Vehicle-fleet management services

Tender description

Procurement for Housing Limited (PfH) is establishing a Framework Agreement for the provision of Vehicle Lease, Contract Hire, Short Term Contract Hire and Daily Rental of Cars, Light commercial and medium commercial vehicles up to 12.5t, Vehicle Racking and Conversion, Telematics, Fleet Management Services, Fuel Cards, and all Associated Services. The framework agreement will be divided into lots and is for use by, but not limited to: (1) Housing Associations, Local Authorities, Councils, Registered Social Landlords, Arm's Length Management Organisation and other public sector organisations. (2) All 750 plus current members of Procurement for Housing (PfH) and any future members of PfH. The above are located throughout the UK, including England, Scotland, Wales and Northern Ireland. This will include as a minimum the provision of the lease/contract hire of cars and commercial vehicles of up to 12.5 tonnes including but not limited to electric, petrol, diesel, hybrid and hydrogen vehicles. Leases/contract hire services may also need to incorporate but not be limited to: — Advising on vehicle specifications and recommendations; — Grant/funding options, e.g. annual/quarterly/months in advance or quarterly/monthly in arrears, sale and leaseback etc.; — Road fund licence; — First registration; — Delivery and collection; — Service, maintenance and repair; — MOT management; — Breakdown cover; — Relief vehicle / courtesy cars / pre-contract vehicles; — Livery; — Racking; — Telematics; — Insurance database management; — Accident and claims management; — Glass replacement services; — Tyre replacement services; — Winter Tyres (fit and storage); — Traffic offence management; — Fuel cards; — Driver licence verification; — Cherished transfers; — Daily rental. This will allow end to end implementation of fully managed vehicle fleet solutions. This will include as a minimum the provision of short term contract hire/daily rental of cars and commercial vehicles of up to 12.5 tonnes including but not limited to electric, petrol, diesel, hybrid and hydrogen vehicles. Rentals may also need to incorporate but not be limited to: — Advising on vehicle specifications and recommendations; — Road fund licence; — First registration; — Delivery and collection; — Service, maintenance and repair; — MOT; — Breakdown cover; — Telematics; — Insurance; — Accident management; — Traffic offence management; — Driver licence verification. Short term contract hire/daily rental periods may vary from an expected minimum 1 day to an expected maximum of 84 days. This will include but is not limited to the provision of computer aided drawings (CAD) design, manufacture, supply, fit/installation of new racking and/or conversion of existing racking by removing from existing vehicles to another vehicle. Service, maintenance and repair of racking, ensuring racking complies with Health and Safety regulations and meets any other necessary regulatory compliance. The provision of racking and associated services may also need to incorporate but not be limited to: — Racking/conversion consultancy services; — Bespoke conversions; — Roof racks; — Glass racks; — Roof ladders; — Spray lining; — Lighting technology; — Bulkheads; — Plylining; — Towbars; — Electric steps; — Night heaters; — Fuel heaters; — Handwash units. This will include but is not limited to the provision, installation and on-going management of GPS navigation, integrated hands-free phone, wireless safety communications, automatic driving assistance systems, fleet reporting tools, vehicle tracking, driving style management, fleet management and fuel management and ensuring that all equipment complies with current Health & Safety regulations and meets any other necessary regulatory compliance. The provision of racking and associated services may also need to incorporate but not be limited to: — Satellite navigation; — Real-time tracking devices and software; — Bluetooth kits; — Parking aids, sensors; — Reversing cameras; — Dashboard cameras; — Panic buttons; — Mobile handsfree kits; — CCTV (e.g. within rear space of vehicle); — Driver style technology and software; — Online web portals for fleet managers — standard and bespoke; — Mobile applications for fleet managers; — Hard wired units; — Plug-in units; — Driver ID; — Data archive 6/12 months data; — Configurable dashboards; — Driver feedback (alerts); — Navigation with messaging functionality; — Back office systems integration; — Driver behavioural systems. This will include but is not limited to the provision of fleet management services for PfH members or other organisations that wish to procure fleet management services not connected to a leasing contract (e.g. for organisations that procure vehicles or have multiple leasing arrangements across their fleet). Services will include but not be limited to: — Advising on vehicle specifications and recommendations; — Sourcing of vehicles (based on outright purchase); — Management of existing owned vehicles; — Management of existing leased/hired vehicles; — Vehicle decommissioning, sale/disposal; — Road fund licence management; — First registration; — Delivery and collection; — Service, maintenance and repair; — MOT management; — Breakdown cover; — Relief vehicle / courtesy cars; — Tyre replacement services; — Winter Tyres (fit and storage); — Livery; — Racking/conversion; — Telematics; — Glass replacement services; — Insurance database management; — Accident and claims management; — Traffic offence management; — Fuel cards; — Driver licence verification; — Maintain driver records; — Cherished transfers; — Daily rental management. This will include as a minimum the provision of fuel cards and may also incorporate multiple fuel options, smart-chip technology, fleet efficiency / MPG reporting, mileage monitoring, fuel expenses management, monitoring of transactions.