thurrock council - invitation to tender · web viewinvitation to tender. ps/2017/527. refuse...

INVITATION TO TENDER

PS/2017/527REFUSE VEHICLES PROCUREMENT

INSTRUCTIONS TO TENDER

Supply of 25 in number 26 tonne G.V.W. Refuse Collection vehicles complete with wheeled bin lifting equipment fitted suitable to lift wheeled bins manufactured to

European standard EN840. Tenders are sought on a range of supply options to enable the Council to assess which option provides it with the best value. Bidders are able to submit bids for

one, two or all three Lots:

Lot 1 Outright PurchaseLot 2 Lease Purchase / Operating Lease Options

7year term 4year term with potential 3year extension

Lot 3 Fully inclusive Maintenance Package 7year term 4year term with 3year extension

14/06/2017

CONTENTS

1. SUMMARY CONTRACT DETAILS............................................................................................3

2. DEFINITIONS.............................................................................................................................3

3. INTRODUCTION........................................................................................................................3

4. INSTRUCTIONS TO TENDERERS...........................................................................................3

4.1 INVITATION TO TENDER..............................................................................................................34.2 FURTHER INFORMATION.............................................................................................................44.3 EMAILS SENT THROUGH THE DELTA MESSAGE CENTRE......................................................44.4 MULTIPLE REGISTERED EMAIL ADDRESSES...........................................................................44.5 SUBMISSION OF TENDERS.........................................................................................................44.6 INFORMATION TO BE PROVIDED...............................................................................................54.7 GENERAL....................................................................................................................................... 54.8 TRANSPARENCY AGENDA AND THE PUBLISHING OF CONTRACTS......................................6

5. PROCUREMENT TIMETABLE..................................................................................................6

6. LEGAL ISSUES..........................................................................................................................6

6.1 THE CONTRACT............................................................................................................................ 66.2 TENDERING PROCESS................................................................................................................76.3 PERFORMANCE BOND AND/OR PARENT COMPANY GUARANTEE ......................................76.4 EQUAL OPPORTUNITIES.............................................................................................................76.5 FREEDOM OF INFORMATION......................................................................................................7

7. AWARD CRITERIA AND TENDER EVALUATION....................................................................8

7.1 AWARD CRITERIA SUMMARY..............................................................................................................87.2 QUALITY CRITERIA............................................................................................................................ 97.3 MARKING SCHEME............................................................................................................................ 97.4 TENDER EVALUATION PROCESS.......................................................................................................10

8. CLARIFICATIONS, ..................................................................................................................11

8.1 PRE-SUBMISSION CLARIFICATION ....................................................................................................118.2- Project specific questions - not used

8.3 POST-SUBMISSION CLARIFICATIONS.................................................................................................118.4 Tenderer Interviews...................................................................................................................... 11

APPENDICESAPPENDIX 1: TERMS AND CONDITIONS: Separate DocumentAPPENDIX 2: SPECIFICATION 13APPENDIX 2Ai: PAYMENT MECHANISM LEASE PURCHASE: Separate Document

APPENDIX 2Aii: PAYMENT MECHANISM LEASE PURCHASE MAINTENANCE: Separate Document.

APPENDIX 2B: PERFORMANCE FRAMEWORK: Separate Document

APPENDIX 3: SELECTION QUESTIONNAIRE (SQ) 14APPENDIX 4: RESPONSE TO QUALITY EVALUATION CRITERIA 26APPENDIX 5: FORM OF TENDER 27APPENDIX 6: ANTI-COLLUSION CERTIFICATE 28APPENDIX 7: ANTI-CANVASSING CERTIFICATE 29APPENDIX 8: PRICING SCHEDULE 30

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APPENDIX 8A: PRICING SCHEDULE SPREADSHEET: Separate Document APPENDIX 9: EVALUATION METHODOLOGY: Separate Document

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IMPORTANT NOTICE

This Invitation to Tender (“ITT”) has been prepared by Thurrock Council (“the Council”) for sole use by those Tendering for the Contract (“Tenderers”), their professional advisers, and other parties essential to preparing the Tender for the Contract.

The information contained in this ITT and all subsequent information and documents sent to you by the Council pursuant to this procurement must be treated as confidential and must not be disclosed to any third party. If you are unable to comply with this requirement you must destroy this ITT and all associated documents immediately and not retain any electronic or paper copies.

No warranties or opinions as to the accuracy or completeness of any information provided in, or which accompanies, this ITT or otherwise or as to the powers and/or status of the Council shall be given at any stage by the Council and any liability for any inaccuracy or incompleteness is therefore expressly disclaimed by the Council.

Any person considering making a decision to enter into contractual relationships with the Council or any other person on the basis of the information provided by or on behalf of the Council must make their own investigations and form their own opinion in relation to the status, completeness and accuracy of all such information and in relation to the status and/or powers of the Council.

Your attention is drawn to the fact that, by issuing this ITT, the Council is in no way committed to awarding any Contract and reserves the right to cancel the Tendering process at any point for any reason. The Council shall not be liable for any costs resulting from any cancellation of this Tendering process nor for any other costs incurred by those expressing an interest in or Tendering for this contract opportunity.

You are deemed to fully understand the process that the Council is required to follow under relevant European and UK legislation, particularly in relation to the Public Contracts Regulations 2015 (PCR 2015).

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1. SUMMARY CONTRACT DETAILS

Contract Description

The provision of up to 25 of 26 tonne G.V.W Refuse collection vehicles (complete with suitable wheeled bin lifting equipment fitted). Tenders are sought on a range of alternative supply arrangements:

Outright purchase and warranty; Leasing (Lease Purchase/ Operating Lease) arrangement

without maintenance; Leasing (Lease Purchase) with full maintenance.

Bidders are advised that the Council will only be awarding one of these Lots and not all three or any combination of Lots. Bidders may bid for more than 1 Lot.

Lots

Lot 1 Outright Purchase, Lot 2 Lease Purchase. Lot 3 Lease Purchase including full maintenance package for

all vehicles supplied.

Contract Period

Lot 1 Outright purchase (Contract period to extend for the period of Warranty (3 years for Bodies))

Lot 2 up to 7 years in total (7 years or 4 years with possible 3 year extension)

Lot 3 up to 7 years in total (7 years or 4 years with possible 3 year extension) including full maintenance package for all vehicles supplied.

Contact Point Any queries should be sent using the Message Centre facility on the Delta eSourcing system.

Closing Date 12 noon on 17th July 2017

Clarification Deadline 5pm on 10th July 2017

2. DEFINITIONS2

“Contract” The contract to be entered into by the Council with the successful Tenderer(s).

“Contractor(s)” The Tenderer(s) selected to enter into the Contract with the Council

“Contract Period” The duration of the Contract

[“Supplies”] The [supplies] to be provided by the Contractor under the Contract

“Tender(s)” The proposal(s) submitted by the Tenderer(s) in response to this ITT

3. INTRODUCTION3

Please refer to the Council’s website www.thurrock.gov.uk for further details on the Council.

Thurrock Council is seeking to replace its ageing waste collection and recycling fleet and requires up to 25 refuse collection vehicles with suitable bin lifting equipment. New vehicles are sought for delivery in January/February 2018. However, to provide flexibility for possible changes in collection methodology in the medium term and to secure best value in the process the Council is interested in investigating different vehicle supply and maintenance options. The tender options have been broken down as follows:

Lot 1 Outright purchase - Contract period to extend for the period of Warranty (3 years for Bodies).

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Lot 2 Lease Purchase – Contract period up to 7 years in total (Bidders to provide pricing options for 7 years or 4 years with possible 3year extension)

Lot 3 up to 7 years in total (7 years or 4 years with possible 3year extension) including full maintenance package for all vehicles supplied.

The Council currently maintains its own vehicles at its fleet maintenance depot in St Clements Way, West Thurrock adjacent to the existing waste services depot. This facility is not available for bidders use as it is required by the Council to fulfil its wider maintenance requirements.

Bidders are advised that the Council will only be awarding one of these Lots and not all three or any combination of Lots. They will be evaluated against each other each other to determine what means of fleet supply and maintenance provides the most economically advantageous solution that meets the Authority’s requirements.

Bidders may bid for more than 1 Lot.

See full specification at Appendix 2.

4. INSTRUCTIONS TO TENDERERS

4.0 INVITATION TO TENDER

Please read this ITT carefully and ensure that you are fully familiar with the nature and extent of the obligations on you if your Tender is successful.

Only one Tender is permitted per Tenderer per Lot. If a Tenderer submits more than one Tender, only the one with the latest time and date of receipt noted will be evaluated, any other Tenders will be disregarded.

[If you have been asked to apply for more than one lot, then you must submit a separate Tender for each lot that you are applying for, marking each Tender clearly to indicate which lot it relates to. If you wish any aspect of your Tender to be evaluated for more than one lot this must be clearly stated, as the Tenders for each lot will be evaluated separately.]

All documents submitted as part of your Tender must be written in English or a full English language translation provided at no cost to the Council. Only the translated English version will be evaluated.

All documents requiring a signature must be signed as follows:) Where the Tenderer is a company, by two directors or by a director and the secretary of the

company, provided that such persons are authorised for this role; or) Where the Tenderer is an individual, by that individual; or) Where the Tenderer is a partnership, by at least two duly authorised partners.

Failure to provide all of the information required or to meet the requirements of this document may result in your Tender not being considered by the Council due to it being a non-compliant Tender.

4.1 FURTHER INFORMATION

If you have any questions or require any clarification please email using the Message Centre facility on the Delta eSourcing system no later than the Clarification Deadline. Questions received after the Clarification Deadline will not be answered. Tenderers are advised that it is solely their responsibility to ensure that clarification questions do not identify their organisation.

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Emails received outside of the Message Centre may be disregarded and telephone enquiries will not be accepted.

Please note that any questions submitted and the Council’s responses may, at the Council’s discretion, be circulated to all Tenderers, subject to the Council accepting an assertion made by a Tenderer at the time of question submission that the subject matter of a question relates specifically to a Tenderer’s response and is therefore confidential.

The Council reserves the right to issue supplementary documentation at any time during the Tendering process to clarify or amend any aspect of the ITT or any of the documents referred to in the ITT. All such further documentation shall be deemed to form part of the ITT and shall supersede any part of the ITT to the extent indicated.

4.2 EMAILS SENT THROUGH THE DELTA MESSAGE CENTRE

Tenderers must diligently monitor the inboxes of all registered email addresses for incoming messages from the Council throughout the tendering process and up until final contract award. The Council is not liable for any loss or damages resulting from a Tenderer overlooking email correspondence. Tenderers may be excluded from a tender process for not responding to the Council within the stipulated timescales.

The Delta e-Sourcing system does not issue read-receipts; instead it records whether or not an email was successfully sent. The Council’s responsibility is solely limited to successfully sending correspondence, in accordance with 4.4 below.

4.3 MULTIPLE REGISTERED EMAIL ADDRESSES

Where a Tenderer has registered multiple email addresses for the same tender opportunity, Tenderers must provide formal notification to the Council (via the Delta Message Centre) of their lead representative’s email address. Upon receiving this notification, the Council will use reasonable endeavours to correspond with the lead representative only. Where a Tenderer fails to nominate a lead representative, the Council may (in its complete discretion) send email correspondence to any or all of the Tenderer’s registered email addresses.

4.4 SUBMISSION OF TENDERS

Completed Tenders must be returned online via the Delta eSourcing system. Fax, postal and email submissions will not be considered.

Failure to return your Tender in the correct manner may result in your exclusion from consideration for the Contract.

Tenderers must allow sufficient time before the Closing Date to upload and submit their Tender. The Council reserves the right to reject Tenders received after the Closing Date.

4.5 INFORMATION TO BE PROVIDED

Tenderers must provide the following information in their Tender. Failure to provide this information may result in your submission being disqualified.

Completed Selection Questionnaire (appendix 3) Completed Response to Quality Evaluation Criteria (appendix 4) Completed Form of Tender (appendix 5) Completed Anti-Collusion Certificate (appendix 6) Completed Anti-Canvassing Certificate (appendix 7) Completed Pricing Schedule (appendix 8)

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Please do not provide additional attachments or documents where not requested to do so. These will not be read and will not be taken into account in the evaluation of your Tender.

4.6 GENERAL

The Council may, at its absolute discretion, extend the tendering period and postpone or change the Closing Date, for any reason.

Tenderers must obtain for themselves, at their own expense, all information necessary for the preparation of their Tenders and must satisfy themselves that they fully understand the requirements of the Contract.

Whilst information included in this ITT has been prepared in good faith, it does not purport to be comprehensive or to have been independently verified. With the exception of statements made fraudulently, the Council does not accept any liability or responsibility for the adequacy, accuracy or completeness of such information. No officer, employee, agent of or any consultant engaged by the Council gives any undertaking, guarantee or warranty or make any representation (express or implied) in relation to this ITT or any other matter relating to the Contract.

Prior to the award of the Contract no publicity by Tenderers regarding this Tendering process or the Contract is permitted. Once the Contract has been awarded, in accordance with the Contract, no publicity is permitted without the prior written consent of the Council.

No alteration to the successful Tenderer’s position post award of the Contract will be accepted, unless this is due to external factors beyond the control of the Tenderer, is acceptable to the Council and is in accordance with any applicable legislation.

The Council reserves the right to disqualify any Tenderer whose circumstances change to the extent that the Tenderer ceases to meet the qualification criteria in the Questionnaire, or who makes material changes to any aspect of its Tender, unless substantial justification can be provided to the satisfaction of the Council and such change is in accordance with applicable legislation.

Subject to the Council’s legal and regulatory obligations from time to time and Freedom of Information, the Council will respect the confidentiality of each Tenderer’s work and will not disclose any aspect of their submission to another Tenderer, save that the Council reserves the right to inform all Tenderers in identical terms if an issue of general application to the tendering process emerges by way of clarification or otherwise.

4.7 TRANSPARENCY AGENDA AND THE PUBLISHING OF CONTRACTS

The Tenderer in submitting its Tender will agree that it will assist, if required, the Council in complying with its obligations under the government's transparency agenda, which requires the Council to publish the Selection Questionnaire and the ITT and the text of the contract documentation to be signed with the winning Tenderer (the Contract), and the Tenderer gives its consent for the Council to publish the text of the Contract, and any schedules to the Contract in its entirety, including from time to time agreed changes to the Contract, to the general public in whatever form the Council decides.

The Tenderer in submitting its Tender will acknowledge that, except for any information which is exempt from disclosure in accordance with the provisions of the Freedom of Information Act the text of the Contract, and any schedules to the Agreement, is not confidential information. The Council shall be responsible for determining in its absolute discretion whether any part of the Contract or its schedules is exempt from disclosure in accordance with the provisions of the Act.

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5. PROCUREMENT TIMETABLE

The proposed timetable below is subject to change and is provided by way of guidance only. The Council reserves the right to amend this timetable at its absolute discretion at any time during the tendering process.

KEY EVENT DATEITT Publication 15th June 2017Deadline for clarification requests 10th July 2017Closing date for Tender submissions 17th July 2017 at 12 noon[Post-Submission Clarification Meetings (if required)] TBA[Interviews (if Required)] TBA[Notification of result of evaluation] TBA[Standstill period] Ten daysExpected date of award of Contract Early August 2017Contract Commencement Early August 2017

6. LEGAL ISSUES 6

6.0 THE CONTRACT

The contractual terms required by the Council are as set out in appendix 1.

The duration of the supply contract for Lot 1 is the length of the warranty offered on the element of the vehicle that has the longest warranty from date of delivery.

The duration of the contract for Lot 2 and 3 is up to 7 years/ 84 months. Bidders must provide price options for the following:

Costs per annum for a full 7year (84months) term. Cost per annum for a 4year (48months) year term with a possible extension for

a further 3 years /36 months. This would give the Council an option to terminate at 4 years without incurring any early termination costs.

Tenderers may not propose amendments to the Contract. If Tenderers wish to seek clarification in relation to any provision of the Contract, they should do so by asking a clarification question and submitting that question in accordance with Section 4.12 of this ITT. Tenderers should note that responses to clarification questions may be provided to all Tenderers.

6.1 TENDERING PROCESS

This tendering process and the subsequent Contract to be entered into will be subject to English law and the exclusive jurisdiction of the English Courts.

This procurement follows the Open procedure under the PCR 2015 and the Council cannot enter into any negotiations on the Contract.

Contract award will be conditional on the Contract being approved in accordance with the Council’s internal procedures and the Council being generally able to proceed.

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The Council will observe the statutory Standstill Period between the date notifications are sent to candidates that the Council intends to award the Contract and the date it is proposed to enter into the Contract

After confirmation of Contract award to the successful Tenderer(s) and until the execution of the Contract, the Tender (as accepted by the Council) will form a binding contract between the Council and the successful Tenderer(s) upon the terms and conditions of the Contract.

6.2 [PERFORMANCE BOND AND/OR PARENT COMPANY GUARANTEEA performance bond is required in respect of the maintenance element of LOT 3.

The Council reserves the right to require the successful Tenderer to provide, as security for the performance of the Contract, a performance bond, and/or may require the parent company of the successful Tenderer to guarantee the performance of the Contract. Should the Council require such security it will be a condition of appointment that you have confirmed in your Tender that the Form of Performance Bond and Parent Company Guarantee set out in Appendices [X] are acceptable and that you undertake to procure the delivery of such duly executed and valid agreements as are required by the Council at the same time as the Contract.]

6.3 EQUAL OPPORTUNITIES

The Council is an equal opportunities employer and has various statutory duties to ensure that its services are delivered in a way that promotes equality and eliminates discrimination; in particular the Council must adhere to equality legislation.

The Council also expects that the successful Tenderer will promote equality, comply fully with all UK equality legislation or European equivalent, have an equalities policy and be an equal opportunities employer at all times during the Contract.

6.4 FREEDOM OF INFORMATION

In addition to the Council’s commitment to public disclosure, transparency and accountable government, Tenderers should note that the Council is subject to the Freedom of Information Act 2000 (FOIA) and the Environmental Information Regulations 2004 (EIR). This means that, subject to certain exemptions, an individual may request access to any information held by the Council and the Council may disclose the information sought. This may include information on a Tender or details relating to the procurement process.

If you consider that any specific information supplied by you is either commercially sensitive or confidential in nature, please clearly state this in your Tender and mark it as such. You must also give us the reasons for the sensitivity or confidentiality. Block marking of whole Tender submissions is not acceptable. Please note, however, that the Council may still be required to disclose such information in accordance with FOIA or EIR.

The Council will endeavour to consult with you prior to making its decision on whether to disclose under FOIA or EIR information you have identified as commercially sensitive or confidential.

If you are unsure as to the Council’s obligations under FOIA and EIR regarding the disclosure of commercially sensitive or confidential information please seek independent legal advice.

6.5 [EMPLOYEE ISSUES – Not Used

Transfer of Undertakings (Protection of Employment) Regulations 2006

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The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE Regulations 2006) came into force on 6 April 2006 and applies to all transfers taking place on or after 6 April 2006.

Under the TUPE Regulations 2006, regulation 11 the transferor is obliged to notify to the transferee in writing the ‘employee liability information’ of any employee who is assigned to the organised grouping of resources or employees that is the subject of the relevant transfer.

The information that must be given is:

a) The written employment particulars required to be given to the employee under the Employment Rights Act 1996, Section 1;

b) Information on any disciplinary procedure taken in relation to the employee or grievance procedure taken by the employee within the previous two years to which the statutory dispute resolution procedures apply;

c) Information on any court or tribunal case, claim or action brought by the employee against the transferor within the previous two years, or any court or tribunal case, claim or action arising out of the employees’ employment with it that the transferor has reasonable grounds to believe that the employee may bring against the new employer; and

d) Information about any collective agreement that will have effect after the transfer in relation to the employee.

The employee liability information must include that of any person who would have been employed by the transferor and assigned into the organised grouping of resources or employees to be transferred if the individual had not been dismissed because of the transfer itself or for a non-economic, technical or organisational reason connected with the transfer, i.e. in circumstances where the dismissal is automatically unfair.]

7. AWARD CRITERIA AND TENDER EVALUATION

7.1 Award Criteria Summary

In accordance with the Council’s Contract Procedure Rules and the PCR 2015 Regulation (67) the Council seeks to award the contract on the basis of [the Most Economically Advantageous Tender]. Tenders will be evaluated in accordance with the following criteria:

Criteria Lot 1 and 2 Weighting

Lot 3 Weighting DEMONSTRATED BY

Price 40% 40%

Lot 1 and 2: Price submitted by Tenderer in appendix 8 (Pricing Schedule), where lowest cost Tenderer shall receive 40% and all other scores shall be allocated according to their difference from the lowest price, using the formula:

40%x (lowest price of all Tenderers / Tendered price)

Lot 3: Price submitted by Tenderer in appendix 8 (Pricing Schedule), where lowest cost Tenderer shall receive 40% and all other scores shall be allocated according to their difference from the lowest price, using the formula:

40%x (lowest price of all Tenderers / Tendered price)Quality

60%

60% Each criterion will be marked using the scale 0-5 and the specified weighting applied. The formula to calculate the weighted score will be:

(marks awarded / marks available) x weighting

For example, if the weighting is 20% and the maximum mark is 5,

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and the mark received is 3, the weighted score would be 12, as below:

(3 / 5) x 20 = 12

NB: For the purposes of this calculation, weighting is expressed as a number not a percentage.

7The Council does not undertake to accept the lowest or any Tender and reserves the right to accept the whole or any part of any Tender submitted.

Where the pricing of a Tender is abnormally low the Council reserves the right to reject the Tender in accordance with the requirements for further investigation under the PCR 2015.

A more detailed Evaluation Methodology is attached at Appendix 9.

7.0 Quality Criteria

Tender responses for quality criteria will be evaluated according to the table set out below, [if you are applying for more than one lot each lot will be evaluated separately].

Tenderers must enter their response to the below evaluation criteria in appendix 4.

Project Specific QuestionsLots One,Two and Three LOT 1 and

2 Weighting

Lot 3 Weighting

a. Please must submit full details and specifications of the proposed vehicle, detailing the make, model and specifically indicating the extent to which the various fittings and other requirements set out in the specification and schedules are covered by their tender. Tenders submitted without a detailed specification will not be considered

30% 12%

b. Please provide details ofa) of all guaranteed warranty repair response times within their submission.b) parts supply current list prices, and availability for chassis, cab, body and gear. Also details of nearest spare parts stockist.

20% 8%

c. Please provide details of all safety equipment fitted to the bin lifters to avoid accidental operation.

10% 4%

d. Please provide details of any onboard monitoring systems either remote or workshop based, provided with the vehicle as standard. (Engine monitoring, tyre pressure, compaction pressures, etc) and capability of these systems. Contractors also to confirm vehicles will be compatible with all available In cab systems and ensure that the appropriate access on the supplied vehicles to allow positioning and installation of the chosen system before delivery to the authority.

10% 4%

e. Please state the proposed build and delivery schedule. 10% 4%

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f Please state the maximum payload achievable on the vehicle.

10% 4%

g. Please state the turning circle achievable on the vehicle.

10% 4%

Lot Three Bidders only 100% 40%a. Please provide details of the location(s) of the proposed

site(s) to be used for the provision of the maintenance service and details of any special equipment available at the facility in order to maintain the specified vehicle types.Please provide details of the location and specialist equipment to be used for all brake testing.The council require the contractor to have in their possession the appropriate computer diagnostic equipment as new vehicles require this to identify and rectify faults. Please confirm your access to the relevant equipment and list the type/model available.

n/a 10%

b. Please provide details of the staffing to be utilised in the provision of this contract including:

a) Details of the organisational structure relevant to the delivery of this specification and the levels of authorisation.

b) Staffing levels throughout the week,c) skills and expertise including training courses attended and details of the relevant experience on the vehicle types listed;

n/a 10%

c. Please provide a method statement detailing how the maintenance service will be provided to meet the standards in the Specification and Performance Framework. Specific reference should be made to the requirement that all planned safety inspections and planned routine maintenance will be conducted outside of the daily hours of operation normally 6 am until 4pm Monday to Friday. All repairs that do not render the vehicle either unsafe or Illegal will be conducted outside of these hours. Please confirm your company’s ability to meet these criteria and detail time required for pre-MOT preparation. Method statements to include

1. Copies of the proposed Safety Inspection sheets to be used.

2. Copies of work sheets and sign off procedures.The Method statement should confirm the time allocations for all inspections and scheduled servicing for “A”, “B”, “C” and pre MOT preparation. The Council expects the time allocated to routine inspections and

n/a 25%

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servicing to be in line with FTA recommendations. Example; “A” inspection 1.5 hours.

d. Please provide details of how the Breakdown Recovery Service will be provided to meet the standards in the Specification and Performance Framework including response time to attend and recover.

n/a 5%

e. Please provide details of the Contractors Health and Safety management systems and procedures relevant to the provision of this service.

n/a 10%

Sub Total Lot 3 60%

7.1 Marking Scheme

Where indicated, responses to quality criteria will be scored in line with the following marking scheme:

USING A 0-5 MARKING SCHEME

0 Unacceptable Response – No information provided or response does not address the requirement.

1Poor Response – The response contains material omissions and / or is supported by limited evidence / examples. Major concerns that the Tenderer has the potential to deliver / that they have failed to meet a reasonable standard.

2Fair Response – The response contains some omissions and / or is not well supported by evidence / examples. Some concerns about the Tenderer’s ability to deliver / that they have failed to meet a reasonable standard.

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Good Response – There is adequate detail / supporting examples giving a reasonable level of confidence in the Tenderer’s experience and ability. The Tenderer appears to have the potential to deliver as required / has met a reasonable standard and there are only minor concerns about the Tenderer’s experience.

4Very Good Response – The level of detail / supporting examples gives a high level of confidence in the Tenderer’s experience and ability. The Tenderer clearly has the potential to deliver and / or has clearly met an acceptable standard.

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Excellent Response – A comprehensive well evidenced submission, clearly demonstrating expertise and knowledge incorporating value added benefits/social value attributes & other points of innovation. The response is deemed to offer little or no risk and fully captures the understanding of the steps involved to deliver the aspects of the question posed, giving a very high level of confidence in the Tenderer’s experience and ability.

Individual evaluators will mark using whole numbers only (i.e. 0, 1, 2, 3, 4, 5). Half numbers (i.e. 0.5, 1.5, 2.5, 3.5, 4.5) or any other number format will not be used.

Tenderers are advised that in some cases their final mark may not be a whole number, due to the process of averaging marks provided by individual evaluators.

7.2 Tender Evaluation Process

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The evaluation process will follow the below stages:

Stage 1: Receipt and Opening

Tenders will be downloaded from Delta eSourcing after the Closing Date.

Stage 2: Compliance Check

Each Tender will be checked for compliance with the requirements of this ITT. Tenders which are not substantially complete or which are non-compliant with the ITT may be excluded from further participation in the evaluation process or, at the Council’s discretion; Tenderers may be asked to provide clarification. In the case of the latter, a failure by the Tenderer to provide a satisfactory response within the deadline specified in the request for clarification may result in disqualification from the evaluation process. The Council reserves the right to evaluate Tenders before declaring them non-compliant.

Stage 3: Evaluation of Tender Responses

Price and quality evaluation will be carried out in accordance with the published evaluation criteria

Stage 4: Score Review

Review of quality and price scores

Stage 5: Final Evaluation Report and Recommendation

A final evaluation report will be completed, recommending award.

8. CLARIFICATIONS, 8

8.0 Pre-Submission ClarificationAny clarification required by Tenderers should be forwarded to the Council via the Delta eSourcing Tender Portal and all responses which are not deemed commercially confidential will be shared with all the other Tenderers applying for the relevant Lot.

8.1 Post-Submission Clarifications

During the evaluation period, the Council reserves the right to seek further information from the Tenderers to assist in its consideration of the Tenders; this may take the form of post-submission clarification meetings or written clarifications.

8.2 Tenderer InterviewsThe Council may, at its discretion, decide to interview Tenderers who submit a Lot 3 proposal for clarification purposes. It is envisaged that interviews, if required by the Council, will take place in the week commencing [insert date]. The Council reserves the right to amend this timetable. Tenderers should ensure that key members of their delivery team are able to attend the interviews and provide a presentation on their Tender, if required.

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APPENDIX 1: TERMS AND CONDITIONS

Uploaded to Delta

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APPENDIX 2.1: SPECIFICATION

Lot 1: Outright Purchase of 25 Refuse Collection Vehicles

Tenderer’s to state compliance with specification by completing the following tables. Failure to complete in entirety may lead to a tender being disqualified.

1.0 BACKGROUND

1.1 Thurrock Council is seeking to replace its ageing waste collection and recycling fleet and requires up to 25 refuse collection vehicles with suitable bin lifting equipment. New vehicles are sought for delivery in January/February 2018. However, to provide flexibility for possible changes in collection methodology in the medium term and to secure best value in the process the Council is interested in investigating different vehicle supply and maintenance options. The tender options have been broken down as follows:




1.2 The Council currently maintains its own vehicles at its fleet maintenance depot in St Clements Way, West Thurrock adjacent to the existing waste services depot. This facility is not available for bidders use as it is required by the Council to fulfil its wider maintenance requirements.

1.3 This Lot refers to Lot 1 - the Outright Purchase of up to 25 Refuse Collection Vehicles. Under this Lot the Council will continue to provide the fleet maintenance function.

1.4 Bidders are advised that the Council will only be awarding one of these Lots and not all three or any combination of Lots. They will be evaluated against each other each other to determine what means of fleet supply and maintenance provides the most economically advantageous solution that meets the Authority’s requirements.

1.5 Bidders may bid for more than 1 Lot.

2.0 The Authority’s Requirements

2.1 This Authority requires up to 25 Refuse Collection vehicles which will be used for refuse, recycling or organic material collection operations. The vehicles must be entirely suitable for this purpose and must comply with all current ‘Construction and Use’ regulations in time at the place of order and fully compliant with the ‘Safer London Lorry Scheme’.

3.0 Vehicle Specification

3.1 Contractors must submit full details and specifications of the vehicle for which they are quoting, detailing the make of vehicle and specifically indicating the extent to which the various fittings and other requirements set out in the specification and schedules are covered by their tender. State the build and delivery period. Tenders submitted without a detailed specification will not be considered. To make it easier for the evaluators would a further appendix to be returned by bidder be useful

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3.2 Please identify the items required that are included in the price per vehicle and any additional cost items in the relevant shaded columns below.

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* Delete as necessary

CHASSIS and CAB

6x2 rear steer 26 tonne GVW**wheelbase max 5.3 metres YES/NO*Cab to accommodate driver plus up to 3 operatives YES/NO*Diesel Euro 6 engine plus any potential improvements available <280 BHP

YES/NO*

Diff lock YES/NO*Exhaust Brake YES/NO*Reverse and forward motion auto brake sensors YES/NO*Slam doors YES/NO*Low entry cab YES/NO*Air suspension driver’s seat YES/NO*Stainless steel vertical exhaust stack YES/NO*Cruise control YES/NO*In cab phone: install, Scott Stonage 0161 8646440 YES/NO*4 x in cab over head storage lockers, 2 to be lockable YES/NO*Radio CD player YES/NO*Air con YES/NO*Tinted front screen option anti glare YES/NO*At least 2 sun visors YES/NO*Side window tint options YES/NO*VTG6 Plate holder YES/NO*Reverse warning bleeper with in-cab isolator switch & night silent activation.

YES/NO*

Side Under Run Bars plus Spray Suppression mud flaps front and rear,

YES/NO*

Maximum speed to be limited to 60 mph. YES/NO*Rear view Camera System,****Infrared/Hi Def required YES/NO*Vision Techniques 4way camera system + 3 years advanced airtime. Contact Dave Tucker 07790 606015

YES/NO*

Electric windows for driver and nearside door and heated door mirrors

YES/NO*

Electronic tachrograph fitted. Remote download capability required if available

YES/NO*

LED hazard beacons to be fitted to front roof line and grill area.

YES/NO*

Anti-siphon on derv tanks YES/NO*Anderson connectors to batteries for quick access jump start. YES/NO*Tyre pressure markings on all wheel arches in contrasting colour

YES/NO*

Cab to be finished in White YES/NO*Chassis to finished in light grey YES/NO*Axel weight monitor on each axle, axle overload protection and packer cut out

YES/NO*

All seats to be vinyl covered YES/NO*2kg powder fire extinguisher YES/NO*Rubber floor mat Driver side only YES/NO*Mounted First Aid kit YES/NO*Hand wash facility on nearside of vehicle. YES/NO*

BODY

18

19mtr capacity body Colour white YES/NOFlat panel sides suitable to signage YES/NO*Grip flex signage YES/NO*Shovel and broom brackets YES/NO*Hopper juice tray YES/NO*Body access door steps and C/W grab handles to be mounted N/S

YES/NO*

Hopper drain valve YES/NO*Rear working flood lights x 2 LED YES/NO*2 x LED under run lights to O/S and N/S front of body YES/NO*4 x LED Rear beacons YES/NO*4 x LED body beacons, 2 x N/S, 2 x O/S YES/NO*2 x LED lights downward facing (reverse assist lights) YES/NO*Orange low level hydraulic automatic split bin lift to accept all bin sizes from 140 ltr to 1280ltr

YES/NO*

Plug and play wiring connections YES/NO*Lift Capacity 100kg single, 500kg double YES/NO*hydraulic lift cycle of <7-9 seconds 2 wheel, <10-12 seconds 4 wheel

YES/NO*

Single Greasing point YES/NO*Rear protection device EN1501.5 YES/NO*Bin count facility YES/NO*

3.3 Please state the following including the specific make and model of vehicles to be supplied:

Chassis Make………………………………………………………………………….………

Chassis Model…………………………………………………………………………………..

Body Make.......................................................................................................................

Body Model......................................................................................................................

Bin Lift Make…………………………………………………………………………………….

Bin Lift Model……………………………………………………………………………………

Overall Length of vehicle………………………………………………………………………

Overall width of vehicle...................................................................................................

Vehicle turning circle…………………………………………………………………………..

Vehicle rear overhang……………………………………………………..…………………..

Vehicle tare weight.........................................................................................................

Vehicle payload weight...................................................................................................

Tyre size steer................................................................................................................

Tyre size rear steer.........................................................................................................

Tyre size drive.................................................................................................................19

3.4 All the specifications and modifications referred to in this schedule must be approved by the vehicle manufacturer and in no circumstance nullify any part of the chassis/vehicle warranty Please confirm this in writing

3.5 The body and mountings and any chassis modifications are to be approved by the chassis manufacturer. Please confirm this in writing

3.6 Contractors to provide details of parts supply current list prices, and availability for chassis, cab, body and gear. Also details of nearest spare parts stockist.

3.7 Manufacturer’s recommended tyre, axle and GVW loading must not be exceeded.

3.8 Chassis and body manufacturer to provide first service and all information relating to routine servicing requirements.

3.9 All the appropriate and legally required type approvals must be available for inspection.

3.10 The body weight and equipment should be distributed in a manner to ensure suitable braking and handling performance.

4.0 Driver training/crew training

4.1 The Contractor is required to provide appropriate ‘Train the trainer’ instruction and certification to enable key personnel at the Authority to undertake driver and crew training.

4.2 Extensive certificated driver and operator training must be given prior to the vehicles being used.

5.0 Tech Training /Warranties

5.1 The Contractor is required to provide 2 laptop diagnostic computers complete with a full technical specification covering lifts, body mechanicals and chassis and engine specifications. The Contractor is also required to provide all subsequent updates relevant to the vehicles FOC for the period of the contract

5.2 The Contractor is required to provide full technician training to the Council’s Fleet Services prior to or at the time of delivery of the first vehicle unless agreed otherwise by the Authority. Details of any additional costs for further training courses should also be provided with the bid submission and detailed in the contractors method statement.

5.3 The Contractor is required to provide a warranty of 3 years in respect of the Body and Bin Lift and a minimum of 2 years on all other components. Details of warranties to be supplied with the bid submission.

5.4 The Contractor is required to act on all warranty repair issues within 24 hours of the Authority requesting the repair. The Contractor is required to provide details of all guaranteed warranty repair response times within their submission.

20

5.5 The Contractor is required to provide a workshop manual, parts manual/microfiche, electrical circuit diagrams and warranty book. These should also include bodywork, specialist equipment and ancillaries.

6.0 Incab Technology

6.1 The Council is currently investigating the supply of an IN-Cab Tech system and requires the Contractor to confirm that the vehicles will be compatible with all available In cab systems and ensure that the appropriate access on the supplied vehicles to allow positioning and installation of the chosen system before delivery to the authority.

6.2 The Contractor must make available suitable space for the Council wishes to install an aftermarket in cab technology system such as Bartec/Whitespace. These additions to be installed in the cabs of the vehicles prior to the delivery to the Council. The Council will arrange for the installations and be responsible for the associated costs.

6.3 The Council is also trialling pothole spotter camera technology and subject to the trial require the Contractor to make suitable provision for the installation of cameras and associated wiring and equipment. These additions to be installed in the cabs of the vehicles prior to the delivery to the Council. The Council will arrange for the installations and be responsible for the associated costs.

7.0 Other Items

7.1 The Contractor must provide details of safety equipment fitted to the bin lifters to avoid accidental operation.

7.2 Open CANbus access to all components.

7.3 The Contractor must provide details of any onboard monitoring systems either remote or workshop based, provided with the vehicle as standard (engine monitoring, tyre pressure, compaction pressures, etc.) and capability of these systems.

7.4 The tender price is to include:

a. All additional charges for any final adjustments required prior to the vehicle(s) being used operationally.

b. First registration and twelve (12) months Road Fund Licence.7.5 Afford facilities for the inspection of the vehicle during construction and before completion if

required at the place of manufacture.

8.0 Delivery21

8.1 The delivery of the vehicles should be scheduled to commence with effect from the first specified delivery date and no more than 3 vehicles per week arriving at the Thurrock Councils depot.

8.2 Note that the delivery of the vehicle(s) is of vital importance and that should stated delivery dates not be adhered to, the Council reserve the right to hire similar vehicles and charge the Contractor any sums incurred and additional cost of Officer time associated with this action. Please see Performance framework for details relating to delivery of the vehicles.

8.3 On delivery of the Vehicle the Council shall have a period of two working days, or such further reasonable period as required by the Council and notified to the Contractor, to undertake the necessary inspection prior to accepting delivery. If the provisions of this Contract are met the Council shall sign the Delivery Acknowledgement Note (in duplicate) and return one copy to the Contractor. Notwithstanding the above, the Council shall only be liable to accept delivery of a Vehicle which complies with the Council's Order Form and the Specification.

8.4 The supplier must agree the delivery schedule with the Fleet and Logistics Transport Manager or duly authorised Council officer and give a minimum of 7 days notice prior to delivery of each of the vehicle(s).

8.5 The Contractor will deliver and collect all vehicles and this service shall be included in the Contract Price. The delivery of a Vehicle will be to a specific location in the Borough of Thurrock given to the Contractor by the Council. Contractor staff and subcontractors who require access to Council property, or contact with Council employees, must carry photo/identification cards approved by the Supervising Officer. They must be prepared to present such I/D when requested to do so by a Council employee.

8.6 All Vehicles are to be delivered with a minimum of a quarter tank of fuel.

9.0 Quality Management Systems

9.1 Provide documentary evidence that a Quality Management System is in operation by the Company to ensure a fault free product and meets the customer’s requirements (1SO9000/9001/BS5750 or equivalent).

9.2 Provide documentary evidence that a Quality Environmental Management System is in operation by the Company to ensure a fault free product and meets the customer’s requirements (1SO18000/18001 or equivalent).

10.0 Procuring the Vehicles

10.1 The Contractor shall, on such dates as shall be specified by the Council on the Council Order Form, supply to the Council the vehicles specified on the Council Order Form at the price stated in the Pricing Schedule. Such dates to have been previously agreed by the Council and the Contractor.

22

10.2 The Contractor shall only provide Vehicle(s) which comply with the Specification and the Council's Order Form and the Contractor shall ensure that all Vehicle(s) are provided with all components, accessories and equipment required by law and provided as standard by the manufacturer at the date of delivery to the Council.

10.3 Subject to availability the Contractor shall supply any additional or non-standard equipment, components, or accessories as specified in the Pricing Schedule.

10.4 If the Contractor fails to deliver a vehicle(s) in accordance with these conditions, then without prejudice to the Council's rights for breach of contract:-

(a) the Council may terminate the Contract, in which case the Contractor shall collect any vehicle(s) which have been delivered only after alternative arrangements have been made for service provision by the Council;

(b) the Council may accept the Vehicle(s) which correspond to the Contract and recover for the Contractor’s breach in respect of the failure to deliver the remainder of the Vehicle(s). This recovery will include all additional costs incurred by the Council as a result of the Contractor’s failure to deliver to the contract terms, conditions and specification;

(c) the Council may require the Contractor promptly to deliver similar vehicle(s) which correspond to the Contract to comply with the quantity required.

23


Lot 2 –Lease, Purchase/Operating Lease of 25 Refuse Collection Vehicles


1.0 BACKGROUND






1.3 This Lot refers to Lot 2 Lease Purchase with options for 7year term or 4year term with up to a 3year extension. Under this Lot the Council will continue to provide the fleet maintenance function.




2.1 This Authority requires 25 Refuse Collection vehicles which will be used for refuse, recycling or organic material collection operations. The vehicles must be entirely suitable for this purpose and must comply with all current ‘Construction and Use’ regulations in time at the place of order and fully compliant with the ‘Safer London Lorry Scheme’.


3.1 Contractors must submit full details and specifications of the vehicle for which they are quoting, detailing the make of vehicle and specifically indicating the extent to which the various fittings and other requirements set out in the specification and schedules are

24

covered by their tender. State the build and delivery period. Tenders submitted without a detailed specification will not be considered.

3.2 Please identify the items required that are included in the price per vehicle and any additional cost items in the relevant columns:


CHASSIS and CAB


YES/NO*


YES/NO*


YES/NO*


YES/NO*


YES/NO*


YES/NO*


YES/NO*


YES/NO*


YES/NO*

All seats to be vinyl covered YES/NO*25

2kg powder fire extinguisher YES/NO*Rubber floor mat Driver side only YES/NO*Mounted First Aid kit YES/NO*Hand wash facility on nearside of vehicle. YES/NO*

BODY


YES/NO*


YES/NO*


YES/NO*



Chassis Make………………………………………………………………………….………

Chassis Model…………………………………………………………………………………..

Body Make.......................................................................................................................

Body Model......................................................................................................................

Bin Lift Make…………………………………………………………………………………….

Bin Lift Model……………………………………………………………………………………




Vehicle rear overhang………………………………………………………..………………..

Vehicle tare weight..........................................................................................................

26

Vehicle payload weight....................................................................................................

Tyre size steer.................................................................................................................

Tyre size rear steer..........................................................................................................

Tyre size drive.................................................................................................................

3.4 All the specifications and modifications referred to in this schedule must be approved by the vehicle manufacturer and in no circumstance nullify any part of the chassis/vehicle warranty.

3.5 The body and mountings and any chassis modifications are to be approved by the chassis manufacturer.

3.6 Contractor to provide details of parts supply current list prices, and availability for chassis, cab, body and gear. Also details of nearest spare parts stockist.








5.0 Tech Training /Warranties

5.1 The Contractor is required to provide 2 laptop diagnostic computers complete with a full technical specification covering lifts, body mechanicals and chassis and engine specifications. The Contractor is also required to provide all subsequent updates relevant to the vehicles

5.2 The Contractor is required to provide full technician training to the Councils Fleet Services prior to or at the time of delivery of the first vehicle unless agreed otherwise by the Authority. Details of any additional costs for further training courses should also be provided with the bid submission.

27



5.5 The Contractor is required to provide a workshop manual, parts manual/microfiche, electrical circuit diagrams and warranty book. These should also include bodywork, specialist equipment and ancillaries.

5.6 The Contractor will be responsible for making all warranty claims, and no costs for such work will be borne by the Council.

5.7 The Council shall be entitled, as far as the Contractor can grant the same, to the benefit of all conditions, warranties and other terms relating to the Vehicle(s) given by the manufacturer.


6.1 The Council is currently investigating the supply of an IN-Cab Tech system and requires the Contractor to confirm that the vehicles will be compatible with all available In cab systems and ensure that the appropriate access on the supplied vehicles to allow positioning and installation of the chosen system before delivery to the authority.Please confirm in writing on a separate sheet of headed paper attached to your submission

6.2 The Contractor must make available suitable space for the Council to install an aftermarket in cab technology system such as Bartec/Whitespace and such additions to be installed in the cabs of the vehicles prior to the delivery to the Council. The Council will arrange for the installations and be responsible for the associated costs.


7.0 Other Items

7.1 The Contractor must provide details of safety equipment fitted to the bin lifters to avoid accidental operation. Please confirm in writing on a separate sheet of headed paper attached to your submission

7.2 Open CANbus access to all components.

28

7.3 The Contractor must provide details of any onboard monitoring systems either remote or workshop based, provided with the vehicle as standard. (Engine monitoring, tyre pressure, compaction pressures, etc) and capability of these systems.

7.4 The tender price is to include all additional charges for any final adjustments required prior to the vehicle(s) being used operationally.

.7.5 Afford facilities for the inspection of the vehicle during construction and before completion if

required at the place of manufacture.

7.6 The Council requires a minimum average mileage of 13,000 miles and that the mileage at the end of the agreement should be an aggregated mileage across the total number of vehicles supplied (13,000miles x number of vehicles supplied per year).

8.0 Delivery



8.3 On delivery of the Vehicle the Council shall have a period of two working days, or such further reasonable period as required by the Council and notified to the Contractor, to undertake the necessary inspection prior to accepting delivery. If the provisions of this Contract are met the Council shall sign the Delivery Acknowledgement Note (in duplicate) and return one copy to the Contractor. The hire lease will not commence until this inspection period has passed and the Delivery Acknowledgement Note has returned to the Contractor and no charges shall be made for the vehicle during the inspection period. Notwithstanding the above, the Council shall only be liable to accept delivery of a Vehicle which complies with the Council's Order Form and the Specification.

8.4 The Contractor must agree the delivery schedule with the Fleet and Logistics Transport Manager (or any other designated officer of the Council) and give a minimum of 7 days notice prior to delivery of each of the vehicle(s).

8.5 The Contractor will deliver and collect all vehicles and this service shall be included in the Contract Price. The delivery of a Vehicle will be to a specific location in the Borough of Thurrock given to the Contractor by the Council. Contractor staff and subcontractors who require access to Council property, or contact with Council employees, must carry photo/identification cards approved by the Supervising Officer. They must be prepared to present such I/D when requested to do so by a Council employee.



29



10.0 PROCURING THE VEHICLES

10.1 The Contractor shall, on such dates as shall be specified by the Council on the Council Order Form, lease to the Council the vehicles specified on the Council Order Form at the price stated in the Pricing Schedule. Such dates to have been previously agreed by the Council and the Contractor.

10.2 The Contractor shall only provide Vehicle(s) which comply with the Specification and the Council's Order Form and the Contractor shall ensure that all Vehicle(s) are provided with all components, accessories and equipment required by law and provided as standard by the manufacturer at the date of delivery to the Council.

10.3 Subject to availability the Contractor shall supply any additional or non-standard equipment, components, or accessories as specified in the Pricing Schedule.

10.4 The Council shall ensure that any additional accessories fitted to any Vehicle(s) are reasonable and have the prior written consent of the Contractor. At the termination of the Contract the Council shall ensure that appropriate blanking plates and/or grilles are substituted for accessories removed, holes are plugged or grommetted and any aerials and wing mirrors that may have been fitted are left in place. The Council's logo will also be left in place for which no charge will be made by the Contractor to meet the cost of removal. Modifications to the Vehicle(s) engine and bodywork shall not be permitted without the express consent of the Contractor, which shall not be unreasonably withheld.

10.5 If the Contractor fails to deliver a vehicle(s) in accordance with these conditions, then without prejudice to the Council's rights for breach of contract:-

(b) the Council may terminate the Contract, in which case the Contractor shall collect any vehicle(s) which have been delivered only after alternative arrangements have been made for service provision by the Council;

(b) the Council may accept the Vehicle(s) which correspond to the Contract and recover for the Contractor’s breach in respect of the failure to deliver the remainder of the Vehicle(s). This recovery will include all additional costs incurred by the Council as a result of the Contractor’s failure to deliver to the contract terms, conditions and specification;

(c) the Council may require the Contractor promptly to deliver similar vehicle(s) which correspond to the Contract to comply with the quantity required.

11.0 Leasing General Requirements

11.1 The price of hiring each Vehicle will be fixed for the whole contract period, with the price being broken down to an annual hire rate for each Vehicle. The Council shall have the exclusive and unrestricted right of use of each Vehicle for 24 hours each day, 365 days

30

each year (366 in a leap year). Maintenance will include scheduled inspections (as recommended by the manufacturer, Ministry of Transort or other Statutory Body), scheduled services, service maintenance, and all mechanical and electrical repairs and renewals, including the replacement of exhausts and batteries.

11.2 The number of vehicles detailed in the Pricing Schedule are entirely for guidance purposes only and shall not be binding upon the Council as an indication of volume.

11.3 The Contract will be managed on behalf of the Council by the Fleet Services Business Unit, or its equivalent. Fleet Services will be responsible for the hire process and all aspects relating to the operation of the Contract including Insurance issues. Fleet Services operate from St Clements Way, West Thurrock, Essex. RM20 3EE. Unless otherwise notified, all collection and return of vehicles for servicing or accident repair work will be to and from St Clements Way. Space will be made available for the parking of a maximum of 3 replacement vehicles free of charge.

11.4 The majority of vehicle operations are within the Borough.

11.5 The Council reserve the option to purchase outright any vehicle hired to them under this Contract. Where the Council seeks to exercise this option, the purchase price will be negotiated between Fleet Services and the Contractor. If there is failure to agree a price the Contractor will be permitted to dispose of the vehicle.

12.0 ROAD FUND LICENCE

12.1 At the beginning of the Hire Period for each vehicle, and annually thereafter for the Hire Period, the Contractor shall be responsible for providing an annual Vehicle Excise Licence or Crown Exempt Disc as appropriate and delivering it to the Fleet Services Offices at the Council. The cost of such licences shall be included in the Contract Price.

12.2 In the event of the cost of a licence being increased during the Hire Period the Contractor shall have the right to charge the Council the additional cost which shall be payable within 28 days of demand. In the event of the cost of a licence being decreased during the Hire Period the Contractor shall reimburse the Council accordingly.

12.3 It shall nevertheless be the duty of the Council to ensure that the licence is at all times properly displayed on the Vehicle.

13.0 Termination of Hire

13.1 Tenderers are requested to submit termination charges for each vehicle type for years one to seven. Tenderers are advised that there will be no termination charges if the optional 4 year Lease period is utilised.

13.2 Where the Council has paid to the Contractor any advance rentals and the Contract is terminated before the expiration of the Hire Period any balance remaining shall be entered as considation in the termination charges.

13.3 In the event of a Vehicle(s) being adjudged a total loss by the Contractor and Insurers the Hire Period for that Vehicle shall cease on the date of such judgement and Clause 21.5 of this Specification shall apply.

13.4 Subject to the requirements of clause 18, the Contractor may make charges upon the Council for unrepaired damage not arising from normal wear and tear.

31

14.0 Condition of Vehicles on Return 14.1 The Contractor shall operate a normal wear and tear policy having due regard to the

mileage covered when Vehicle(s) are returned upon the expiration of the Hire Period or earlier termination.

14.2 Normal wear and tear, for which no charge shall be made, shall include:

(i) superficial scratches and scuffs to bumpers.

(ii) stone chippings on front and lower side of vehicles.

(iii) minor scratches to paint work if the undercoat or metal is not visible. 14.3 All Vehicle(s) will be returned to the Contractor without accident damage or broken or

missing parts subject to the remaining parts of this clause.

14.4 Damage will not be accepted as normal wear and tear where paint work is broken by scrapes (i.e. where "cutting" will not restore the finish and repainting is necessary); where there are dents or other impact damage to bodywork or bumpers, broken or cracked lenses. Tears, rips, cuts to seats, interior trim, carpets and headlining will not be accepted as normal wear and tear, nor will stains from oil, glue, chemicals or other matter which cannot be removed using proprietary cleaners.

14.5 The Contractor shall collect the Vehicle(s) at the expiration of this Contract (whether by affluxion of time or otherwise) at the location nominated by the Council.

14.6 The Council shall on the expiration of this Contract or any Schedule hereto make ready the Vehicle(s) in good and serviceable condition having regard to the age and mileage of the Vehicle(s) (normal wear and tear excepted) for collection by the Contractor. As these Vehicle(s) are to be used in a commercial environment, they will NOT be returned valeted and no charge is to be made for such cleaning.

14.7 The Vehicle(s) will be inspected by the Contractor's representative and the Council Vehicle Inspector and the condition of each Vehicle(s) will be described on a form provided by the Contractor for such purposes. The Vehicles Inspector will be required to confirm by signature agreement to the stated condition. The form will also clearly indicate the date on which the Council's responsibility for the Vehicle(s) has ended. Any disputes arising will be dealt with in accordance with Clause 42 of the Conditions of Contract.

14.8 On return of the Vehicle(s) the Council shall be responsible for the cost of repairs and replacement parts other than repairs or replacement parts necessitated by normal wear and tear or which would be supplied and completed by the Contractor under Clause 9.3 hereof and then only where repairs are actually carried out

14.9 The Council reserves the right to rectify any repair identified by the Contractor which is not covered by either the definition of normal wear and tear or the cost covered in Clause 20.2

14.10 The Council shall only be liable to pay upto a maximum of £1000 (excluding VAT) of any rectification repair costs associated with the return of a vehicle, whether at the end of the Hire Period, or earlier as allowed under this Contract.

15.0 RISK AND INSURANCE

32

15.1 From the time of delivery and/or when the vehicle is accepted by the Council until the time of collection by the Contractor the Vehicle(s) shall be at the risk of the Council (the Insurer) and the Council shall at its own expense keep in force with an insurer acceptable to the Contractor (such acceptance not to be unreasonably withheld) a comprehensive insurance cover against:-

(a) loss of or damage to the Vehicle(s) by fire, theft, accident, and any other such cause against which insurance is normally obtainable; and

(b) third party liability arising in connection with the use of the Vehicle(s). The insurance cover shall be for the full replacement value of the Vehicle(s) at the time of the claim and the policy shall with the Insurer's consent be endorsed with a memorandum noting the Contractor's interest in the Vehicle.

15.2 The Council shall notify the Contractor in writing within 10 (ten) working days of any claim under the above mentioned insurance which the Insurer proposes to settle on either a total loss basis or a cash in lieu of repairs basis and the Council hereby irrevocably authorises the Contractor to claim and receive payment of any monies payable by the Insurer thereunder.

15.3 The Council shall produce to the Contractor upon demand the applicable insurance policy

and the receipts for premiums paid thereto. 15.4 The Council shall notify the Contractor in writing within 10 (ten) working days of any

change or proposed change to the insurance arrangements

15.5 If a Vehicle(s) is lost, stolen, destroyed or so damaged that in the Insurer's opinion it is not capable of economic repair, the Council will give the Contractor written notice and transfer to the Contractor on request all the Council's rights under the insurance policy. Lease charges will continue to be paid up to a maximum of 12 weeks from the date of loss, theft or damage.

16.0 ACCIDENTS

16.1 The Council shall ensure that whenever an accident or incident which involves damage to, or theft, loss or destruction of any Vehicle, or any component, accessory or equipment provided by the Contractor, that the User promptly completes an accident report form (if possible at the scene of the accident or incident) and obtains the necessary witness statements and that the completed form and the witness statements are delivered to Fleet Services for processing.

16.2 The Council shall be responsible for the cost of rectification of damage caused as a result of an accident and upon Agreement from the Authorised Officer the damage and/or defect shall be the responsibility of the Council and the consequential costs will be outside the Contract Price for that Vehicle except where 21.2 and 21.5 apply.

17.0 FIXED PENALTY NOTICES

17.1 The Council indemnifies the Contractor from any liability in respect of fixed penalty notices which are the Council's responsibility. Any fixed penalty notices received by the Contractor in respect of Vehicle(s) must be passed to the Authorised Oficer for payment. Penalties paid by the Contractor may not be recovered from the Council.

33

17.2 Penalty Notices are to be forwarded to the Council within two working days of receipt by the Contractor. Any excess payment due arising from the failure of the Contractor to meet this requiement will be charged to the Contractor.

17.3 If appropriate the Contractor will be liable for any fixed penalty notices when Vehicle(s) are in the Contractor's possession for servicing or repair.

17.4 Charges relating to the delivery of a Vehicle(s) will be borne by the Contractor.

34


Lot 3 – Lease Supply and Maintenance of 25 Refuse Collection Vehicles


1.0 Background






1.3 This Lot refers to Lot 3 Lease Purchase and Maintenance with options for a 7year term or a 4year term with up to a 3year extension.




2.1 The Council requires the provision of up to 25 Refuse Collection vehicles which will be used for refuse, recycling or organic material collection operations. The vehicles must be entirely suitable for this purpose and must comply with all current ‘Construction and Use’ regulations in time at the place of order and fully compliant with the ‘Safer London Lorry Scheme’.

2.2 The Council is seeking contractor to provide a total care maintenance and inspection service in respect of upto 25 Refuse Collection Vehicles plated at 26 tonnes GVW and fitted with suitable wheeled bin lifting equipment. All maintenance and repairs will be required to meet the standards and frequencies as RECOMMENDED by the DVSA GUIDE TO MAINTAINING ROADWORTHINESS and the Councils Operating Licence conditions and the manufacturers recommendations.

35

2.3 The Council is seeking one main contractor to either provide the entire service or act as the single point of contact for the appropriate subcontractors required. All sub-contractors would be required to meet the standards set out by the council for the main contractor and all invoices will be presented via the main contractor. This contract may not be awarded if the Council decides to procure the vehicles as an outright purchase. In the event of the Council deciding to lease the vehicles the maintenance option may be considered.


3.1 Contractors must submit full details and specifications of the vehicle for which they are quoting, detailing the make of vehicle and specifically indicating the extent to which the various fittings and other requirements set out in the specification and schedules are covered by their tender. State the build and delivery period. Tenders submitted without a detailed specification will not be considered.

3.2 Please identify the items required that are included in the price per vehicle and any additional cost items in the relevant columns:


CHASSIS and CAB


YES/NO*

Diff lock YES/NO*Exhaust Brake YES/NO*Reverse and forward motion auto brake sensors YES/NO*

YES/NO*Slam doors YES/NO*Low entry cab YES/NO*Air suspension driver’s seat YES/NO*Stainless steel vertical exhaust stack YES/NO*Cruise control YES/NO*In cab phone: install, Scott Stonage 0161 8646440 YES/NO*4 x in cab overhead storage lockers, 2 to be lockable YES/NO*Radio CD player YES/NO*Air con YES/NO*Tinted front screen option anti glare YES/NO*At least 2 sun visors YES/NO*Side window tint options YES/NO*VTG6 Plate holder YES/NO*Reverse warning bleeper with in-cab isolator switch & night silent activation.

YES/NO*


YES/NO*


YES/NO*


YES/NO*

36


YES/NO*


YES/NO*


YES/NO*


YES/NO*


BODY

19mtr capacity body Colour white YES/NOYES/NO*

Flat panel sides suitable to signage YES/NO*Grip flex signage YES/NO*Shovel and broom brackets YES/NO*Hopper juice tray YES/NO*Body access door steps and C/W grab handles to be mounted N/S

YES/NO*


YES/NO*


YES/NO*



Chassis Make………………………………………………………………………….………

Chassis Model…………………………………………………………………………………..

Body Make.......................................................................................................................

Body Model......................................................................................................................

37

Bin Lift Make…………………………………………………………………………………….

Bin Lift Model……………………………………………………………………………………




Vehicle rear overhang……………………………………………………..…………………..

Vehicle tare weight.........................................................................................................

Vehicle payload weight...................................................................................................

Tyre size steer................................................................................................................

Tyre size rear steer..........................................................................................................

Tyre size drive.................................................................................................................

3.4 All the specifications and modifications referred to in this schedule must be approved by the vehicle manufacturer and in no circumstance nullify any part of the chassis/vehicle warranty.

3.5 The body and mountings and any chassis modifications are to be approved by the chassis manufacturer.

3.6 Contractor to provide details of parts supply current list prices, and availability for chassis, cab, body and gear. Also details of nearest spare parts stockist.








5.0 Warranties

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5.3 The Contractor will be responsible for making all warranty claims, and no costs for such work will be borne by the Council. Periods of non-availability occurring through warranty work or defects under warranty shall be subject to the ‘six hour repair or replace’ clause detailed in Vehicle Availability at 10.1 below.

5.4 The Council shall be entitled, as far as the Contractor can grant the same, to the benefit of all conditions, warranties and other terms relating to the Vehicle(s) given by the


6.1 The Council is currently investigating the supply of an IN-Cab Tech system and requires the Contractor to confirm that the vehicles will be compatible with all available In cab systems and ensure that the appropriate access on the supplied vehicles to allow positioning and installation of the chosen system before delivery to the authority.

6.2 The Contractor must make available suitable space for the Council wishes to install an aftermarket in cab technology system such as Bartec/Whitespace and se additions to be installed in the cabs of the vehicles prior to the delivery to the Council. The Council will arrange for the installations and be responsible for the associated costs.


7.0 Other Items

7.1 The Contractor must provide details of safety equipment fitted to the bin lifters to avoid accidental operation.

7.3 The Contractor must provide details of any onboard monitoring systems either remote or workshop based, provided with the vehicle as standard (engine monitoring, tyre pressure, compaction pressures, etc.) and capability of these systems.

7.4 The tender price is to include all additional charges for any final adjustments required prior to the vehicle(s) being used operationally.

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7.5 Afford facilities for the inspection of the vehicle during construction and before completion if required at the place of manufacture.

7.6 The Council requires a minimum average mileage of 13,000 miles and that the mileage at the end of the agreement should be an aggregated mileage across the total number of vehicles supplied (13,000miles x number of vehicles supplied per year).

8.0 Delivery



8.3 The Contractor must agree the delivery schedule with the Fleet and Logistics Transport Manager or duly authorised Council Officer and give a minimum of 7 days notice prior to delivery of each of the vehicle(s).

8.4 The Contractor will deliver and collect all vehicles and this service shall be included in the Contract Price. The delivery of a Vehicle will be to a specific location in the Borough of Thurrock given to the Contractor by the Council. Contractor staff and subcontractors who require access to Council property, or contact with Council employees, must carry photo/identification cards approved by the Supervising Officer.


8.6 In the event the Contractor is unable to comply with the agreed delivery date and timetable, they will at their own cost supply the Council with like for like vehicles.




9.3 Where required on completion of servicing and/or maintenance the Contractor shall arrange for the Vehicle to be returned to a location specified by the Council. The

Contractor will arrange its own insurance from collection to delivery of the Vehicle to the Council. Fleet Services will carry out random inspections of Vehicles and of servicing and repair Quality Standards using a Qualified Fleet Engineer. The Contractor is expected to have a Quality Control System which ensures a one in five check of work completed.

10.0 Vehicle Availability

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10.1 Each Vehicle leased under this Contract is to be available to the Council 24 hours per day, 365 days per year (366 in leap years). In order to ensure service delivery is maintained, any Vehicle with a defect rendering it unroadworthy shall be repaired or replaced within six hours of the defect being notified to the Contractor. A replacement Vehicle must be at least of similar age and type, capable of undertaking the work required (eg narrow bodied on some routes) and in the opinion of the Authorised Officer, suitable. This includes the provision of a suitable Vehicle whilst servicing, inspections, annual tests and all repairs arising from fair wear and tear are undertaken. In the event the Contractor is unable to supply a replacement vehicle within the specified timeframe, the Council will hire an alternative vehicle and recharge all costs including hire, delivery and collection to the Contractor.

10.2 If a Vehicle is unavailable as a result of an accident whilst being driven by a Council employee the Contractor may be required to provide a replacement as set out above. The Council will pay the Contractor for the replacement Vehicle at the rate set out in the Pricing Schedule until such time as the Vehicle or its replacement is returned to service.

11.0 Leasing General Requirements

11.1 The price of hiring each Vehicle will be fixed for the whole contract period, with the price being broken down to an annual hire rate for each Vehicle. The Council shall have the exclusive and unrestricted right of use of each Vehicle for 24 hours each day, 365 days each year (366 in a leap year). Maintenance will include scheduled inspections (as recommended by the manufacturer, Ministry of Transort or other Statutory Body), scheduled services, service maintenance, and all mechanical and electrical repairs and renewals, including the replacement of exhausts and batteries.

11.2 The number of vehicles detailed in the Pricing Schedule are entirely for guidance purposes only and shall not be binding upon the Council as an indication of volume.

11.3 The Contract will be managed on behalf of the Council by the Fleet Services Business Unit, or its equivalent. Fleet Services will be responsible for the hire process and all aspects relating to the operation of the Contract including Insurance issues. Fleet Services operate from St Clements Way, West Thurrock, Essex. RM20 3EE. Unless otherwise notified, all collection and return of vehicles for servicing or accident repair work will be to and from St Clements Way. Space will be made available for the parking of a maximum of 3 replacement vehicles free of charge.

11.4 The majority of vehicle operations are within the Borough.

11.5 The Council reserve the option to purchase outright any vehicle hired to them under this Contract. Where the Council seeks to exercise this option, the purchase price will be negotiated between Fleet Services and the Contractor. If there is failure to agree a price the Contractor will be permitted to dispose of the vehicle.

12.0 Maintenance Specifications

General

12.1 Bidders should be aware that all maintenance and repairs are to be carried out by the Contractor at their own or subcontracted facilities with only limited access and space allocation at St Clements Way for the exchange of vehicles;

12.2 All planned safety inspections and planned routine maintenance will be conducted before 6.00am or after completion of the daily hours of operation normally 4pm Monday to Friday

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12.2 All repairs that do not render the vehicle either unsafe or Illegal will be conducted outside the normal hours of operation.

12.3 Most of the vehicles are available for maintenance at the weekends with the exceptions of weeks following the Bank Holidays when vehicles are required for the service.

12.4 Any repairs that require a vehicle to be unavailable must be approved by the designated Supervising Officer.

12.5 Inspections and repairs immediately prior to MOT’s must be completed at least 1 week prior to the vehicle being presented for the test.

12.6 Vehicles will be available for 24 hours prior to the test for steam cleansing and final adjustments and preparation.

12.7 All vehicles scheduled for inspection/service will be collected from and returned to the Councils Depot at ST CLEMENTS WAY, GRAYS, ESSEX, RM20 3EE when the appropriate work is completed and the vehicle is to be returned to service.

12.8 All vehicles must be available for service at the council depot by 6am each day of service and this includes any weekend should the service require it.

12.9 The maintenance requirement does not include tyres. This responsibility will be retained by the Council.

Detailed

12.10 All vehicles will be subject to a minimum of 6 roller break tests per year, one immediately prior to the annual MOT test.

12.11 If adjustment, repair or replacement of the breaking system is required then an additional brake test must be undertaken prior to the vehicle being returned to service.

12.12 ALL BRAKE TESTS TO BE PRINTED AND STORED WITH VEHICLE HISTORY FILE.

12.13 Safety inspections and routine servicing will be in line with the FTA Industry standard time allocations (e.g. “A” inspection 1.5 hours for LGV’s. Hours allocation for other vehicles and hour based service routines to be agreed prior to contract commencement) and vehicle manufactures recommendations.

12.14 All Scheduled Inspections are to be scheduled a minimum of 12 months in advance as per DVSA guidelines.

12.15 All safety inspections must be completed within the week specified.

12.16 The safety inspection planner must be kept up to date at all times.

12.17 If a change in the scheduled inspection or service period is authorised, all consecutive appointments must be adjusted accordingly.

12.18 All repairs must be signed off by a suitably qualified person (Time Served as documented in DVSA guidelines) when completed. All wear and tear, servicing and routine planned maintenance should be included in the annual contract charge.

12.19 All notified defects must be rectified prior to the vehicles being returned to service by the required time (6am the next working day).

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12.20 A suitably qualified person must be available at the commencement of the service to provide morning start-ups and minor repairs such as bulb replacement, lens replacement etc.

12.21 All oils with the exception of Derv and Ad Blue will be provide within the annual contract price.

12.22 All Tachograph inspections and certifications should be included in the annual contract price.

12.23 All Loler tests and certification should be included in the annual contracted price.

12.24 The maintenance provide must achieve a similar pass rate as the current in-house provider. Currently 98%

12.25 Should the Council incur any fines or financial penalties for any maintenance providers failure to comply with the O licence conditions or MOT pass rate the council reserves the right to pass these fines or charges onto the maintenance provider.

