SIMPLIFIED CONTRACT NOTICE ON A DYNAMIC PURCHASING SYSTEM

Section I: Contracting Authority/Entity

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the contract

II.1)

Title attributed to the contract by the contracting authority/entity

Dynamic Purchasing System for the Provision of Passenger Transport 25/09/14

II.2)

Type of contract

II.3)

Short description of the contract or purchase(s)

On 9th July 2014 Cardiff Council established a Dynamic Purchasing System (DPS) under which to operate all procurement activity for the provision of high quality and cost effective Passenger Transport via the Proactis portal

https://www.proactisplaza.com/supplierportal/Public/Opportunities.aspx

The total value of the DPS over the contract period for all four Lots is GBP 28,000,000.

Cardiff Council has a duty to provide transport in accordance with The Learner Travel (Wales) Measure 2008. The Council is responsible for providing a safe and secure transport service for approximately 850 Special Educational Needs (SEN) pupils and 6,000 mainstream pupils. This is an essential service that Cardiff Council offers to children and families across the city.

The type of transport the Council provides includes Home to School transport service for children in mainstream education and children with Special Educational Needs (SEN), Children and Adult Services, County ride bus services, Ad Hoc Taxis and Minibus / Coach hire, and any other passenger transport services (excluding Park & Ride services, which are managed separately). On certain routes there is a requirement for regular drivers, and/or passenger assistants/escorts. All aspects relating to the above passenger transport requirements are managed by the Council’s in-house passenger transport team. The Council also has powers to provide scheduled local bus services to meet public transport requirements which would otherwise not be met; these are scheduled public passenger transport services that transport citizens within the boundary of Cardiff County Council and across neighbouring council boundaries, when the Council provides additional subsided services.

It is the intention of the Council to use reverse e Auctions to award new contracts through the Dynamic Purchasing System.

Cardiff Council is managing this procurement process in accordance with the Public Contracts Regulations 2006 (the “Regulations”) as amended.

The DPS is split into four Lots; suppliers will be able to bid for one or more Lots as follows –

-Lot One Vehicle over 17 Seats

-Lot Two Vehicles 8 – 17 Seats including Specially Adapted Vehicles

-Lot Three Taxis with a Regular Driver

-Lot Four Ad Hoc Taxis

To express an interest in this opportunity please go to

https://www.proactisplaza.com/supplierportal/Public/Opportunities.aspx

Suppliers who have previously completed the tender and failed to be accepted onto the DPS will now need to express an interest again and complete the tender questions. Please note some questions maybe pre populated. Please review all questions.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=15090.

II.4)

Common Procurement Vocabulary (CPV)

II.5)

Quantity or scope of the specific contract

The DPS route requirements for Lot Two -

Vehicles with 8 - 17 seats Inc. SAV are attached; please see the attached documents to this notice.

The value of the Routes will be GBP 1 million per annum for three years.

The DPS requirements for Lot Four –

Ad hoc Taxis and vehicles up to 8 seats (not requiring a regular driver)

The value of the contract will be GBP £250,000 per annum for one year

The DPS requirements for Lot Three –

Taxis with Regular Driver

The value of the Routes will be GBP 40,000 per annum for three years

The DPS requirement for Lot One –

Vehicles over 17 seats

The value of the Route will be GBP 17,000 per annum for three years

Suppliers have until 12:00 on 9th October 2014 to complete an indicative tender response via the Proactis Porta. Suppliers who are successful will then be able to then be able to submit prices

Successful tenders will then be able to submit prices for the each Lot by 12:00 on 17th October 2014.

If the Council receives 3 or more bids for a route within Lot 1, 2 and 3 we reserve the right to carry out a reverse e – Auction.

