Provision of Self Drive Hire Vehicle Framework Agreement
Range: between 750 000 and 5 000 000 GBP. UK-Hertford: motor vehicles
Section I: Contracting authority
Hertfordshire County Council
Strategic Procurement Group, Leahoe Annexe
Contact point(s): http://supplyhertfordshire.g2b.info/hpf/ following the instructions given in VI.3 (Additional Information).
SG13 8DQ Hertford
Telephone: +44 1992588834
General address of the contracting authority: www.hertsdirect.org
Address of the buyer profile: http://hertscc.g2b.info/
Electronic access to information: http://supplyhertfordshire.g2b.info/hpf/
Electronic submission of tenders and requests to participate: http://supplyhertfordshire.g2b.info/hpf/
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)
The contracting authority is purchasing on behalf of other contracting authorities: yes
Northamptonshire County Council
Northampton Fire and Rescue, Maulton Way
NN3 6XJ Maulton, Northampton
Section II: Object of the contract
NUTS code UKH23
Duration of the framework agreement
Duration in years: 36
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT:
Range: between 750 000 and 5 000 000 GBP
The Framework Agreement Period is for 3 years with the option to extend for a further 12 months at the sole discretion of the Council. The estimated total value of the Contract stated in II.1.4 is for the core contract period and does not include the value of any extension period.
34100000, 34110000, 34111000, 34111100, 34111200, 34113000, 34113100, 34113200, 34113300, 34114000, 34114121, 34114122, 34114300, 34114400, 34115000, 34115200, 34120000, 34121000, 34130000, 34131000, 34133000, 34134000, 34134100, 34134200, 34136000, 34136100, 34136200, 34140000, 34142000, 34142100, 34142200, 34142300, 34143000, 34144000, 34144200, 34144500, 34144510, 34144511, 34144512, 34144900, 34144910
Tenders may be submitted for one or more lots
Lot 1: Cars (including 4×4 Vehicles);
Lot 2: Goods Vehicles; Lot 3: Minibuses / Welfare Vehicles;
Lot 4: Specialist Vehicles; Lot 5: Insured Vehicles.
The Framework Agreement will be managed by the Hertfordshire Fleet Management Services (HFMS) of the Council and used by Customers of HFMS. The Customers and users will include internal departments within the Council and by HFMS agreement, other Councils and similar organisations both within the County and other areas of the country. Other organisations will include Charities, Voluntary Organisations and similar ‘Not for Profit’ organisations. The use of the Framework Agreement by other Local Authorities will be with the Council’s Authorised Officer’s agreement.
As part of this Framework Agreement, Northamptonshire County Council (NCC), who are an important customer of HFMS and a key user of the current hire contract, have confirmed their intent to utilise the Framework Agreement. The Contractor should therefore be aware that the same level of service will be required within the NCC area and any other agreed areas. Other than Hertfordshire and Northamptonshire, no list of Customers is currently stated within this documentation and no guarantee can be given as to the amount of business which may result. The Contractor will be expected to supply Services under this Framework Agreement to any Customers authorised by the Council’s Authorised Officer, and to no lesser standard than the agreed contractual terms.
The Framework Agreement will have wide use across the various the Council’s service departments, which includes individual schools. In addition, the Council’s lease car section has a regular hire requirement, whereby hire cars both manual and automatic are used to supplement the Council’s 1400 lease car fleet. These hires can be of varying periods, both long and short term.
For information, the Council operates around 400 commercial vehicles that include minibuses, disabled access passenger vehicles, vans of varying sizes and box vehicles up to 7.5 tonne.
The Council and/or its Customer’s reserve the right to award Contracts under this Framework Agreement using either method considered to be the most appropriate method to meet their need.
These methods include:
1. Cascade – Highest scoring Contractor first, followed by second, then third, according to ability to meet the need as determined by Council or it’s Customers.
2. Mini Tender (Call-Off) – If the circumstances of the hire requirement are, that the number or longevity of the hire/s are such that they are liable to attract a keener or discounted price, a mini-competition between all Contractors on the Lot, who are able to meet the requirement may be undertaken. The Council’s Contract Manager or its Customer’s or their delegated representative will contact all appropriate suppliers to obtain best current prices. Weightings and sub-criteria will be identified at the mini tender stage. In any event the Council takes no responsibility for the chosen contracting method of any of its Customers.
