Self Drive Vehicle Hire Tender

Hampshire County Council tender for hire of self drive vehicle hire (Framework).

United Kingdom-Winchester: Motor vehicles

2016/S 059-099961

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Hampshire County Council
EII Court, The Castle
For the attention of: Procurement Support
Winchester
UNITED KINGDOM
Telephone: +44 1962832323

Internet address(es):

General address of the contracting authority: http://www.hants.gov.uk/

Address of the buyer profile: https://in-tendhost.co.uk/hampshire/aspx/Home

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: no

Section II: Object of the contract

II.1)Description

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

Hire of Vehicles (Self Drive).

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: Primarily within Hampshire but on occasions outside of Hampshire.

NUTS code UKJ33

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 months: 36

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 620 000 and 2 400 000 GBP

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

Hampshire County Council invites applications from suitably experienced organisations who wish to be considered for selection to tender for the Hire of Vehicles — Self Drive.
This Framework agreement is for hire of vehicles (Self drive) within geographical areas within Hampshire and to commence on 1.8.2016 for a period of 3 years with the option to extend for a further year.

Interested parties should register their interest in the project via the In-Tend website https://in-tendhost.co.uk/hampshire and complete and submit the tender return document together with any supporting information requested by 14:00 on 28.4.2016.

How to obtain the Tender Documents:

The Tender documents can be accessed when logged into In-Tend by selecting ‘View Details’ on the relevant tender advert (CC08196) and clicking the ‘Express Interest’ tab. Once in the tender there are 5 tabs — ‘Tender’, ‘ITT — documents’, ‘Correspondence’, ‘Clarifications’ and ‘History’. Select the 2^nd tab (ITT — documents) where you will find useful information under ‘Tender Details’ continue to scroll down to the heading ‘Tender Documents Received’ where you will be able to view / download the documents.

Opting In and Out:
Please note you are required to ‘Opt In’ before you can access the ‘My tender Return’ to start populating your response.
The ‘Opt Out’ functionality will also be available throughout the duration of the tender process. Opting out will give you the option of declaring you no longer want to receive any further communication in relation to the this tender along with the opportunity of providing comments and feedback for this decision.
You can choose to ‘Opt In’ at any time during the tender process if you initially decided to ‘Opt Out’.
Please note you are required to ‘Opt In’ to view and complete the Questionnaire for this project.
Further Guidance:
In addition, guidance on how to participate in a tender — download and upload documents / returns and if required, register your company (free of charge), can be found on the In-Tend site under the ‘Help’ or ‘Information for Suppliers’ buttons.
Receiving Notification Emails:
To ensure you receive email alerts and notifications from our system, please add the email domain ‘@in-tend.co.uk’ to your Safe Senders list.

II.1.6)Common procurement vocabulary (CPV)

34100000, 34111200, 34110000, 34114400, 34115000, 34111100, 34113000, 34111000, 34136000

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:

II.2.2)Information about options

II.2.3)Information about renewals

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

Starting 1.8.2016. Completion 31.7.2019

Information about lots

Lot No: 1 Lot title: Area 1

1)Short description

Please see Map within the Invitation to Tender documentation for Area 1.

2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Currently the Hire Desk delivers a service of ordering hire vehicles for internal departments, charities, Hampshire Fire and Rescue Service, Hampshire Constabulary and external organisations.
This cascade framework agreement is for the provision of self drive hire passenger and light commercial vehicles to Contract Users, primarily in Hampshire but on occasions outside the County. Suppliers will be appointed using a cascade system i.e. Suppliers will be ranked according to their prices given per vehicle category within each individual lot (Area) and within the set hire period.
— 17 seat Minibuses,
— Small Vans: Ford Transit Connect, VW Caddy or equivalent sized,
— Panel Vans: Short (L1 short wheel base H1 low roof), medium (L2 medium wheel base H2 medium roof), long (L3 long wheel base H3 High Roof) and extra long (L4 extra long wheelbase H3 High roof). A minimum of 4 load securing points should be present within panel vans and the load area should be ply lined or equivalent to prevent panel damage. Any damage as a result of these not being present, will not be covered or paid for by HTM,
— Box vans: 3,5T Luton vans complete with (c/w) tail lift and 7,5T box trucks complete (c/w) with tail lift,
— Cars: Small (5 door hatchback with up to 1,5 litre engine — Corsa, Fiesta, Polo or equivalent sized), medium (5 door hatchback with between 1,6 and 2,0 litre engines — Astra, Focus or Golf equivalent sized) and large sized Cars (5 door hatchback or 4 door saloon with a minimum of 2,0 litre engines or larger — Insignia, Mondeo, Passat or equivalent sized vehicle),
— Estate sized cars: Medium (1,6 to 2,0 litre engines — Astra, Focus, Golf or equivalent sized vehicle) and large Estate (2,0 litre engines or larger — Insignia, Mondeo, Passat or equivalent sized vehicle) cars,
— 7, 8 and 9 seat MPV’s (Multi Purpose Vehicles), and
— 4×4 Medium Vehicles: Landrover Discovery/Defender, Ford Ranger — Single cab or equivalent.

Lot No: 2 Lot title: Area 2

1)Short description

Please see Map within the Invitation to Tender documentation for Area 2.

2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 3 Lot title: Area 3

1)Short description

Please see Map within the Invitation to Tender documentation for Area 3.

2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 4 Lot title: Area 4

1)Short description

Please see Map within the Invitation to Tender documentation for Area 4.

2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 5 Lot title: Area 5

1)Short description

Please see Map within the Invitation to Tender documentation for Area 5.

2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 6 Lot title: Area 6

1)Short description

Please see Map within the Invitation to Tender documentation for Area 6.

2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 7 Lot title: Area 7

1)Short description

Please see Map within the Invitation to Tender documentation for Area 7.

2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 8 Lot title: Area 8

1)Short description

Please see Map within the Invitation to Tender documentation for Area 8.

2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Lot No: 8 Lot title: Area 8

1)Short description

Please see Map within the Invitation to Tender documentation for Area 8.

2)Common procurement vocabulary (CPV)

34100000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

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:

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

Information and formalities necessary for evaluating if the requirements are met: In accordance with Articles 57-62 of Directive 2014/24/EU of the European Parliament and of the Council and Regulation 57 of the Public Contracts Regulations 2015. Organisations are advised it is a condition of this contract that all managers and operatives (including subcontractors) are suitably competent to execute all trades and operations encompassed by these Contracts in full compliance with UK legislation.

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: As per the requirements of Regulation 58 of the Public Contracts Regulations 2015, and set out in the Stage 1 questionnaire and ITT documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Articles 57-62 of Directive 2014/24/EU of the European Parliament and of the Council and Regulation 58 of the Public Contracts Regulations 2015, and set out in the Stage 1 questionnaire and ITT documentation.
Minimum level(s) of standards possibly required:
As per the requirements of Regulation 58 of the Public Contracts Regulations 2015, and set out in the Stage 1 questionnaire and ITT 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: no

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:

CC08196

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

Prior information notice

Notice number in the OJEU: 2016/S 020-030572 of 29.1.2016

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

28.4.2016

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

in days: 120 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

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

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:

22.3.2016