Taxi Services and Transport Tender London

Taxi Services and Transport Tender London

There are two principal elements to the procurement namely: the supply and operation of vehicles (the “Operational Transport Service”) and the management of the service (the “Management service”).

UK-London: taxi services

2012/S 184-302872

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Westminster City Council
64 Victoria Street
Contact point(s): Suzie Shardow
SW1E 6QP London
UNITED KINGDOM
Telephone: +44 76411862
E-mail: sshardow@westminster.gov.uk

Internet address(es):

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

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

London Borough of Hammersmith & Fullham
Hammersmith
W6 9JU Kings Street
UNITED KINGDOM

Royal Borough of Kensington & Chelsea
Hornton Street
W8 7NX Kensington Town Hall
UNITED KINGDOM

Section II: Object of the contract

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

Contract for the Provision of Transport Operations and Management of Transport Operations.
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
NUTS code UKI1,UKJ1,UKJ2,UKJ3,UKJ4

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
maximum number of participants to the framework agreement envisaged: 20
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 42 000 000,00 and 52 500 000,00 GBP

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

Westminster City Council, hereinafter referred to as (WCC) is acting for itself, London Borough of Hammersmith and Fulham, hereinafter referred to as (LBHF) and the Royal Borough of Kensington and Chelsea, hereinafter referred to as (RBKC), “together “the ‘Councils” to procure tri-borough passenger transport operations and associated management services.
WCC currently has in place external contracts for the supply and management of passenger transport.
RBKC’s requirements are currently met by a main provider operating under a single contract with a separate, multi-supplier framework agreement for the provision of taxis. Both agreements are managed by RBKC staff.
H&F’s requirements are currently met by a mixed economy of service provision. The mini-bus operation is delivered by a Direct Service Organisation comprised of drivers, escorts, and a small DSO management team; the services requiring taxi transport are delivered by a framework comprising multiple providers managed by a thin in-house client team.
There are two principal elements to the procurement namely: the supply and operation of vehicles (the “Operational Transport Service”) and the management of the service (the “Management service”). For the Operational Transport Service the Councils require a number of suppliers operating under a framework agreement to deliver the service using a range of vehicles For the Management Service the Councils require a single provider appointed under a single supplier framework agreement to manage and co-ordinate the Operational Transport Service. In order to facilitate the provision of the different services the Councils have divided the procurement in to Lots which are briefly described below but fully set out in Annex B to this notice.
Lot One: Contract for the Provision of Passenger Transport Operations.
— Home to School (H2S) travel for Special Educational Needs (SEN) learners,
— General transport for Looked After Children (LAC) to contact visits, activities and appointments,
— Provision of escorts either walking to school or on public transport or to provide travel training,
— Transport from home today centres, education establishments and other community facilities as required, along with activity and other general transport, for vulnerable adults,
— Ad Hoc Journeys for individual transport service users (hereinafter referred to, as Service Users) groups, staff, members etc, as required by the Councils. The Councils require a number of suppliers to deliver the transport operations using a range of vehicles suitable for single to multi-occupancy use and wheel chair access. In some instances, passenger attendants will be required to provide support to service users when using transport provision.
Lot Two: Contract for the Management of Transport Operations.
The Councils require a supplier to provide all planning and management of the transport operations, ensuring the contracted transport operators are matched to service users.
— ensuring the effective use of transport operators,
— ensuring the optimum use of various vehicle types,
— ensuring effective routing of vehicles,
— monitoring and reporting on performance,
— effectively managing changes to requirements e.g. changes in service users and services users’ requirements as approved by the Councils.
Lot Three:
Contract for the Management and Provision of Transport Operations.
For this option, the supplier is to provide the management of transport operation services and be include in a framework Agreement with other suppliers to provide transport resources and a proportion of the transport resources (vehicles, drivers, passenger assistant) themselves and identifying appointing /managing their sub-contractors (to be authorised by the Councils) for elements of the transport operations not provided directly by the supplier.
The required outcome is a fully functioning passenger transport service, which meets the changing needs for passenger transport in the three boroughs, to commence operations in Westminster from August 2013, with phased commencement of delivery in the other boroughs. The service should assist in improving the lives of children, young people and vulnerable adults including those with additional needs and their carers, by providing a safe, secure, sensitive and reliable transport service for users.
The Councils have not yet decided whether to proceed with all three lots and reserve the right not to award the contract in relation to any lot or all lots. They will inform shortlisted bidders which lot or lots are to continue at the tender stage. Applicants who are shortlisted for a lot where the tender procedure is stopped will be given the opportunity to express an interest in relation to the other lot or lots where the tender process is continuing, if they have not already done so. Any such expression of interest will be evaluated in accordance with the evaluation model set out in the PQQ. For this reason if an organisation is able to provide the services in lots 1 and 2, it should not only express an interest in those lots, but also in lot 3. Similarly if an organisation is able to provide the services in lot 3, it should also express an interest in lots 1 and 2.
Person-centred planning will be a key factor in the provision of the service to ensure that transport service users(hereinafter referred to as ‘service users’) receive personalised and quality assured transport services that respond flexibly to their needs.
Suppliers will need to demonstrate a good understanding of the principles relating to Children and Families and Adult Social Care policy and legislation including the Children Act 1989, Children Act 2004 and the Children,
Schools and Families Act 2010, their associated regulations and guidance notably the green paper, Support and aspiration: a new approach to special educational needs and disability, published in 2012, and to the subsequent expected legislation and the NHS and Community Care Act 1990, the NHS Act 2006, the National Service Frameworks for Older People and Mental Health and Valuing. People, the People First Concordat 2009 and associated guidance relating to the personalisation of adult social care services, Our Health, Our Care, Our Say 2006 and the Health and Social Care Act 2012.
The Councils consider that TUPE may apply and bidders are advised to take independent advice in respect of employees currently engaged in the provision of the passenger transport services. The staff employed within LBHF are employees of the local authority, a number of whom are contributing members of the Local Government Pension Scheme (LGPS).
This also applies to staff employed within RBKC in relation to the management of passenger transport operations. TUPE may also apply to staff employed by WCC current contractors. TUPE and pensions information relating to Councils employees and current contractor staff will be made available at Invitation to Tender stage to enable shortlisted bidders to submit TUPE based tenders.
II.1.6)Common procurement vocabulary (CPV)

