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Welcome to: Operator Information Meeting Thursday 23 rd February 2012 Tender for Framework Agreement BB2 (Large Vehicle Passenger Transport Services – 9+ Passenger Seats ). Introductions Mark Watters Team Leader - Business Development & Support, STG Ashley Holland

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Presentation Transcript
slide1
Welcome to:

Operator Information Meeting

Thursday 23rd February 2012

Tender for Framework Agreement BB2

(Large Vehicle Passenger Transport Services – 9+ Passenger Seats)

slide2
Introductions

Mark Watters

Team Leader - Business Development & Support, STG

Ashley Holland

Team Leader – Contracts, STG

Janna Walker

Senior Contracts Manager – Contracts, STG

Arnold Lupunga

Procurement Officer – Corporate Resources

slide3
Housekeeping & Agenda

Mobiles off please

Emergency exits

Hold questions until the end

Background – Why?

How it works & key facts

The Tender Form – what are we looking for

Questions and Answers

Where to get more help from

slide4
Background

Overall process is the same as last time

Only slight changes to the actual documents

Need to comply with EU regulations

A “Framework” means we can cut down individual tender times

BB1 was extended for 3 years (max allowed). Therefore new Framework needed

slide5
How it works and key facts

See the INFORMATION sheet

Today’s information & Q&As will be available on our website

The Framework sets up a “Standing List”

Tenders within the Framework will be the same as those now:

eAuctions

Online tenders returned in paper format

Emergency quotes by email outside the Framework

slide6
The Tender Form

What are we looking for?

You must answer every question

Be honest, concise and clear

We are not expecting Nobel Prize winning essays!

Note that some of the questions are in the future tense and that we may wish to see proof before awarding any contracts

The following gives an idea of the type of information you should consider when completing your tender (changes to existing framework highlighted as NEW)

slide7
The Tender Form

Questions 1 & 2:about your company

Licence details and CPC holder info NEW

Operational base(s)

How you will operate if you are remote from Leicestershire

Do you operate wheelchair accessible vehicles or escorts

Size of your current fleet by vehicle type

slide8
The Tender Form

Question 3.1

“Provide a brief overview of your organisation and how it could best provide the services required by the Council”

How long have you been in business

Do you currently operate contracts for LCC or other authorities or businesses

Are you familiar with the requirements of schools and other work

What is the general makeup of your business – types of services you operate: coaching, private hire, local bus etc

What sort of management do you have – operational, workshop, bookings, administration, financial

slide9
The Tender Form

Question 3.2

“Have any of the Directors of your company and/or any person with the power of representation been convicted of any of the offences listed under Regulation 23 (1) of the Public Contracts Regulations 2006”

If in doubt – declare it

slide10
The Tender Form

Question 3.3

“Please indicate with details if your company or any of its owners or directors have been involved in any disciplinary proceedings by any Traffic Commissioner or equivalent body in respect of the operation of a passenger transport business within the last 5 years”

Appearances in Traffic Court with details and outcome

Not interested in other convictions or traffic offences e.g. SP30 (unless these have resulted in Traffic Commissioner proceedings in relation to your business)

If in doubt – declare it

slide11
The Tender Form

Question 3.4 – Operational Quality

“How will you ensure vehicles will be adequately maintained according to the manufacturer’s specification and in a roadworthy and legal condition?”

Do you have a contract with a maintenance company – who, and what are the details

Do you do your own maintenance – how many mechanics do you employ

How frequently do you do regular vehicle inspections

How does your driver’s walkaround check system work

Do you have a workshop manager or similar

Who are you insured with and what level of cover, excess etc

slide12
The Tender Form

Question 3.5 – Operational Quality

“How will you ensure drivers are aware of the individual needs of the passengers and the route, particularly if having to cover a regular driver who is unavailable”

What customer care training have your drivers had and to what standard

Do you have a route learning programme

Do you draw up “route cards” etc.

Do you have driver cover arrangements in the event of sickness etc.

slide13
The Tender Form

Question 3.6 – Operational Quality

“What arrangements will you have in place for vehicle breakdowns?”

