Fleet Services Procurement with and without Maintenance

Fleet Services Procurement with and without Maintenance

Main fleet leased with maintenance and without maintenance, specialist fleet with maintenance, short term hire, plant some with maintenance, some without maintenance, parts supply via consignment stock.

UK-Cardiff: motor vehicles

2012/S 210-346104

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

County Council of the City and County of Cardiff (Cardiff Council)
County Hall, Atlantic Wharf
For the attention of: Lucy Williams
CF10 4UW Cardiff
UNITED KINGDOM
Telephone: +44 2920873736
E-mail: lucywilliams@cardiff.gov.uk

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

Fleet Services Procurement with and without Maintenance.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 2: Land transport services [2], including armoured car services, and courier services, except transport of mail
Main site or location of works, place of delivery or of performance: Delivery within the boundary of Cardiff County Council.
NUTS code UKL22

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)

Cardiff Council is seek to award contracts for the following lots:
— main fleet leased with maintenance and without maintenance,
— specialist fleet with maintenance,
— short term hire,
— plant some with maintenance, some without maintenance,
— parts supply via consignment stock.
Community Benefits apply to this contract, Further details: As set out in the Invitation to Tender.
II.1.6)Common procurement vocabulary (CPV)

34100000, 34110000, 34111000, 34113000, 34114000, 34115000, 34120000, 34300000, 50110000, 50111000, 45259000

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:

See individual Lots.
Estimated value excluding VAT:
Range: between 45 500 000 and 100 500 000 GBP
II.2.2)Information about options

Options: yes
Provisional timetable for recourse to these options:
in months: 84 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 0 and 36
II.3)Duration of the contract or time limit for completion

Duration in months: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Main Fleet Leased With Maintenance and Without Maintenance

1)Short description

Supply of the main fleet vehicles via contract hire with maintenance and without maintenance.
2)Common procurement vocabulary (CPV)

34100000, 34300000, 50110000, 50111000

3)Quantity or scope

The main fleet will consist of any non Operators Licence vehicles:
— cars,
— vans,
— car derived vans,
— 4×4”s,
— tippers up to 3.5 tonnes,
— minibuses,
— accessible minibuses,
— MPV.
These vehicles unless expressly agreed will be maintained by the Authority at their premises, at the Authority’s expense.
Estimated value excluding VAT:
Range: between 10 000 000 and 30 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
5)Additional information about lots
Lot No: 2 Lot title: Specialist Fleet Procurement with Maintenance

1)Short description

Supply of the specialist fleet vehicles via contract hire with maintenance.
2)Common procurement vocabulary (CPV)

34114000, 34115000, 34120000, 34300000, 50110000, 50111000

3)Quantity or scope

Specialist Fleet including maintenance will include:
— refuse collection vehicles (RCV) & food waste collection vehicles,
— sweepers, vacuum tankers, high volume jetter, cranes, road marking, chapter 8, tarmac and hookloaders,
— mobile libraries and specialist fit vehicles (e.g., mobile classrooms and exhibition trucks),
— other vehicles contained on the authorities operators licence.
Estimated value excluding VAT:
Range: between 30 000 000 and 50 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
5)Additional information about lots
Lot No: 3 Lot title: Short Term Hire Vehicles

1)Short description

Supply of short term hire vehicles.
2)Common procurement vocabulary (CPV)

34100000, 50111000

3)Quantity or scope

The Short Term Hire Fleet will consist of:
— rental vehicle (daily up to 12 months).
Rental vehicles will consists of:
— cars,
— 4×4”s,
— MPV”s,
— car derived vans,
— vans,
— minibuses,
— accessible minibuses,
— RCV”s,
— gritters,
— sweepers,
— HGV”s,
— tippers,
— jetting machine,
— cherry pickers / lifting platforms,
— telehandler.
These should be maintained by the Contractor.
Estimated value excluding VAT:
Range: between 3 500 000 and 10 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
5)Additional information about lots
Lot No: 4 Lot title: Plant Some With Maintenance and Some Without Maintenance via Contract Hire

1)Short description

Supply of plant via contract hire, some with maintenance and some without maintenance.
2)Common procurement vocabulary (CPV)

50111000, 45259000

3)Quantity or scope

Plant will include but not limited too:
— tractors,
— mowers,
— ride on mowers,
— fork lift trucks,
— telehandlers,
— loaders,
— excavators,
— dozers,
— dump trucks,
— diggers,
— trailers,
— wood chippers,
— post lifters.
Estimated value excluding VAT:
Range: between 2 500 000 and 7 500 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
5)Additional information about lots
Lot No: 5 Lot title: Parts for the Maintenance of the Main Fleet

1)Short description

Supply of parts for the maintenance of the main fleet via consignment stock.
2)Common procurement vocabulary (CPV)

