Refuse and Associated Specialist Electric Vehicles - Dynamic Purchasing System

Tender description

Portsmouth City Council ('the council') is inviting applications from suitably qualified suppliers for admission onto a multi-lot multi-supplier Dynamic Purchasing System (DPS) for the provision of Electric Refuse Vehicles, Other Specialist Electric Vehicles along with associated supplies and services. The DPS will be available for all public sector bodies / contracting authorities within England and Wales as identified within Section VI.3 to utilise. The DPS will be operational from 1st June 2021 and will run for a minimum period of 5 years extendable on a rolling basis without limitation to the number and duration of extension periods activated. A total of 8 Lots as set out below will be available at commencement of the DPS for purchase of vehicles & associated services, suppliers may apply for admission onto any or all of the Lots. Over the term of the DPS the Council may add new Lots and vary, suspend or remove existing Lots. • Lot 1 - Electric Refuse Collection Vehicles up to 12 tonnes • Lot 2 - Electric Refuse Collection Vehicles 12 to 18 tonnes • Lot 3 - Electric Refuse Collection Vehicles exceeding 18 tonnes • Lot 4 - Electric Street Cleaning and Sweeping Vehicles • Lot 5 - Mounted Platform Electric Vehicles • Lot 6 - Electric Cage Tippers • Lot 7 - Electric Gritting Vehicles • Lot 8 - Second Hand/refurbished Electric vehicles that fall within the scope of lots 1 to 7. Whilst no binding commitment or guarantee can be made in respect of spend via the DPS, an upper estimate of £260M based upon significant take up by contracting authorities over the term of the agreement. The Council currently has a waste collection fleet comprising 29 diesel vehicles which it will be seeking to replace with electric vehicles over the next 2-3 years via call off from the DPS. Further information is included within Section VI.3. Once operational further suppliers may apply for admission onto the DPS and existing suppliers may update company, product and commercial information on a dynamic basis without restriction. Call off contracts may be let from commencement of the DPS and may be sourced via both direct award and mini-competition. No upper or lower constraints will be applied in respect of individual call off contract values or term durations, which may exceed the overarching term duration of the DPS. No restrictions will be set in respect of purchasing and contracting options available for letting call off contracts which may include, but are not limited to: • Purchase • Hire / Purchase • Short-Term Hire / Rental / Lease • Stage Payments Purchase • Trial / Pilot Call off contracts may be let using any form of contract as relevant to the requirements in question and may include, but are not limited to, supplier terms, contracting authority terms, industry / market specific forms, etc. Further information regarding call off options are included within Section VI.3. The Council will run the procurement process for establishment of the DPS in general accordance with the Restricted Procedure but will allow for the submission of commercial information in respect of both applications and updating of information as per the Open Procedure. This will allow for development over time of an 'e-catalogue' type information repository. Further information in respect of operation of the DPS in this respect is included within Section VI.3. The DPS will be established in accordance with the following programme: • Issue Find a Tender Notice / Publish DPS Call for Applications - 10.03.21 • Clarifications Deadline - 01.04.21, 23:59 • Application Return Deadline - 16.04.21, 14:00 • Notification of DPS Admission Results - 04.05.21 • DPS Operational Commencement - 01.06.21 Applications are to be submitted via the Council's e-sourcing solution InTend which will be used to administrate the establishment and on-going operation of the DPS and can be accessed at the following address: https://in-tendhost.co.uk/portsmouthcc/aspx/home Lot 1: Electric Refuse Collection Vehicles up to 12 tonnes Supply of Electric Refuse Collection Vehicles up to 12 tonnes plus additional supplies and services as required which may include for but are not limited to: • Supply of vehicle spares and parts • Fleet management • Servicing • Repair and maintenance services • Vehicle upgrade, conversion and reconditioning Additional information: Whilst not mandatory suppliers are encouraged to also submit additional commercial information which may include but is not limited to the information types set out below when submitting or updating applications either at the initial call for applications or at any point over the operational life of the agreement. This will enable to development of the DPS on an e-catalogue basis in general accordance with Regulation 36 (11 - 13) which will assist in informing and streamlining direct award call off contract processes. • Company/product promotional materials • Accreditations, awards, quality documentation, etc. • Product information • Starting point contractual terms and options • Pricing and purchasing options • Engagement process and lead times • Additional service options such as servicing and maintenance Lot 2: Electric Refuse Collection Vehicles 12 to 18 tonnes Supply of Electric Refuse Collection Vehicles 12 to 18 tonnes plus additional supplies and services as required which may include for but are not limited to: • Supply of vehicle spares and parts • Fleet management • Servicing • Repair and maintenance services • Vehicle upgrade, conversion and reconditioning Additional information: Whilst not mandatory suppliers are encouraged to also submit additional commercial information which may include but is not limited to the information types set out below when submitting or updating applications either at the initial call for applications or at any point over the operational life of the agreement. This will enable to development of the DPS on an e-catalogue basis in general accordance with Regulation 36 (11 - 13) which will assist in informing and streamlining direct award call off contract processes. • Company/product promotional materials • Accreditations, awards, quality documentation, etc. • Product information • Starting point contractual terms and options • Pricing and purchasing options • Engagement process and lead times • Additional service options such as servicing and maintenance Lot 3: Electric Refuse Collection Vehicles exceeding 18 tonnes Supply of Electric Refuse Collection Vehicles exceeding 18 tonnes plus additional supplies and services as required which may include for but are not limited to: • Supply of vehicle spares and parts • Fleet management • Servicing • Repair and maintenance services • Vehicle upgrade, conversion and reconditioning Additional information: Whilst not mandatory suppliers are encouraged to also submit additional commercial information which