Provision of Self Drive Hire Vehicle Framework Agreement

Provision of Self Drive Hire Vehicle Framework Agreement

Range: between 750 000 and 5 000 000 GBP. UK-Hertford: motor vehicles

2012/S 77-126674

Contract notice

Supplies

Directive 2004/18/EC

Section I: Contracting authority

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

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
UNITED KINGDOM
Telephone: +44 1992588834
E-mail: karen.smith@hertscc.gov.uk

Internet address(es):

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)

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: yes

Northamptonshire County Council
Northampton Fire and Rescue, Maulton Way
NN3 6XJ Maulton, Northampton
UNITED KINGDOM

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Provision of Self Drive Hire Vehicle Framework Agreement.
II.1.2)Type of contract and location of works, place of delivery or of performance

Supplies
Rental
NUTS code UKH23

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

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
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

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

Motor vehicles. Passenger cars. Estate and saloon cars. Estate cars. Saloon cars. 4-wheel-drive vehicles. Jeeps. All-terrain vehicles. Off-road vehicles. Specialist vehicles. Ambulances. Patient-transport vehicles. Welfare vehicles. Minibuses. Other passenger cars. Motor vehicles for the transport of fewer than 10 persons. Motor vehicles for the transport of 10 or more persons. Buses and Coaches. Motor vehicles for the transport of goods. Pick-ups. Articulated trucks. Flatbed and Tipper trucks. Flatbed trucks. Tipper trucks. Vans. Light vans. Panel vans. Heavy-duty motor vehicles. Crane and dumper trucks. Elevator-platforms trucks. Skip loaders. Dumper trucks. Winter-maintenance vehicles. Special-purpose motor vehicles. Vehicles for the emergency services. Vehicles for refuse and sewage. Vehicles for refuse. Refuse-collection vehicles. Refuse-compaction vehicles. Electric vehicles. Electric buses. The Council has a requirement for the supply of self drive hire vehicles on an ‘as and when basis’ to locations throughout Hertfordshire and Northamptonshire. The contract will be used by the Council and its Customers, which may include other councils and similar organisations.
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.
II.1.6)Common procurement vocabulary (CPV)

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

II.1.7)Information about Government Procurement Agreement (GPA)
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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The Framework Agreement requirement is for a variety of Vehicles as detailed within the various Lot classifications. The following is a list of minimum vehicle specifications but is by no means exhaustive. The Council is committed to encouraging the use of environmentally friendly Vehicles, both cars and commercial, which should be reflected within the offered range of vehicles. Contractors are required to notify the Council of any changes to the range of available vehicles, both additions and deletions. As an underlying principle, all vehicles must comply with current legislation at all times. It is anticipated that this will be a Framework Agreement consisting of five (5) Lot classifications:
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.
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 1 – Cars

1)Short description

See specification in the Tender Documents.
2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

See the Tender Documents.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Tenderers may apply for all of some of the elements required in the Lots.
Lot No: 2 Lot title: Lot 2 – Goods Vehicles

1)Short description

See Specification in the Tender Documents.
2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

See Tender Documents.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Tenderers may apply for all of some of the elements required in the Lots.
Lot No: 3 Lot title: Lot 3 – Minibuses / Welfare Vehicles

1)Short description

See Sepcification in the Tender Dcouments.
2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

See Tender Documents.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Tenderers may apply for all of some of the elements required in the Lots.
Lot No: 4 Lot title: Lot 4 – Specialist Vehicles

1)Short description

See Specification in Tender Documents.
2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

See Tender Documents.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Tenderers may apply for all of some of the elements required in the Lots.
Lot No: 5 Lot title: Lot 5 – Insured Vehicles

1)Short description

See Specification in Tender Documents.
2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

See Tender Documents.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Tenderers may apply for all of some of the elements required in the Lots.

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
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
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

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

HCC Contract Reference Number: HCC1205113. Tender Access Code: VASFS9PDEA
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

28.5.2012 – 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

Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

Please read this section carefully as it provides full instructions on how to apply for this requirement.
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 helpdesk@delta-esourcing.com 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.

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

See VI.4.2

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Hertfordshire County Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers to allow unsuccessful tenderers to raise any complaints before the contract is entered into.
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.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:17.4.2012