Fleet management and maintenance services contract

Fleet management and maintenance services contract

The Contracting Authority is seeking expressions of interest from suitably experienced and qualified service providers to deliver fleet management and maintenance services covering all vehicles owned and operated by the Contracting Authority.

UK-Bangor: Fleet management, repair and maintenance services

2013/S 087-148262

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cartrefi Cymunedol Gwynedd Cyfyngedig
Uned 6 and 7 Llys Castan, Parc Menai, Gwynedd
For the attention of: The Secretary
LL57 4FH Bangor
UNITED KINGDOM
E-mail: fleet@ccgwynedd.org.uk

Internet address(es):

General address of the contracting authority: http://www.ccgwynedd.org.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

Housing and community amenities
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)Description
II.1.1)Title attributed to the contract by the contracting authority:

Fleet management and maintenance services contract (2013-2016).
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: Northwest Wales
NUTS code UKL12

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 is seeking expressions of interest from suitably experienced and qualified service providers to deliver fleet management and maintenance services covering all vehicles owned and operated by the Contracting Authority.
The Contracting Authority anticipates appointing a single service provider under a bespoke form of fleet management contract, the proposed form of which will be issued to those service providers that are invited to proceed to submit tender responses in due course.
The services required under the contract will cover general fleet management and maintenance services over a three year duration (extendable for a further two years at the Contracting Authority’s sole discretion) across North Wales and may include (but not be limited to) the following:
(a) safety inspections;
(b) servicing;
(c) statutory testing;
(d) repairs;
(e) breakdown recovery;
(f) bodywork repairs (including third party contractors);
(g) tyre management;
(h) supply of lubricants and fluids for top-ups;
(i) provision and storage of maintenance records;
(j) programming of servicing and maintenance work;
(k) advice on fleet management strategy;
(l) advice on fleet procurement;
(m) short term hire;
(n) fuel cards;
(o) provision of fleet performance information.
Service providers should also note that (a) any right of extension under the contract will be at the Contracting Authority’s sole discretion; and (b) the Contracting Authority will not guarantee any minimum level or value of services required under the contract.
Further details of the Contracting Authority’s requirements shall be set out in the pre-qualification questionnaire and invitation to tender (in due course). However, service providers should note that in order to be awarded the eventual contract, they will need to be able to demonstrate both knowledge and experience in providing the services required in the context of affordable housing schemes, as well as across a number of geographical areas.
For information, the Contracting Authority’s web site – which includes details of its current schemes – is www.ccgwynedd.org.uk.

II.1.6)Common procurement vocabulary (CPV)

50111000, 50111100, 50116500, 50111110

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: 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 estimated value of the contract is GBP 500 000 (five hundred thousand pounds) per annum, resulting in an estimated value over the original three year contract term of £1,500,000 (one million five hundred thousand pounds). On this basis, the estimated value increases to GBP 2 500 000 (two million five hundred thousand pounds) when factoring in the possible two year extension to the contract that the Contracting Authority may exercise at its absolute discretion.
Estimated value excluding VAT:
Range: between 1 500 000 and 2 500 000 GBP
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: 60 (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:

Warranties, bonds and or parent company guarantees or similar may be required. Details will be included in the pre-qualification questionnaire (and later, the invitation to tender documentation).
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment terms will be specified in the invitation to tender documentation.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

In the event of a group bid, each company or firm in the bid will be jointly and severally responsible for due performance of the contract. Detailed requirements will be specified in the invitation to tender documentation.
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 pre-qualification questionnaire in the context of pre-qualification (and later, the invitation to tender documentation).
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: As set out in the pre-qualification questionnaire in the context of pre-qualification (and later, the invitation to tender documentation).
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in thepre-qualification questionnaire in the context of pre-qualification (and later, the invitation to tender documentation).
Minimum level(s) of standards possibly required: As set out in the pre-qualification questionnaire in the context of pre-qualification (and later, the invitation to tender documentation).
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Applicants will be required to complete a pre-qualification questionnaire, which is available from the address at Section 1.I above and must be returned by the date stipulated in this Contract Notice.
Minimum level(s) of standards possibly required:
As set out in the pre-qualification questionnaire in the context of pre-qualification (and later, the invitation to tender documentation).
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

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

Envisaged number of operators: 6
Objective criteria for choosing the limited number of candidates: The objective criteria will be based on evaluation and scoring of the candidate’s pre-qualification questionnaire. Where the number of operators expressing interest exceeds 6, invitation to tender shall be restricted to the 6 highest scoring evaluations of the pre-qualification questionnaire. Details of the selection and evaluation criteria will be 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 management and maintenance.
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

7.6.2013
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
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

The Contracting Authority reserves the right to cancel the OJEU/tender process and to not make an award of the contract or to award only part or parts of the proposed contract and does not accept any liability for costs incurred in responding to the pre-qualification questionnaire or invitation to tender.
Save for any mandatory periods, the timescales indicated in this Contract Notice are approximate and the Contracting Authority reserves the right to amend the same.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

Body responsible for mediation procedures

Royal Courts of Justice
Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will observe a standstill period following the award of the contract and conduct itself in respect of any appeals in accordance with the Public Contracts Regulations 2006 (as amended).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:1.5.2013