Vehicle Leasing Tender

Vehicle Leasing Tender

Contract Hire with Maintenance and Associated Services Provision of Commercial Vehicles.

UK-Walsall: financial leasing services

2012/S 150-251058

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Procurement, 100 Hatherton Street, 3rd Floor
For the attention of: Mr John Thompson
WS1 1AB Walsall
Telephone: +44 1922426777

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Housing and community amenities
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.1.1)Title attributed to the contract by the contracting authority:

Contract Hire with Maintenance and Associated Services Provision of Commercial Vehicles.
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: Walsall.
NUTS code UKG35

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

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Walsall Housing Group is looking to procure a fleet of vehicles via a Contract Hire with Maintenance and Associated Services Provision. This sole provision will include the supply of light commercial vehicles up to and including a MAM of 3 500 kgs and heavy commercial tipper / crane vehicles up to and including a MAM of 10 000 kgs.
The contract shall be for an initial period of 3yrs with a further 3yr extension period pending successful performance of the initial contract. Each vehicle will have it’s own mini-contract attached to it where-by the mini-contract will run from the date of delivery for an initial period of 3yrs with a vehicle changeover at the 3yr stage (mid-life master contract) resulting in a further 3yr extension period pending successful performance of the initial contract.
The successful provider must be able to provide the following services as part of this contract:
1. Full Maintenance provision including:
— 24/7/365 Comprehensive Breakdown Recovery Service,
— 24/7/365 Mobile Tyre Service (On-site Breakdowns and Repairs),
— 24/7/365 Mobile Glass Replacement Service,
— 24/7/365 Call Centre Number for vehicle issues,
— Scheduled Maintenance and Non-Scheduled Maintenance.
2. Telematics Provision with the facility to record individual driver weekly hours records.
3. Vehicle Graphics Provision.
4. Spot Hire / Daily Rental Provision (Cars and Vans).
5. Vehicle Racking Provision (for the transfer or existing racking and renewal of racking at the mid-life master contract stage).
Specific Vehicle Accreditations:
The contract hire company must be members of the British Vehicle Rental and Leasing Association or equivalent European organisation.
The breakdown recovery service must conform to ISO9001 and PAS 43 or equivalent European standard.
Mobile Tyre Service (On-site Breakdowns and Repairs) must be members of The National Tyre Distributors Association (NTDA), Independent Tyre Distributors Network (ITDN) or equivalent European organisation.
It is envisaged that this requirement will run as a one-stop shop service. We do not envisage breaking the service down into individual lots.
Please note that the successful provider will be required to integrate its master hire agreement into the whg master contract template.
Please ensure you upload copies of all accreditations within the pqq in the final section when asked to upload documents.
II.1.6)Common procurement vocabulary (CPV)

66114000, 50111000, 50111110, 50117000, 34210000, 34131000, 34136000, 34113000, 34130000, 34900000, 32441300, 34928470, 34134000

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

The contract is covered by the Government Procurement Agreement (GPA): no

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 successful contractor(s) must be able to show a commitment to providing effective services that provide value for money to whg and its customers including both tenants and leaseholders. The proposed initial contract period will be for 3 years commencing on or about the January 2013 and with the option for an extension to this initial period for a period of up to a further 3 years all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators.
Whg reserves the right to withdraw from this procurement procedure at anytime without awarding a contract. Whg and / or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any application and tender submission of any applicant or bidder whether they are successful or unsuccessful and all applicants and bidders are to be responsible for all of the costs and expenses they incur as a result of participating in this procurement process, irrespective of whether the procedure is completed or is abandoned without any appointment. An applicant shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process.
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 72 (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:
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capabilities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(g) for public works contracts and public services contracts, and only in appropriate cases, and indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
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

Envisaged minimum number 5: and maximum number 10
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
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

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

4.9.2012 – 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
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

Whg reserves the right to cancel the procurement at any stage of the process and not to proceed with the award of any contract.
These instructions are issued for the guidance of Tenderers and will not form part of the Agreement. Failure to comply with these instructions, however, may result in rejection of the Tenders.
Whg is committed to the deployment of e-tendering methodology. This tender process will be managed via our electronic tendering solution referred to as Due North Pro Contract.
During the PQQ stage you will enter the Housing Procurement Portal (HPP) to register your organisation. whg uses the Housing Procurement Portal for placing EU and non-EU public notices and facilitates the immediate publication of these notices on this procurement portal, giving suppliers instant access to tender opportunities.
To Enter the HPP go to the main web address:

Press on register free, on the next screen press the next button located at the bottom.
Complete contact details as required (note sections with a red asterisk are mandatory) then press next.
Complete contact details as required, also complete keywords (note that the key words you enter will help the system to automatically suggest contracts that become available).
Complete any affiliations and your company classifications as required (note you can select more than 1) and press next.
Press on search/select categories.
Complete the search criteria and press search (note that the search criteria you enter will help the system to automatically suggest contracts that become available).
Once the search criteria are returned tick any relevant codes and press select categories.
The selected categories will then appear on the right hand side of the screen, you can now select more categories by repeating the above process or press finish at the bottom of the screen.
You will then be presented with a screen with all of the categories you have selected showing. Press next.
Due North require that in order to use their software you should tick to confirm that you have read the Privacy Notice and accept their Terms and Conditions of use. You may wish to seek advice (at your own cost) before accepting.
Please note these are not whg’s Terms and Conditions which you will be required to accept during each tender process.
You will are then check the details and press submit registration.
You will are then need to press ok.
Once registered you will then receive an email stating:
Thank you for applying to become a user of the system.
Your application is now being considered, and you should be informed of a decision shortly.
Your application reference is ==> SID-UATT-8TNHBR.
This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed.
If you have received this email in error please notify the system manager.
Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company.
Finally, the recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email.
Your company will then be approved by the system administrator which may take up to 2 working days. Once accepted you will then receive 2 emails with your user name and password on. Once you have this please login to the system as show below.
Go back to the web link above and press on the login icon.
Enter Your User Name: In this field you enter your unique username (Supplied by Due North via email).
Password: In this field you enter your password, which in the case of a first time log in will be the system generated, random password sent in a separate e mail from your user name. This is Case Sensitive. Then once this has been done click on the Login “Login” button to continue. This will go to the home page, however it has changed slightly from before, reflecting the fact that you are now logged in.
As it is a first time log in the next screen is the password change screen that is required for security reasons, and so the password can be changed to something more memorable. Click on “Change Password”. This will open up the next Change Password screen.
There are 3 fields that must be complete to move onto the next page.
Current Password: In this field the current portal password is required.
New Password: In this field the new password that is to be used with the account is specified. The password must be at least 8 digits long and contain both letters and numbers to be valid and to ensure account security.
Confirm New Password: In this field the new password must be retyped, and it must match the password specified in the field above to be able to continue. Once all fields have been correctly completed then click on “Next” from the options section to proceed. If all fields are correctly populated then the Change Password Confirmation screen will appear.
To return to the supplier homepage from this screen then click on “OK”.
Please wait at least 1 hour before attempting to log back in otherwise you will lock your account and have to complete the process again.
During the process all questions must be raised using the portal. The ability to ask questions is found in the Discussion section. This is located on the right hand side of the screen, and there are two sections within. The Question and Answer section is where questions are asked regarding the tender, and they will go to the member of staff that is working on this within the contracting organisation. To ask a question, click on the Question and Answer section title in the discussions section. This will open up the question and answer section, here any existing questions will show up along with any additional information that has been issued. To ask whg a question, click the “Ask Question” button.
Tenderers must utilise the Due North system for communication with whg. Contacting whg’s Authorised Officer(s) directly through a work email address is not permitted, unless there is a technical issue with the Due North system. In this event please contact

It is the responsibility of the Tenderer to ensure that company information (e.g. email address of any representative / contact) is kept current to avoid any delay in processing changes.
Tenderers must treat all documents and all details contained therein, as private and confidential. Any attachments are intended solely for the recipient or entity to which they are addressed and are confidential in nature. If you have received this in error, please contact:

And then delete any copies you may have.
Whg does not bind itself to accept the lowest or any tender and will not be responsible for, or pay any expenses incurred by the Tenderer in the preparation of this tender.
Whilst whg will use reasonable endeavours to see that all information given to Tenderers is both truthful and accurate, whg in no way warrants the same and Tenderers must satisfy themselves as to the accuracy of any information provided by whg. whg accepts no responsibility or liability whatsoever for any loss or damage of whatever kind and howsoever caused arising from or in consequence of the use by Tenderers of such information.
All questions at PQQ stage are to answer. When completing your PQQ please also consider the following: A financial assessment will be made via a Credit agency report – this is a pass / fail criteria. Any organisation receiving a report highlighting a risk of business failure will then have additional financial checks carried out on them, should the additional checks highlight the same as the credit agency report your company will not progress any further and will not be invited to tender. It is not the responsibility of whg to ensure that the credit agencies have the correct information on your company.
Insurance: whg will require the following levels of insurance: Professional Indemnity £5Millon; Employers Liability £10Million; Public Liability £10 000 000 GBP.
— it is important that you confirm that you are willing to take out this level of insurance cover if successful.
References – within the PQQ please provide details for 3 comparable references.

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:2.8.2012