Vehicle Maintenance Tender for Ipswich Borough Council

These requirements are separated into three Schedules (Lots) for the purposes of the tender: (1) Specialist vehicles (2) Light Commercial (3) Gardening equipment, large and small.

United Kingdom-Ipswich: Repair, maintenance and associated services of vehicles and related equipment

2014/S 193-340938

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Ipswich Borough Council
Russell Road
Contact point(s): www.suffolksourcing.co.uk
For the attention of: Karen Tucciarone
IP1 2DE Ipswich
UNITED KINGDOM
Telephone: +44 1473433903
E-mail: karen.tucciarone@ipswich.gov.uk

Internet address(es):

General address of the contracting authority: www.ipswich.gov.uk

Address of the buyer profile: https://www.suffolksourcing.co.uk

Electronic access to information: https://www.suffolksourcing.co.uk

Electronic submission of tenders and requests to participate: https://www.suffolksourcing.co.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: no

Section II: Object of the contract

II.1)Description

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

Vehicle maintenance.

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: Within the Borough of Ipswich.

NUTS code UKH14

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)

Ipswich Borough Council invites suitably experienced and interested provider(s) of vehicle maintenance, repair, statutory inspections and related professional advice. These requirements are separated into three Schedules (Lots) for the purposes of the tender: (1) Specialist vehicles (2) Light Commercial (3) Gardening equipment, large and small.

II.1.6)Common procurement vocabulary (CPV)

50100000

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 all lots

II.1.9)Information about variants

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

These requirements are separated into three schedules for the purposes of the tender:
1 Specialist Vehicles
2 Light Commercial
3 Gardening equipment, large and small
Potential suppliers will be able to bid for 1, 2 or all 3 schedules.
The Council will decide the award of contract based on the overall economic advantage across all three schedules which might give rise to one, two or three contracts. Schedules 1 and 2 are currently services under a contract expiring in April 2015 and Schedule 3 is serviced ‘in-house’.
The contract is for a period of 5 years with an option for a 2 year extension (7 years maximum).
The Council owns workshop premises in Ipswich which it is willing to lease for the duration of the contract at a market rent to the successful tenderer for Schedule 1 (but this can include the provision of Schedules 2 and 3), if it does not have suitable premises of its own. Details of the premises and the heads of terms are included with the tender documents.

II.2.2)Information about options

Options: yes
Description of these options: The contract is for a period of 5 years with an option for a 2 year extension (7 years maximum).

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Information about lots

Lot No: 1Lot title: Specialist Vehicles

1)Short description

Including Refuse Collection Vehicles, Road sweepers, Skip Lorry and Vehicles with tail lifts.

2)Common procurement vocabulary (CPV)

50100000

3)Quantity or scope

24 specialist vehicles in total.

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

5)Additional information about lots

Lot No: 2Lot title: Light Commercial

1)Short description

Up-to 4 00 kg GVW. This includes panel vans, car derived vans, tippers and cars and quad bikes.

2)Common procurement vocabulary (CPV)

50100000

3)Quantity or scope

171 light commercials in total.

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

5)Additional information about lots

Lot No: 3Lot title: Gardening equipment, large and small

1)Short description

To include tractors, mowers, strimmers, blowers and chain saws.

2)Common procurement vocabulary (CPV)

50100000

3)Quantity or scope

275 parks and open spaces plant and equipment in total.

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:

The authority may require a parent company guarantee if the contract is awarded to a subsidiary company. A performance bond may be required if the contract value exceeds 1 000 000 GBP.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Please see the tender documents.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability will be required if a group of economic operators is awarded the contract and a lead contractor must be appointed.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Council considers that the Transfer of Undertakings (Protection of Employment) Regulations (TUPE) will apply to up to 3 employees of the existing contractor regarding Schedules 1 and 2 and to one employee of the Council for Schedule 3.
Ipswich Borough Council requires all its contractors to pay a ‘living wage’ as defined by the Living Wage Foundation to all those employed on the contract.

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: Economic operators who express an interest in the contract will be required to complete a Tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please see tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please see tender documents.

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:

IBC00311

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

28.11.2014 – 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

English.

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

IV.3.8)Conditions for opening of tenders

Date: 28.11.2014
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Procuring Officer, Committee Services.

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

All dates and time periods specified in this notice are provisional and the contracting authority reserves the right to change them.
The authority reserves the right not to award the contract. It reserves the right not to proceed with all or any part of the project detailed at II.1 above and in no circumstances will it be responsible for any costs incurred by economic operators as a result of the publication of this notice or otherwise in connection with their tenders.

Full details of this tender can be found on the Suffolk Sourcing System — www.suffolksourcing.co.uk Before viewing this tender, please refer to the Suffolk Sourcing System ‘User Guides’ which can be accessed via the Suffolk Sourcing Homepage. Suffolk Sourcing is an e-tendering system jointly operated by Suffolk County, District and Borough Councils.

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 authority will allow a standstill period of at least 10 days at the point information on the award of the contract is communicated to tenderers. The standstill period provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2006 (as amended) provide for an economic operator who has suffered or risks suffering loss or damage by a breach of the regulations to take proceedings in the High Court. Proceedings must normally be started within 30 days of the date when the economic operator first knew or ought to have known that grounds for starting proceedings had arisen.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

3.10.2014