As part of the Council’s commitment to partnership working it is possible that during the framework agreement period other local authorities or other public sector bodies within Hertfordshire may wish to utilise the service under this contract. For reference, there are ten District Councils (DCs) in Hertfordshire: Broxbourne, Dacorum, East Herts, Hertsmere, North Herts, St Albans, Stevenage, Three Rivers, Watford, Welwyn Hatfield. In particular, these DCs may wish to contract with the chosen provider to provide the service under this framework agreement. No fixed list of organisations is set out within the tender exercise and no guarantee can be given as to the exact amount of business which may result from this tender exercise. However, the contractor will be expected to provide the service to any local authority or other public sector body within the county of Hertfordshire that is authorised by the Council. Any organisation that utilises this contract shall do so under the terms and conditions of this framework agreement. As part of the Council’s commitment to partnership working it is possible that during the framework agreement period other local authorities or other public sector bodies outside Hertfordshire may wish to utilise the service under this contract. No fixed list of organisations is set out within the tender exercise and no guarantee can be given as to the exact amount of business which may result from this tender exercise. However, the contractor will be expected to provide the service to any local authority or other public sector body outside the county of Hertfordshire that is authorised by the Council. Any organisation that utilises this contract shall do so under the terms and conditions of this framework agreement.
Information about lots
Lot No: 1 Lot title: Lot 1 – Cars
Section III: Legal, economic, financial and technical information
Section IV: Procedure
Section VI: Complementary information
Hertfordshire County Council has moved to a new way of e-Tendering and worked closely with its Districts and Partners to create a joint procurement website called Supply Hertfordshire. This website is supported by BiP Solutions who provide a system called Delta which is the background platform to Supply Hertfordshire. If you wish to be considered as a tenderer you must complete and submit a completed Bid via 12 noon on Monday 28th May 2012. Bids cannot be uploaded after the closing date/time.
Step 1: Registering with Supply Hertfordshire: To participate in this tender you will need to go into http://supplyhertfordshire.g2b.info/hpf/ and register, thereafter you will be issued with a USERNAME and PASSWORD. (If you have already registered with Delta or Supply Hertfordshire, please follow the link above where you can log on using your existing username and password. If you have registered and have forgotten your Username and Password, please click on the forgotten password link below the log in box.) Please keep this USERNAME and PASSWORD secure, and do not pass it to any third parties.
Step 2: Access the Tender Documents: To access the tender documents for this Tender you will need to go into the Response Manager area and enter the Access Code VASFS9PDEA. You will then need to download the relevant documents and complete. Any supporting documents should be cross-referenced to the relevant question and detailed in Appendix A of the Return Schedules. If the Council requires further information concerning your tender Bid, your organisation will be contacted. However, please provide full details and answer all questions, as the Council reserves the right not to ask applicants for any further information or clarification.
Step 3: Uploading Your Completed Bid: Once you have completed your Bid for this Tender exercise you must then “upload” your completed response into the Tenderbox (Access Code VASFS9PDEA). Please make sure you have submitted your completed Bid to the correct Access Code, the Council will not be held accountable for any errors made by a tenderer in submitting your completed Bid. If you are experiencing problems, then please contact the Delta helpdesk via email at firstname.lastname@example.org or call +44 8452707050 Monday to Friday 8:30am – 5:30pm for further assistance.
The Council reserves the right at any time to cease the tendering process and not award a contract or to award only part of the opportunity described in this notice. If the Council takes up this right then they will not be responsible for, or pay the expenses or losses, which may be incurred by any tenderer as a result.
The Council undertakes to hold confidential any information provided in the proposal submitted, subject to the Council’s obligations under the law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Council will then endeavour to consult with the applicant about such sensitive information when considering any request received under the Freedom of Information Act 2000 before replying to such a request.
Due to the current economic climate, Hertfordshire County Council reserves the right to carry out additional financial checks on all companies tendering for this Contract at any time during the procurement process, to ensure that they continue to meet the Council’s requirements and remain financially viable to perform the Contract. GO Reference: GO-2012417-PRO-3861475.
If a complaint between the Council and the tenderer regarding the award of a contract has not been successfully resolved, relevant provisions of the Public Contracts Regulations 2006 (as amended) will apply. The aggrieved party is advised to seek independent legal advice in relation to remedies they can pursue under the Public Contracts Regulations 2006 (as amended).
VI.5)Date of dispatch of this notice:17.4.2012