Supply and delivery of vehicle component parts

Supply and delivery of vehicle component parts

Strathclyde Joint Police Board.

UK-Glasgow: parts and accessories for vehicles and their engines

2012/S 99-164866

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Strathclyde Joint Police Board
173 Pitt Street
For the attention of: Corporate Procurement Department
G2 4JS Glasgow
Telephone: +44 1415326901
Fax: +44 1415326907

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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: Strathclyde Joint Police Board
173 Pitt Street
For the attention of: Legal Services Manager
G2 4JS Glasgow
Telephone: +44 1415326901
Fax: +44 1415326907
Internet address:

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Other: Police Authority for the Strathclyde Police force area with the functions referred to in Section 2 of the Police (Scotland) Act 1967
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Central Scotland Police

Dumfries and Galloway Constabulary

Fife Constabulary

Grampian Police

Lothian and Borders Police

Northern Constabulary

Strathclyde Police

Tayside Joint Police Board

Section II: Object of the contract

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

Supply and delivery of vehicle component parts.
II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: Strathclyde Police, Transport and Logistics Department, MRC2, 91 Meiklewood Road, Glasgow G51 4DU and various locations throughout Scottish Police Force Areas as required.

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 a single operator
Duration of the framework agreement

Duration in years: 3
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 975 000 GBP

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

The framework agreement is for the supply and delivery of a full range of vehicle component parts to the Participating Authorities, as listed, as and when required throughout the period 1.12.2012 until 30.11.2015. The requirement will cover at least 26 component part types for approximately 12 vehicle manufacturers encompassing approximately 26 vehicle models based on the current fleet in operation across Participating Authorities. The vehicle types and therefore the stocked range of parts may change throughout the period of the framework agreement depending on future Police vehicle purchases.
Component Parts supplied must be ‘original spare parts’ or ‘spare parts of matching quality’ as defined in Article 1, paragraphs 1 (t) and 1 (u) respectively, of the Block Exemption Regulation (EC) 1400/2002 or equivalent. Component parts must be supplied with the manufacturer’s certification of specification to original equipment (OE) standard. Component parts when fitted must not impact on any vehicle warranty claims as depicted by the vehicle manufacturer.
The Contractor will be required to hold a level of stock to ensure compliance with the delivery requirements to each Participating Authority i.e. within 24 hours. The Contractor will also be required to provide imprest stock to be held by a Participating Authority to be used as required.
The Contractor is required to provide an appropriate secure electronic system for the transfer of all relevant information between the Contractor and a Participating Authority. This system as a minimum should allow a Participating Authority to:
1. Check availability of stocked parts and non-stock parts, place orders for stocked parts, requests for imprest stock (initial or replacement) and request quotations for non-stock parts;
2. Receive quotations;
3. Authorise quotations into orders, authorise orders and provide purchase order numbers;
4. Monitor the status of any order/request; and
5. Provide access to authorised users with unique user names and configurable passwords.
All goods supplied to a Participating Authority utilising the framework agreement (including those purchased from imprest) must have a manufacturer’s warranty for a minimum of 12 months (from date of purchase) or 12 000 miles whichever is the sooner.
Note: to register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland web site at

II.1.6)Common procurement vocabulary (CPV)


II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

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 Framework Agreement period shall commence on 1.12.2012 and endure until 30.11.2015.
The range of component parts and vehicle manufacturers and models as detailed above equates to an estimated total requirement of 73 000 component parts per annum.
Estimated value excluding VAT: 975 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Starting 1.12.2012. Completion 30.11.2015

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

A Parent Company guarantee may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

For the purposes of the Late Payment of Commercial Debts (Interest) Act 1998 it is acknowledged that the agreed credit period will be 30 days. Payment of invoices will be made within 30 days from the date of the invoice issued at the time of, or subsequent to, the delivery of the goods conforming to the terms and conditions of this framework agreement after confirmation of the aforementioned by an authorised officer of a Participating Authority.
All prices on the Tender must be in Sterling and all payments made to the successful Tenderer will also be in Sterling.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Strathclyde Joint Police Board will require each Supplier in the Group to be jointly and severally liable for the satisfactory performance of any Contract. This assurance will be required, in writing, before any contract can be awarded to any such Group.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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

Information and formalities necessary for evaluating if the requirements are met: (1) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.
Minimum level(s) of standards possibly required: Minimum average annual turnover of 2 000 000 GBP.
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

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:

IV.3.2)Previous publication(s) concerning the same contract
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: 3.7.2012
IV.3.4)Time limit for receipt of tenders or requests to participate

10.7.2012 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 10.7.2012 – 12:00

Legal Services Department, Strathclyde Police Headquarters, 173 Pitt Street, Glasgow G2 4JS, UNITED KINGDOM.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Those persons authorised by Strathclyde Joint Police Board’s Standing Orders Relating to Contracts.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: Further notices will be published in approximately 3 years.
VI.2)Information about European Union funds
VI.3)Additional information

This framework agreement shall be governed by the Law of Scotland.
No liability/responsibility will lie with Strathclyde Joint Police Board, as Awarding Authority, in respect of orders or purchases made by another Participating Authority.
Candidates should note that a detailed finance check will be carried out by the Director of Finance and Resources, or his authorised representative, to validate the Candidate’s financial status. The Authority may seek independent financial advice to assist with the validation of the information declared by Candidates.
Electronic copies (e-mail, disc, etc) of the Framework ITT documentation will not be available.
Tenderers are asked to note draft legislation (The Police and Fire Reform (Scotland) Bill) is currently before the Scottish Parliament that is intended to create a Police Service of Scotland and a single Scottish Police Authority which will replace the current 8 Police Forces and Authorities and the Scottish Police Services Authority. The current timescale for the establishment of the new Force and Authority is 1.4.2013. As currently drafted the legislation anticipates that any rights or obligations which an existing Police Authority has or may have under a contractual arrangement or other agreement will transfer to the Scottish Police Authority.
For the avoidance of doubt, the date stated at IV.3.4 is the time-limit for receipt of tenders.
(SC Ref:194252).
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 Contracting Authority will issue to all tenderers by electronic means a formal award decision notification. The notification will give reasons for the award decision and provide details of the standstill period during which period the Contracting Authority will refrain from awarding any contract, which period shall not be less than ten clear days from the date of the issue of the notification. If proceedings are served on the Contracting Authority in relation to a contract that has not yet been entered into, the procurement process will be automatically suspended. The Public Contracts (Scotland) Regulations 2012 provide for aggrieved parties to take action in the Sheriff Court or Court of Session. Any proceedings brought under the Regulations (other than proceedings seeking an ineffectiveness order) must be brought within thirty days of the date on which the unsuccessful party knew, or ought to have known, that grounds for starting the proceedings had arisen unless the Court considers that there is a good reason for extending the period within which proceedings may be brought, in which case the Court may extend that period up to a maximum of three months from that date. Any proceedings seeking an ineffectiveness order must be brought within thirty days of the relevant date under Regulation 47 (8) of the Public Contracts (Scotland) Regulations 2012, or, if neither of the circumstances in Regulation 47 (8) apply, within six months of the date the contract was entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:23.5.2012