may include but is not limited to the information types set out below when submitting or updating applications either at the initial call for applications or at any point over the operational life of the agreement. This will enable to development of the DPS on an e-catalogue basis in general accordance with Regulation 36 (11 - 13) which will assist in informing and streamlining direct award call off contract processes. • Company/product promotional materials • Accreditations, awards, quality documentation, etc. • Product information • Starting point contractual terms and options • Pricing and purchasing options • Engagement process and lead times • Additional service options such as servicing and maintenance Lot 4: Electric Street Cleaning and Sweeping Vehicles Supply of Electric Street Cleaning and Sweeping Vehicles plus additional supplies and services as required which may include for but are not limited to: • Supply of vehicle spares and parts • Fleet management • Servicing • Repair and maintenance services • Vehicle upgrade, conversion and reconditioning Additional information: Whilst not mandatory suppliers are encouraged to also submit additional commercial information which may include but is not limited to the information types set out below when submitting or updating applications either at the initial call for applications or at any point over the operational life of the agreement. This will enable to development of the DPS on an e-catalogue basis in general accordance with Regulation 36 (11 - 13) which will assist in informing and streamlining direct award call off contract processes. • Company/product promotional materials • Accreditations, awards, quality documentation, etc. • Product information • Starting point contractual terms and options • Pricing and purchasing options • Engagement process and lead times • Additional service options such as servicing and maintenance Lot 5: Mounted Platform Electric Vehicles Supply of Mounted Platform Electric Vehicles plus additional supplies and services as required which may include for but are not limited to: • Supply of vehicle spares and parts • Fleet management • Servicing • Repair and maintenance services • Vehicle upgrade, conversion and reconditioning Additional information: Whilst not mandatory suppliers are encouraged to also submit additional commercial information which may include but is not limited to the information types set out below when submitting or updating applications either at the initial call for applications or at any point over the operational life of the agreement. This will enable to development of the DPS on an e-catalogue basis in general accordance with Regulation 36 (11 - 13) which will assist in informing and streamlining direct award call off contract processes. • Company/product promotional materials • Accreditations, awards, quality documentation, etc. • Product information • Starting point contractual terms and options • Pricing and purchasing options • Engagement process and lead times • Additional service options such as servicing and maintenance Lot 6: Electric Cage Tippers Supply of Electric Cage Tippers plus additional supplies and services as required which may include for but are not limited to: • Supply of vehicle spares and parts • Fleet management • Servicing • Repair and maintenance services • Vehicle upgrade, conversion and reconditioning Additional information: Whilst not mandatory suppliers are encouraged to also submit additional commercial information which may include but is not limited to the information types set out below when submitting or updating applications either at the initial call for applications or at any point over the operational life of the agreement. This will enable to development of the DPS on an e-catalogue basis in general accordance with Regulation 36 (11 - 13) which will assist in informing and streamlining direct award call off contract processes. • Company/product promotional materials • Accreditations, awards, quality documentation, etc. • Product information • Starting point contractual terms and options • Pricing and purchasing options • Engagement process and lead times • Additional service options such as servicing and maintenance Lot 7: Electric Gritting Vehicles Supply of Electric Gritting Vehicles plus additional supplies and services as required which may include for but are not limited to: • Supply of vehicle spares and parts • Fleet management • Servicing • Repair and maintenance services • Vehicle upgrade, conversion and reconditioning Additional information: Whilst not mandatory suppliers are encouraged to also submit additional commercial information which may include but is not limited to the information types set out below when submitting or updating applications either at the initial call for applications or at any point over the operational life of the agreement. This will enable to development of the DPS on an e-catalogue basis in general accordance with Regulation 36 (11 - 13) which will assist in informing and streamlining direct award call off contract processes. • Company/product promotional materials • Accreditations, awards, quality documentation, etc. • Product information • Starting point contractual terms and options • Pricing and purchasing options • Engagement process and lead times • Additional service options such as servicing and maintenance Lot 8: Second Hand/refurbished Electric vehicles that meet the criteria of lots 1 to 7. Lot 8 - Supply of Second Hand/refurbished Electric vehicles included for within Lots 1 to 7, being : - Electric Refuse Collection Vehicles up to 12 tonnes - Electric Refuse Collection Vehicles 12 to 18 tonnes - Electric Refuse Collection Vehicles exceeding 18 tonnes - Electric Street Cleaning and Sweeping Vehicles - Mounted Platform Electric Vehicles - Electric Cage Tippers - Electric Gritting Vehicles Plus additional supplies and services as required which may include for but are not limited to: • Supply of vehicle spares and parts • Fleet management • Servicing • Repair and maintenance services • Vehicle upgrade, conversion and reconditioning Additional information: Whilst not mandatory suppliers are encouraged to also submit additional commercial information which may include but is not limited to the information types set out below when submitting or updating applications either at the initial call for applications or at any point over the operational life of the agreement. This will enable to development of the DPS on an e-catalogue basis in general accordance with Regulation 36 (11 - 13) which will assist in informing and streamlining direct award call off contract processes. • Company/product promotional materials • Accreditations, awards, quality documentation, etc. • Product information • Starting point contractual terms and options • Pricing and purchasing options • Engagement process and lead times • Additional service options such as servicing and maintenance