Spare vehicles

Arrangements with other companies/hire arrangements

County Hall cover

slide14
The Tender Form

Question 3.7 – Operational Quality

“What arrangements does your organisation have in place for staff development and training?” NEW

What training have your drivers had and to what standard – CPC etc.

Who provides the training

Are they all trained – if not what is your plan to get them all trained

slide15
The Tender Form

Question 3.8 - Financial

“Has your company ever had to pay financial penalties or contractual damages levied in respect of a failure to perform to the terms of any Contract or had any Contract terminated (under the terms of the Contract) in the last three years?” NEW

Includes Council and private contracts

Credit check will be done for entry onto Framework and as deemed necessary throughout

If in doubt – declare it

slide16
The Tender Form

Question 3.9 - Environment

“What steps have you taken to reduce the environmental impact of your organisation and its services?” NEW

See schedule 2A – paragraph 27b

Newer vehicles with cleaner emissions

Defensive driving training

Speed limiters or tracking

Recycled water in vehicle washes

Proper disposal of waste oil, batteries etc.

Office and buildings – solar energy etc

slide17
The Tender Form

Question 3.10 – Business Continuity

“Please provide details of your Business Continuity plans that will enable you to maintain your service delivery with the minimum of disruption even in the event of unexpected circumstances. If you already have a Business Continuity plan for your company, you can attach it” NEW

See Schedule 2A paragraph 38

Who does what and when

What happens if your garage burns down

What if all of your drivers report in sick

“Recovery times”

slide18
The Tender Form

Question 4: Pricing

We must ask a question on pricing but it only accounts for 10% of your score and may NOT be used in any subsequent variations

You must provide at least one price

Perhaps think of an example:

include what extra money you would need to cover all your costs to do an extra mile

perhaps think of an example of an average school contract e.g. contract operates for 10 live miles a day; how much would you need per mile if the Council asked you to add a new pick-up on to the start of the route that was 2 miles away from the current start

Please remember that the price you quote here is NOT the price you would expect to get paid for an individual contract – you will still be asked to quote a separate price for each new contract we tender.

slide19
The Tender Form

Question 4: Pricing

Specific note for taxi companies.

We have opened up the Large Vehicle Framework to operators of smaller vehicles who can provide a combined capacity of 9 passenger seats or more:

Sometimes need minibus-type operation and taxi operators may be able to provide this for us using more than one vehicle

Please price based on any combination of vehicles in the 9-16 seat box on the price matrix

slide20
Tender Submission
  • We strongly suggest hand delivery and get a receipt or send recorded delivery. See Appendix 3.
  • Use the envelope template provided
slide21
Award Criteria

See Appendix 1

Cost – 10%, Quality 90%

Simple 0, 1 or 2 points

40% minimum

Last time only 3 operators did not get on the Framework

slide22
Changes to Contract Conditions

As part of the renewal we have updated and revised CCs.

Bus Operators’ Working Group has informed these.

Key changes (other small changes also made):

Legislation e.g. Bribery Act 2010, Equality Act 2010

Environmental policy NEW

CRB update

Payment terms update inc better payment terms for adverse weather/strikes etc

Clarification on roadworks payments

School bus terminations now a simple 2 calendar months

Novation conditions – NEW

Primary school contracts – must have height adjustable seatbelts or lap belts NEW

Retro-sign up to these new contract conditions will be required for existing contracts.

slide23
Other information

Bus Operators’ Forum

Thursday 17th May 2012 Council Chamber 10.00am

Taxi Operators’ Forum

Thursday 24th May 2012 Council Chamber 11.00am

Note our PO Box address is no longer valid – please do NOT send your invoices there!

slide25
Further questions & information

By phone or in person : call 0116 3056626 and ask for Ashley, Janna or Mark

By Fax: 0116 3057181

By email: stg@leics.gov.uk

In writing:

Ashley Holland, Contracts Team,

Sustainable Travel Group,

Dept of Environment and Transport,

County Hall,

Glenfield,

Leicester LE3 8RJ.

Q&As and other documents are on the website: www.leics.gov.uk

slide26
Finally…….

Please do not

forget to tender!

Closing Date for tender submission:

Friday 20th April 2012