12.26 All spare parts used in the maintenance of Vehicle(s) subject to this Contract are to be original, new (or manufacturers exchange) equipment parts. Manufacturers exchange shall mean reconditioned replacement parts that satisfy the standard required by the respective Vehicle manufacturer in respect of their own franchise dealership.

13.0 Breakdown Repair and Recovery

13.1 Bidders should provide details of breakdown coverage that provides breakdown recover and repair for the 25 trucks 24 hours a day 365 days per year.

13.2 Recovery Requirements

The ability to respond to, attend vehicle breakdowns and repair at the roadside or recover vehicles must be accounted for. If vehicles cannot be returned to service within 2 hours a recovery service must be provided and vehicles should be returned to service as soon as practically possible.

14.0 AD HOC Repairs/ Repairs not covered by the full maintenance package

14.1 Where the Contractor, or its nominated service dealer, agents, servants or employees, intend to carry out any repairs for which the Council is liable, no repairs above a sum exceeding £250.00 (excluding VAT) shall be carried out until the Contractor first obtains the Council's written consent. Payment for a replacement Vehicle will continue from the time the estimate is provided until the Council agrees the work. Should, after discussion, the repair be deemed normal wear and tear and as such not chargeable, no payment will be made for the said repair or the replacement vehicle, including the period taken to resolve the dispute.

14.2 The Contractor will not be eligible for reimbursement for repairs or servicing commissioned by the Council which should have been carried out under the terms of the manufacturer's warranty.

14.3 All Ad Hoc repairs to be agreed at ICME book times. (Industry Standard).

14.4 The hourly rate is to be identified for the Ad Hoc damage repairs in pricing schedule.

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14.5 All parts required for Ad Hoc damage repairs will be provided on the following basis;

14.5.1 Not exceeding Cost plus 5%;

14.5.2 All parts fitted must meet the manufactures specifications and only approved parts be fitted whilst any vehicle is within the manufactures warranty period.

14.5.3 Any parts supplied that upon audit by the Council that are found to be available at a lower cost, then the difference must be refunded to the Council. It is anticipated that the costs of a small percentage of the parts will be bench mark tested on an adhoc basis throughout the contract term. (At the Supervising Officer’s discretion.)

15.0 Monthly Meetings

15.1 For the duration of the contract monthly contract review meetings (Frequency will be subject to review by the Supervising Officer) will be scheduled to address any issues and concerns from either party.

16.0 Health and Safety

16.1 Health and Safety inspections will be an integral part of the Contract Management of the contract and will be undertaken by the Supervising Officer or another authorised person at 6 monthly intervals.

16.2 All staff must have received the appropriate Health and Safety training that is applicable to the nature of the work and the working environment. A copy of the contractors Health and Safety policy and all relevant risk assessments will be required to be provided to the Council within the 8 week commissioning period.

17.0 Damage and Abuse

17.1 All claims and additional charges for damage and or abuse must be agreed with the supervising officer prior to any work commencing.

17.2 All invoices for repairs outside the scope of this agreement must be presented to the Supervising Officer one week prior to the monthly contract meeting in order to review and discuss any issues or disagreements that may arise.

17.3 Should any invoice not be accepted by the Council both parties have one month to agree a n acceptable outcome otherwise the issue may be referred to an independent body for arbitration such as the FTA (Fleet Transport Association). The independent ruling will be considered final and acceptable to both parties.

18.0 ROAD FUND LICENCE

18.1 At the beginning of the Hire Period for each vehicle, and annually thereafter for the Hire Period, the Contractor shall be responsible for providing an annual Vehicle Excise Licence or Crown Exempt Disc as appropriate and delivering it to the Fleet Services Offices at the Council. The cost of such licences shall be included in the Contract Price.

18.2 In the event of the cost of a licence being increased during the Hire Period the Contractor shall have the right to charge the Council the additional cost which shall be payable within

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28 days of demand. In the event of the cost of a licence being decreased during the Hire Period the Contractor shall reimburse the Council accordingly.

18.3 It shall nevertheless be the duty of the Council to ensure that the licence is at all times properly displayed on the Vehicle.

19.0 Termination of Hire

19.1 Tenderers are requested to submit termination charges for each vehicle type for years one to seven. Tenderers are advised that there will be no termination charges if the optional 4 year Lease period is utilised.

19.2 Where the Council has paid to the Contractor any advance rentals and the Contract is terminated before the expiration of the Hire Period any balance remaining shall be entered as considation in the termination charges.

19.3 In the event of a Vehicle(s) being adjudged a total loss by the Contractor and Insurers the Hire Period for that Vehicle shall cease on the date of such judgement and Clause 21.5 of this Specification shall apply.

19.4 Subject to the requirements of clause 17, the Contractor may make charges upon the Council for unrepaired damage not arising from normal wear and tear.

20.0 CONDITION OF VEHICLES ON RETURN 20.1 The Contractor shall operate a normal wear and tear policy having due regard to the

mileage covered when Vehicle(s) are returned upon the expiration of the Hire Period or earlier termination.

20.2 Normal wear and tear, for which no charge shall be made, shall include:

(i) superficial scratches and scuffs to bumpers.

(ii) stone chippings on front and lower side of vehicles.

(iii) minor scratches to paint work if the undercoat or metal is not visible. 20.3 All Vehicle(s) will be returned to the Contractor without accident damage or broken or

missing parts subject to the remaining parts of this clause.

20.4 Damage will not be accepted as normal wear and tear where paint work is broken by scrapes (i.e. where "cutting" will not restore the finish and repainting is necessary); where there are dents or other impact damage to bodywork or bumpers, broken or cracked lenses. Tears, rips, cuts to seats, interior trim, carpets and headlining will not be accepted as normal wear and tear, nor will stains from oil, glue, chemicals or other matter which cannot be removed using proprietary cleaners.

20.5 The Contractor shall collect the Vehicle(s) at the expiration of this Contract (whether by affluxion of time or otherwise) at the location nominated by the Council.

20.6 The Council shall on the expiration of this Contract or any Schedule hereto make ready the Vehicle(s) in good and serviceable condition having regard to the age and mileage of the Vehicle(s) (normal wear and tear excepted) for collection by the Contractor. As these Vehicle(s) are to be used in a commercial environment, they will NOT be returned valeted and no charge is to be made for such cleaning.

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20.7 The Vehicle(s) will be inspected by the Contractor's representative and the Council Vehicle Inspector and the condition of each Vehicle(s) will be described on a form provided by the Contractor for such purposes. The Vehicles Inspector will be required to confirm by signature agreement to the stated condition. The form will also clearly indicate the date on which the Council's responsibility for the Vehicle(s) has ended. Any disputes arising will be dealt with Disputes Procedure in the Conditions of Contract.

20.8 On return of the Vehicle(s) the Council shall be responsible for the cost of repairs and replacement parts other than repairs or replacement parts necessitated by normal wear and tear or which would be supplied and completed by the Contractor under their obligations and then only where repairs are actually carried out

20.9 The Council reserves the right to rectify any repair identified by the Contractor which is not covered by either the definition of normal wear and tear or the cost covered in Clause 20.2

20.10 The Council shall only be liable to pay upto a maximum of £1000 (excluding VAT) of any rectification repair costs associated with the return of a vehicle, whether at the end of the Hire Period, or earlier as allowed under this Contract.

21.0 RISK AND INSURANCE

21.1 From the time of delivery and/or when the vehicle is accepted by the Council until the time of collection by the Contractor the Vehicle(s) shall be at the risk of the Council (the Insurer) and the Council shall at its own expense keep in force with an insurer acceptable to the Contractor (such acceptance not to be unreasonably withheld) a comprehensive insurance cover against:-

(a) loss of or damage to the Vehicle(s) by fire, theft, accident, and any other such cause against which insurance is normally obtainable; and

(b) third party liability arising in connection with the use of the Vehicle(s). The insurance cover shall be for the full replacement value of the Vehicle(s) at the time of the claim and the policy shall with the Insurer's consent be endorsed with a memorandum noting the Contractor's interest in the Vehicle.

21.2 The Council shall notify the Contractor in writing within 10 (ten) working days of any claim under the above mentioned insurance which the Insurer proposes to settle on either a total loss basis or a cash in lieu of repairs basis and the Council hereby irrevocably authorises the Contractor to claim and receive payment of any monies payable by the Insurer thereunder.

21.3 The Council shall produce to the Contractor upon demand the applicable insurance policy

and the receipts for premiums paid thereto. 21.4 The Council shall notify the Contractor in writing within 10 (ten) working days of any

change or proposed change to the insurance arrangements

21.5 If a Vehicle(s) is lost, stolen, destroyed or so damaged that in the Insurer's opinion it is not capable of economic repair, the Council will give the Contractor written notice and transfer to the Contractor on request all the Council's rights under the insurance policy. Lease charges will continue to be paid up to a maximum of 12 weeks from the date of loss, theft or damage.

22.0 ACCIDENTS

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22.1 The Council shall ensure that whenever an accident or incident which involves damage to, or theft, loss or destruction of any Vehicle, or any component, accessory or equipment provided by the Contractor, that the User promptly completes an accident report form (if possible at the scene of the accident or incident) and obtains the necessary witness statements and that the completed form and the witness statements are delivered to Fleet Services for processing.

22.2 The Council shall be responsible for the cost of rectification of damage caused as a result of an accident and upon Agreement from the Authorised Officer the damage and/or defect shall be the responsibility of the Council and the consequential costs will be outside the Contract Price for that Vehicle except where 21.2 and 21.5 apply.

23.0 INFORMATION REQUIREMENTS

23.1 Information on Vehicle(s) and charging to users will be held by the Council using the Fleet master FLEETMASTER Fleet Management System.

23.2 The Contractor is not required to use FLEETMASTER Fleet Management System but will be required to provide information to the Council in a specified format (such as based around MS Office software).

23.3 The Contractor will assist the Council in the provision of information, modification of Vehicle(s) and the implementation of congestion charges or similar schemes.

24.0 FIXED PENALTY NOTICES

24.1 The Council indemnifies the Contractor from any liability in respect of fixed penalty notices which are the Council's responsibility. Any fixed penalty notices received by the Contractor in respect of Vehicle(s) must be passed to the Authorised Oficer for payment. Penalties paid by the Contractor may not be recovered from the Council.

24.2 Penalty Notices are to be forwarded to the Council within two working days of receipt by the Contractor. Any excess payment due arising from the failure of the Contractor to meet this requiement will be charged to the Contractor.

24.3 If appropriate the Contractor will be liable for any fixed penalty notices when Vehicle(s) are in the Contractor's possession for servicing or repair.

24.4 Charges relating to the delivery of a Vehicle(s) will be borne by the Contractor.

APPENDIX 2Ai: PAYMENT MECHANISM LEASE PURCHASE:47

Separate Document uploaded to Delta

APPENDIX 2Aii: PAYMENT MECHANISM LEASE PURCHASE MAINTENANCE:

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APPENDIX 2B: PERFORMANCE FRAMEWORK:

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APPENDIX 3: SELECTION Questionnaire (SQ)

Failure to complete and return this questionnaire will result in the Tenderer being disqualified from the Tender process. Any Tenderer whose Selection Questionnaire response does not satisfy all pass/fail criteria may be treated as ineligible for this contract opportunity and their Tender response will not be assessed further.

Contract Description

The provision of up to 25 of 26 tonne G.V.W Refuse collection vehicles (complete with suitable wheeled bin lifting equipment fitted). Tenders are sought on a range of supply arrangements:

Outright purchase and warranty; Leasing (Lease Purchase/ Operating Lease) arrangement without maintenance; Leasing (Lease Purchase) with full maintenance.

PS/2017/527REFUSE VEHICLES PROCUREMENT

Notes for completion

1. The “authority” means the contracting authority, or anyone acting on behalf of the contracting authority, that is seeking to invite suitable candidates to participate in this procurement process.

2. “You” / “Your” refers to the potential Contractor completing this standard Selection Questionnaire i.e. the legal entity responsible for the information provided. The term “potential Contractor” is intended to cover any economic operator as defined by the Public Contracts Regulations 2015 (referred to as the “regulations”) and could be a registered company; the lead contact for a group of economic operators; charitable organisation; Voluntary Community and Social Enterprise (VCSE); Special Purpose Vehicle; or other form of entity.

3. Please ensure that all questions are completed in full, and in the format requested. If the question does not apply to you, please state ‘N/A’. Should you need to provide additional information in response to the questions, please submit a clearly identified annex.

4. The authority recognises that arrangements set out in section 1.2 of the standard Selection Questionnaire, in relation to a group of economic operators (for example, a consortium) and/or use of sub-contractors, may be subject to change and will, therefore, not be finalised until a later date. The lead contact should notify the authority immediately of any change in the proposed arrangements and ensure a completed Part 1 and Part 2 is submitted for any new organisation relied on to meet the selection criteria. The authority will make a revised assessment of the submission based on the updated information.

5. For Part 1 and Part 2 every organisation that is being relied on to meet the selection must complete and submit the self-declaration.

6. All sub-contractors are required to complete Part 1 and Part 2.

7. For answers to Part 3 - If you are bidding on behalf of a group, for example, a consortium, or you intend to use sub-contractors, you should complete all of the questions on behalf of the consortium and/ or any sub-contractors, providing one composite response and declaration.

The authority confirms that it will keep confidential and will not disclose to any third parties any 51

information obtained from a named customer contact, other than to the Cabinet Office and/or contracting authorities defined by the regulations, or pursuant to an order of the court or demand made by any competent authority or body where the authority is under a legal or regulatory obligation to make such a disclosure.

Assessment

Section Assessment Weighting

1 Potential supplier information For information only N/A

2 Grounds for mandatory exclusion Responses scored on a pass/fail basis N/A

3 Grounds for discretionary exclusion Responses scored on a pass/fail basis N/A

4 Economic and Financial Standing Responses scored on a pass/fail basis N/A

5 Wider groups Responses scored on a pass/fail basis N/A

6 Technical and Professional Ability Responses scored on a pass/fail basis N/A

7 Modern Slavery Act Responses scored on a pass/fail basis N/A

8.1 Insurance Responses scored on a pass/fail basis N/A

8.2 Additional Questions Responses scored in line with 0 - 5 scoring system 100%

Scoring System

Where indicated, questions will be scored in line with the following scoring system:

Using a 0 – 5 scoring system

0 Unacceptable Response – No information provided or response does not address the requirement.

1Poor response – The response contains material omissions and / or is supported by limited evidence / examples. Major concerns that the organisation has the potential to deliver / that they have failed to meet a reasonable standard.

