Vehicle Stores Management and Parts Provision

UK-Bradford: Repair, maintenance and associated services of vehicles and related equipment

2013/S 092-156965

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The City of Bradford Metropolitan District Council
Department of Environment & Sport, Fleet Services, Shearbridge Depot, Shearbridge Road
For the attention of: David McLaren
BD7 1PU Bradford
UNITED KINGDOM
Telephone: +44 1274433811
E-mail: david.mclaren@bradford.gov.uk

Internet address(es):

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

Address of the buyer profile: www.bradford.gov.uk/procurement

Electronic access to information: http://www.yortender.co.uk

Electronic submission of tenders and requests to participate: http://www.yortender.co.uk

Further information can be obtained from: Bradford Metropolitan District Council
http://yortender.alito.co.uk
Bradford
UNITED KINGDOM

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Bradford Metropolitan District Council
http://yortender.alito.co.uk
Bradford
UNITED KINGDOM

Tenders or requests to participate must be sent to: Bradford Metropolitan District Council
http://yortender.alito.co.uk
Bradford
UNITED KINGDOM

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 Stores Management and Parts Provision.

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: Bradford.
NUTS code UKE41

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)

The City of Bradford Metropolitan District Council (the Council) are seeking suitably experienced organisations to efficiently manage the stores facility and parts provision based within the Council’s vehicle workshop.
Fleet Services is responsible for the sourcing, supply and maintenance of a wide range of vehicles, plant and equipment for various departments within the Council and operates a 24 Hour, 7 Day service. The fleet currently comprises of approximately 1000 vehicles and items of plant with approximatley 25 manufacturers covering the majority of the fleet.
Maintenance and repair of the majority of vehicles is undertaken within the Council through a managed vehicle workshop based at Shearbridge Depot. The stores facility is integral to the efficient supply of parts and services required to complete maintenance and repair to Council vehicles. There is a dedicated stores facility based within the vehicle workshop at Shearbridge Depot.
The scope of this contract is to engage with an organisation to efficiently manage the stores facility based within the vehicle workshop. the key objectives and conditions of the contract are:
— Reduce the number of parts fitted to vehicles, using intelligence, knowledge and data through best practices, therefore reducing costs.
— Reduce downtime by maintaining the quality of stock commensurate with demand.
— Ensure footprint of the stores is kept to a minimum.
— Reduce administrative processes currently used.
— Management of stores in line with the needs of service.
— Update IT technologies which are compatible with corporate systems.
— Provide employees with ongoing training and support to ensure best practices are identified and used.
— Protect existing terms and conditions of staff in line with TUPE regulations.
— Ensure smooth transition of contract.
— Bring added value to the Council.
The estimated value of the contract, excluding VAT, is GBP 4 000 000 over the initial contract period. This is an indicative amount for information only and no guarantee of future value should be assumed. The contract will run from 1.9.2013 for an initial four years with an option, at the sole discretion of the Council, to extend for a further one year subject to satisfactory contract performance and the Council still having the need and funding for the contract.
Further detials of the requirements required and options available will be within the tender documents which will be made availabe via the regional tendering website http://yortender.co.uk. The details of how to access these are contained within section Vi.3) of this contract notice and any queries regarding this procurement should be made only reading these documents.

II.1.6)Common procurement vocabulary (CPV)

50100000, 34300000, 50111000, 34310000, 34320000, 34330000

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: 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:

Estimated value excluding VAT: 4 000 000 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

Duration in months: 48 (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:

A group guarantee will be required where applicable.

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:

Joint and several liability.

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

Information and formalities necessary for evaluating if the requirements are met: Organisations will be required to complete the Invitation to tender (ITT) documents available from the e-tendering website used by the Council at https://yortender.co.uk together with other information which provides more explanation of the Council’s requirements along with instructions for completion and return of the ITT prior to the closing date of the tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the ITT documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the ITT 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

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:

YORE-973GYE.

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

Prior information notice

Notice number in the OJEU: 2012/S 230-378868 of 29.11.2012

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

26.6.2013 – 14:00

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

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 26.6.2013 – 14:00
Place:

Room 112, City Hall, BRadford.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Authorised Officers of the Council.

Section VI: Complementary information

VI.1)Information about recurrence

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

The City of Bradford Metropolitan District Council reserves the right to use e-procurement technologies, including e-tendering in this procurement exercise. Interested bidders should be prepared to submit responses and bids using the internet.
Therefore the tender documents are to be downloaded from the Public Bulletin Board on https://yortender.co.uk, and completed and returned following the instructions in the document.

Although documents will be available for download up to the closing time and date for submissions, it is the bidders responsibility to ensure that they download the documents in ample time to ensure that they can be completed and returned, along with supporting documentation called for, prior to the closing time and date of this stage of the process.
If this is your first time using the system, please refer to the online user guide, which is available to assist you to register as a new user and download the document(s).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Body responsible for mediation procedures

See VI.4.2) below

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The City of Bradford Metropolitan District will incorporate a minimum ten calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into and to start proceedings where such action is necessary.
Such additional information should be requested from the person stated in the contact details in section I.1) of this document.
If an appeal regarding the award of a contract has not been successfully resolved the Public Contracts Regulations 2006 (SI 2006/5 (as amended)) provide for aggregated parties who have been harmed or at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly and within the time limits as defined in the above regulations. Where a contract has not been entered into the court may order the setting aside of the award decision or order the contracting authority to amend any document and may award damages. If the contract has been entered into the court has the options to award damages and/or to shorten or order the contract ineffective.

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

See VI.4.2) above

VI.5)Date of dispatch of this notice:

10.5.2013