Repair and maintenance services of motor vehicles and associated equipment

Tender description

Portsmouth City Council (“the Authority”) is inviting tenders from suitably qualified and experienced suppliers for delivery of the following services. Suppliers may bid for one or both of the Lots which will be evaluated independently and let via separate contracts: Lot 1 - Vehicle Servicing, Repair & Maintenance Service (approx. 115 000 GBP pa) Lot 2 - Hackney Carriage and Private Hire Vehicle Inspection & Testing Service (approx. 100 000 GBP pa) The Authority is aiming to award both contracts by 18.3.2019 to enable service commencement on 1.7.2019. Both contracts will run for an initial term of 5 years extendable by a further 5 years in increments to be agreed. Deadline for submission of tenders is 8.2.2019 14:00. Tender documentation is accessible via the Authority's e-sourcing solution InTend using the link below. https://in-tendhost.co.uk/portsmouthcc/aspx/home A comprehensive vehicle repair & maintenance service is essential for ensuring that the Authority's fleet of vehicles are consistently available to support the delivery of key front line and support services. The successful supplier will be required to provide the following elements under the contract. The list of services / requirements below should not be viewed as exhaustive and may be supplemented as needed: — Annual & ad-hoc servicing — Class IV, V and V11 MOT Testing (plus additional tests where required) — Vehicle bodywork repairs — Vehicle recovery — De-fleeting — Glass replacement — Tyre repair, supply & fitting — Provision of a courtesy vehicle on a like for like basis — Ability to expedite VIP repairs — Dedicated service manager — Communication facilities to provide regular & efficient updates to customers — Lease company approved contractor — Independent engineer — Full range of services for electric vehicles — Facilities for large / custom vehicles — Consumable drop-in facility The Authority's fleet consists of approximately 130 vehicles, consisting mainly of light commercial vehicles and minibuses. The current fleet is made up of 45 owned and 82 leased vehicles and is composed of a variety of manufacturers and models. Spend via the current contract is approx. 75 000 GBP per annum in respect of general vehicle repair & maintenance and 40 000 GBP for insurance related repairs. Spend can fluctuate significantly dependent upon accidents, fleet purchase and disposals, etc. As such any spend figures quoted within this notice are purely indicative. The Authority cannot commit to any minimum or maximum work volumes and reserves the right to spend significantly more or less via the contract. Subject to the agreement of the Authority, all public sector organisations (local authorities, schools, universities, etc.) located within the jurisdiction of Portsmouth and of neighbouring authority areas (Havant, Fareham, Gosport) may contract for services directly with the successful supplier. Private and 3rd sector organisations who act as strategic delivery partners to public sector organisations within Portsmouth and neighbouring area region may also contract with the successful supplier subject to the agreement of the Authority and satisfaction of state aid requirements. The Authority will hold no liability or offer any indemnities to the supplier or accessing private & 3rd sector organisation in respect of state aid issues. The Authority can provide no forecast of take up by other organisations who are likely to have their own contract arrangements in place. However, in the event of full uptake, which is unlikely, spend per annum through contracts established via this procurement process could be in the region of 2 000 000 GBP per annum. To enable direct contracting between the supplier and further organisations the Authority will establish a framework agreement which will run for a duration of 4 years. Organisations can let contracts at any time during the term of the framework term. Organisations will determine the length of contract which best suits their business requirements, however contracts may not exceed a total of 10 years duration inclusive of any extension options. To provide contingency and flexibility the Authority will establish the framework agreement with the top 4 ranked suppliers from this procurement process. Contracts may be let primarily via direct award although mini-competitions can be conducted subject to the agreement of the Authority. The Authority will undertake the procurement process in accordance with the following programme: — Deadline for requests for clarification - 30.1.2019 — Tender return deadline - 8.2.2019 14:00 — Site visits (if required) - w/c 25.2.2019 — Contract award - 18.3.2019 — Service commencement - 1.7.2019 The Authority is the unitary licensing authority for the licensing, supervision and statutory control of hackney carriage and private hire vehicles and probably has the largest combined fleet on the south coast. All vehicles must be tested, by statutory order, at least once but up to 3 times in any 12 month period. Vehicles may also be tested by an authorised officer (by way of spot check) on any occasion. The Authority holds a certificate of exemption issued by the Secretary of State for Transport. This exemption is issued under the Motor Vehicle Tests Regulations and exempts vehicle proprietors from requiring a separate MOT whilst the vehicle remains licensed for public service. The taxi compliance test is therefore more detailed and stringent than a normal MOT. All testing must take place within the administrative area of Portsmouth. Currently, the Authority instructs between 25 and 59 hackney carriage tests and between 102 and 148 private hire tests every month, however these figures can fluctuate significantly and demand can spike. The supplier will be required to provide the testing and inspection of all licensed vehicles to include vehicle mechanical condition, cosmetic condition and meter testing. The Authority will undertake the procurement process in accordance with the following programme: — Deadline for requests for clarification - 30.1.2019 — Tender return deadline - 8.2.2019 14:00 — Site visits (if required) - w/c 25.2.2019 — Contract award - 18.3.2019 — Service commencement - 1.7.2019