2Fair response – The response contains some omissions and / or is not well supported by evidence / examples. Some concerns about the applicant’s ability to deliver / that they have failed to meet a reasonable standard.

3

Good response – There is adequate detail / supporting examples giving a reasonable level of confidence in the Bidder’s experience and ability. The applicant appears to have the potential to deliver as required / has met a reasonable standard and there are only minor concerns about the applicant’s experience.

4Very Good Response – The level of detail / supporting examples gives a high level of confidence in the applicant’s experience and ability. The applicant clearly has the potential to deliver and / or has clearly met an acceptable standard.

5

Excellent Response – A comprehensive well evidenced submission, clearly demonstrating expertise and knowledge incorporating value added benefits/social value attributes & other points of innovation. The response fully captures understanding of the steps involved to deliver the aspects of the question posed, giving a very high level of confidence in the applicant’s experience and ability.

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Individual evaluators will mark using whole numbers only (i.e. 0, 1, 2, 3, 4, 5). Half numbers (i.e. 0.5, 1.5, 2.5, 3.5, 4.5) or any other number format will not be used.

Tenderers are advised that in some cases their final mark may not be a whole number, due to the process of averaging marks provided by individual evaluators.

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Part 1: Potential supplier Information

Please answer the following questions in full. Note that every organisation that is being relied on to meet the selection must complete and submit the Part 1 and Part 2 self-declaration.

Section 1 Potential supplier information

Question number Question Response

1.1(a) Full name of the potential supplier submitting the information

1.1(b) – (i) Registered office address (if applicable)

1.1(b) – (ii) Registered website address (if applicable)

1.1(c) Trading statusa) public limited companyb) limited companyc) limited liability partnershipd) other partnershipe) sole traderf) third sectorg) other (please specify your trading status)

1.1(d) Date of registration in country of origin

1.1(e) Company registration number (if applicable)

1.1(f) Charity registration number (if applicable)

1.1(g) Head office DUNS number (if applicable)

1.1(h) Registered VAT number

1.1(i) - (i) If applicable, is your organisation registered with the appropriate professional or trade register(s) in the member state where it is established?

Yes No N/A

1.1(i) - (ii) If you responded yes to 1.1(i) - (i), please provide the relevant details, including the registration number(s).

1.1(j) - (i) Is it a legal requirement in the state where you are established for you to possess a particular authorisation, or be a member of a particular organisation in order to provide the services specified in this procurement?

Yes No

1.1(j) - (ii) If you responded yes to 1.1(j) - (i), please provide additional details of what is required and confirmation that you have complied with this.

1.1(k) Trading name(s) that will be used if successful in this procurement

1.1(l) Relevant classifications (state whether you fall within one of these, and if so which one)a) Voluntary Community Social Enterprise (VCSE)h) Sheltered Workshopi) Public service mutual

1.1(m) Are you a Small, Medium or Micro Enterprise (SME)? Yes No

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1.1(n) Details of Persons of Significant Control (PSC), where appropriate: - Name;- Date of birth;- Nationality;- Country, state or part of the UK where the PSC usually lives;- Service address;- The date he or she became a PSC in relation to the company (for existing companies the 6 April 2016 should be used);- Which conditions for being a PSC are met; - Over 25% up to (and including) 50%,

- More than 50% and less than 75%,- 75% or more.

(Please enter N/A if not applicable)

1.1(o) Details of immediate parent company: - Full name of the immediate parent company- Registered office address (if applicable)- Registration number (if applicable)- Head office DUNS number (if applicable)- Head office VAT number (if applicable)


1.1(p) Details of ultimate parent company:

- Full name of the ultimate parent company- Registered office address (if applicable)- Registration number (if applicable)- Head office DUNS number (if applicable)- Head office VAT number (if applicable)


Please note: A criminal record check for relevant convictions may be undertaken for the preferred Contractors and the persons of significant in control of them.

Please provide the following information about your approach to this procurement:

Section 1 Bidding model


1.2(a) - (i) Are you bidding as the lead contact for a group of economic operators?

Yes No

If yes, please provide details listed in questions 1.2(a) (ii), (a) (iii) and to 1.2(b) (i), (b) (ii), 1.3, Section 2 and 3.If no, and you are a supporting bidder please provide the name of your group at 1.2(a) (ii) for

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reference purposes, and complete 1.3, Section 2 and 3.

1.2(a) - (ii) Name of group of economic operators (if applicable)

1.2(a) - (iii) Proposed legal structure if the group of economic operators intends to form a named single legal entity prior to signing a contract, if awarded. If you do not propose to form a single legal entity, please explain the legal structure.

1.2(b) - (i) Are you or, if applicable, the group of economic operators proposing to use sub-contractors?

Yes No

1.2(b) - (ii) If you responded yes to 1.2(b)-(i) please provide additional details for each sub-contractor in the following table: we may ask them to complete this form as well.Name

Registered address

Trading status

Company registration number

Head Office DUNS number (if applicable)

Registered VAT number

Type of organisation

SME (Yes/No)

The role each sub-contractor will take in providing the works and /or supplies e.g. key deliverables

The approximate % of contractual obligations assigned to each sub-contractor

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Contact details and declaration

I declare that to the best of my knowledge the answers submitted and information contained in this document are correct and accurate.

I declare that, upon request and without delay I will provide the certificates or documentary evidence referred to in this document.

I understand that the information will be used in the selection process to assess my organisation’s suitability to be invited to participate further in this procurement.

I understand that the authority may reject this submission in its entirety if there is a failure to answer all the relevant questions fully, or if false/misleading information or content is provided in any section.

I am aware of the consequences of serious misrepresentation.

Section 1 Contact details and declaration


1.3(a) Contact name

1.3(b) Name of organisation

1.3(c) Role in organisation

1.3(d) Phone number

1.3(e) E-mail address

1.3(f) Postal address

1.3(g) Signature (electronic is acceptable)

1.3(h) Date

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Part 2: Exclusion Grounds

Please answer the following questions in full. Note that every organisation that is being relied on to meet the selection must complete and submit the Part 1 and Part 2 self-declaration.

Section 2 Grounds for mandatory exclusion

Question number

Question Response

2.1(a) Regulations 57(1) and (2)The detailed grounds for mandatory exclusion of an organisation are set out on this web page, which should be referred to before completing these questions.

Please indicate if, within the past five years you, your organisation or any other person who has powers of representation, decision or control in the organisation been convicted anywhere in the world of any of the offences within the summary below and listed on the webpage.

Participation in a criminal organisation. Yes No

If Yes please provide details at 2.1(b)

Corruption. Yes No


Fraud. Yes No


Terrorist offences or offences linked to terrorist activities

Yes No


Money laundering or terrorist financing Yes No


Child labour and other forms of trafficking in human beings

Yes No


2.1(b) If you have answered yes to question 2.1(a), please provide further details.Date of conviction, specify which of the grounds listed the conviction was for, and the reasons for conviction,Identity of who has been convictedIf the relevant documentation is available electronically please provide the web address, issuing authority, precise reference of the documents.

2.2 If you have answered Yes to any of the points above have measures been taken to demonstrate the reliability of the organisation despite the existence of a relevant ground for exclusion ? (Self Cleaning)

Yes No

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https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/551130/List_of_Mandatory_and_Discretionary_Exclusions.pdf



2.3(a) Regulation 57(3)Has it been established, for your organisation by a judicial or administrative decision having final and binding effect in accordance with the legal provisions of any part of the United Kingdom or the legal provisions of the country in which the organisation is established (if outside the UK), that the organisation is in breach of obligations related to the payment of tax or social security contributions?

Yes No

2.3(b) If you have answered yes to question 2.3(a), please provide further details. Please also confirm you have paid, or have entered into a binding arrangement with a view to paying, the outstanding sum including where applicable any accrued interest and/or fines.

Please Note: The authority reserves the right to use its discretion to exclude a potential supplier where it can demonstrate by any appropriate means that the potential supplier is in breach of its obligations relating to the non-payment of taxes or social security contributions.

Section 3 Grounds for discretionary exclusion

Question Response

3.1 Regulation 57 (8)The detailed grounds for discretionary exclusion of an organisation are set out on this web page, which should be referred to before completing these questions.Please indicate if, within the past three years, anywhere in the world any of the following situations have applied to you, your organisation or any other person who has powers of representation, decision or control in the organisation.

3.1(a) Breach of environmental obligations? Yes No

If yes please provide details at 3.2

3.1 (b) Breach of social obligations? Yes No


3.1 (c) Breach of labour law obligations? Yes No


3.1(d) Bankrupt or is the subject of insolvency or winding-up proceedings, where the organisation’s assets are being administered by a liquidator or by the court, where it is in an arrangement with creditors, where its business activities are suspended or it is in any analogous situation arising from a similar procedure under the laws and regulations of any State?

Yes No


3.1(e) Guilty of grave professional misconduct? Yes No


3.1(f) Entered into agreements with other economic operators aimed at distorting competition?

Yes No

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3.1(g) Aware of any conflict of interest within the meaning of regulation 24 due to the participation in the procurement procedure?

Yes No


3.1(h) Been involved in the preparation of the procurement procedure?

Yes No


3.1(i) Shown significant or persistent deficiencies in the performance of a substantive requirement under a prior public contract, a prior contract with a contracting entity, or a prior concession contract, which led to early termination of that prior contract, damages or other comparable sanctions?

Yes No


3.1(j) Please answer the following statements

3.1(j) - (i) The organisation is guilty of serious misrepresentation in supplying the information required for the verification of the absence of grounds for exclusion or the fulfilment of the selection criteria.

Yes No

If Yes please provide details at 3.2

3.1(j) - (ii) The organisation has withheld such information. Yes No


3.1(j) –(iii) The organisation is not able to submit supporting documents required under regulation 59 of the Public Contracts Regulations 2015.

Yes No


3.1(j)-(iv) The organisation has influenced the decision-making process of the contracting authority to obtain confidential information that may confer upon the organisation undue advantages in the procurement procedure, or to negligently provided misleading information that may have a material influence on decisions concerning exclusion, selection or award.

Yes No


3.2 If you have answered Yes to any of the above, explain what measures been taken to demonstrate the reliability of the organisation despite the existence of a relevant ground for exclusion? (Self Cleaning)

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Part 3: Selection Questions

Section 4 Economic and Financial Standing

Question Response

4.1 Are you able to provide a copy of your audited accounts for the last two years, if requested?If no, can you provide one of the following: answer with Y/N in the relevant box.

Yes No

(a) A statement of the turnover, Profit and Loss Account/Income Statement, Balance Sheet/Statement of Financial Position and Statement of Cash Flow for the most recent year of trading for this organisation.

Yes No

(b) A statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position.

Yes No

(c) Alternative means of demonstrating financial status if any of the above are not available (e.g. forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status).

Yes No

4.2 Where we have specified a minimum level of economic and financial standing and/ or a minimum financial threshold within the evaluation criteria for this procurement, please self-certify by answering ‘Yes’ or ‘No’ that you meet the requirements set out.

Yes No

Section 5 If you have indicated in the Selection Questionnaire question 1.2 that you are part of a wider group, please provide further details below:

Name of organisation

Relationship to the Supplier completing these questions

5.1 Are you able to provide parent company accounts if requested to at a later stage?

Yes No

5.2 If yes, would the parent company be willing to provide a guarantee if necessary?

Yes No

5.3 If no, would you be able to obtain a guarantee elsewhere (e.g. from a bank)?

Yes No

Section 6 Technical and Professional Ability

6.1 Relevant experience and contract examplesPlease provide details of up to three contracts, in any combination from either the public or private sector; voluntary, charity or social enterprise (VCSE) that are relevant to our requirement. VCSEs may include samples of grant-funded work. Contracts for supplies or services should have been performed during the past three years. Works contracts may be from the past five years.

The named contact provided should be able to provide written evidence to confirm the accuracy of the information provided below.

Consortia bids should provide relevant examples of where the consortium has delivered

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similar requirements. If this is not possible (e.g. the consortium is newly formed or a Special Purpose Vehicle is to be created for this contract) then three separate examples should be provided between the principal member(s) of the proposed consortium or Special Purpose Vehicle (three examples are not required from each member).

Where the Supplier is a Special Purpose Vehicle, or a managing agent not intending to be the main provider of the supplies or services, the information requested should be provided in respect of the main intended provider(s) or sub-contractor(s) who will deliver the contract.

If you cannot provide examples see question 6.3

Contract 1 Contract 2 Contract 3

Name of customer organisation

Point of contact in the organisation

Position in the organisation

E-mail address

Description of contract

Contract Start date

Contract completion date

Estimated contract value

6.2Where you intend to sub-contract a proportion of the contract, please demonstrate how you have previously maintained healthy supply chains with your sub-contractor(s)

Evidence should include, but is not limited to, details of your supply chain management tracking systems to ensure performance of the contract and including prompt payment or membership of the UK Prompt Payment Code (or equivalent schemes in other countries)

6.3 If you cannot provide at least one example for questions 6.1, in no more than 500 words please provide an explanation for this e.g. your organisation is a new start-up or you have provided services in the past but not under a contract.

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Section 7 Modern Slavery Act 2015: Requirements under Modern Slavery Act 2015

7.1 Are you a relevant commercial organisation as defined by section 54 ("Transparency in supply chains etc.") of the Modern Slavery Act 2015 ("the Act")?

Yes No

7.2 If you have answered yes to question 1 are you compliant with the annual reporting requirements contained within Section 54 of the Act 2015?

