendered under 2 options;
Option 1: The Contractor must finance and own the vehicles, equipment and potentially the Critical Assets and Protective Equipment for the first 7 year period of the contract under a Private Finance Initiative (PFI) arrangement. During the first or second quarter of 2021 the ownership of the assets would transfer to the Authority and the Authority will then determine an alternative methodology for financing, (which could include the Contractor financing the vehicles, equipment, the Critical Assets and Protective Equipment) and this would include the transfer of the title to the assets to the Authority. For the avoidance of doubt after 2021 the Contractor would continue to fully manage, maintain and repair all equipment and assets and would provide a procurement service for the majority of the new assets (i.e. sourcing and procuring assets and equipment).
Option 2: The Authority owns the assets and equipment throughout the term of the contract and the Contractor would provide the full management, maintenance, repair, and procurement services (i.e. sourcing and procuring assets and equipment).
As part of the Contract the Authority will lease a number of premises (this may include the Authority’s workshops at Ruislip and Croydon and its satellite locations at Barking, Beckenham and Park Royal) to the successful Contractor. The Contractor may be allowed to also utilise their own premises to provide the Services or propose alternative options.
The contract will also involve the transfer of the employees currently undertaking this work to the new contractor under the Transfer of Undertakings (Protection of Employment) Regulations 2006.
2)Common procurement vocabulary (CPV)

50100000, 50111000, 50111100, 50111110, 34144213, 34144210, 34110000, 35112000, 42415320, 44482100, 35111100, 50413200, 44612100, 35814000, 35113410

3)Quantity or scope

The Authority will provide output based specifications for new vehicles and equipment and the Contractor shall procure the equipment and vehicles in accordance with a contractual timetable throughout the agreement. This means that the contractor shall procure and manage the acquisition of new assets. The Contractor may also be required to fund new assets up until the second quarter of 2021.
Under option 1, the Contractor will be required to purchase the existing assets at the commencement of the agreement (c.GBP 16m + c£6m for new dimensions vehicles) and carry out replacements of appliances up until 2021 (cGBP 68m from 2014 to 2021). Additional Critical Assets will need to be taken on by the contractor and under option 1 this may include the funding of items such as gas tight suits, breathing apparatus sets (cGBP 1.4m), respiratory equipment (cGBP 4.3m) and compressed air cylinders.
Some of these Critical Assets will need to be procured during the term of the agreement.
The management and procurement of existing and new vehicles, equipment and assets will require the Contractor to assume responsibility for risks in relation to all of the vehicles, equipment and assets (including all existing vehicles, equipment and assets) and the quality of the Services.
4)Indication about different date for duration of contract or starting/completion

Duration in months: 252 (from the award of the contract)
5)Additional information about lots

Bidders are required to register and express their interest through the Bluelight Portal (www.bluelight.gov.uk). It is free to register and bidders should receive notification of acceptance of their registration within 48 hours. Please be aware emails from the Portal may be quarantined by email filters.

The contracting authority reserves the right at any time to cease this tendering process in relation to this Lot and / or not to award a contract. The Contracting Authority, at its absolute discretion, may wish to extend the contract for a further period or periods up to an aggregate of forty eight (48) months.
This contract will be made available to Mayor’s Office for Policing and Crime (formerly the Metropolitan Police Authority), the Greater London Authority and Transport for London.

Lot No: 2 Lot title: Fleet And Operational Equipment Items, Management, Maintenance and Sourcing and Procurement Contract.

1)Short description

The Contract will include the management (including collection and delivery for fleet and operational equipment), maintenance, sourcing and procuring and repair (and funding arrangements as appropriate) of vehicles and operational equipment only.
The requirement will be tendered under two options;
Option 1: The Contractor must finance and own the vehicles and equipment for the first seven year period of the contract under a Private Finance Initiative (PFI) arrangement. During the first or second quarter of 2021 the ownership of the assets would transfer to the Authority and the Authority will then determine an alternative methodology for financing, (which could include the Contractor financing the vehicles, equipment,) and this would include the transfer of the title to the assets to the Authority. For the avoidance of doubt after 2021 the Contractor would continue to fully manage, maintain and repair all equipment and assets and would provide a procurement service for new assets (i.e. sourcing and procuring all assets and equipment).
Option 2: The Authority owns the assets throughout the term of the contract and the Contractor would provide the full management, maintenance, repair, and procurement services (i.e. sourcing and procuring all assets and equipment).
As part of the Contract the Authority will lease one of its premises (namely the Authority’s workshops at Ruislip ) to the successful Contractor. The Contractor may be allowed to also utilise their own premises to provide the Services or propose alternative options.
The contract will also involve the transfer of the employees currently undertaking this work to the new contractor under the Transfer of Undertakings (Protection of Employment) Regulations 2006.
2)Common procurement vocabulary (CPV)

50100000, 50111000, 50111100, 50111110, 34144213, 34144210, 34110000, 35112000, 42415320, 50413200

3)Quantity or scope

The Authority will provide output based specifications for new vehicles and equipment and the Contractor shall procure the equipment and vehicles in accordance with a contractual timetable throughout the agreement. This means that the contractor shall procure and manage the acquisition of new assets. The Contractor may also be required to fund new assets up until the second quarter of 2021.
Under option 1, the Contractor will be required to purchase the existing assets at the commencement of the agreement (c.GBP 16m + cGBP 6m for new dimensions vehicles) and carry out replacements of appliances up until 2021 (cGBP 68m from 2014 to 2021).
The management and procurement of existing and new vehicles and operational equipment will require the Contractor to assume responsibility for risks in relation to all of the vehicles and operational equipment (including all existing vehicles, equipment and assets) and the quality of the Services.
4)Indication about different date for duration of contract or starting/completion

Duration in months: 252 (from the award of the contract)
5)Additional information about lots

Bidders are required to register and express their interest through the Bluelight Portal (www.bluelight.gov.uk). It is free to register and bidders should receive notification of acceptance of their registration within 48 hours. Please be aware emails from the Portal may be quarantined by email filters.

