Supply and Maintenance of Fleet Vehicles

Supply and Maintenance of Fleet Vehicles

NIE wish to appoint a Contractor to undertake a programme for the supply and maintenance of vehicles on a fully managed service basis to include the following core services: Ownership of new vehicles leased under the terms of the new contract; Optional requirement for the maintenance and fleet management of leased vehicles.

UK-Ballymena: Fleet management, repair and maintenance services

2013/S 094-160593

Contract notice – utilities

Services

Directive 2004/17/EC

Section I: Contracting entity

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

Northern Ireland Electricity
Pennybridge Industrial Estate
For the attention of: Gillian Wasson
BT42 3HB Ballymena
UNITED KINGDOM
Telephone: +44 2825661860
E-mail: gillian.wasson@nie.co.uk

Internet address(es):

General address of the contracting entity: www.nie.co.uk

Address of the buyer profile: https://e-sourcingni.bravosolution.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for 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)Main activity

Electricity
I.3)Contract award on behalf of other contracting entities

Section II: Object of the contract

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

S1130 Supply and Maintenance of Fleet Vehicles.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Northern Ireland.
NUTS code UKN

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: 5
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT
Range: between 16 000 000 and 22 000 000 GBP

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

NIE wish to appoint a Contractor to undertake a programme for the supply and maintenance of vehicles on a fully managed service basis to include the following core services:
– Ownership of new vehicles leased under the terms of the new contract;
– Optional requirement for the maintenance and fleet management of leased vehicles (for existing fleet vehicles which may be transferred from the incumbent provider to NIE or the replacement supplier);
– Supply and replacement of vehicles as per agreed terms and conditions on a vehicle by vehicle basis;
– Servicing, Maintenance and repairs of vehicles at agreed timetables and in accordance with Manufacturer’s guidelines.
– Replacement of Tyres and puncture repairs;
– Provision of Fleet Management System (with comprehensive Client Access);
– Provision of Fleet administration including the management of road fund licences, fines and fixed penalty notices, MOT/PSV certificates;
– Safety Inspections of vehicles (compliance with Operator’s Licence obligations);
– Provision of accident breakdown and emergency cover;
– Preparation of vehicles for MOT/ PSV;
– Provision of replacement vehicles to cover periods of repair / service;
– Short term hire of vehicles;
– Timely scheduling and supply of replacement vehicles for ones that have reached the end of contract period;
– Bespoke customisation of vehicles;
– Provision of off road vehicles in emergency escalation situations (approximate requirement of up to 20 off road 4 x 4 vehicles required in response to a serious escalation. Hire periods will be based on daily rates and range from one day to seven days depending on the emergency). Types of 4 x 4 vehicles may range from commercial to non-commercial and may be required at short notice (< 8 hours).
In addition to the core services NIE may require the following optional services:
– LOLER inspections;
– Bodyshop repairs;
– Maintenance and inspection of NIE-owned specialist vehicles.
Under the contract hire model in place with NIE’s incumbent supplier, ownership of the fleet and thus the capital outlay lies with the supplier and/or its finance providers. Fleet vehicles are currently leased on 3, 4 and 5 year periods. It is currently anticipated that this model will be retained and that the existing fleet leases and maintenance will be left in place with the incumbent supplier until their expiry. Upon expiry of each such existing lease, replacement vehicles and maintenance will then be procured from the successful Bidder appointed as replacement supplier. However, as part of this procurement NIE may also seek pricing for an alternative option where the replacement supplier would provide maintenance and fleet management only. It is envisaged that this option may be adopted in the event that the incumbent fleet is purchased by either NIE or the replacement supplier to be leased back to NIE before all the existing leases have expired.
II.1.6)Common procurement vocabulary (CPV)

50111000, 66114000, 50118200, 65000000, 71631100, 34113000, 48612000, 50116500, 34113200, 42414000, 50111100, 34144000, 34350000, 50111110, 50100000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Information about lots

This contract is divided into lots: no
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:

This is a framework contract for a period of five years. The quantity of work shall be as instructed by NIE during the contract period. NIE currently utilises a fleet of approximately 430 vehicles of which approximately 23 are owned directly by the business and are not anticipated to form a part of this contract. The remaining vehicles range from small micro vans to large HGV specialist lorries. The majority of vehicles are leased on a three, four or five year basis, with routine maintenance and inspections at various locations throughout the province included in the monthly leasing cost. There may be a requirement, subject to business needs to extend the scope of the fleet up to 650 vehicles under this framework. It is currently anticipated that the existing fleet leases for vehicles and the associated maintenance will be left in place with the incumbent supplier until the expiry of the individual leases. Upon expiry of each such existing lease, replacement vehicles and maintenance will then be procured from the successful Bidder appointed as replacement supplier. However, as part of this procurement NIE may also seek pricing for an alternative option where the replacement supplier would provide maintenance and fleet management only. It is envisaged that this option may be adopted in the event that the incumbent fleet is purchased by either NIE or the replacement supplier to be leased back to NIE before all the existing leases have expired. Further details of the quantity and scope can be found within the documentation to be issued to Bidders.
Estimated value excluding VAT
Range: between 16 000 000 and 22 000 000 GBP
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: 60 (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:

To be detailed in the documentation to be issued to Bidders.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

To be detailed in the documentation to be issued to Bidders.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

To be detailed in the documentation to be issued to Bidders.
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: To be detailed in the documentation to be issued to Bidders.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: – Demonstrate financial capacity to finance or fund the provision of up to 650 fleet vehicles under a contract hire agreement and underwrite ongoing financial contract exposure;
– Ability to provide or obtain minimum levels of Public & Products Liability Insurance;
– Ability to hold appropriate levels of Vehicle/Garage Insurance.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met: Demonstrated ability to provide a geographical coverage for maintenance and breakdown services within and across Northern Ireland. Demonstrated ability to provide Out of Hours Emergency Response on a 24/7 basis with a requirement of less than 2 hours to reach a stranded vehicle (this must include a service provision to take the driver to his/her preferred destination upon recovery of the vehicle). Demonstrated ability to provide a breakdown response < 1 hour from notification across the province of Northern Ireland. Demonstrated ability to provide maintenance & repair service requirements out of hours, at weekends and during public holidays. Demonstrated ability to carry out works under Manufacturer Warranty. Ability to source vehicles from relevant manufacturers in accordance with NIE specification requirements. Ability to source and provide 4 x 4 vehicles at short-term notice during escalations. Ability to supply suitable replacement vehicles to cover short term requirements e.g. when a vehicle is in for repair. Demonstrated Quality Management systems. Demonstrated ability to work within client Key Performance Indicators. Where required, Bidders must demonstrate their proven ability to manage Third Party/Sub-Contractor relationships. Demonstrated satisfactory Health and Safety systems. Approved Distributer/Maintenance Service Centre for Manufacturer Garages. Demonstrated knowledge and application of relevant legislation. Demonstrated Environmental Management systems.
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

Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate
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 entity:

S1130
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents

Time limit for receipt of requests for documents or for accessing documents: 7.6.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

7.6.2013 – 12:00
IV.3.5)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.6)Minimum time frame during which the tenderer must maintain the tender
IV.3.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 4 years
VI.2)Information about European Union funds
VI.3)Additional information:

Bidders must register to participate in this procurement at https://e-sourcingni.bravosolution.co.uk

Bidders must complete their Pre-Qualification Questionnaire in accordance with the instructions. NIE will not be responsible for or pay for expenses, losses or any other costs incurred by a Bidder in the preparation of the PQQ Response and their participation in this procurement competition. It is the responsibility of Bidders to obtain for themselves, at their own expense, any additional information necessary for the preparation of their PQQ Response. NIE makes no express or implied representation or warranty as to the currency, accuracy, reliability or completeness of the information contained in this document or any other information provided by or on behalf of NIE. NIE expressly disclaims any and all liability arising from information (including without limitation, errors or omissions) contained in this document or other information provided by or on behalf of NIE. No information contained in this PQQ or in any communication made between NIE and any Bidder in connection with this PQQ shall be relied upon as constituting a contract, agreement, or representation that any contract shall be offered in accordance with this PQQ. NIE reserves the right, to change without notice the basis of, or the procedures for, the competitive Tendering process or to terminate the process at any time. Under no circumstances shall NIE incur any liability in respect of this PQQ or any supporting documentation. NIE accepts no liability for any loss or damage suffered by any person as a result of that person or any other person placing any reliance on the contents of this document or other information provided by or on behalf of NIE. Bidders shall note that the timescales provided within the documentation are indicative only; the timetable and schedule of activities may be subject to change at the discretion of NIE.

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:

13.5.2013