CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

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

http://npswales.gov.uk/about-us/customer-member-organisations?lang=en

Welsh Public Sector Organisations named in the ITT

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

Purchase		Rent		Lease
Hire-purchase		Combination of these

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

Wales

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

The Supplier shall supply vehicles to Customers on both short-term and long term hire, as and when required by Customers. The requirements of each hire shall be specified at the time of ordering.

The Agreement will be for a period of two years (with an option to extend the agreement for a further period of up to 2 years in multiples not exceeding 12 months).

NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at http://www.sell2wales.gov.uk/search/search_switch.aspx?ID=13349

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

one lot only

one or more lots

all lots

II.1.9)

Will variants be accepted

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

n/a

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

n/a

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

The Authority actively encourages in respect of this framework sub Contracting and Joint Bidding. The Authority encourages consortia bids, especially from SMEs, for the framework. The Authority recognising the potential added value and community benefits that can come from SMEs working together and the positive impact on the economy of Wales.

The attached link provides further information

http://cymru.gov.uk/topics/improvingservices/bettervfm/publications/jointbidding/?lang=en

III.1.4)

Other particular conditions to which the performance of the contract is subject

The Authority and the Customers are required to provide management information returns at regular intervals to a variety of stakeholders, therefore Suppliers will be expected to provide comprehensive detail on a monthly basis (or at time interval identified by Customers). Information should be submitted in the format agreed with the Authority and include as a minimum the following detail;

Organisational Name

Hire date

Supplier reference

Vehicle registration

Vehicle type

Number of days

Daily rate

Total price

Driver name

Driver department

Cost centre

Purchase Order Number

Driver phone

e mail

Refuel charge

Total mileage per hire

C02 emission status of vehicle

Vehicle Tracker information (where this is available).

Total CO2 for the journey.

The Authority and Supplier(s) shall agree Key Performance Indicators (KPI’s), during the implementation of the framework and any subsequent commitments, for the supply of vehicle hire. The Supplier(s) shall set up processes to monitor performance against the agreed KPI table in order to report to the Authority. The Supplier(s) shall at all times ensure compliance with the standards set by the KPI.

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Details to be provided will be listed in the invitation to tender documents and etender.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

NPS-FT-0009-15

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can 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: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

VI.3)

Additional Information

All documents associated with this tender can be found on etenderwales at the following link:

www.etenderwales.bravosolution.co.uk

Project reference: project_29252

ITT reference: ITT_45521

(WA Ref:13349)

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

It is expected that successful Suppliers will work with the Authority and Customers to assist with projects where reasonably possible.

Details about Community Benefits can be found in paragraph 44 of the Specification (ITT: Section 4).

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice

ANNEX A

Additional Addresses and Contact Points

I)

Address and contact points from which further information can be obtained

II)

Address and contact points from which specifications and additional documentation may be obtained

III)

Address and contact points to which Tenders/Requests to Participate must be sent

ANNEX B

Information About Lots

1)

Short Description

Comprises of 26 geographical zones and will be limited to a maximum of 4 suppliers per zone.

Zone 1 Blaenau Gwent

Zone 2 Bridgend

Zone 3 Caerphilly

Zone 4 Cardiff

Zone 5 Carmarthenshire

Zone 6 Ceredigion

Zone 7 Conwy

Zone 8 Denbighshire – North

Zone 9 Denbighshire – South

Zone10 Flintshire

Zone 11 Gwynedd – Arfon

Zone 12 Gwynedd – Dwyfor

Zone 13 Gwynedd – Merionydd

Zone 14 Isle of Anglesey

Zone 15 Merthyr Tydfil

Zone 16 Monmouthshire

Zone 17 Neath Port Talbot

Zone 18 Newport

Zone 19 Pembrokeshire

Zone 20 Powys - North

Zone 21 Powys- South

Zone 22 Rhondda Cynon Taff

Zone 23 Swansea

Zone 24 Torfaen

Zone 25 Vale of Glamorgan

Zone 26 Wrexham

The Framework will be awarded on 100% price following successful qualification and Suppliers will be ranked in price order.

All successful Suppliers admitted to the framework under lot 1 will be ranked in order of daily price (including collection and delivery, excluding insurance) submitted.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The estimated expenditure on hire vehicles is GBP6.25million per annum across the identified participating Customers (the estimated expenditure in years 3 and 4 is expected to be GBP7million per annum due to the inclusion of Cardiff Council from 1st September 2016). These figures have been obtained from historical data and provide no guarantee of future expenditure.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The All Wales Lot will have a total of 3 suppliers all with the ability to service all of the 3 boundaries across Wales this is based on the 4 Police Force boundaries with the exception of South Wales and Gwent Police forming a single boundary making the total of 3 boundaries:

North Wales

Dyfed Powys

South Wales

The Framework will be awarded on 100% price following successful qualification and Suppliers will be ranked in price order.

All successful Suppliers admitted to the framework will be ranked in order of daily price (including collection and delivery, excluding insurance) submitted.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The estimated expenditure on hire vehicles is GBP6.25million per annum across the identified participating Customers (the estimated expenditure in years 3 and 4 is expected to be GBP7million per annum due to the inclusion of Cardiff Council from 1st September 2016). These figures have been obtained from historical data and provide no guarantee of future expenditure.

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

The Corporate Car Solutions Lot will have a total of 3 suppliers all with the ability to service all of the 3 boundaries across Wales these are based on the 4 Police Force boundaries with the exception of South Wales and Gwent Police forming a single boundary making the total of 3 boundaries:

North Wales

Dyfed Powys

South Wales

The Framework will be awarded on 100% price following successful qualification.

The Authority is seeking innovative solutions to the provision of Corporate Cars. Suppliers are advised that they should submit bids to provide Corporate Car Solutions on an All Wales basis for the Welsh Public Sector. A maximum of 3 Suppliers across all boundaries. Suppliers must be able to provide Corporate Car Solutions for a selection of Cars (Small, Medium and Large Cars) across All Boundaries.Hire periods required will be 1 year, 2 years and 3 years.

Suppliers will be invited to submit indicative prices on a selection of Vehicles for ranking purposes and admittance onto the Agreement. Suppliers will not be held to these indicative prices. Suppliers will be ranked in price order and will be subject to mini competition.

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

The estimated expenditure on hire vehicles is GBP6.25million per annum across the identified participating Customers (the estimated expenditure in years 3 and 4 is expected to be GBP7million per annum due to the inclusion of Cardiff Council from 1st September 2016). These figures have been obtained from historical data and provide no guarantee of future expenditure.

4)

Indication about different contract dates

5)

Additional Information about lots