The contracting authority reserves the right at any time to cease this tendering process in relation to this Lot and / or not to award a contract.
The contracting authority, at its absolute discretion, may wish to extend the contract for a further period or periods up to an aggregate of forty eight (48) months.
This contract will be made available to the Mayor’s Office for Policing and Crime (formerly the Metropolitan Police Authority), the Greater London Authority and Transport for London.

Lot No: 3 Lot title: Protective Equipment and Critical Assets Management, Maintenance and Sourcing and Procurement Contract

1)Short description

The Contract will include the full management (including some delivery services to large operational incidents), maintenance, sourcing, procuring and repair of protective equipment and critical assets. For the avoidance of doubt this excludes fire fighting personal protective equipment (PPE).
The Authority owns the assets and equipment and specifies their output requirements throughout the term of the contract throughout the term of the contract and the Contractor would provide the full management, maintenance, repair for all Critical Assets and operational equipment, and will provide the procurement services for some of these assets (i.e. sourcing and procuring assets and equipment).
As part of the Contract the Authority will lease a number of premises (this may include the Authority’s workshops at Croydon and its satellite locations at Barking, Beckenham and Park Royal) to the successful Contractor. The Contractor may be allowed to also utilise their own premises to provide the Services or propose alternative options.
The contract will also involve the transfer of the employees currently undertaking this work to the new contractor under the Transfer of Undertakings (Protection of Employment) Regulations 2006.
2)Common procurement vocabulary (CPV)

50413200, 35112000, 44482100, 35111100, 44612100, 35814000, 35113410

3)Quantity or scope

The Authority will provide output based specifications for new critical assets and protective equipment and the Contractor shall procure the equipment in accordance with a contractual timetable throughout the agreement. This means that the contractor shall procure and manage the acquisition of new assets.
The management and procurement of existing and new assets and equipment will require the Contractor to assume responsibility for risks in relation to all of the assets and equipment (including existing assets and equipment) and the quality of the Services.
4)Indication about different date for duration of contract or starting/completion

Duration in months: 252 (from the award of the contract)
5)Additional information about lots

Bidders are required to register and express their interest through the Bluelight Portal (www.bluelight.gov.uk). It is free to register and bidders should receive notification of acceptance of their registration within 48 hours. Please be aware emails from the Portal may be quarantined by email filters.

The contracting authority reserves the right at any time to cease this tendering process in relation to this Lot and / or not to award a contract.
The contracting authority, at its absolute discretion, may wish to extend the contract for a further period or periods up to an aggregate of forty eight (48) months.
This contract will be made available to the Mayor’s Office for Policing and Crime (formerly the Metropolitan Police Authority), the Greater London Authority and Transport for London

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

A performance bond or guarantee including a parent company guarantee will be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment will be made in accordance with the contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Contracting Authority reserves the right to require groupings of contractors to take a particular legal form or require a single entity to take primary liability or to require each party to accept joint and several liability. Further information is provided in the contract documents.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As set out in the tendering 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: Information and formalities necessary for evaluating if requirements are met:
Companies wishing to be considered for inclusion on the tender list are
required to complete the pre-qualification questionnaire which will be sent
upon expression of interest through the Bluelight Portal.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
The information is set out in the pre-qualification questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Information and formalities necessary for evaluating if requirements are met:
The information is set out in the pre-qualification questionnaire.
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: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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

Envisaged minimum number 3: and maximum number 5
Objective criteria for choosing the limited number of candidates: The criteria stated in the pre-qualification questionnaire.
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 yes
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: 2012/S 221-364406 of 16.11.2012

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

23.5.2013 – 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

12.7.2013
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: yes
Reference to project(s) and/or programme(s): ENT/CIP/11/C/N02C011.
VI.3)Additional information

In reference to ENT/CIP/11/C/N02C011, LFB is currently researching innovative ways to reduce the environmental footprint of its fleet under the FIRED-uP project. The project is co-financed by the European Commission and is expected to result in the identification of technical and/or process-based solutions in the period 2013-2015. Implementation of these solutions may form part of the scope of this contract and further details will be made available at the invitation to participate in dialogue stage.
Bidders are required to register and express their interest through the Bluelight Portal (www.bluelight.gov.uk). It is free to register and bidders should receive notification of acceptance of their registration within 48 hours. Please be aware emails from the Portal may be quarantined by email filters.

The contracting authority reserves the right at any time to cease this tendering process and not to award a contract. The contracting authority, at its absolute discretion, may wish to extend the contract for a further period or periods up to an aggregate of forty eight (48) months.
This contract will be made available to Mayor’s Office for Policing and Crime (formerly the Metropolitan Police Authority), the Greater London Authority and Transport for London.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court of England and Wales
Royal Courts of Justice Strand
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Proceedings must be brought within 30 days of the date on which the economic operator knew or ought to have known of the breach of duty owed to it by the contracting authority unless the court considers there is good reason for extending the period within which proceedings can be brought.
VI.4.3)Service from which information about the lodging of appeals may be obtained

High Court of England and Wales
Royal Courts of Justice, Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.5)Date of dispatch of this notice:22.4.2013