60120000, 60130000, 60170000, 60140000, 79994000

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

Options: yes
Description of these options: See each lot for further description.
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 1.8.2013. Completion 31.7.2017

Information about lots

Lot No: 1 Lot title: Contract for the Provision of Passenger Transport Operations

1)Short description

Short description.
Contract for the Provision of Passenger Transport Operations.
Core requirements.
The scope of the transport operations across all three boroughs will comprise the following:
— Home to School (H2S) transport for young learners with Special Educational Needs (SEN),
— Home to Parental visits and other general transport activities for Looked After Children (LAC),
— Provision of escorts either walking to school or on public transport or to provide travel training,
— Transport from home to day centres, education establishments and other community facilities as required, along with activity and other general transport for vulnerable adults,
— Ad Hoc Journeys for individual service users, groups, staff, members etc, as required by the Authority.
The Councils require a number of suppliers to deliver the transport operations using a range of vehicles suitable for single to multi-occupancy use and wheelchair access. In some instances, passenger attendants will be required to support Service Users when using transport provision.
The passenger transport service will assist in improving the lives of children, young people and vulnerable adults including those with additional needs and their carers, by providing a safe, secure, sensitive and reliable transport service for users. Person-centred planning will be a key factor in the provision of the service to ensure that transport service users (hereinafter referred to as service users) receive personalised and quality assured transport services that respond flexibly to their needs.
The required outcome is a fully functioning tri-borough passenger transport operations service, which can meet and adapt to the changing needs for passenger transport in the triborough area. It is required to commence operations in Westminster from August 2013, with phased commencement of delivery in the other two boroughs.
2)Common procurement vocabulary (CPV)

60120000, 60130000, 60170000

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

Starting 1.8.2013. Completion 31.7.2017
5)Additional information about lots

The service aims to assist in improving the lives of children, young people and vulnerable adults including those with additional needs and their carers, by providing a safe, secure, sensitive and reliable transport service for users.
Lot No: 2 Lot title: Contract for the Management of Transport Operations

1)Short description

Core requirements.
Contract for the Management of Transport Operations.
The Councils require a supplier to provide all planning and management of the transport operations, ensuring the contracted transport operators are matched to service users including:
— obtaining competitive quotations from the transport operator(s) for particular journeys and informing by email the Councils Client team,
— liaising with drivers to route plan any change to journeys,
— ensuring the requirements of the Service Users are met through the appropriate allocation of vehicles,
— allocate appropriate transport against requirements of Service Users,
— inform all concerned parties (parents, SEN worker, school, Passenger Assistant) of travel arrangements,
— monitoring Service User transport arrangements to ensure most cost effective and ongoing suitability,
— management of the Transport Operations to ensure effective and efficient allocation of vehicle space according to home address, destination, school, service user needs, maximum travelling time requirements, safety and security,
— liaising with SEN Officers, Parents, Social Workers, Service Users and Schools to ensure appropriate travel arrangements are in place,
— making daily changes to routes, pick up times and route allocations according to emergency requirements,
— making arrangements with suitable employment agencies for the support of and replacement of Passenger Assistant,
— dealing with complaints in accordance with policy and guidelines,
— monitoring of performance of the transport operations through customer satisfaction surveys, self- monitoring, management information, complaints,
— ensuring that the supplier(s) of transport operations perform the services in accordance with their contractual obligations,
— keeping inventories of safety equipment held on behalf of the Authority by the suppliers of transport operations,
— ordering new/ replacement equipment when necessary,
— keeping up to date on various legal/safety policies relating to the operation of passenger carrying vehicles.
2)Common procurement vocabulary (CPV)

60120000, 60130000, 60170000, 60140000

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

Starting 1.8.2013. Completion 31.7.2017
5)Additional information about lots

The service aims to assist in improving the lives of children, young people and vulnerable adults including those with additional needs and their carers, by providing a safe, secure, sensitive and reliable transport service for users.
Lot No: 3 Lot title: Contract for the Management and Provision of Transport Operations