The reverse electronic auctions will be structured in 2 stages:

Stage one:

Invitation to Tender – submitting a price for each route

Stage two:

A reverse e – Auction will take place at the specified date and time (please see additional attachments for Lot 1, 2 and 3 timetables)

Section IV: Procedure

IV.1)

Type of procedure

IV.2)

Administrative information

IV.2.1)

File reference number attributed by the contracting authority/entity

IV.2.2)

Previous publication (Contract notice) providing more information about the Dynamic Purchasing System

IV.2.3)

Time limit for submission of indicative tenders for the specific contract

IV.2.4)

Language or languages in which tenders may be drawn up

Section VI: Complementary information

VI.1)

Additional information

On 9th July 2014 Cardiff Council established a Dynamic Purchasing System (DPS) under which to operate all procurement activity for the provision of high quality and cost effective Passenger Transport via the Proactis portal https://www.proactisplaza.com/supplierportal/Public/Opportunities.aspx

All Contractors who wish to participate must register and access the ITT via the below portal:

https://www.proactisplaza.com/supplierportal/?CID=CARDIFF

Steps to follow:

a) Click on link:

https://www.proactisplaza.com/supplierportal/?CID=CARDIFF

b) To register - Click on ‘Register Now’ button

- Enter the information requested and click on the ‘Register’ button to start the process

- An activation email will be sent to the email address of the primary contact.

- Click on the link contained in the email to activate your account

- The supplier will then be asked to provide basic organisational information and register against the relevant CPV codes and select Cardiff Council as a buyer

c)To access an opportunity - Click on ‘Opportunities’(only have to log on to bid, can view opportunity without logging on)

- Once logged in click on Opportunities tab at the top of the page

- Click on advanced search and a box will appear – in the buyer box type in Cardiff

- Find opportunity and click on ‘view’

You will be able to see the opportunity notice tab, Items tab (each Lot) and the documents tab (IITT)

Click on ‘Register Interest’

d)To create a response - Click on ‘Request from Buyers’ within the opportunity tab

- Select the opportunity that you have registered against

- Select ‘Create a Response’

- Run through the wizard to create a response

e)To complete a Response

The response is made up of 5 tabs:

- General – This is where you can note any additional information for the buyer

- Item – This is where you will select the Lot/s you are NOT interested in

- Questionnaire – This is where you answer questions related to the procurement (please click on the’?’ whenever you see the symbol as this provides you with question specific information). Question response types will vary between attachments; drop down list, numerical or text input.

- Attachments – This is where you can attach any additional documents

-Reference Fields – Not applicable

Save your response regulary

Helpful Hints and Tips – Please Read

Important: Please read this section before completing any questions.

- Read all Instructions - Please ensure that you read and understand all the required instructions/actions and appropriate deadlines and any subsequent communication.

- Secure login - Please treat your Proactis portal logins securely. If you believe you have lost your password please log on to the website and click 'Forgotten Password'.

- Save regulary - For security reasons your access to the portal will 'time out' if inactive for 20 minutes if you do not click 'save changes' within this time. Failure to do so will mean you risk losing your work.

- You are able to Save your response and come back to it at any time.

- Communication / Messages: To write or read any messages use the secure messaging to communicate with the Council and to seek clarification, this will provide an audit trail for all discussions and clarifications.

Please click on the opportunity and click the ‘view messages’ button.

- Response time - Do not leave your response until the last minute or hours before the deadline. If you experience connection problems you will miss the deadline and your response may be deemed non-compliant and rejected. Always upload generic information early to avoid last minute time pressure.

- Attachment size – Size attachments should be no larger than 16MB.

Please note depending on the time of day and internet traffic, the submission of large electronic files may take some time. The speed at which your submission is received will also depend on the size of the file and the internet bandwidth available to you. Allow sufficient time when tendering electronically. As a general guide, a simple two page text file should take less than 30 seconds to transmit. A large file (i.e. one approaching 4MB file size) may take several minutes to transmit.

ALL of the submission Must be received prior to the submission deadline.

If your transmission is part received when the deadline is reached, the submission will fail. As a general rule, if the transmission process has not completed within 10 minutes, it has been unsuccessful.

- Submitting responses - Please submit your response when completed. This will submit your response to the Council.

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Select Tools and then Compatibility View Settings.

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(WA Ref:15090)

VI.2)

Dispatch date of this Notice