50110000, 50111000

3)Quantity or scope

Cardiff Council will be responsible for the maintenance of its Main fleet, hence the parts requirements will be limited to the vehicles on the main fleet. The successful contractor will work with Cardiff Council to rationalise stockholding to match Cardiff Council maintenance schedules. The Main fleet consists of:
— cars,
— vans,
— car derived vans,
— 4×4”s,
— tippers,
— gritters,
— motorcycles,
— minibuses,
— accessible minibuses,
— MPV.
It is the intention of Cardiff Council to standardise its Fleet to Single and or Dual badge for each category, this means that whilst the volumes of parts should not significantly vary the basket of parts may change to reflect the profile of the Fleet.
Estimated value excluding VAT:
Range: between 2 000 000 and 3 000 000 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
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:

None required at this stage, however Cardiff Council reserves the right to request a parent company and/or other guarantees of financial liability.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As set out in the invitation to tender (ITT) documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

None specified, save that in the case of a partnership or consortium or other group of more than one legal entity bidding together, the contract will be with either (1) all bidders on the basis of joint and several liability, or (2) with one or more of the parties acting as ‘prime contractor’ (and where more than one, on a joint and several liability basis). Where the contract is with a special purpose company with separate legal personality established for the project, the contracting authority will require sufficient guarantees to be given by participants in that company or their parents.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Please refer to the ITT.
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: Fulfils any of the circumstances set out in Regulations 23(1) and/or 23(4) of the Public Contracts Regulations 2006.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Will be stated in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: As set out in Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Can be obtained from the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
As set out in 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: no

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 minimum number 5 per Lot: and maximum number 6 per Lot
Objective criteria for choosing the limited number of candidates: As set out 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 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:

5902CCC
IV.3.2)Previous publication(s) concerning the same contract

no
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: 23.11.2012 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

3.12.2012 – 12:00
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 tenders

Date: 3.12.2012 – 14:30
Place:

County Hall, Cardiff.

Persons authorised to be present at the opening of tenders: no

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 contract(s) to be procured shall be for a term of 7 years, there is an option for the Authority to extend for periods up to a year up to a maximum of 3 occasions i.e 7 +1+1+1 so that the potential maximum term for any contract let under this procurement could be 10 years.
The contract value set out in this notice has been determined using historical data and information and Cardiff Council makes no representation whatsoever that the maximum indicative values set out in this notice will be achieved.
All tender costs and liabilities incurred by bidders shall be the sole responsibility of bidders.
Cardiff Council reserves the right to award the each Lot / contract in whole or in part.
Cardiff Council reserves the right to evaluate each Lot as a separate contract.
Cardiff Council reserves the right to annul the tendering process at any time and not award any contract.
Cardiff Council reserves the right to abandon the tendering process at any time.
The timetable set out in the PQQ is indicative only and Cardiff Council reserves the right to depart therefrom at any time.
All documents to be priced in GBP and all payments made in GBP.
Cardiff Council endeavours to achieve sustainable development outcomes from all its activities and is committed to contributing to the social, economic and environmental well-being of the wider community.
This procurement exercise is being carried out via the Bravo Solutions e-tendering portal and you are required to register your company’s details so that you can access the electronic copy of the tender documents when they become available. Please visit www.etenderwales.bravosolution.co.uk.

The process of registering on the website is free and simple. If you have any queries please contact BravoSolution Helpdesk (details on the webpage) as they will be able to resolve any problems you may have.
Please advise via e-mail of your successful registration as soon as possible.
Suppliers Instructions How to Express Interest in this Tender.
1. Register your company on the xchangewales portal (this is only required once)
— Browse to the eSourcing Portal: www.etenderwales.bravosolution.co.uk,

— Click the “Click here to register” link,
— Accept the terms and conditions and click “continue”,
— Enter your correct business and user details,
— Note the username you chose and click “Save” when complete,
— You will shortly receive an email with your unique password (please keep this secure).
2. Express an Interest in the tender
Login to the portal with the username/password.
3. Responding to the tender
— You can now choose to “Reply” or “Reject” (please give a reason if rejecting),
— You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification,
— Note the deadline for completion of the PQQ,
— There may be a mixture of online and offline actions for you to perform (there is detailed online help available).
If you require any further assistance use the online help, or the BravoSolution help desk is available Mon – Fri (8am – 6pm) on: – eMail: help@bravosolution.co.uk – Phone: +44 8003684850 / Fax: +44 2070800480

Buy4Wales Reference Number: 32421.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will incorporate a minimum 10 day calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Authority as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, the Public Contract Regulations 2006 (SI2006 No.5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be bought within the applicable Limitation period.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:26.10.2012