YesPlease provide relevant the url…

No Please provide an explanation

Additional Questions

Contractors who self-certify that they meet the requirements to these additional questions will be required to provide evidence of this if they are successful at contract award stage.

Section 8 Additional Questions

8.1 Insurance

a. Please self-certify whether you already have, or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated below: Employer’s (Compulsory) Liability Insurance = £5mPublic Liability Insurance = £5mProfessional Indemnity Insurance = £5mProduct Liability Insurance = £5m*It is a legal requirement that all companies hold Employer’s (Compulsory) Liability Insurance of £5 million as a minimum. Please note this requirement is not applicable to Sole Traders.

Yes No

8.2 Project Specific Questions not used

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APPENDIX 4: RESPONSE TO QUALITY EVALUATION CRITERIA

Tenderers must use the template below for their response to quality evaluation criteria. Responses in any other format will not be accepted. Tenderers must complete all the responses relevant to the Lots that they are bidding for.

Lots One, Two and Three

Criterion 1a

Please submit full details and specifications of the proposed vehicle, detailing the make, model and specifically indicating the extent to which the various fittings and other requirements set out in the specification and schedules are covered by their tender. Tenders submitted without a detailed specification will not be considered

Response

[no word limit]

Criterion

1b

Please provide details of

a) of all guaranteed warranty repair response times within their submission;

b) parts supply current list prices, and availability for chassis, cab, body and gear. Also details of nearest spare parts stockist.

Response

[no word limit]

Criterion

1c

Please provide details of all safety equipment fitted to the bin lifters to avoid accidental operation.

Response

[500 word limit]

Criterion

1d

Please provide details of any onboard monitoring systems either remote or workshop based, provided with the vehicle as standard. (Engine monitoring, tyre pressure, compaction pressures, etc) and capability of these systems. Contractors also to confirm vehicles will be compatible with all available In cab systems and ensure that the appropriate access on the supplied vehicles to allow positioning and installation of the chosen system before delivery to the authority.

Response

[500 word limit]

Criterion

1e

Please state the proposed build and delivery schedule.

Response

64

1000 word limit]

Criterion 1f

Please state the maximum payload achievable on the vehicle.

Response

[100 word limit]

LOT 3 MAINTENANCE ELEMENT

Criterion 3a

Please provide details of the location(s) of the proposed site(s) to be used for the provision of the maintenance service and details of any special equipment available at the facility in order to maintain the specified vehicle types.Please provide details of the location and specialist equipment to be used for all brake testing.The council require the contractor to have in their possession the appropriate computer diagnostic equipment as new vehicles require this to identify and rectify faults. Please confirm your access to the relevant equipment and list the type/model available.

Response

[1000 word limit]

Criterion 3b

Please provide details of the staffing to be utilised in the provision of this contract including:

a) Details of the organisational structure relevant to the delivery of this specification and the levels of authorisation.

b) Staffing levels throughout the week,c) skills and expertise including training courses attended and details of the relevant experience on the vehicle types listed;

Response

1000 word limit]

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Criterion 3c

Please provide a method statement detailing how the maintenance service will be provided to meet the standards in the Specification and Performance Framework. Specific reference should be made to the requirement that all planned safety inspections and planned routine maintenance will be conducted outside of the daily hours of operation normally 6 am until 4pm Monday to Friday. All repairs that do not render the vehicle either unsafe or Illegal will be conducted outside of these hours. Please confirm your company’s ability to meet these criteria and detail time required for pre-MOT preparation. Method statements to include

3. Copies of the proposed Safety Inspection sheets to be used.4. Copies of work sheets and sign off procedures.

The Method statement should confirm the time allocations for all inspections and scheduled servicing for “A”, “B”, “C” and pre MOT preparation. The Council expects the time allocated to routine inspections and servicing to be in line with FTA recommendations. Example; “A” inspection 1.5 hours.

Response

[No word limit]

Criterion 3d

Please provide details of how the Breakdown Recovery Service will be provided to meet the standards in the Specification and Performance Framework.

Response

[1000 word limit]

Criterion 3e

Please provide details of the Contractors Health and Safety management systems and procedures relevant to the provision of this service.

Response

[1000 word limit]

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Include section on interviews for top 3

I/We confirm acceptance of the terms and conditions provided in appendix [x] without amendment and agree to be bound by such Contract should the Council elect to accept my/our Tender.

Signed ……………… Signed ………………For and on behalf of ……………… For and on behalf of ...….…………Dated ……………… Dated ………………

APPENDIX 5: FORM OF TENDER

To: the Council

For the Attention of: Procurement Services

Dear Sir / Madam

67

I/We the undersigned, hereby Tender and offer to perform the Contract, details of which was set out in the ITT supplied to me/us for the purpose of Tendering for the Contract, and agree to do so in accordance with the terms of the ITT.

I/We confirm that I/We will provide the Contract at the price provided in my/our Tender. I/We confirm that the price provided in my/our Tender will not be subject to any increase otherwise than as determined in accordance with the Contract.

I/We confirm that this Tender will remain valid and open for acceptance without variation for at least 90 days from the Closing Date for the receipt of Tenders (not including any statutory standstill period that may apply).

I/We confirm that we agree the Contract and undertake that in the event of our Tender being accepted to execute the Contract (subject to any minor amendments which have been accepted by the Council) within four (4) weeks from the date on which I/we receive notification that our Tender is successful and in the interim provide the [Supplies/Services] in accordance with the Contract (subject to such amendments).

I/We confirm that attached to this Tender are all of the following:

Completed Selection Questionnaire (Appendix 3) Completed Response to Quality Criteria (Appendix 4) Completed Anti-Collusion Certificate (Appendix 6) Completed Anti-Canvassing Certificate (Appendix 7) Completed Pricing Schedule (Appendix 8);

I/We confirm that the information supplied to you and forming part of this Tender, including, for the avoidance of doubt, any information supplied to you as part of my/our initial expression of interest in Tendering, was true when made and remains true and accurate in all respects.

I/We understand that any false representations, including but not limited to, changes to forms, could result in this Tender being rejected or subsequent contract termination.

I/We confirm and undertake that if any information supplied becomes untrue or misleading that I/We will notify you immediately and will update such information as is required.

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APPENDIX 6: ANTI-COLLUSION CERTIFICATETo: the Council


Dear Sir / Madam

The essence of the public procurement process for selective Tendering for the Contract is that the Council shall receive bona fide competitive Tenders from all Tenderers.

In recognition of this principle I/we hereby certify that this is a bona fide offer, intended to be competitive, and that I/we have not fixed or adjusted the amount of the offer or the price in accordance with any agreement or arrangement with any other person (except any sub-contractor identified in this offer).

I/We also certify that I/We have not done, and undertake that I/We will not do, at any time during the Tender process or in the event of my/our Tender being successful while the resulting Contract is in force, any of the following acts:

1) enter into any agreement or agreements with any other person that they shall refrain from Tendering to the Council or as to the amount of any offer submitted by them; or

2) inform any person, other than the Council, of the details of the Tender or the amount or the approximate amount of my/our offer except where the disclosure was in confidence and was essential to obtain insurance premium quotations required for the preparation of the Tender; or

3) cause or induce any person to enter into such an agreement as is mentioned in paragraph 1) and 2) above or to inform us of the amount or the approximate amount of any rival Tender for the Contract; or

4) commit any offence under the Public Bodies Corrupt Practices Act 1889, Bribery Act 2010 nor under Section 117 of the Local Government Act 1972; or

5) offer or agree to pay or give or actually pay or give any sum of money, inducement or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other Tender or proposed Tender for the performance of the Project covered by the Tender any act or omission.

In this Certificate the word “person” includes any person, body or association, corporate or incorporate and “agreement” includes any arrangement whether formal or informal and whether legally binding or not.

I/We agree that the Council may, in its consideration of the offer, and in any subsequent actions, rely upon the statements made in this certificate.


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APPENDIX 7: ANTI-CANVASSING CERTIFICATE

To: the Council


Date: …………………………….

Dear Sir / Madam

I/we hereby certify that I/we have not canvassed any Director, employee, contractor or adviser of the Council in connection with this Tender and the proposed award of the Contract by the Council , and that no person employed by me/us or acting on my/our behalf, or advising me/us, has done any such act.

I/we further hereby undertake that I/we will not canvass any Director, employee, contractor or adviser of the Council in connection with this Tender and the proposed award of the Contract and that no person employed by me/us or acting on my/our behalf, or advising me/us, will do any such act.

I/we agree that the Council may, in consideration of this bid, and in any subsequent actions, rely upon the statements made in this Certificate.


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APPENDIX 8: PRICING SCHEDULE – EXCLUDING VAT

Lot One - Outright PurchaseTenderer’s to state compliance with specification by completing the following tables. Failure to complete in

entirety may lead to a tender being disqualified.

Please complete the following specification response and the separate Pricing Schedule spreadsheet.

The following list is based upon the Councils desired specification, however any deviation from this specification will be addressed in the evaluation process and specifications not meeting these requirements to the satisfaction of the Council may be awarded a lower score. Any item offered that exceeds the Councils requirements and considered an “added value” item may also be awarded additional marks if they are considered to be of value by the Council. Please identify the items required that are included in the price per vehicle and any additional cost items in the relevant columns.


Price Adjustment +

or -CHASSIS and CAB


YES/NO*

Diff lock YES/NO*Exhaust Brake YES/NO*Reverse and forward motion auto brake sensors YES/NO*Slam doors YES/NO*Low entry cab YES/NO*Air suspension driver’s seat YES/NO*Stainless steel vertical exhaust stack YES/NO*Cruise control YES/NO*In cab phone: install, Scott Stonage 0161 8646440 YES/NO*4 x in cab overhead storage lockers, 2 to be lockable YES/NO*Radio CD player YES/NO*Air con YES/NO*Tinted front screen option anti-glare YES/NO*At least 2 sun visors YES/NO*Side window tint options YES/NO*VTG6 Plate holder YES/NO*Reverse warning bleeper with in-cab isolator switch & night silent activation.

YES/NO*


YES/NO*


YES/NO*


YES/NO*

Electronic tachrograph fitted. Remote download capability YES/NO*71

required if availableLED hazard beacons to be fitted to front roof line and grill area. YES/NO*Anti-siphon on derv tanks YES/NO*Anderson connectors to batteries for quick access jump start. YES/NO*Tyre pressure markings on all wheel arches in contrasting colour YES/NO*Cab to be finished in White YES/NO*Chassis to finished in light grey YES/NO*Axel weight monitor on each axle, axle overload protection and packer cut out

YES/NO*


BODY


YES/NO*


YES/NO*


YES/NO*


Total Price (excluding VAT) for One Vehicle £……………………….

Any enquiries about this pricing schedule should only be made through the Delta eSourcing Tender Portal.

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Appendix 8 - Pricing Schedule – Excluding VAT LOT TWO - LEASE PURCHASE/ OPERATING LEASE


Please complete the following specification response and the separate Pricing Schedule spreadsheet.The following list is based upon the Councils desired specification, however any deviation from this specification will be addressed in the evaluation process and specifications not meeting these requirements to the satisfaction of the Council may be awarded a lower score. Any item offered that exceeds the Councils requirements and considered an “added value” item may also be awarded additional marks if they are considered to be of value by the Council.


Price Adjustment +

or -CHASSIS and CAB


YES/NO*


YES/NO*


YES/NO*


YES/NO*


YES/NO*


YES/NO*

LED hazard beacons to be fitted to front roof line and grill area. YES/NO*Anti-siphon on derv tanks YES/NO*Anderson connectors to batteries for quick access jump start. YES/NO*

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Tyre pressure markings on all wheel arches in contrasting colour YES/NO*Cab to be finished in White YES/NO*Chassis to finished in light grey YES/NO*Axel weight monitor on each axle, axle overload protection and packer cut out

YES/NO*


BODY


YES/NO*


YES/NO*


YES/NO*


Total Price (excluding VAT) for One Vehicle per annum £……………………….


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Appendix 8 Pricing Schedule – Excluding VAT

LOT 3 – Vehicle Leasing Supply and MaintenanceTenderer’s to state compliance with specification by completing the following tables. Failure to complete in

entirety may lead to a tender being disqualified.

Please complete the following specification response and the separate Pricing Schedule spreadsheet. The following list is based upon the Councils desired specification, however any deviation from this specification will be addressed in the evaluation process and specifications not meeting these requirements to the satisfaction of the Council may be awarded a lower score. Any item offered that exceeds the Councils requirements and considered an “added value” item may also be awarded additional marks if they are considered to be of value by the Council.


Price Adjustment +

or -CHASSIS and CAB


YES/NO*


YES/NO*


YES/NO*


YES/NO*


YES/NO*


YES/NO*

LED hazard beacons to be fitted to front roof line and grill area. YES/NO*Anti-siphon on derv tanks YES/NO*

75

Anderson connectors to batteries for quick access jump start. YES/NO*Tyre pressure markings on all wheel arches in contrasting colour YES/NO*Cab to be finished in White YES/NO*Chassis to finished in light grey YES/NO*Axel weight monitor on each axle, axle overload protection and packer cut out

YES/NO*


BODY

19mtr capacity body Colour white YES/NOFlat panel sides suitable to signage YES/NO*Grip flex signage YES/NO*Shovel and broom brackets YES/NO*Hopper juice tray YES/NO*Body access door steps and C/W grab handles to be mounted N/S YES/NO*Hopper drain valve YES/NO*Rear working flood lights x 2 LED YES/NO*2 x LED under run lights to O/S and N/S front of body YES/NO*4 x LED Rear beacons YES/NO*4 x LED body beacons, 2 x N/S, 2 x O/S YES/NO*2 x LED lights downward facing (reverse assist lights) YES/NO*Orange low level hydraulic automatic split bin lift to accept all bin sizes from 140 ltr to 1280ltr

YES/NO*


YES/NO*


Total Price (excluding VAT) for One Vehicle per annum £……………………….


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APPENDIX 9Evaluation Methodology

Uploaded as a separate document

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thurrock council - invitation to tender · web viewinvitation to tender. ps/2017/527. refuse...

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