MOD PHOENIX II – Fleet Management Service

MOD PHOENIX II – Fleet Management Service

Fleet management service for the world wide management of lease/rental and purchased non military vehicles for military and or civilian use for the entirety the Ministry of Defence and for any other UK government department or contracting authority.

United Kingdom-Bristol: Fleet management, repair and maintenance services

2014/S 186-328909

Contract notice


Directive 2009/81/EC

Section I: Contracting authority/entity

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

DE&S, Land Equipment
Operational Support Vehicle Programme, MOD Abbey Wood, Spruce 3c, #1309
BS34 8JH Bristol

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

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities/entities

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:


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

Service category No 26: Other services

NUTS code UK

II.1.3)Information on framework agreement
II.1.4)Information on framework agreement

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

Fleet management, repair and maintenance services. Vehicle-fleet management services. Hire of passenger transport vehicles with driver. Hire of passenger cars with driver. Hire of buses and coaches with driver. Hire of goods-transport vehicles with driver. Hire of trucks with driver. Hire of vans with driver. Motor vehicles. 4-wheel-drive vehicles. All-terrain vehicles. Off-road vehicles. Specialist vehicles. Emergency vehicles. Rescue vehicles. Paramedic vehicles. Passenger cars. Other passenger cars. Information systems. Passenger information system. Real-time passenger information system. Fleet management service for the world wide management of lease/rental & purchased non military vehicles for military and or civilian use for the entirety the Ministry of Defence and for any other UK government department or contracting authority.

II.1.6)Common procurement vocabulary (CPV)

50111000, 50111100, 60170000, 60171000, 60172000, 60180000, 60181000, 60183000, 34100000, 34113000, 34113200, 34113300, 34114000,34114100, 34114110, 34114120, 34110000, 34115000, 48810000, 48813000, 48813200

II.1.7)Information about subcontracting

The tenderer has to indicate in the tender any share of the contract it may intend to subcontract to third parties and any proposed subcontractor, as well as the subject-matter of the subcontracts for which they are proposed


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 existing fleet is in excess of 17,000 vehicles and also 200,000 rental bookings per year with over 90% of this being undertaken in the UK.
The Vehicle Types include but are not limited to the following:
– Passenger vehicles (including 4x4s and mini buses) and light commercial vehicles up to 7.5 tonnes
– Commercial vehicles 7.5 tonnes and above including trailers
– Buses and coaches excluding mini buses
– Motorcycles and quad bikes
– Conversions, modifications and specialist variants to the above.
– Goods movement service
The fleet manager will be required, whilst acting as an agent of the MOD, to procure all vehicles and services via the Crown Commercial Services (CCS) framework agreements except when an alternative route is authorised by the MOD. All requirements that fall outside of the scope of the CCS framework agreements will be subcontracted by the fleet manager.
The fleet management service is intended to include:
– Optimization Service
– Scheduling Service
– Vehicles/services procurement via CCS; when in scope of framework.
– An Information System (booking and management information)
– Manage the Service, Maintenance, Repair, Testing and Consumables
– Registration, Taxation and Insurance Service
– Consolidated Payments Service
– Fines and Charges
– Incident Management Service
– Telematic Service
– Safety Management
– Vehicle Disposal Service (Purchased Vehicles)
– Scheduled Services
Estimated value excluding VAT:
Range: between 40 000 000 and 150 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: Option 1: 7 Year contract term
Option 2: 8 year contract term
Option 3: 9 year contract term
Option 4 10 year contract term
Bid pricing will be required for the 6 year duration and all the above option years. The Contracting Autrhority may also require options for various locations and/or elements of the service for the MOD and/or other Government department.
Provisional timetable for recourse to these options:
in months: 66 (from the award of the contract)
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 72 (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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions to which the performance of the contract is subject, in particular with regard to security of supply and security of information:
III.1.5)Information about security clearance:
III.2)Conditions for participation

III.2.1)Personal situation

Criteria regarding the personal situation of economic operators (that may lead to their exclusion) including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: The Authority will apply all the offences listed in Article 39(1) of Directive 2009/81/EC (implemented as Regulation 23(1) of the Defence and Security Public Contract Regulations (DSPCR) 2011 in the UK) and all of the professional misconducts listed at Article 39(2) of Directive 2009/81/EC (see also Regulation 23(2) in the DSPCR 2011) to the decision of whether a Candidate is eligible to be invited to tender.

A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to sign a declaration confirming whether they do or do not have any of the listed criteria as part of the pre-qualification process.
Candidates who have been convicted of any of the offences under Article 39(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest (including defence and security factors) for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 39(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Criteria regarding the economic and financial standing of economic operators (that may lead to their exclusion)

Information and formalities necessary for evaluating if the requirements are met: (b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) where appropriate, a statement, covering the three previous financial years of the economic operator, of:(i) the overall turnover of the business of the economic operator; and (ii) where appropriate, the turnover in respect of the work, works, goods or services which are of a similar type to the subject matter of the contract.
Information is detailed in the PQQ

III.2.3)Technical and/or professional capacity

Criteria regarding the technical and/or professional ability of economic operators (that may lead to their exclusion)

Information and formalities necessary for evaluating if the requirements are met:
Detail of requirements and information necessary for evaluation is detaiiled in PQQ

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


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 10
Objective criteria for choosing the limited number of candidates: Criteria for down selection is detailed in the PQQ
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 has been 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: 2013/S 181-312432 of 18.9.2013

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

29.10.2014 – 15:00

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


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:

Suppliers interested in working with the Ministry of Defence should register on the MOD Supplier Information Database (SID) Register, available The MOD SID is a database of active and potential suppliers available to all MOD and UK Defence procurement personnel, and is the main supplier database of MOD Procurement organisations. Please note: the registration and publication of a company profile on the MOD SID does not mean or imply that the supplier has in any way been vetted or approved by the MOD. Suppliers wishing to compete for advertised MOD contracts must respond to any specific call for competition by submitting a separate expression of interest in accordance with the instructions of the purchasing organisation.

From 2 April 2014 the Government is introducing its new Government Security Classifications Policy (GSC) to replace the current Government Protective Marking Scheme. A key aspect of this is the reduction in the number of security classifications used. All suppliers to the Department are encouraged to make themselves aware of the changes as it may impact on this Requirement. The link below to the website provides information on the new GSC.

The Authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy. If any contract documents are accompanied by instructions on safeguarding classified information (e.g. a Security Aspects Letter), the Authority reserves the right to amend the terms of these instructions to reflect any changes in national law or government policy, whether in respect of the applicable protective marking scheme, specific protective markings given, the aspects to which any protective marking applies, or otherwise.
The Contracting Authority for this requirement will be the Ministry of Defence or the Crown Commercial Services.

Advertising Regime OJEU:- This contract opportunity is published in the Official Journal of the European Union (OJEU),the MoD Defence Contracts Bulletin and

The information and/or documents for this opportunity are available on

You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.
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Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is detailed within this contract notice, you will also have visibility of the deadline date, once you have added the Access code via DCO as the opening and closing date is visible within the opportunity.
Please ensure that you allow yourself plenty of time when responding to this opportunity prior to the closing date and time, especially if you have been asked to upload documents.

If you experience any difficulties please refer to the online Frequently Asked Questions (FAQ’s) or the User Guides or contact the MOD DCO Helpdesk by emailing or Telephone 0845 270 7099. GO Reference: GO-2014924-DCB-6033878

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: