Motor vehicles

Tender description

The University has a requirement to provide lease hire contract vehicles to its staff both via: — a Salary Sacrifice Scheme (i.e. funds deducted directly from employees’ salary on a monthly basis for a lease hire vehicle arrangement for Ultra Low Emission Vehicles {ULEVs} — vehicles emitting 75 g/km CO2 or less), — a Personal Lease scheme for employees that wish to lease vehicles above 75 g/km CO2. Employees should be able to access better value by using this contract than by individually approaching selected suppliers (including competitors) themselves. The project aims to enhance the University’s environmental ethos to encourage its staff to utilise low emission vehicles with a CO2 rating of 75 g/km or less on a highly attractive monthly rate that demonstrates excellent value for money for the employee. Options to support and encourage staff in selecting vehicles with lower g/km CO2 even where above 75 g/km CO2 should also be widely available. The University has a requirement to provide lease hire contract vehicles to its staff both via: — a Salary Sacrifice Scheme (i.e. funds deducted directly from employees’ salary on a monthly basis for a lease hire vehicle arrangement for Ultra Low Emission Vehicles {ULEVs} — vehicles emitting 75 g/km CO2 or less), — a Personal Lease scheme for employees that wish to lease vehicles above 75 g/km CO2. Employees should be able to access better value by using this contract than by individually approaching selected suppliers (including competitors) themselves. The project aims to enhance the University’s environmental ethos to encourage its staff to utilise low emission vehicles with a CO2 rating of 75 g/km or less on a highly attractive monthly rate that demonstrates excellent value for money for the employee. Options to support and encourage staff in selecting vehicles with lower g/km CO2 even where above 75 g/km CO2 should also be widely available. The project should demonstrate employee access to a wide range of popular and innovative vehicles to provide a comprehensive offer to suit a wide range of needs and promote effectively low emission vehicles. The project should put in place effective arrangements to cover insurance, vehicle damage or write off, end of lease minor damage price caps, mileage limitations over the lease and other key considerations. The project should provide effective customer service and marketing to support contract management, promotion activities including demonstration days on campus, green initiatives, etc. The project should provide an attractive offer for all employees either working currently for the University or considering working for the University that constitutes a significant additional benefit. Where practical to also provide a wider range of vehicle options for staff that may have specific requirements, where the offer will support alternative options to assist in lower overall emissions for the choice of the employee. The University would be looking therefore, for a vehicle leasing organisation to provide a comprehensive offer to University staff that is both financially attractive and comprehensive in range and offers (possibly with special offers and deals for staff when available). The University’s preferred model from a risk perspective has been for the supplier to contract directly with the employee. Where the supplier proposes to contract with the employer, it will need to be clearly stated how the potential financial risks for the employer relating to employees leaving or going on extended leave (i.e. resignation, redundancy, maternity) will be mitigated as part of the contract. The University would not expect to have to make ongoing or settlement payments on leases entered into by its employees. The other main requirements as part of the project that will be part of the award criteria are as follows: — secure online portal, with personalised log-on, — provides employees with clear potential personal finance and taxation implications, — clear and easy ordering approval process – including service level agreement in terms of the lead time from vehicle being ordered to being delivered to the employee, — positive sustainability credentials – including ability to provide a competitive range of energy efficient cars, — continuous compliance with all rules, HMRC regulations and legislation.