1)Short description

CORE REQUIREMENTS.
Contract for the Management and Provision of Transport Operations.
The Councils require the supplier to provide all planning and day to day management of the transport operations including:
— obtaining competitive quotations from the transport operator(s) for particular journeys and informing by email the Councils Client team,
— liaising with drivers to route plan any change to journeys,
— ensuring the requirements of the Service Users are met through the appropriate allocation of vehicles,
— allocate appropriate transport against requirements of Service Users,
— inform all concerned parties (parents, SEN worker, school, Passenger Assistant) of travel arrangements,
— monitoring Service User transport arrangements to ensure most cost effective and ongoing suitability,
— management of the Transport Operations to ensure effective and efficient allocation of vehicle space according to home address, destination, school, service user needs, maximum travelling time requirements, safety and security,
— liaising with SEN Officers, Parents, Social Workers, Service Users and Schools to ensure appropriate travel arrangements are in place,
— making daily changes to routes, pick up times and route allocations according to emergency requirements,
— making arrangements with suitable employment agencies for the support of and replacement of Passenger Attendants,
— dealing with complaints in accordance with policy and guidelines,
— monitoring of performance of the transport operations through customer satisfaction surveys, self- monitoring, management information, complaints,
— Ensuring the supplier(s) of transport operations perform within agreed SLA’s and KPIs,
— keeping inventories of safety equipment held on behalf of the Authority by the suppliers of transport operations,
— ordering new/ replacement equipment when necessary,
— keeping up to date on various legal/safety policies relating to the operation of passenger carrying vehicles.
Transport Operations.
The scope of the transport operations across all three boroughs will comprise the following:
— Home to School (H2S) transport for young learners with Special Educational Needs (SEN),
— general transport for Looked After Children (LAC) to contact visits, activities and appointments,
— transport from home today centers, education establishments and other community facilities as required, along with activity and other general transport for vulnerable adults,
— Ad Hoc Journeys for individual service users, groups, staff, members etc, as required by the Authority.
Suppliers will be required to perform within agreed SLA’s and KPIs.
The Councils require one or a number of suppliers to deliver the transport operations using a range of vehicles suitable for single to multi-occupancy use and wheelchair access. In some instances, passenger attendants will be required to support Service Users when using transport provision.
The passenger transport service will assist in improving the lives of children, young people and vulnerable adults including those with additional needs and their carers, by providing a safe, secure, sensitive and reliable transport service for users. Person-centred planning will be a key factor in the provision of the service to ensure that transport service users (hereinafter referred to as service users) receive personalised and quality assured transport services that respond flexibly to their needs.
The required outcome is a fully functioning tri-borough passenger transport operations service, which can meet and adapt to the changing needs for passenger transport in the tri-borough area. It is required to commence operations in Westminster from August 2013, with phased commencement of delivery in the other two boroughs.
2)Common procurement vocabulary (CPV)

60120000, 60130000, 60170000

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

Starting 1.8.2013. Completion 31.7.2017
5)Additional information about lots

The service aims to assist in improving the lives of children, young people and vulnerable adults including those with additional needs and their carers, by providing a safe, secure, sensitive and reliable transport service for users.

Section III: Legal, economic, financial and technical information

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

Parent Company Guarantee may be required if the contractor is part of a group. Details will be set out in the Pre-qualification Questionnaire.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment shall be made in accordance with the payment provisions in the contract.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Members of any consortium shall be jointly and severally liable. Legal bodies shall be companies or partnerships or registered charities who hold transport operating licence.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Criminal Record Checks, for all staff within the three lots.
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: As set out in the pre-qualification questionnaire (PQQ). Economic operators can formally express interest and lodge a request to be selected by completing and returning a PQQ within the timescales set out in IV.3.3. A PQQ is available free of charge from the email address in 1.1.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As set out in the PQQ (See II.2.1).
Minimum level(s) of standards possibly required: As set out in the PQQ (See IIII.2..1).
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As set out in the PQQ (See III.2.1).
Minimum level(s) of standards possibly required:
As set out in the PQQ (See III.2.1).
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

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

Envisaged minimum number 5: and maximum number 20
Objective criteria for choosing the limited number of candidates: As set out in the PQQ (See III.2.1).
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:

N/A
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: 17.10.2012 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

17.10.2012 – 17:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

5.12.2012
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
IV.3.8)Conditions for opening tenders

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

It is anticipated that invitations to Tender will be dispatched during December 2012 and that the services for Westminster City Council will commence no later than 1.8.2013. The combined value for lot one and two is 42 000 000 GBP, however contracts awarded under the framework agreement for provision of passenger transport operations will be a variety of different sizes and values.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

The High Court
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with Regulations 32 (information about contract award procedures and the application of the standstill period to contract award) and regulation 47 (Enforcement obligations) of the Public Contracts Regulations 2006 as amended by the Public Contracts (Amendments) Regulations 2009.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:20.9.2012